How to register your first employee: a complete guide for new employers

Hiring your first employee is a major milestone for any business. It also brings a fair amount of red tape. From registering with the NSSO to drawing up the employment contract and filing the mandatory Dimona declaration (immediate employment declaration): there's more to it than you might expect. In this article, we walk you through, step by step, everything you need to do to register your first employee correctly.

Step 1: Register as an employer with the NSSO

Before you can employ anyone, you must be registered as an employer with the National Social Security Office (NSSO). This happens automatically the moment you file your first Dimona declaration, but it helps to understand how the process works.

As an employer, you're assigned a unique NSSO number. You'll use this number for all your social documents and declarations. Registration is a one-off step and stays valid for as long as you're active as an employer.

Step 2: Take out occupational accident insurance

Occupational accident insurance is a legal requirement for every employer in Belgium. This insurance protects your employees in the event of accidents at work or on the way to and from work.

You must take out the insurance before your employee's first working day. Without valid cover, you risk heavy fines and become personally liable for all costs arising from a workplace accident.

Step 3: Determine the right Joint Committee

Every company in Belgium falls under a specific Joint Committee (JC). This committee sets the minimum working conditions for your sector, including:

• Minimum wages and salary scales
• Working hours and overtime arrangements
• Holiday and public holiday entitlements
• Notice periods
• Any sector-specific bonuses

Getting the right Joint Committee is crucial, because all your working conditions and salary calculations are based on it. Read our detailed article on what a Joint Committee is and how it works. If you're unsure, you can check with the FPS Employment or your social secretariat.

Step 4: Draw up a proper employment contract

The employment contract is the legal document that sets out the relationship between you and your employee. For a first hire, this is often a permanent contract, but fixed-term contracts are possible too.

Mandatory details in the employment contract:

• Identity of the employer and the employee
• Job title and description of duties
• Start date (and end date for fixed-term contracts)
• Place of work
• Working hours and work schedule
• Salary and other benefits
• Notice periods
• Applicable Joint Committee

Make sure the contract is in writing and signed by both parties before the first working day begins.

Step 5: File the Dimona declaration

The Dimona declaration is mandatory for every employee you take on. This electronic declaration must be filed before the employee actually starts working.

What you need for the Dimona:

• The employee's national register number
• The start date of employment
• The type of employment relationship (student, flexi-job, regular, etc.)
• The end date (for fixed-term contracts)

You can submit the Dimona through the social security website, via your social secretariat, or automatically through payroll software such as Recruit. For more detail on this process, see our article on the Dimona declaration for temporary employees.

Step 6: Draw up work regulations

As soon as you have employees, you're legally required to draw up work regulations. This document contains your company's internal rules, such as:

• Working hours and break arrangements
• The procedure in case of illness
• Rules on holidays and absences
• The disciplinary framework
• Emergency contact details

You must make the work regulations available to every employee and keep them in an accessible place.

Step 7: Set up payroll processing

As an employer, you're responsible for calculating and paying out the salary correctly. This covers:

• Calculating the gross salary according to the Joint Committee
• Withholding social security contributions and professional withholding tax
• Passing the withheld amounts on to the NSSO and the tax authorities
• Preparing and delivering payslips
• Year-end documents (tax forms)

Many new employers choose to outsource this complex task to a social secretariat or a payroll intermediary.

Common mistakes when hiring your first employee

Not filing the Dimona before the first working day This is one of the most common mistakes. The Dimona must always be submitted before the employment starts.

Applying the wrong Joint Committee An incorrect classification leads to incorrect salary calculations and can result in back payments or fines.

Not taking out occupational accident insurance Without insurance, you're personally liable in the event of accidents, with potentially catastrophic financial consequences.

Agreeing a verbal contract Although verbal contracts are valid in some cases, the absence of a written contract creates problems of proof and uncertainty.

Tips for a smooth start

1. Start early: begin the admin at least two weeks before the planned hire date
2. Gather all documents: request the national register number and other details in good time
3. Automate where you can: payroll software saves time and prevents mistakes
4. Ask for help: a social secretariat or HR partner can guide you

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How Recruit helps you

Registering your first employee doesn't have to be complicated. With Recruit, you run through the whole process quickly and without errors.

With Recruit:

• Contracts in under 60 seconds: create trial and temp contracts without the hassle
• Automatic salary calculation: correct pay in line with current legislation and your Joint Committee
• Dimona and social documents: we handle all the declarations, so you can focus on your business
• 24/7 personal support: always a dedicated contact who knows your company
• No fixed monthly costs: pay only for what you use

Try Recruit or get in touch with our HR experts for tailored advice.

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Disclaimer: This article is for informational purposes and does not replace legal advice. The rules may differ per Joint Committee and sector. Always consult the current legislation or an HR specialist for your specific situation.