Preparing your payroll records
You must make a payroll (loonstaat). Also, before your employee’s first day at work, you must:
- gather all the information you need for withholding payroll taxes
- verify the employee’s identity and make a copy of his/her valid proof of ID
- prepare a payroll
You have to fill out a payroll for every employee. The payroll contains data necessary to calculate the wage tax, social security contributions and healthcare insurance contribution. You can download a model payroll (in Dutch) from the Tax and Customs Administration website. You don’t have to use this model, as long as your payroll contains all the data listed in the model payroll.
You have to send your employee a payslip periodically (usually once every four weeks, a week or a month), and to provide a yearly statement of income. Also, you must keep records of all (tax-exempt) cost allowances your employee receives. You can find more information on the requirements for employer’s records in the Payroll Taxes Handbook (handboek loonheffingen, in Dutch).