2003/11 of 05 November 2003

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Situations assimilated to affiliation.

Laws 45/2002 and 53/2002 regulate the system of assimilation to affiliation for workers employed by another person during holidays periods that are paid but not taken. During these periods, employers must contribute for these workers but days of continuance are not generated by the system. This is, therefore, a situation of assimilation to affiliation for the worker that will now be identified in the General Affiliation File and can be entered over the RED System.

To do this, it is necessary to make a number of changes in the area of affiliation, as described below.

New field for worker terminatiions

When activating the termination of a worker in the company, you can report the date on which the paid holidays that were not taken end. Use the newly created field ''End date of holidays''.

Activating this field will automatically create a period of assimilation to affiliation, during which the start date will be the day after the actual date of the termination and the end date will be the date given as the date for the end of the holidays.


New transaction ''SITUATIONS ASSIMILATED TO AFFILIATION''.

If, when you activate the termination, you do not fill in the field "End date of holidays", these periods of paid holidays that were not taken can also be activated using a new transaction.

This new transaction will allow you to create, change and delete situations of assimilation to affiliation (in theory, only paid holidays not taken) in the six days after the actual date of the termination.

In batch affiliation mode, three new actions have been created:

  • ASA - Noting periods of assimilation to affiliation.

  • MSA - Changing periods of assimilation to affiliation.

  • ESA - Deleting periods of assimilation to affiliation.


    • ASA Action

      Using this new option, you can note complete periods of assimilation to affiliation (at first, only paid holidays not taken).

      The fields needed for this action are:

      Comments

      * New record
      *1 New record
      *2 New record
DESCRIPTION OF THE ACTION ASA
Field Segment Obligatory/Conditional Comments
Scheme EMP O
CAC  EMP O
NAF  WOR  O
IPF  WKR O
Type of sit assimilated to affiliation  FCT O *
Date from  FCT O *1
Date to FCT O *2

For the time being, the field ''Type of situation assimilated to affiliation'' will only be able to have the value 001 - Paid holidays not taken.

Attached is the design of the new AFI file with the changes highlighted on a grey background and the new automatic file.

  • MSA Action

Using this option, you can change the dates of the periods of assimilation to affiliation (at first, only paid holidays not taken).

The fields needed for this action are:

Comments

* New record
*1 New record
*2 New record
*3 New record

DESCRIPTION OF THE MSA ACTION
Field Segment Obligatory/Conditional Comments
Scheme EMP O
CCC EMP O
NAF WKR O
IPF WKR O
Type of sit assimilated to affiliation  FCT O *
Date from  FCT O *1
New date from FCT C *2
New date to FCT C *3

The field ''New date from'' and ''New date to'' can be activated together or individually.

  • ESA Action

Using this option, you can delete complete periods of assimilation to affiliation (at first, only paid holidays not taken).

The fields needed for this action are:

Comments

* New record
*1 New record

DESCRIPTION OF THE ESA ACTION
Field Segment Obligatory/Conditional Comments
Scheme EMP O
CCC EMP O
NAF WKR O
IPF WKR O
Type of sit assimilated to affiliation  FCT O *
Date from  FCT O *1

Change to technical receipts (TXT)

As a result of the previous changes, it is necessary to change the technical receipts (txt).

A new version is attached.



Implementation

All these changes will be available at the end of November.

A future RED News Bulletin will announce the date when they will be implemented and the publication date of a new version of WinSuite.

En la siguiente tabla podrá descargarse los siguientes Documentos.
Documentos Download Fecha
Format of the Affiliation Message (version 4.0) Descargar documento Format of the Affiliation Message (version 4.0). The document will open in a new window.(PDF,213 KB) 03/06/2008
Automated AFI flat file (version 4.0) Descargar documento Automated AFI flat file (version 4.0). The document will open in a new window.(PDF,17 KB) 03/06/2008
Format of Affiliation Technical Receipts. Descargar documento Format of Affiliation Technical Receipts.. The document will open in a new window.(PDF,15 KB) 03/06/2008

Special Agricultural Scheme

In 1 November 2002, Royal Decree 459/2002 of 24 May concerning the Special Agricultural Scheme came into force and since that time affiliation movements for that scheme could be activated over the RED System.

Since that time, for these movements you were only allowed to activate a limited number of pieces of information associated with the contract (degree of disability, contract start date, specific FIC, Family relationship indicator, social marginalisation, reason for replacement and NSS of the worker replaced).

From the end of November, for contracts with allowances included in the Employment Promotion Programmes, you must activate all the associated fields that are necessary (unemployment status, under-represented woman, etc.); that is, you must use the same fields as for the other schemes, depending on the contract.

A future RED News Bulletin will give the date when this comes into operation.

New format for Foreigner identification number.

The Director General of Police has changed the format of the Foreigner's Identification Number (Identifier for an Individual type '6').

Up to now, the format accepted by the RED System is the following:

00000XNNNNNNNL

Now, as well as this format, the format given by the Director General Police will also be accepted:

0000XNNNNNNNNL

New termination code for the Special Scheme for Sea Workers

Since the beginning of October, a new termination code only for use with the Special Scheme for Sea Workers is being accepted in online affiliation mode.

This is termination code 67- Termination due to seasonal unemployment.

This new code will be included in the next version of WinSuite. Until the update of WinSuite has been distributed, all movements that require the use of the new code, which is not included in the current version, can be made through online affiliation with no problem.

Also, if you have implemented this code in your payroll and personnel management programs, you can carry out affiliation in batch mode. In this case, WinSuite will give the error ''Error value: Situation (4220)'', which will not prevent the files from being sent, and allow the movements to be entered into the General Affiliation File.

Finally, the module for generating AFI files from WinSuite cannot be used until the program is updated.

Inclusion of supplementary payments in the direct debit, electronic payment and balance owed payment system.

You will soon be able to pay contributions corresponding to the following types of supplementary payment through the direct debit or the over the counter payment systems.

When these payments are a credit (to be returned), the balance owed will be automatically managed through the RED System in a manner similar to that for normal (L00) payments.

The following types of validation are included in the direct debit, over the counter and balance owed payment systems:

  • L02: Supplementary payment for procedural salaries.

  • L03: Supplementary payment for salaries paid retroactively.

  • L13: Supplementary payment for holidays that were not taken and paid at the end of the employment contract. (This type of payment cannot be a credit.) 


The requirements for accepting a request for direct debit or over the counter payment or for automatically processing a balance owed corresponding to payments that need to be returned are the same as those for normal (L00) payments.

Requests for direct debit, over the counter payment or the automatic management of a balance owed corresponding to supplementary payments are accepted for the schemes for which these systems are currently being accepted, in other words:

  • General Scheme (0111)

  • Special System for Fruits, Vegetables and Preserved Vegetables (0132)

  • Special Scheme for Sea Workers (08xx)

  • Special Scheme for Coal Mining (0911)


Therefore, supplementary payments corresponding to Contribution Account Codes in the following schemes are excluded:

  • Special Agricultural Scheme (0613)

  • Special Scheme for Artists (0112)

  • Special Scheme for Harvesting and Packing Fresh Tomatoes (0134)


The next version of WinSuite, which will be distributed at the end of November, includes the possibility of requesting the payment of this type of contribution payment for direct debit, over the counter payment and, if appropriate, the automatic management of balances owed.

However, the specific date of implementation will be announced in another RED News Bulletin.

Exemption from the obligation to contribute for unemployment in the Special Agricultural Scheme.

Due to the many questions asked of the Treasury General of the Social Security in relation to the contributions that companies in the Special Agricultural Scheme must make for workers who are doing agricultural work but are excluded from this scheme because they do not meet the requirements for being included in it, you are informed that companies in the Special Agricultural Scheme are exempt from making contribution for unemployment for workers included in any of the following groups:

  • Workers who are receiving a retirement pension that is compatible with sporadic agricultural labour.

  • Workers who do agricultural labour without this being their main way of life.

To show the exemption from contributions for this contingency, code CD18 (which already exists for the exemption from unemployment of family members in the REA), will be used and will now be called "Reduction for exemption from unemployment".

Number of days to report in the workers' payroll list in the Special System for Fruits, Vegetables and Canned Vegetables (Scheme 0132)

You are informed that, according to the instructions contained in Instruction Nineteen of Circular 3-003, which gives the contribution regulations for 2003, in the "no. of days/hours" box on the Payroll list of workers for the Special System for Fruits, Vegetables and Canned Vegetables (0132), you must enter the number of days that were used to calculate the base; in other words, the number of actual days of affiliation in the payment period.

This change is due to the fact that the coefficient of continuance to be applied to this Special System has been included in affiliation since 2001, so that it should not be included in the TC2 documents and, instead, the actual dates worked should be entered.

Therefore, the rules for validating the days in this Special System are the same as for the General Scheme. The next version of WinSuite will validate that the maximum number of days to be reported in this Special System is not more than 30 or the number of days in the month, depending on the contribution group.

Clarification of how to fill in payments corresponding to holidays not taken and paid at the end of the employment contract when the holidays extend into the following year.

Because of the many questions asking how to fill in L13 (holidays not taken and paid at the end of the employment contract) payments when the holidays extend into the next calendar year, it is considered necessary to make the following clarifications:

  • If the holidays not taken and paid at the end of the employment contract extend into two different years, a supplementary L13 payment must be made for each year. Under no circumstances can payments be filled out that include more than one year.
     
    Therefore, if a worker's contract ends on 15 December, and his or her paid holidays that were not taken extend until 15 January, the following payments must be filled out:

    • An L00 payment for the 15 days worked in December, with the corresponding TC1.

    • An L13 payment for the 16 days' holiday not taken in the month of December 2003, with the corresponding TC1 (with a payment class and control code of 415).

    • An L13 payment for the 15 days in January 2004, with the corresponding TC1 (with a payment class and control code of 415).

All these payments must be submitted and paid in January 2004. 

  • The bases, limits, rates and conditions that should be taken into account when filling out an L13 payment must be those that correspond to the normal (L00) payment that is being supplemented, in other words, those in force in the month when the employment contract ended.

    • Examples:

      • A worker ends his employment relationship on 31 December 2003. He is entitled to fifteen days' holiday.
         
        In this case, the following payments must be filled out:

        • An L00 for the month of December 2003.
        • An L13 for the month of January 2004.

          This L13 payment with a payment period of January 2004 must be filled out using the bases, rates, limits and conditions in force in December 2003.

      • A worker ends his employment relationship on 15 January 2004. He is entitled to fifteen days' holiday.
         
        In this case, the following payments must be filled out:


        • L00 for the 15 days worked in January 2004
        • L13 for the 15 days' holiday in January 2004.

          This L13 payment for January 2004 must be filled out using the bases, rates, limits and conditions in force in January 2004.

Performance receipts in the Special Scheme for Artists.

You are reminded that, starting in January 2003, it is not necessary to submit a performance receipt (form TC4/5) for the Special Scheme for Artists.

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