📆 Here is what payroll schedule to anticipate
Employees are paid on the 5th of the following month. You should receive your salary before the end of the work day by 5.00 p.m.
💸 Here's where to go for payslips
You will have been sent a link to join HR Portal (please check spam/junk folder if you fail to receive your login details)
Each month you will receive a notification email to view and/or download your payslip. On occasions, money might hit your bank account before your payslip is published on Carmel.
🏥 Medical check and H&S training
All employees in Italy are required to undergo a medical check and complete Health and Safety training by their 60th days of employment. If you have completed the training with your previous employer please share the certificate with us (upload it to the OmniPlatform). The training is valid for 5 years, so if already completed, you will not need to do it again. A medical check is mandatory as you are changing the employer.
After the onboarding is completed, our local team from 2Di will reach out to you with all the necessary information.
🤑 Here's where to go for expenses
Submit these through the OmniPlatform. Your manager will receive a notification to approve. The deadline for expenses is the 4th of every month to be paid at the end of the month.
🌴 Here's what to do for holiday/vacation
Submit your requests through OmniPlatform. In Italy, along with your annual leave, you are entitled to additional paid permits (Permessi Retribuiti) each year. These permits are managed through payroll, and it’s essential to categorize your leave requests correctly to avoid any payroll discrepancies. These paid permits expire at the end of the year so any unused will be paid out at the end of the year.
Here’s a breakdown of how paid permits increase based on your length of employment:
1st to 2nd year of employment: 32 hours (4 days) of paid permits per year.
3rd to 4th year of employment: 68 hours (approximately 8.5 days) per year.
5th year onwards: 104 hours (approximately 13 days) per year.
Instructions for Requesting Leave
Determine the Leave Type
When submitting a leave request, please select the correct leave type—either Holiday or Other. Refer to your payslip or check with HR if you are unsure of your current paid permits balance.Using Paid Permits Before Annual Leave
For employees with unlimited paid time off, please note that statutory leave (including annual leave and paid permits) must be used before utilizing unlimited time off. Make sure to use your annual leave and paid permits first.Submitting Leave in the System
When logging leave:For annual leave, select Holiday as the leave type.
For paid permits, select Other as the leave type and in the comments section write Paid Permits.
If you’re taking leave after statutory balances are exhausted and have unlimited time off, log it as Other and in the comments section write unlimited leave.
📎 Where to find your balance of holiday?
You can find the balance of your holidays on your payslip: your used leave, accrued leave and the remaining balance.
Leave carryover
Employees in Italy can carry over up to 10 days of annual leave, and they need to be used during the following 18 month. However, paid permits if not used until the end of the calendar year, need to be paid out.
🌍 Wondering about your public holidays?
You should always follow the public holidays of the country you're employed in, so please take those days off and rest! Please ensure you always give a heads-up to your line manager in case they're located in a different country.
Your Santo Patrono bank holiday is on 4 October. San Petronio - Saint Patron of Bologna where our entity is located.
🤒 Here's what to do if you are feeling unwell
Submit your request through OmniPlatform. All Employees are required to provide a doctor's note confirming sick leave from day one. You will have 24 hrs to submit a sick leave certificate, email this to help@omnipresent.com
💻 Wondering about your hardware or equipment? Omnipresent does not provide hardware, so please feel free to reach out to your Line Manager in regards to all equipment needs.
❓ Here's where to go for general questions
You can contact us via the help button in the OmniPlatform (bottom right).
💔 Resignations
We really hope this won't come in handy, but in order to comply with Employer of Record laws, here you will find the guidelines on what to do in case you wish to resign from us. Please remember that as part of the process, we need to officially receive your resignation through the OmniPlatform.
To end the employment compliantly, the employees need to submit their resignation to the government website ClickLavoro.
🤔 Frequently Asked Questions
Why will employees get 12 and not 14 payments? How many payments will I get?
Why will employees get 12 and not 14 payments? How many payments will I get?
Italian law provides for an annual 13th month payment in December, and a 14th month payment in June. We will pay the accruals of 13th and 14th pay, monthly to the employees, they will be spread over 12 months. In this way, their monthly salary will be increased to the applicable amount.
What is TFR and why do we need to pay this? Do we pay it also for resignation?
What is TFR and why do we need to pay this? Do we pay it also for resignation?
TFR is a mandatory severance equivalent governed by the Collective Bargaining Agreement. Every year, the employer must contribute 7.4% of the annual employee’s salary to a reserve. In Italy, it refers to the end-of-employment benefits or severance pay that employees are entitled to receive upon ending their employment contract. It serves as a form of financial compensation designed to support employees during the transition period when they leave their employment. When an employment relationship ends (due to dismissal, resignation, or retirement), the accrued TFR is paid out to the employee. This is the mandatory pay, as the employee will switch to another end employer. In our current setup, we have been accruing TFR from you on a monthly basis. This means that at the end of employment, the client won't incur additional costs. We will simply pay the employee the amount that has been accumulated to date.
At the beginning of the employment, the employee chooses where to keep TFR funds. If the employee has decided to keep the funds in the company, they will be paid out at the end of the employment with our local team. The employee will start accruing again with his start date with us. If the employee has decided to allocate the money to the government fund, then the money will stay there.
Is the TFR severance pay subject to tax?
Is the TFR severance pay subject to tax?
The amount is grossed, it is subject to tax. TFR is taxed at an average rate based on the total income of the last five years of work. This average rate is calculated by dividing the total TFR accrued by the number of years of service and then applying the progressive IRPEF rates in effect at the time the employment relationship ends.
Can you process tax relief Rientro dei cervelli / Lavoratori impatriati and which law will apply to employee?
Can you process tax relief Rientro dei cervelli / Lavoratori impatriati and which law will apply to employee?
The tax relief that an employee has with a current provider, will be extended to you under the new contract. Our local team will reach out to you once the contract is signed with all the necessary information. The applicable Law for you will be the one active when an employee comes back to Italy (or when they moved to Italy - applicable for non-Italians). If the employee already has tax relief, he needs to share with us the auto certification provided to the current employer. If the employee is moving back to Italy and is just applying to the relief, we will provide them with the applicable form.
Can the employee sign the contract with Aruba Pec signature?
Can the employee sign the contract with Aruba Pec signature?
Yes, Aruba Pec is part of the QES signing process, and the employee can sign the documents with this method.
What happens if a Bank holiday falls on Sunday?
What happens if a Bank holiday falls on Sunday?
Employees are entitled to one daily share of salary for each public holiday falling on a Sunday. This is a legal requirement - art. 5(3), Law no. 260/1949. Should employees work on that Sunday, regulations on festive work will apply; the employee may be entitled to compensation for overtime, and will be entitled to either compensatory rest or an additional salary share (on top on the one for the Holiday/Sunday combo, which is due regardless).
If the employee has already done Health &Safety training and Medical visit, do they need to do it again?
If the employee has already done Health &Safety training and Medical visit, do they need to do it again?
As the employee will move to another employer, the medical visit needs to be done again. The current one is not valid, as it is linked to another employer. This is not the case with H&S training, they are generic and valid for 5 years. If the employee has a certificate for the training done with the old employer, they do not need to do the training again. Once the period of 5 years validity expires, our local partner will reach out and share the information about the training they need to conduct.
What NCBA will be applied under this contract?
What NCBA will be applied under this contract?
Under our contract there will be two CCNL applied, Commercio and Agenzie di somministrazione di lavoro - this is due to the nature of the labor leasing agency.
CCNL applicable to the client is Commercio. In case they opt for a different one in the future, their new CCNL will apply.
Can you hire dirigente level?
Yes, we can hire dirigente level under our setup. See more information here
Can you hire dirigente level?
Can you hire dirigente level?
Yes, we can hire dirigente level under our setup.
💰 Supplementary Payroll Documents
Here’s a simplified guide for filling out the Dichiarazione relativa all’applicazione del massimale contributivo ex art. 2, Legge n. 335/1995 form:
Here’s a simplified guide for filling out the Dichiarazione relativa all’applicazione del massimale contributivo ex art. 2, Legge n. 335/1995 form:
This form is essential for employers and employees to correctly fulfill pension contribution requirements under Italian law. It clarifies an individual's contributive seniority, which affects their pension calculation.
Sections of the Form
Personal Information
Fill in your full name, place, and date of birth.
Enter your address and tax code (codice fiscale).
Declaration
Select the box that corresponds to your contributive status:
Option A: You had no contributive seniority as of December 31, 1995, in any Italian or foreign social security systems. This means you had no contributions, credited periods (like military service), or purchased contributions (like education-related buybacks).
Option B: You had contributive seniority as of December 31, 1995, in an Italian or foreign mandatory social security system but did not choose to calculate your pension under the contributory system.
Option C: You opted to calculate your pension using the contributory system and had contributive seniority by December 31, 1995. Specify the date of your choice and attach supporting documentation.
Commitment to Update
If there are changes in your contributive status (like credited periods or buybacks), you agree to promptly inform your employer to adjust the contributions accurately.
Signature
Sign and date the form in the designated spaces.
Here's a guide for filling out the Richiesta Detrazioni form, which helps in applying for tax deductions in Italy.
Here's a guide for filling out the Richiesta Detrazioni form, which helps in applying for tax deductions in Italy.
Purpose of the Form
This form is for employees to declare their eligibility for various tax deductions, including family charges and employment-related deductions, in compliance with Italian tax regulations.
Sections of the Form
Personal Information
Fill in your full name, place, and date of birth.
Enter your tax code (codice fiscale), residence details, and employment information.
Declaration of Tax Deductions (Art. 12 and 13)
Select the applicable tax deductions starting from the specified year.
Note: Ensure all dependents are listed, even if they do not qualify for deductions.
A) Employment Deductions (Art. 13 of TUIR)
Choose whether to apply deductions for employment or pension income or to exclude these deductions.
B) Family Charges (Art. 12 of TUIR)
List dependents (spouse, children, and other family members) along with their tax codes, birth dates, and the percentage of deduction.
Specify the months to which the deductions apply if they are not valid for the entire year.
C) Income Details
Indicate your total annual income and specify if it includes additional non-employment income.
D) Pension Holder Status
If you receive a pension, provide the identification number and amounts for any applicable deductions.
Section for Short-Term Employment
If your employment is less than a year, declare previous employment status and request minimum deductions or deductions for the full year, if applicable.
Other Details
For end-of-employment payments (like severance), declare if you have used the applicable deductions in prior employment.
Signature and Date
Sign and date the form to confirm the information provided.
Important Reminders
Notification of Changes: Update the form if there are changes in family, income, or pension status.
Completeness: Ensure all eligible family members are listed with the correct details to receive applicable deductions.
Here's a guide to help complete the TFR 2 - Scelta per la Destinazione del Trattamento di Fine Rapporto form.
Here's a guide to help complete the TFR 2 - Scelta per la Destinazione del Trattamento di Fine Rapporto form.
Purpose of the Form
This form is for employees hired after December 31, 2006, to choose how they want to allocate their Trattamento di Fine Rapporto (TFR, or severance pay). It provides options for directing the TFR to a complementary pension plan or keeping it with the employer according to Italian regulations.
Sections of the Form
Personal Information
Fill in your name, place, and date of birth.
Enter your tax code (codice fiscale) and the name of your employer.
Deadline for Submission
This form must be submitted within six months of hiring. If not submitted on time, the TFR will be automatically allocated to a designated pension fund as per legal requirements.
Section Selection
Complete only the section that applies to your employment situation:
Section 1: For employees registered with mandatory pension contributions after April 28, 1993.
Section 2: For employees registered before April 29, 1993, with collective agreements mandating TFR allocation to a pension fund.
Section 3: For employees registered before April 29, 1993, without collective agreements mandating TFR allocation.
Options for TFR Allocation
Option 1: Keep TFR with the employer, regulated under Article 2120 of the Italian Civil Code.
Option 2: Partially allocate TFR to a specified complementary pension fund, with a specific percentage allocation, while the remaining TFR stays with the employer.
Option 3: Fully allocate TFR to a complementary pension fund from the date indicated in the form.
For options 2 and 3, attach a copy of your membership form for the chosen pension fund.
Employer Contribution Requirements
For employers with 50 or more employees, unallocated TFR or the residual TFR amount is transferred to the INPS-managed Treasury Fund, ensuring the same provisions as outlined in Article 2120 of the Civil Code (this is the case for employers with 50+ employees at the end of their first year of business (intended as 31st December of said year)).
Signature and Date
Sign and date the form. Your employer will counter-sign a copy to acknowledge receipt, which you should keep for your records.
Important Reminders
Timely Submission: If this form is not submitted within six months of employment, TFR will default to a complementary pension fund.
Attachments: Attach your pension fund membership document if opting for partial or full allocation to a fund.
Employer-Specific Rules: For larger employers (50+ employees), unallocated TFR automatically goes to the INPS-managed fund.
This guide ensures that you accurately complete the TFR 2 form and make informed decisions regarding your severance pay allocation.
Here’s a guide to help fill out the Trattamento Integrativo form under D.L. n. 3/2020.
Here’s a guide to help fill out the Trattamento Integrativo form under D.L. n. 3/2020.
Purpose of the Form
This form enables employees to request or decline the Trattamento Integrativo, a tax benefit under Italian law for individuals with annual incomes up to 28,000 euros.
Eligibility for the Trattamento Integrativo
The integrative allowance applies as follows:
For incomes up to 15,000 euros: A maximum of 1,200 euros.
For incomes from 15,001 to 28,000 euros: The allowance is calculated as the difference between applicable tax deductions and gross tax, up to 1,200 euros.
For incomes over 28,000 euros: Not eligible for the allowance.
Sections of the Form
Personal and Employment Information
Enter your name, position, employer’s name, and internal reference.
Request for Application of Trattamento Integrativo
Select one of the following options:
Do Not Apply: Choose if you do not meet the eligibility criteria or do not want the allowance.
Apply Only at Tax Settlement (End of Year/Employment): Select if you want the allowance to be calculated at year-end or upon termination.
Apply in Accordance with Current Legislation: Choose if you wish to receive the allowance as per the standard monthly calculation.
Additional Income Declaration
If you expect to receive income from other sources during the year, indicate the estimated amount here. This information helps to adjust the allowance based on your total income.
Obligations and Notifications
You are responsible for promptly updating your employer if your income changes during the year.
In cases where you receive an excess allowance, you may need to repay the difference by the end-of-year or end-of-employment reconciliation.
Signature and Date
Sign and date the form to confirm the information.
Important Reminders
Income Changes: Inform your employer about any changes in additional income to avoid overpayment or underpayment.
Eligibility Recalculation: The allowance depends on the combined effect of deductions and gross tax.
This guide provides a straightforward approach for you to complete the form, ensuring that your eligibility for the integrative allowance is correctly assessed.
Documents: