How do I notify Social Security of changes to contracts?

The Soc. Security has made the Change Contract service available on the Interoperability Platform with the aim of enabling the notification of changes to contracts throughout their duration or to supplement the information on contracts reported by the employer before 1 April 2022.

This notification can be submitted via the ERP using the Employee Record, without the need to access Segurança Social Direta.

Communication Scenarios

Changes to the contract must be communicated via the ERP system if there are changes to the contract that must be reported to Social Security by law. In other words, when the basic pay and/or length-of-service allowances have been changed and, at the same time, other contract details have also changed, such as: working hours, occupation, contract type, estimated end date, etc.

In this case, you should make this notification using the options that allow you to report the change to the contract: Employee Record or Batch Communication.

Where only the basic pay and/or length-of-service allowance has been changed, you must notify the service via Add Pay Period from:

Employee Record
feature Batch Communication.

Validate Information

To use the Amend Contractservice, please ensure that the following details regarding the employee and the employment contract are provided:

1. Validate Employee Details

Name and NISS (National Insurance Number)

Employee Identification

Place of Work

Social Security Establishment Identification Code based on the establishment associated with the employee.

Date of Birth

This corresponds to the date specified in the Identification tab of the Employee Record.

Profession

Field code Unique Report Code from the "Professions" table, based on the profession associated with the Employee Record (in the Profession field of the Professionaltab).

Basic Pay

The value of the Monthly Salary field in the Payroll tab of the Employee Record.

Length of service

Value of the Monthly seniority field in the Processing tab of the Employee Record. This information will only be provided if this field has been completed correctly.

Social Security Number 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, the Replaced Employee field on the >Contract tab, you must indicate which employee the new employee is replacing; in this case, the NISS associated with the replaced employee’s record is provided.

This field must be completed when the selected reason for admission is:

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

If this field is left blank, it will not be possible to submit this data.

2. Specify Scheme Type

On the Protection Schemes tab of the Employee Record, you must assign a scheme for Soc. Security, as well as ensuring that, on the General Data tab, the Communicate via the Soc. Security Interoperability Platform option is selected.

3. Specify Working Hours

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

3. Set Employment Type

Specify the employment type associated with the Employee Record, in the Current Employment Type field on the Contract tab.

4. Enter the Contract Type to be reported

By cross-referencing the previous information, the system will be able to automatically populate the Contract Type to be reported field available in the Protection Schemes tab of the Employee Record.

To do this, click on the settings drop-down menu (the icon with two gears) next to the Contract Typefield.

Note: If the system is unable to determine the contract type due to missing information, or if it disagrees with the suggested type, you can fill it in manually to classify the employee correctly.

The following options are available:

A - Permanent, full-time
C - Permanent, full-time, intermittent work
AA - Permanent, full-time, secondment
AB - Permanent, full-time, teleworking
S - Permanent, full-time, temporary work
B - Permanent, part-time
D - Permanent, part-time, intermittent work
BA - Permanent, part-time, secondment
BB - Permanent, part-time, teleworking
R - Permanent, part-time, temporary work
E - Fixed-term, full-time
EA - Fixed-term, full-time, secondment
EB - Fixed-term, full-time, teleworking
O - Fixed-term, full-time, temporary work
F - Fixed-term, part-time
FA - Fixed-term, part-time, secondment
FB - Fixed-term, part-time, teleworking
N - Fixed-term, part-time, temporary work
G - Indefinite-term, full-time
GA - Indefinite-term, full-time, secondment
GB - Indefinite-term, full-time, teleworking
Q - Indefinite-term, full-time, temporary work
H - Indefinite-term, part-time
HA - Indefinite-term, part-time, secondment
HB - Indefinite term, part-time, teleworking
P - Indefinite term, part-time, temporary work

As regards the form of work, a contract under the teleworking arrangement shall be reported as such. In all other cases, the form of work will be specified as Face-to-face.

It should be noted that there are three forms of employment:

P: In-person
T: Fully remote working
A: Part-time remote working

5. Report Additional Information on Part-Time Contracts

For part-time contracts, i.e. when the Duration Type field in the “Duration Regimes” table has the Part-timeoption selected, there is further information that must be reported:

1. Percentage of Work

This corresponds to the percentage of work performed in relation to the standard weekly periodfull-time. It is calculated using the following formula:

Total weekly hours of the timetable linked to the Employee Record in force on the date of appointment / Weekly hours defined in IRTx100 (%)

2. Working Hours

This corresponds to the number of weekly working hours scheduled. It is calculated based on the working hours in force on the date of admission and on the number of hours stipulated for a week.

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 number of hours for a 30-day month is calculated and one day is declared for each block of 6 hours.

6. Providing Additional Information for Fixed-Term Contracts

In the case of fixed-term contracts, the specific reason code for admission from the Soc. Security is also taken into account.

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

Unique Report Code: Reason for Admission	Reason for admission	Code: Soc. Security
06	Exceptional increase in activity	AEAT
05	Seasonal activity	ATSA
10	Hiring of workers who have been unemployed for a very long period	CTSD
08	Performance of a defined and temporary project, work or activity	EOPA
07	Performance of an occasional task	EXTO
09	Start of operations of a company/establishment with fewer than 250 employees, within the following 2 years	IFEE
09	Launch of a new activity of uncertain duration in a company/establishment with fewer than 250 employees, within the following 2 years	LNAT
02	Replacement of an employee following legal action for dismissal	STAJ
01	Replacement of an absent or temporarily incapacitated worker	STAT
03	Replacement of an employee on unpaid leave	STLR
04	Replacement of a full-time worker to perform part-time work for a fixed period	STTC

In June 2022, specific reasons for recruitment were made available for communications with the Soc. Security, namely:

ESTA - Other reason – Internship: reason for admission for fixed-term contracts;
OMAP - Other reason: Appointment in the Public Administration: reason for admission for contracts of indefinite duration;
OMEL - Other reason - Local elected representatives: reason for admission for indefinite-term contracts.

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

Go to Human Resources | Resources | Tables | Employee Data | Reasons for admission;
Click on New;
Enter an ID and the corresponding Description;
Fill in the Unique Rep. Code and Soc. Seg. Code using one of the codes listed above;
Link the reason for admission to the Employee Record.

Enter Reference Date

The reference date is a very important piece of information in the Amend Contractservice, as it corresponds to the effective date of the amendment to be notified to the Soc. Security.

To clarify any doubts regarding which date to use, the ERP communication process displays a window showing all historical dates taken into account by the system in relation to the contract amendment:

Date of last pay rise;
Date of change to Salary in the record;
Date of change to length of service in the record;
Start date of current working hours.

In the calendar, the most recent date is selected by default, and if none of the dates mentioned above are available, the current date is suggested. In either case, you may specify another date, which must correspond to the date from which the change takes effect. However, we would like to point out that:

If, for example, you have changed the due date to 1 October 2022 and the length-of-service date to 10 October 2022, and you include these changes in the same notification , the system will suggest 10 October 2022 (the most recent date) or a date specified by the user. However, as the reference date for the change in due date is different from the reference date for length-of-service entitlements, we recommend that two separate notifications be submitted so that they are recorded with the Social Security. Submit the changes with the correct date;
When a change is reported with a reference date, for example 20/10/2022, it is no longer possible to submit reports with earlier reference dates. In such cases, the Soc. Security displays the following message: “The start date of the contract must be later than the start date of the previous contract.”

Notify us of changes to your contract

Using the Change Contractservice, you can notify the Soc. Security of any changes to employment contracts.

To do this, you can use one of the following methods:

Communicate via the Employee Record

Make the relevant changes to the employee’s details;
In the Employee File, on the Protection Schemes tab of the Employee File, in the section relating to Notification of Change , click on the option Report and then on Contract Change;
You will be asked to authenticate on the Social Security Interoperability Platform, if it hasn’t existed before. A further window will then appear showing the historical dates taken into account by the application in relation to the contract amendment: - Date of last pay rise; - Date of change to Salary in the record; - Date of change to the length of service in the record; - Start date of the current working hours;
In the calendar , a date is pre-set based on historical dates, but you can change it. Please note that the date specified here will be used in the report as the Reference Date for the data to be reported (see the Enter Reference Date section);
Click Confirm;
Validate the data to be reported;
Finally, click on Confirm.

Note: Whenever you change the fields Monthly Salary and Monthly Seniority, you will be asked if you wish to report the changes made to the Soc. Security, and if so, you must ensure that the fields Date of Last Increase or Length of Service Dateare completed, respectively. It will then be forwarded to the authentication section via the Soc. Security Interoperability Platform.

Once you have confirmed the changes, the result of the communication request will be displayed:

If the registration is completed successfully, the date and time of the notification are entered in the Change Notification in the Protection Schemes tab of the Employee File;
If any problem or inconsistency is detected, a description is displayed to enable its correction.

Report via the Salary Update Utility

Go to Human Resources | Salaries and Fees | Resources | Tools | Batch Updates | Salary Update;
On the Settingstab, enable the option Report changes to Salary and/or monthly seniority on the Soc. Security Interoperability Platform;
Apply the desired filters;
Select the relevant employees;
Click on Update and then on Save;
Validate the information submitted in the notification request;
Finally, click on Confirm.

Subsequently, the progress of the notification request will be displayed to the selected staff members. If any errors occur during this process, a message will appear so that you can check which employees are affected and the reasons why.

Report via the Seniority Update Utility

Go to Human Resources | Salaries and Fees | Resources | Tools | Batch Updates | Seniority Updates;
Enable the option Report changes to Salary and/or Monthly Seniority on the Soc. Security Interoperability Platform;
Apply the necessary filters;
Select the relevant employees;
Click on Update and then on Save;
Validate the information submitted in the request;
Finally, click on Confirm.

View History

All notification attempts are recorded under the History option in the Employee File. You can therefore view:

The number of notification attempts made;
The date and time of the notification attempts;
The user who made the request;
The information reported;
The result of the notification and the relevant details.