When you are logged in, you will see the following screen:
Scroll down.
Then choose "New Employee" under "Mutation Forms Requester"
You will see the following sceen:
Fill in the fields completely on this first tab "Personal info". The fields Bank Account Number, BIC-code, Emergency Contact and Relation can be left blank.
Click on "Next".
On the second tab "Address and Contact", the "Address data" are mandatory. The "Contact Details" are optional.
If your employees use the employee login, you can enter the employee's email address here at "Private email".
Click on "Next".
Enter the required information on the third tab "Employment and schedule".
- Next to "Default employee" you can (via the dropdown menu) choose a number of standards, by which you immediately set a number of settings correctly.
- For example, choose Parttimer/Fulltimer, On-call employee (Oproepkracht) or Trainee (Stagiair). If in doubt, you can leave this blank.
- Choose whether or not to apply the "Wage Tax Rebate".
- Enter the "Contract start date" and "Contract end date": make sure that you enter the last working day of the contract here at the end date:
This is not the first day that the contract has expired. Often a contract ends on the last day of the month. - Select whether the contract is "Temporary" or "Permanent".
- Enter the end date of the trial period under "Trial period contract" if applicable.
- Select whether there is a written contract.
- Fill in the number of contract hours per week. Fill in "0" for an on-call employee. For a fulltimer / parttimer you fill in the number of scheduled hours per week.
- At "Select function" you can choose from the functions that have been used so far. If it concerns an employee in a new position, you can leave it blank here and report this new function to us.
- The fields "Select manager, Select department and Select Cost Center" are optional.
- At "Schedule" your full-time schedule is entered as standard. Enter on which days the new employee will work. Always enter 2 weeks.
- If an employee starts working a fixed number of hours, but the days do change a lot, make the best possible estimate so that the total number of hours corresponds to the contract hours.
- Fill in 0 everywhere for an on-call worker.
Click on "Next".
On the fourth tab "Salary and wage components", you fill in the required information.
- At "Salary" you can choose different salary options via a dropdown menu:
- You can enter the "Gross fulltime salary" here, if the schedule is filled in correctly.
Please do not use the Gross Salary Parttime here. - If the employee is an on-call worker, you can select "Gross Hourly".
- You can enter the "Gross fulltime salary" here, if the schedule is filled in correctly.
- Do you want to use a "Salary table"? If so, check this radio button and choose the correct salary table, scale and step. You do not have to enter a gross salary anymore.
- You do not have to calculate the "Estimated annual salary" yourself. By clicking on the "Generate Estimated Annual salary" button, the annual rate is calculated automatically.
- With "Wage components" you can add recurring allowances on a monthly basis. For example, think of the travel expenses. To do so, select the correct reimbursement in the dropdown menu, click on
and a line appears with this reimbursement. Under "Waarde" (value), enter the amount that the employee can receive monthly as standard. If the employee comes into service mid-month, you can check the box at "Pro rata". The allowance is then calculated pro rata in the month of employment. You can add multiple reimbursements in this way.
Click on Next
You will be taken to the fifth and final tab: "Review and Submit".
Check all the data entered here. By clicking on "Previous", you can go back in the tabs to adjust things if necessary.
Almost at the bottom (scroll down), you can add documents to your digital file under "Attachment".
Here you can upload a copy of the passport or identity card, the ‘loonbelastingverklaring’ (income tax declaration) and eventual the contract. These are then always available online for you. Therefore, you no longer need to email us these documents separately.
At the bottom you can add "Comments". Click on "Add" after typing your comment.
When your entry is complete, click on "Submit".
We will receive a message that you have completed this mutation form. Only after we have approved the mutation form, you can view a pro forma payslip or enter changes such as hours worked and days worked.
Do you have any further questions or comments? Don’t hesitate to contact us!
