How do I hire my first employee?

Your business is starting to grow, and you need to start looking for staff. Once you’ve found a suitable candidate, there are several administrative requirements you must comply with in Belgium. But what exactly are these requirements? What exactly do you need to keep in mind when hiring your first employee? Although hiring your first employee is a joyous occasion, it can also come with its fair share of headaches. To help address these concerns, we’ve listed the most important formalities below:

First, as a new employer, you must register with the National Social Security Office (RSZ). You can do this online by submitting an identification request through the WIDE online service on the social security portal.

As an employer, you are required to insure your employees against workplace accidents starting on their first day of work. To do so, you must enroll with an insurance company recognized in Belgium. This insurance ensures that your employees are well protected if they are the victim of a workplace accident.

Once you have found a suitable employee, you must determine what type of employment contract you will enter into with him or her (full-time/part-time, permanent/fixed-term, white-collar/blue-collar). Although an employment contract (for an indefinite term) can, in principle, be entered into verbally, we recommend that you set out all agreements and terms in writing. A fixed-term employment contract must always be drawn up in writing.

The employment regulations are a legally required document that sets forth the general terms and conditions of employment and provides employees with information about how the company operates and the terms and conditions of employment within the company. Every employer with at least one employee must draft employment regulations and update them regularly. For more information on drafting employment regulations, please refer to our article: https://crowelegal.be/en/blog/tips-tricks-voor-een-up-to-date-en-doeltreffend-arbeidsreglement.

The Dimona (Déclaration Immédiate/Immediate Declaration) is the electronic message that employers use to report every employee’s start and end of employment to the RSZ. No later than the time the employee begins work, you must submit the “Dimona IN” declaration for him or her.

Every employer with at least one employee is required to enroll in an external occupational health and safety service. This external service will support your company in ensuring the health, safety, and well-being of your employees.

To hire an employee from outside the European Union on a permanent basis, as an employer you will in many cases need to apply for a combined work and residence permit, known as the “Single Permit.” You can find more information on this topic in our article about hiring foreign employees. Want to know more? Then contact one of our specialists. We can help you draft up-to-date employment policies, employment contracts tailored specifically to your company’s needs, and assist you in applying for a Single Permit.