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Questions and answers about Payroll

 

You can find below a guide of Karabelas’ Office with the most frequent questions and answers related to business payroll issues only for its clients. We are at your disposal for any further clarification.

I want to hire an employee, what is needed?

– We always ask for the full details of the candidate employee (we never omit his/her exact residence address).

– We also ask for the printing of his/her ensima from the efka.gr.

– We always complete the recruitment before the start date and at the latest on the same day of the recruitment.

– In case of hiring a part-time employee, the signature of the contract and suspension to Ergani system are mandatory.

– All contracts should also indicate the break time from 15 to 30 minutes.

 

About change of working hours

– We notify the change of working hours before it is made and at the latest on the same day.

– If the change is permanent, we sign a new contract with the new working hours.


About overtime work

– We notify the overtime, before it is done and at the latest on the same day (the extra hours are paid with an increase of 40% on the legal wage).


How do we pay the payroll every month?

– Only by a bank deposit in accounts that each employee has notified us and is entitled to (in case of a severance pay, we pay the amount of it by a bank deposit)

– Delay in the payment of payroll more than 2 months is leading to very serious consequences for the employer, without examining the reason for this delay (article 58, Act 4635/2019)


About employee withdrawal / dismissal

– Deadline for submitting a withdrawal or dismissal: 4 working days (e.g., a withdrawal / dismissal that takes place on Thursday, can be notified to Ergani system until Wednesday).

– Severance pay is due to the company at the end of the 12-month period.

A gift pay is always due pro rata (Easter pay, if an employee worked 1/1-30/4 or Christmas pay, if an employee worked 1/5-31/12).

– In case of retirement, it should be examined whether the employee is a beneficiary of a reduced or full pension, because in this case he/she is claiming compensation.


Annual leave

– Every month for the issuance of payroll, we inform about the days off that the staff has taken. Everyone is entitled to approx. 2 days of leave per month from the 1st day of work.

– We keep the leave book at the workplace and always show it to the labor inspectors (par. 7 of article 24, Act 3996/2011).

– We keep in the workplace all the applications of the employees for five years as well as its decisions for the division of the annual leave of the employees (par. 7 of article 14, Act 4093/2012).

– We notify the Ergani information system within the month of April of each year, the details of the employees who received the annual leave and the leave pay during the previous calendar year and have been registered in the special leave book (form e11).


Notification of safety technician details

– The employer must use the services of a safety technician depending on the number of employees he employs in his/her business, in the context of supervising the working conditions. The employer can undertake the duties of a security technician himself in his/her company when it belongs to the second and third categories of danger, depending on the number of employees it employs and subject to appropriate training (articles 8– 15, Act 3850/2010 and article 125, Act 4052/2012).


Digital work card (we are waiting for additional clarifications)

– Based on the announcements so far, it will apply from 1/12/2022, if no extension is given.

– Upon arrival / departure at work, the employee will “pass” the card stating the start / end of the working hours. The scheduling of the work and the information about the actual start – end time of the work will be digitally entered into the Ergani II system and will be available to employees through the myergani mobile app, as well as through the myergani web portal (https://myergani.gov.gr).

– The card can be either in physical form, such as the cards that many businesses currently use to record working hours or a digital application (application) on the mobile phone of the employee that will produce a QR code that will be “scanned” by the digital application of the business. This is precisely the procedure that was applied for the “scanning” of disease certificates, vaccination, etc. Businesses that have time & attendance systems will transmit Ergani II system the start- end information for each employee. For the rest, the information will be automatically transmitted by the application.

An audit by the labor inspector arrived to my business. What should I do?

– We always cooperate with the audit authorities and do not make the control difficult for them.

– We always have the following staff tables posted in a conspicuous place:

a. the annual establishment plan
b. the supplementary timetables with any changes we have made
c. the overtime book for any overtime we have notified (form e8)

– We have the contracts of all the staff with signatures in the binder.

– We have the license applications with signatures in a binder, the license book, and the annual notification of the previous year’s licenses (form e11).

– We have the safety technician’s book completed with signatures as well.

– We have additional forms that may be needed in binders such as a underage’s booklet if we employ an underage, work permits for foreigners, a route book for drivers, etc.

– We follow the basic safety and hygiene measures (emergency exit, fire extinguishers, adequate lighting and ventilation, cleanliness and orderliness of the workplace, mold, footwear & helmet in work where special protective equipment is needed, etc.).

The table below shows the required time to inform us to ensure the execution of works on time:

OBLIGATION

REQUIRED TIME OF UPDATE

Recruitment

2 business days

Withdrawal

1 business day

Dismissal

2 business days

Schedules for modification of working hours (weekly)

on Thursday of previous week

Extraordinary changes of working hours

2 hours before the start of working hours

Modification of contracts

3 business days

Overwork

On the same day

Overtime

2 hours before the start

Sickness

Within the month

Leave

List of leaves until the 27th of the month

Other leaves provided for

As soon as the employer becomes aware

Accident

Immediately

Pregnancy

As soon as the employer becomes aware

Fixed-term Termination date

3 business days

Additional extraordinary & voluntary remunerations-bonus

Until the 27th day of the month

Transfer of staff to a different store

3 business days

 



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