© - ATH all rights reserved - Edition 2024 5 2024 EMPLOYER’S GUIDE Make sure that employees have individually signed up for collective schemes. For health cover schemes, employees may apply for an exemption in certain cases. EMPLOYMENT MEDICAL This comprises : • A preliminary medical for employees not exposed to particular risks. This must be arranged within 3 months from the effective start date ; or • A pre-employment fitness medical for employees assigned to a position with particular risks. It is important to make sure an appointment can be made for the new employee at the occupational health centre within the set time. Ask us about specific cases and possible exemptions. STAFF REGISTER Every employer must keep a staff register in each premises where staff are employed. It must include the relevant compulsory information including in particular the employee’s identification details, job and qualifications, hiring and leaving dates, type of employment contract and so on. It must be updated whenever a recordable event occurs or is modified. Failure to keep the staff register is penalised by a category 4 fine (amount page 85). INFORMATION TO BE SENT TO THE EMPLOYEE From 1 November 2023, the employer must provide the employee with one or more written documents containing the main information relating to the employment relationship. Fourteen minimum items of information are listed. Some of this information is included in the employment contract, while others may be included in an appendix to the contract, or even in an onboarding booklet. Certain information must be sent on the 7th calendar day after the hiring day. These are mainly those to be included in the employment contract (identity of the parties, job title, probation period, remuneration, working hours, etc.). It is therefore essential to ensure that the employment contract contains this information and that it is sent to the employee within 7 days after the hiring day and signed by both parties. Other information must be provided in the month following recruitment, mainly concerning : training, paid leave, procedures for terminating the employment contract, the collective agreement, social protection, etc. Depending on the information provided, this must be done by express mention on a document sent to the employee or by reference to legislative, regulatory or contractual provisions. Ask us, some additional information must be provided to employee who is going to work abroad. An employee who has not received the compulsory information by the deadline must give his employer formal notice to provide it. The employer has 7 calendar days to respond to the request. DOCUMENTS TO BE GIVEN TO EMPLOYEES Document setting out the information contained in the notice of employment. Guide on the collective agreements applicable. Comprehensive guide on the coverage provided by employee benefit and health cover schemes and the conditions under which they apply. Booklet on employee savings plans available within the company. The employee must also be informed about his/her right to a professional appraisal every 2 years (or at the frequency set by collective agreement). To facilitate the integration of new employees, the company can provide them with a welcome handbook.
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