How to notify the Social Security authorities of a new admission, based on the employee record.

If you are an employee with Employment Statuswhich is Temporary (and not part-time), you must select the Temporary employee option under Human Resources | Salaries and fees | Resources | Tables |Employee data | Staff types.

You must specify whether the employee works part-time or full-time using the Working Hours Regime available in the Employee File|Schedules.

Specify the employment type associated with the Employee Record, in the Current Employment Type field on the Contract tab. In addition to those mentioned above, the following options are also available:

• Intermittent work;
• Very short-term work;
• Teleworking;
• Secondment.

By cross-referencing the previous information, the system will automatically populate the field Contract type to be reported available in the Protection schemes tab of the Employee Record with one of the following values:

• A - Permanent, Full-time
• B - Permanent, Part-time
• C - Intermittent, Full-time
• D - Intermittent work, part-time
• E - Fixed-term, full-time
• F - Fixed-term, part-time
• G - Open-ended, Full-time
• H - Open-ended, Part-time
• I - Very Short-term Work
• J - Teleworking, Full-time
• K - Teleworking, Part-time
• L - Secondment, full-time
• M - Secondment, part-time
• N - Fixed-term, work Temporary, Part-time
• O - Fixed-term, Work. Temporary, Full-time
• P - Open-ended, Work. Temporary, Part-time
• Q - Open-ended, Work. Temporary, Full-time
• R - Indefinite period, Work. Temporary, Part-time
• S - Indefinite period, Work. Temporary, Full-time

To do this, click on the button with the two-gear icon next to the Contract Typefield. Subsequently, one of the following scenarios occurs:

Scenario 1:

If the system is unable to determine the contract type due to a lack of necessary information or if it disagrees with the suggested type, you may complete it mannually to classify the employee correctly.

Scenario 2:

Regardless of whether you have filled it in manually or automatically, when you click Save on the employee record, the system will ask whether you wish to report the employment relationship on the Social Security Interoperability Platform. and request access credentials (if you have not yet logged in):

• If you select Yes, you will be asked to register the employment relationship with Social Security, which will then display a message showing the result of that request. If the entry is successful, this information is recorded in the Communication date field on the Protection schemes tab of the employee’s file;
• If you click on No, the notification is not sent, but it is still possible to notify the Social Security of the employee’s appointment, via the Notify option in the Employee record, under the Protection Schemestab.

In this regard, you should specify the employee’s employment status within the Social Security Institution.

In addition to the data already provided (Date of admission, Contract end date, NISS, Name, Contract type, Place of work – Social Security Establishment Identification Code, depending on the Establishment associated with the employee), the following is also required:

1. Date of birth: defined in the Date of birth field on the Identification tab of the employee record.

2. Occupation: field code Unique Report Code from the "Occupations" table, based on the occupation associated with the Employee record (field Profession in the Prof. Information tab).

3. Basic pay: the value of the Monthly Salary field in the Payroll tab of the employee’s record.

4. Length of service: value of the Monthly seniority field in the Processing tab of the employee record. This information is only displayed if the field has been filled in correctly;

5. Social Security Number (NISS) of the employee being replaced: this corresponds to the Social Security Number of the employee being replaced by the new employee whose admission is being reported.

In the new employee’s record, in the Replaced Employee field on the Contract tab, you must specify which employee the new employee is replacing; in this case, the NISS associated with the replaced employee’s record must be provided;

This field must be completed when the reason selected for recruitment corresponds to:

• Direct or indirect replacement of an absent worker or one who, for any reason, is unable to work;
• Direct or indirect replacement of an employee in respect of whom a dismissal actionis pending in court;
• Replacement of an employee on unpaid leave;
• Replacement of a full-time employee who is beginning to work part-time for a fixed period.

If this field is left blank, an error will occur when submitting this data.

It is mandatory to provide a series of details relating to part-time contracts, i.e. when the option Part-time is selected in the Duration Type field of the "Duration Regimes" table, namely:

1. Percentage of working hours

This corresponds to the percentage of working hours in relation to the normal weekly periodfull-time. It is calculated as follows:

Total weekly hours of the working hours schedule associated with the employee’s record in force on the date of admission / Weekly hours defined in IRTx100 (%)

2. Working hours

This corresponds to the number of weekly working hours scheduled. This is calculated based on the working hours in force on the date of admission, and the hours are calculated on a weekly basis.

3. Working days

This corresponds to the number of working days scheduled for a month. It is calculated as follows:

Total working hours based on the working hours in force on the date of admission divided by 5 days.

It should be noted that if the daily average is:

• equal to or greater than 6 hours, the days worked are reported on the basis of 30 days;
• less than 6 hours, the total hours for a 30-day month are calculated and one day is declared for each block of 6 hours.

In the case of fixed-term contracts, it is mandatory to provide the specific reason code for admission to the Soc. Security.

To indicate that a contract is a fixed-term contract, the option Fixed-term or Indefinite-term must be selected in the Type field of the "Contract Type" table. In v9, this corresponds to the Current Employment Type field on the Contract tab of the employee’s record.

This automatically populates the Code field. Soc. Security from the "Reasons for Admission" table via a mapping carried out for each of the existing reasons for admission:

• ESTA - Other reason – Work placement: reason for admission for fixed-term contracts;
• OMAP - Other reason Appointment in Public Administration: reason for admission for contracts of indefinite duration;
• OMEL - Other reason - Local elected representatives: reason for admission to fixed-term contracts;
• VAPT: Job vacancy: recruitment process currently underway to fill the post;
• NIMO: Intermittent need for labour due to fluctuations in activity that do not exceed half the normal working hours on a weekly basis;
• NIPA: Intermittent need for direct family support of a social nature, for whole days or part of a day;
• RAPT: Temporary project work, installation, company restructuring, industrial assembly or repair;
• STPS – Worker Replacement: Employee covered by another social protection scheme;
• STTT- Replacement of an employee: Temporary worker;
• OSIN- Other reason - Union leaders/delegates/trade union associations: reason for hiring on open-ended contracts.

These grounds for admission do not existin the Labour Code or the Single Report, and are used solely for the purpose of notifying the Soc. Security. If you wish to use these templates, you must create them in the ERP. To do this, follow these steps:

1. Go to Human Resources | Resources | Tables | Employee Data | Reasons for admission;
2. Click on New;
3. Enter an ID and the corresponding Description;
4. Fill in the Unique Rep. Code and Soc. Sec. Code using one of the codes listed above;
5. Link the reason for admission to the Employee Record;
6. Report the employment relationship as usual.

The following contract types are currently available:

Please note that the following schemes were discontinued in March 2022:

• J: Full-time remote working
• K: Part-time remote working
• L: Full-time secondment
• M: Part-time Secondment

Profit-making employers

• PEIN – Disability pensioners
• PEVE - Old-age pensioners
• PFPI - Civil service pensioners - disability
• PFPV - Civil service pensioners - old age
• REGE - General scheme
• RGTC - Railways - General scheme RGTL - Wool industry - General scheme
• RGTS - Insurance - General scheme
• TCCD - Agricultural workers on very short-term contracts
• TRAG - Agricultural workers
• TRCD - Workers on very short-term contracts

Non-profit employers

• IPSS – Workers in IPSS (Private Welfare Institutions)
• PEIN – Disability pensioners
• PEVE – Old-age pensioners
• PFPI – Civil service pensioners – disability