At the same time that eSocial will require more frequent sending of data, it also promises to simplify labor obligations, extinguishing several of those that currently exist.
There is a lot of information that the Personnel Department needs to send to the government. Currently, they are directed to various agencies, such as Caixa Econômica Federal, EHIC, the Ministry of Social Security and the Ministry of Labor and Employment. For this reason, there are different ancillary labor and social security obligations: CAGED, RAIS, DIRF, GFIP and many others. Some data is sent in more than one obligation because it is requested at different times and in different ways. The result of this is a lot of bureaucracy and time wasted in companies, not to mention the loss caused by fines due to errors or missed deadlines in shipments.
ESocial is the system created by the Federal Government to be the centralized record of the information of employees of a company, which has been generating controversy in companies since the announcement of its creation. In this system that will be implemented from January 2018, employers must enter the information and can generate a single guide for the payment of taxes and contributions.
The new system arouses the fear of companies because in fact it will bring a good deal of changes: to make data centralization feasible, companies and their accountants will be required to report data on their employees at a much higher frequency and in a more structured way. While micro companies will be able to send data manually on the eSocial website, larger companies will need to do so through HR management systems compatible with this submission.
There are three categories of data that will need to be sent:
- Personal, labor and contractual data: names, documents, position, functions, schedules and other items that are part of the employee's main register
- Labor events: vacation notices, health certificates, dismissals and other events related to the duration of the employment contract
- Payroll: everything paid to the employee
This will force many companies to review internal processes and organize their data so that they can adapt to the new system. The good thing, however, is that the transmission of information will be done in a single and centralized way.
With the implementation of eSocial, there will be only one database that will be available to all agencies involved. Another advantage is that communication will be done exclusively in digital form, eliminating the need for printing and reducing paperwork.
Accessory obligations that will be extinguished with the esocial
Check below the list of ancillary obligations that will be extinguished by the implementation of eSocial:
Employee record book
The need to register workers in accordance with article 41 of the CLT will be met electronically.
Work Accident Communication (CAT)
The application for filling in the CAT form will be replaced by the event S-2210 – Work Accident Communication within eSocial itself.
Social security professional profile (PPP)
Various events related to the safety and health of the worker will be included in the information of the Worker Profile, so this obligation will be integrated with eSocial.
Social Security Information (GFIP)
All information that was previously sent through GFIP / SEFIP as company data, workers, facts that generate social security contributions, remunerations and amounts due to the EHIC and FGTS will be replaced entirely by eSocial.
Annual List of Social Information (RAIS)
The employer's employment relationships will be registered and informed in eSocial, making the annual submission of this type of information unnecessary.
At the beginning of the eSocial implementation, the employer must send Event S-2100 – Initial Link Registration, with all active links and their updated registration data. After that, each new bond signed must be informed through the Registry of Labor Events – RET.
General Register of Employed and Unemployed (CAGED)
As with RAIS, the information delivered through CAGED will be replaced by Event S-2100 – Initial Registration of the Bond during the implementation of eSocial, and then through the Register of Labor Events – RET.
Declaration of Withholding Income Tax (DIRF)
Withholding tax on income will be reported at event S-1210 – Payments of Labor Income. The responsibility for making the calculations, however, remains with the company.
Electronic files handed over to inspection (Manad – Normative Manual of Digital Files)
MANAD was already in disuse in the companies that deliver Sped Contábil, which had to deliver only the payroll MANAD. Now this is also unnecessary, since the information related to employees will all be in eSocial.
Time-of-Service Guarantee Fund Collection Guide (FGTS)
The FGTS Collection Guide will be generated within eSocial by sending the event S-1299 – Periodic Events Closing.
Deadlines for the implementation of eSocial
Find out when eSocial will be mandatory in your company, according to the deadlines defined by Circular Box Nº 761:
- For employers and taxpayers with revenues above R $ 78 million in 2016: from January 1, 2018 for most data, July 1, 2018 for data referring to worker health and safety such as certificates and leave
- Other employers and taxpayers: from July 1, 2018 for most data, January 1, 2021 for data on worker health and safety
It is important to start preparing for the implementation of eSocial in companies now. It will be necessary to analyze its implications internally in all management stages of your Personnel Department. For example, it will be essential to have all employee data updated and complete to avoid fines. Thinking about this difficulty in preparing companies, we wrote an article with the 7 steps to adapt your company to eSocial.
How to facilitate the use of eSocial in your company
With the mandatory implementation of eSocial in companies, the Human Resources department needs to be efficient in the execution of Personnel Department assignments. Companies need to look for ways to adapt to the new reality!
Most companies still carry out many Personnel Department activities using archaic tools and allow a large margin of error such as, for example, a large number of printed paperwork and spreadsheets in Excel and documents in Word to perform vacation management, benefit management, time control , overtime, and the other activities that the department is responsible for.
There is a great possibility that there are errors in these activities or that they will become inefficient when eSocial comes into force. What would be the best solution for these jobs to be efficient and less and less bureaucratic?
As already happens in many other departments, it is necessary to adopt software that automates all the activities already mentioned above. Other actions that will facilitate the use of eSocial in your company is to understand in detail the importance of the eSocial project and what it represents in the organization of the company in the medium and long term and to start the culture change within the company and to study the ways of integrating the departments.
Start right now:
- Adapt your electronic system: If your company already records a good part of the information required by eSocial electronically, contact the accounting office or payroll provider and understand if they already have a ready system capable of generating eSocial files.
- Use the eSocial test platform: ESocial has a testing environment that allows companies to send information to the government without having any legal effect. Using the test environment is a good option to test whether the data exported by the system is compatible with the model required by eSocial.
- Update employee data: With eSocial, the level of detail of employees' registration information will increase. Start your update as soon as possible, the ideal is to already contact the employees to have a complete registration base.
- Review the data: It is important to review the social security and labor calculation information as eSocial will require more detailed calculations.
Finally, review the practices of your company and the activities and processes of your Human Resources department and Personnel Department so that everything is in accordance with the legislation so that there is no non-conformity and so that eSocial implementation occurs smoothly in the company. your company.
HR Consultant UK helps your company to have all this in order for eSocial in a practical and safe way. With it you have admissions with complete documentation before the first day of work, centralized vacation management, unique registration of employees, absence history, sending certificates and much more. All according to eSocial's requirements, so you can take no risk. Want to know more? Meet the HR Consultant UK!
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