How do you register your first employee? Hiring and registering your first employee
Taking on your first employee? It's a major milestone for any growing business, and there's far more to it than signing a contract. From the right Dimona (immediate employment declaration) to the correct type of employment contract, every detail has to be legally sound.
With temporary employment, this matters even more. Think of fixed-term contracts, seasonal work or replacements, each with its own rules and obligations.
This guide walks you through registering your first employee correctly, step by step: the administrative documents you need, and how to keep everything in line with Belgian law.
When must you register an employee?
Every employer is required to declare a new employee before work begins, via Dimona, to the National Social Security Office (NSSO). This keeps the NSSO informed of your hire and ensures all your employee's social security rights are correctly registered.
Whether it's temporary employment, a full-time open-ended employment contract or a fixed-term contract, the declaration must always be made on time. Do this too late and you risk fines and lose any NSSO reductions or support measures for a first hire.
With Recruit, that Dimona declaration happens automatically, so your new employee is correctly registered right away.
Choose the right type of employment contract
For a temporary hire, always go for a fixed-term employment contract or one tied to a specific project. This clearly sets out when the contract starts and ends, and stops it from automatically counting as an open-ended contract.
A properly drafted contract states the duration, the gross salary, the working arrangement and the main rights and obligations of employer and employee. With Recruit, you can easily draw up this kind of temporary contract digitally, fully compliant with the law and ready before the first working day.
Gather the necessary employee details
Before you hire your first employee, you need to arrange a few important formalities ahead of the first working day. You need your new employee's personal details, such as their national register number, address, gross salary and working arrangement.
You're also required to draw up work rules. In theory you can do this yourself, but that's strongly discouraged. Don't forget to choose a prevention and protection service and to appoint at least one prevention adviser.
Anyone taking on temporary staff must follow these steps to meet all their obligations as an employer. That way, hiring staff goes smoothly and your first employee can start without any worries.
Declare the employee via Dimona
Every employer must declare a new employee in good time via Dimona to the NSSO. That declaration has to be made before work begins, so the NSSO stays informed of the hire and social security is applied correctly.
With Recruit, the Dimona declaration happens automatically, so you can hire an employee without administrative hassle while still fully meeting all your obligations as an employer.
Register the employment contract correctly
When you hire your first employee, the contract must be fully in order before the first working day. Clearly state the duration, gross salary and other relevant details.
As an employer, you're also required to take out occupational accident insurance and to choose an external prevention service to guarantee protection at work. With Recruit, you arrange everything you need to take on an employee temporarily without any worries.
Check permits and documents for foreign employees
When you register a temporary worker from abroad, extra formalities apply. For workers from outside the EU, a work permit or a Single Permit is always required in order to work legally.
As an employer, you're also required to check these documents before work begins.
Automate your registration process with payroll software
Hiring your first employee comes with plenty of administrative obligations: salary calculation, employer contributions, extra-legal benefits and the Dimona declaration all have to be handled correctly before the first working day. A digital solution like Recruit takes many of these administrative obligations off your hands.
Whether you're hiring your first employee, filling a temporary vacancy or looking to recruit several profiles, payroll software helps you process everything flawlessly and save time.
Temporary employment FAQ: where to turn?
1. What should I know about hiring my first employee?
Anyone hiring their first employee must first register with the NSSO and follow all the legal steps. Use this step-by-step plan to know what you need to arrange before the first working day, from drawing up the contract to choosing an internal service or external prevention service.
2. How much does your first employee cost exactly?
The total cost depends on the gross salary, the employer contribution, and any extra-legal benefits such as meal vouchers or holiday pay. Some companies can claim an exemption or a target-group reduction each quarter to lower their wage costs.
3. Do I have to join an annual holiday fund?
If you take on blue-collar workers, you must join an annual holiday fund that pays out the holiday pay. For white-collar workers, this is handled directly by the employer.
4. What if I have to appoint an internal service or prevention adviser?
Every employer is required to appoint at least one prevention adviser or to take on the role of prevention adviser themselves. This guarantees protection at work and makes sure everything runs safely when you decide to hire your first employee.
5. Are there support measures or bonuses for a first hire?
Yes, there are various bonuses and target-group reductions that lower wage costs when you decide to hire your first employee or conclude a temporary contract. This gives you financial support to start a business and get going smoothly with new talent.