Updating employee data: how and when to do it

Updating employee data: how and when to do it

Table of Contents

THE updating employee data is one of the main functions of the personal department. This is because it is normal for companies to change teams, data exchanges such as: name, address, among others, on a daily basis.

And each adjustment not made by the company can deprive the employee to withdraw a benefit as FGTS or unemployment insurance, for example. In addition to that a wrong data can generate labor lawsuits of the employee in relation to the employer.

Therefore, it is essential that the company has control over employees' data and documents.

And to facilitate this management in the updating employee data, companies have been investing in management software. Through them, it is possible to reduce the incidence of errors, in addition to allowing greater data storage security.

Do you want to know how to update employee data in a more optimized way? We have the perfect content for your company. Go ahead in the article and have a good reading!

The importance of updating employee data

When hiring an employee the company needs to require a large amount of data and documents from that new employee. However, this bureaucracy is not just in the sense of making the hiring official.

Each data or document is a way of safeguarding the company throughout the entire employment relationship of employee and employer. This is because the company must periodically report on these contracts.

And it is for this reason that it is essential that organizations always maintain the updating of employee data up to date. Any error can be subject to fines and labor lawsuits.

Among the main bodies that the company needs to address in the face of this accountability of labor relations, through eSocial, are: CAGED, SEFIP and RAIS.

What are these bodies: CAGED, SEFIP and RAIS

Within these legal obligations in the management and assignment of data to the Government, we will know the responsibility of each body.


The General Register of Employed and Unemployed (CAGED) is described in Law No. 4923 of 1965. He is responsible for registering and reporting to the Government the flow of admissions and dismissals in a given period.

With this it is possible not only to analyze the labor market scenario in the country, but it is a support to find ways to improve the economy.

And within this scenario, keeping employees' data up-to-date up to date is essential. Since an erroneous data in the CAGED makes it impossible for the professional to receive unemployment insurance or PIS allowance.


THE RAIS (Annual List of Social Information) works almost with the same mechanics as CAGED. However, it is an annual report that includes as many hired employees as temporary, individual and statutory employees.

And in this case, failure to update employee data within RAIS can deprive the employee of receiving the PIS bonus or unemployment insurance, just like in CAGED.


SEFIP (FGTS Collection System and Social Security Information) controls and passes on employee data, registered by the company to Social Security.

An incorrect digit or incorrectly filled information when updating employee data can cause serious problems in relation to receiving the FGTS.

The importance of eSocial

O eSocial it is a Federal Government system which emerged in 2014 with the goal of unifying employee information in one place. With that, the idea was that companies would have their jobs simplified.

This is because all the rendering of accounts in relation to labor, social security and tax information were in one place.

And as data reporting is constant, it is essential that the company keeps up to date updating employee data in the system.

And each employee's data included in the eSocial needs to be correct so that the employee has access to their labor rights. Be it in withdrawals from FGTS, salary allowance, unemployment insurance and so on.

Therefore, with this requirement for periodic reporting by the company, updating employee data is essential to avoid future labor lawsuits.

The consequences of a data error

Do not perform updating employee data can generate numerous future problems for the company such as fines and labor lawsuits. And the consequences of a wrong data can prevent the employee from being entitled to some kind of benefit.

Below are some of the problems that can occur if the data of the collaborators are not updated:

  • Problems to withdraw FGTS;
  • Impediment to receive unemployment insurance;
  • Impediment to receive the PIS allowance.

In other words, in addition to the company suffering legal consequences with an error in filling in or not updating data, the employee also suffers from this problem.

And the worst thing is that in many cases, you only notice the error when you leave the company and try to access some benefit.

Therefore, in order to be within the law and in compliance with social security, labor and tax obligations it is essential that the company has a managerial and efficient control. So that, the updating employee data be done in the right way.

At what times data updates are made

THE updating employee data it must occur constantly within organizations. Each information must necessarily be the same as that of the employees' original and current documents.

And among the main changes that constantly occur in companies, and that the updating of employee data is necessary are:

  • Name change: when the name is changed due to a marriage or divorce it needs to be updated;
  • Wrong numbering of documents: a wrong digit in the RG or CPF, for example, can have consequences for both the employee and the company;
  • Date of birth: checking that the date of birth is correct can prevent the employee from having problems with social security to withdraw their benefits;
  • Admission date: a change in relation to the official date may affect the termination values ​​account, which may result in fines and labor lawsuits for the company;
  • Termination date: if the notice is not given within eSocial, the employee may lose the right to receive his unemployment insurance;
  • Change of address: if the employee has changed his address and the company has not updated the system, his FGTS balance, sent by Caixa may be lost;
  • Adjustment to the PIS number: a manual process can sometimes generate a typing problem due to fatigue or inattention by the person responsible. And with that, the FGTS amount can be deposited to the wrong person or the employee can be prevented from withdrawing it.

How to update employee data

Any update of employee data is done within eSocial itself. This area in the system is called event S-2205, which deals precisely with changes in the employee's registration data.

Adjustments within eSocial must be performed until the 7th of the month subsequent to the month reported as the reference month. Changes can also be made until monthly payroll events are sent.

For more information on updating employee data, just access the official website of the eSocial.

Optimization in data update management

THE optimization in data management can be extremely beneficial for companies.

This is because, in an automated way, it is easier to store and cross-check employee data, reducing the incidence of errors and facilitating the resolution of this bureaucracy.

You HR software, within the updating of employee data, they can offer, for example, greater transparency in labor relations and minimize the chances of fraud with the Ministry of Labor.

Among the main benefits of optimizing employee data management processes with HR software, we can highlight:

  • Lower incidence of errors in filling in the data;
  • Easier data management;
  • Storage security;
  • Greater integration between accounting, HR and Ministry of Labor;
  • Agility in corrections and data updates;
  • Decrease in costs with storage space, prints and etc .;
  • Decrease the chances of data fraud.

Therefore, the updating employee data within the automated process it can decrease HR effort and workload within such a bureaucratic process. This allows more time for these professionals to dedicate themselves to strategic actions.

Updating data and the importance for companies

Updating employee data depends not only on organization on the part of the personnel department, but on a change in the company's culture.

O eSocial it was created as a form of support for the company to be able to comply with all the legal obligations of periodic data transfer of employees.

However, with him came the challenge of always having detailed, correct and up-to-date data on this labor relationship.

And in this challenge of the responsible sector, automation can give a great support, reducing the problems of the manual process and increasing the efficiency through data management software.

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