About the Foundation for Public Code

Salary administration

This guide

Explains:how salary administration is managed

Contents

  1. Tentoo NMBRS
  2. Administering
  3. Request a salary run
  4. Pay salaries
  5. Loonheffing – payroll tax

Contribute on GitHub

Tentoo NMBRS

  • Tentoo takes care of our salary administration. Tentoo’s account is linked to ExactOnline, no need to submit anything related to salary administration
  • Login via website or the app
  • Staff that need to administer the salaries have ‘company’ logins with which they can access the personnel files and keep them up to date
  • All employees have their own login, as well as access to the app (can be set to English and to Dutch). They can submit expenses, download salary stubs, request vacation days and check their vacation time balance. They can also fill in change notification (mutation) forms for new addresses, partners, emergency contact details, and email addresses (we use the personal email for this tool, since the salary stubs etc. have to remain accessible)

Administering

  • Expenses have to be approved in the portal. The chief executive and operations coordinator can do this

Request a salary run

  • Every month, before the 15th of the month, a salary run needs to be requested from the dashboard of NMBRS. Any change notifications (mutations) need to be sent in before the run is started
  • Change notifications (mutations) include more or less hours, different pay, or reimbursements. Forms are available in the Tentoo NMBRS dashboard and are sent from there as well

Pay salaries

  • Once the salary run has finished the administrators receives a notification
  • In the Tentoo NMBRS dashboard the latest SEPA file can be found. The date of the file needs to be changed to the date we want to pay (24th or 25th of the month)
  • The bookkeeper or administrator uploads the SEPA to the bank and prepares the payment instructions, such as setting the date and send it for approval
  • When ready, the bookkeeper or administrator sends a mail to the chief executive to release the payments. Make sure to include a PDF with an overview of the salaries, which can also be downloaded from the Tentoo NMBRS dashboard

Loonheffing – payroll tax

  • Tentoo reports monthly “loonheffingen en sociale verzekeringspremies” (wage and social taxes) to the tax office
  • Tentoo sends an email to the operations coordinator with amount due
  • The bookkeeper or administrator sets up the payment in the banking environment, assigns the payment date (e.g. March needs to be paid in April) and completes it with the first signature
  • Then the bookkeeper or administrator sends the chief executive an email requesting release of the payment. Ask the chief executive to report back when it’s released
  • Note: This payment information does not have to be sent to Exact as Exact is integrated with Tentoo