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Digital employment record - HR support

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Regarding the amendments to the Labor Code (new Article 347a), which will take effect on June 1, 2025, paper employment records will be replaced with a unified electronic employment record, which will be stored by the National Revenue Agency (NRA).

The Ordinance on Registration in the Employment Register regulates the scope of information and the deadlines for entering data into the employment register, as well as establishes the principles for unified electronic employment records for workers and employees.

Following this, by June 1, 2025, all employers must finalize the employment records (ER) of all their employees within the deadline.

This includes:

  • Collecting the ERs
  • Entering any necessary changes
  • Scanning and uploading the records into the electronic dossier
  • Returning the ERs to employees

Required resources:

After June 1, 2025, the unified employment record will take effect. Employers must submit data to the NRA for all their current employees.

All of this requires appointing a responsible employee (1 employee for a company of 100 people) to fully manage the process of finalizing employment records.

For all companies that:

  • Do not have a formed Human Resources (HR) department
  • Do not have an HR specialist
  • Work with an external partner - accounting or payroll firm
  • Do not have headcount/budget for hiring an expert to handle the additional work related to the transition from paper to digital employment records
  • Do not have the time or capacity to conduct a recruitment process for hiring such a specialist

We can provide expert support by offering an

HR specialist on demand.

HR experts can assist in the following areas:

  • Reviewing, analyzing, and summarizing the current state (including completing employment records)
  • Developing measures to organize the digital transformation of employment records
  • Transferring information from employment records into a digital format to create a Unified Electronic Employment Record (UEER)

The HR Specialist on Demand service includes the following activities:

  • Recruitment and selection of an HR specialist - offering multiple options for selection
  • Hiring and administrating one or more HR specialists on demand for the duration of the digitalization project. The employment can be extended until their services are no longer needed.
  • Payment of their salary, social security contributions, and all necessary expenses for the period they work on the employment record digitization project.
  • The option to rent the necessary hardware (scanner, printer, PC) to carry out the digitalization process.

The HR specialist's functions in the project include:

  • Collecting employment records from current (and/or former) employees
  • Completing and updating employment records according to the current legislation
  • Making necessary corrections if required
  • Scanning and digitizing employment records
  • Submitting the information to the NRA in accordance with the approved standard
  • Additionally, they can organize and inventory existing paper employee files
  • If necessary, they can digitize employee files
  • They may also handle additional tasks related to former employees

Pricing Model

The pricing model of the service is based on the required resources for task completion:

  • Base monthly fee for the service, covering the total cost of the HR specialist on demand - available for 4, 8 hours, or other durations
  • One-time startup fee, covering recruitment and hiring costs
  • Additional costs for renting equipment/software
  • Travel/accommodation expenses if required

Additional Services

  • Legal consultations
  • Tax and social security consultations
  • Recruitment of additional workforce for the project
  • Staff leasing
  • Employer of Record (EOR) services
  • Other services