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1 Temporary worker s guide Interim l Professionals l Search & Selection l HR Solutions l Inhouse Services

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3 1 TABLE OF CONTENTS A.1 Welcome to Randstad 2 A.2 Who are we? 2 A.3 Temporary employment 3 A.4 Working together 4 B.1 Your employment contract 5 B.2 Time sheets 6 B.3 How your salary is paid 7 B.4 Salary slips 7 C.1 Your tax card 9 C.2 Social security 11 C.3 Family allowances 11 C.4 Unemployment benefits 12 D.1 Holiday pay 14 D.2 Public holidays 14 D.3 Extra holidays 15 E.1 Luncheon vouchers 15 E.2 Bonus schemes and the 13th month 16 E.3 Travel allowances 16 E.4 Protective work clothing 16 F.1 Medical exam 17 F.2 Illness 17 F.3 Work-related accidents 18 G.1 Statement of Earnings 20 G.2 Statutory Minimum Wage 20 G.3 Employment Regulator (Chambre de Travail Luxembourgeoise) 20 G.4 Work permits 21 G.5 Students 21 H.1 A few last words 22 H.1 Randstad addresses 22 H.2 Useful addresses 23

4 A.1 Welcome to Randstad Whether you are just interested in getting to know us better or have just signed your first temporary employment contract, Randstad would like to welcome you! The aim of this brochure is to answer any questions that you may have concerning the nature of temporary work. Read it carefully and should you have any further questions, just contact your Randstad office. After all, we are here to help you. A.2. Randstad: who are we? Randstad is part of Randstad Holding, the second largest provider of employment services worldwide. Randstad is located in 50 countries. Each day, temporary collaborators work for us. Randstad is globally positioned to respond to the employment needs of an ever-changing marketplace. Our enviable reputation is backed by over 45 years of experience in matching the right people with the right jobs. Randstad s proven track record now extends to Luxembourg as well. Although our clients are companies of all sizes, active in a wide variety of sectors, they share a common need for top quality service. 2

5 With Randstad, you are in good hands. Not only are we dedicated to providing you with sort of employment opportunities that match your personality and professional goals, but we also provide all the support and advice you ll need during your assignment period. A.3 Temporary employment To meet the challenges of today s ever-changing business environment, many companies find that they need to place even more reliance upon the ser vices of temporary workers. This in turn means that the range of employment possibilities offered to temporary workers is expanding every day. There are many advantages to temporary work. For example, as a Randstad temporary worker, you will: - find work quickly - enjoy job flexibility by having the freedom to accept, or refuse an assignment - have the chance to enhance your skills by working in a variety of different fields. - It is also worth mentioning that a large number of temporary workers will go on to secure permanent contracts. Luxembourg currently employs thousands of temporary workers. However, temporary employment is strictly regulated and as a temporary worker, you will have the same rights and benefits as a permanent employee. Since Randstad is your employer for the duration of your assignment, 3

6 you can count on us to ensure that all the relevant regulations are respected. A.4 Working together As noted above, Randstad is your official employer for the duration of your assignment. Therefore, once we have found you the kind of work you want, we will organise everything from there. In other words, we will take care of your contract, pay your salary and handle all the necessary tax and social security matters. Once you actually start working, it is the company that you have been assigned to work for who will organise your actual working day as well as evaluate your job performance. We recommend that you familiarise yourself with the company s house rules and respect them. For instance, you are asked to adhere to the company s working hours, allocated break times, smoking policy, telephone policy, security regulations, etc. Our clients expect us to deliver top quality service, which means that they rely upon us to meet their demands. Please remember that from the moment you start your first assignment, you have effectively become our ambassador: our representative of top quality service. 4

7 B.1 Your employment contract Ideally, your employment contract will be ready for you to sign at one of our offices prior to the start of your assignment. Should you be unable to do this however, Randstad will send it to you by mail within 48 hours of the start of your assignment. Once received, please sign it and return a copy to us by mail. Keep a copy for you. Once you have signed your contract and passed your probation period, you are now obliged to complete the assignment. Should it be necessary to extend your assignment, your original contract will be updated accordingly and forwarded to you by mail. Once again, you will need to sign and return it to Randstad as soon as possible. Your employment contract will include the following: - your name and address, - the name and address of the company you will be working for as well as your place of work, - the number of hours you will be required to work per week and a work schedule, - the reason for the assignment and in the case of replacement, the name of the person you will be replacing, - the kind of work you will be required to do, 5

8 - your hourly or monthly wage; allowances for any travel expenses incurred while working for the company (depending of the company policy); bonus schemes provided (luncheon vouchers, 13th month, tool allowance etc), - the start and end dates of your assignment period - if the end date is not known (often in the case of sickness leave), a minimum period will be defined after which the contract will remain open, - the trial period, - the new contract period in the case of an extension. B.2 Time sheets Time sheets are the basis upon which your salary is calculated. It is essential that you fill them out carefully and sign them. In addition, it must be countersigned by your supervisor and bear the official company stamp. You will need to complete a time sheet each week for each client that you are working for. It must include the following information: - the date of each worked day - the number of worked hours upon each of those days - the total number of worked hours for that week Be sure to round off the minutes worked in the following way: 15 minutes = 0.25 (of an hour), 30 6

9 minutes =0.50 (of an hour) and 45 minutes = 0.75 (of an hour). Once you have completed your time sheet, send the white copy to Randstad by 12:00 at the latest on the Monday following the work-week in question. You can send us the copy by mail or fax, or deliver it by hand. Keep one of the copies for yourself and give the remaining one to your supervisor at the company. B.3 How your salary is paid Your salary is paid weekly. If your time sheet is sent to us on time, your salary will be paid on the Friday of the following week.your salary can also be paid monthly upon request. Be sure to give us your bank account details (IBAN code + BIC code) at the start of your assignment so that we can transfer your salary promptly.. B.4 Salary slips Your salary slip is compiled every month and sent to you by mail. It will include your personal details as well as a brief description of the nature of the benefits received and the time period they cover. If you have any questions, please ask your Randstad consultant and not the company for which you work. 7

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11 Your salary slip will include the following: GROSS EARNINGS + NORMAL HOURS (hourly wage x number of hours worked) + GROSS PREMIUMS (tools allowance.) +NUMBER OF DAYS OFF = BASIS FOR SOCIAL SECURITY CONTRIBUTIONS SOCIAL CONTRIBUTIONS - HEALTH INSURANCE (2,95% +2,1% for the previous «blue collars» up to 01/01/2012) - PENSION INSURANCE (8%) - DEPENDANCY INSURANCE (1,4% (gross earnings ¼ SSM)) TAX ALLOWANCES (travel expenses, extraordinary expenses, spouses allowance ) = TAXABLE INCOME TAXES (the amount of taxes deducted depends on your tax bracket which is indicated on your tax card) = NET EARNINGS + NET EXPENSES (travel expenses, outside assignment allowance ) +/- EVENTUAL CORRECTIONS DEDUCTIONS FOR LUNCHEON VOUCHERS = NET EARNINGS TO BE PAID C.1 Your tax card Randstad will ensure that the appropriate taxes are deducted from your salary. In other words, you will receive a net salary. To enable us to do this, we will need to have your tax card at the start of your assignment. If not, the law obliges us to tax you at a rate of 30%. This rate will be amended once we have received your tax card and any surplus paid will be returned to you with your next salary. Your tax card must be renewed each year. How and where to get a tax card: If you have already worked in Luxembourg during the current year: Your tax card will be at your previous 9

12 employer (even if this is a temporary employment agency). If it is your first time working in Luxembourg and you are A Luxembourg resident: Your tax card can be collected from your commune upon presentation of your employment contract. A non-resident: Collect the following document from your commune: - composition de ménage if you are a Belgian resident - Haushaltsbescheinigung if you are a German resident - fiche individuelle d état civil if you are an unmarried French resident - fiche familiale d état civil if you are a married French resident, and/or a French resident with children. If you are divorced with children, you must also provide us with a certified copy of your divorce mentioning who has the custody of the children. Once you have the document in question, send it to the Administration des Contributions pour Non- Résidents here in Luxembourg along with the tax card request form given to you by your Randstad consultant. The address of the Administration des Con tributions pour Non-Résidents is found in the Useful Addresses section at the end of this brochure. 10

13 C.2. La sécurité sociale Once you begin to work, you will be covered automatically by the Caisse Nationale de Santé (Luxembourg health insurance) and will remain so for the duration of your assignment. If you have already worked in Luxembourg or are a Luxembourg resident: This means that you already have a Social Security Number. Please give this to your Randstad consultant. If you have never worked in Luxembourg before: For us to register you with the Caisse Nationale de Santé Luxembourgeoise, we would need a copy of your identity card as well as your date and place of birth. Once we have this information, we will forward it to the authorities (Centre Commun de la Sécurité Sociale ) after which you will be given a Social Security Number. This number will be valid for the rest of your life and begins with the year of your birth, followed by the month and day, then by 3 random numbers. C.3 Family allowance benefit Whether or not you are entitled to receive family allowance benefit depends upon your personal circumstances. It is, therefore, impossible for us to comment on this matter in general terms. Should you be entitled to a family allowance benefit however, bear in mind that the Caisse Nationale 11

14 de Prestations Familiales (CNPF) will not pay any benefits for the month in question unless you have worked on the first day of that month. If you did not work the first day of the month but if you worked more than the half month you are entitled to receive family allowance if it was paid to you the month before. To submit a request for family allowance benefit, contact the CNPF, 1A, boulevard Prince Henri, L-1724 Luxembourg, or call the following number: (+352) C.4 Unemployment benefit If you are a Luxembourg resident: If you are currently receiving unemployment benefit and If your assignment period is between 8 and 61 calendar days, the unemployment benefit will be suspended for the duration of your temporary employment contract. Once the contract is finished, you can resume collecting the same amount of unemployment benefit. If your assignment is less than 8 calendar days, it will be considered as a subordinated work. Your salary is deducted of the unemployment benefit if it exceeds 10% of this amount. If your assignment exceeds 61 calendar days, you will have to submit a new request for unemployment benefit to the ADEM (Luxembourg employment office) once your assignment period is over. Should this happen, your future entitlement will have to 12

15 be recalculated and will be based upon your most recent salary. If you are not currently receiving unemployment benefit: You can submit a request to the ADEM provided that you have worked for a minimum of 182 calendar days in the last 12 months. In either case You will have to provide the ADEM with the following documents at the end of your assignment period: - A copy of your employment contract - Your tax card - Your salary slips for the last four months - An attestation patronale (employer s affidavit) or an E301 form (both of which need to be completed by Randstad). If you are a Belgian resident: Should you wish to submit a request for unemployment benefit to the Belgian CAPAC or to your trade union, Randstad will provide you, upon request, with the document required (C4 form or the Luxembourg E 301 form). Please note that your unemployment benefit will then be paid in Bel gium. If you are a French or German resident: Please inform your Randstad office, who will then liase with ADEM, who will in turn you forward the correct forms, which must then be handed in to ASSEDIC/Arbeitsamt. 13

16 D.1 Holiday pay There is a minimum of 25 paid days off per year. Depending on the company and sector in which you are working, you may be entitled to further paid holidays. All holidays are paid in advance by way of an addition to your salary based upon the hours you have actually worked. Therefore, should you take a day off, you will not be paid for it as your holiday pay has already been added to your salary. Also, don t forget to clear any time off with your supervisor beforehand. D.2 Public holidays In Luxembourg, there are 10 statutory public holidays in a calendar year: New Year s Day, Easter Monday, Ascension Day, Whit-Monday, National Day, Christmas Day, Labour Day, Assumption Day, All Saints Day and Boxing Day. Some companies however, notably insurance companies, also include Carnival Monday, Whit Tuesday etc as public holidays. If the public holiday falls on a workday, you are entitled to take the day off with regular pay, provided that you have actually worked the day prior to the public holiday, as well as the day after. 14

17 If the public holiday falls on the weekend, you will be given a substitute day off paid at the normal rate. You can take this day whenever you please provided that you are still under contract when you do so and that you take it within 3 months. D.3 Extra holidays You are allowed to take additional days off with regular pay to cover absences for exceptional circumstances. For example, wedding, birth of your child, moving (house) or the death of an immediate family member. The number of extra holidays you are entitled to is fixed by law and depends on the actual reason. Therefore, you will be required to provide your Randstad consultant with the document(s) justifying your absence. E.1 Luncheon vouchers As a temporary worker, you are eligible for luncheon vouchers provided that the company you are working for issues them to their permanent emplo yees. You can collect these at our office during normal working hours (until 5:30p.m.). Your vouchers will be available on the Thursday following the workweek in question provided that you have submitted your time sheet on time. 15

18 E.2 Bonus schemes and the 13th month As you have the same rights as a permanent employee, you will be entitled to any bonus schemes and 13th month salary as provided to the company s own employees. Bear in mind that some companies require a qualifying period in order to be eligible to receive such benefits. Bonus premiums will be included in your weekly salary. E.3 Travel allowances You are entitled to tax relief based upon the distance from your place of residence to your place of work. This amount will be stated on your tax card. Should the company you work for actually provide you with extra allowances, please note that they are tax deductible, up to a maximum of 3.00 per day. Actual travel expenses incurred as part of your job will be reimbursed by your company. E.4 Protective work clothing Safety in the workplace not only depends on the regulations in force at the company you are working for, it also depends upon you! We recommend that you always wear any protective work clothing provided. Randstad will deduct an amount from 16

19 your first salary in exchange for these clothes. This money will then be reimbursed either when you return the clothes to us, or after you have worked mimimum 200 hours (depending on the type of clothing) under contract with us. F.1 Medical Exam Every person working for Randstad must pass a medical exam at the Service de Santé au Travail de l Industrie. Randstad will book the appointment for you and pass on all the details by mail (date, time, location). This medical visit is compulsory. Should you miss it, you will be charged 70. Once you know the date and time of your medical exam, be sure to inform the company you are working for. F.2 Illness Should you be ill, please inform Randstad by 8:30 a.m. (8:00 a.m. for catering) You should also inform the company you are working as soon as possible. You must obtain a medical certificate on the first day of your illness and ensure that Randstad receives it no later than on the 3rd day of your absence. Otherwise, your absence might not be taken into account. Randstad will pay your sickness cash allowance until the end of the month in which occurs the 77th day of your illness. Beyond such period, the 17

20 cash allowance will be taken over by the Caisse Nationale de Santé (Luxembourg health insurance) provided that you have been covered for more than 6 months previously. Should you be ill, you will have to send your original medical certificate to the Caisse Nationale de Santé. To find out which branch you need to send it to, contact their head office on the following number: (+352) Randstad will pay your medical indemnities for the duration of your temporary employment contract provided that the CNS has agreed to cover you. Beyond your contract period and should your sickness continue, you will be taken over by the CNS (Luxembourg health insurance) provided that you have been covered for more than 6 months previously. F.3 Work-related accidents We hope that you will never have a work-related accident of any kind. If you follow the safety regulations in place at the company you are working for, nothing should ever happen. If however, despite your efforts you have a workrelated accident, seek medical help immediately. If suitable medical assistance is not available for you at the company you are working for, call a doctor or go to the hospital immediately. Be sure to obtain an accident-report form and ensure that the doctor treating you completes it as necessary. 18

21 On the same day, if possible, give Randstad all the details of the accident, so that we can complete the 2nd part of the accident-report form together. It would be best if you came to our offices to do this so that we can ensure that it is completed properly. If the accident-report form is sent late or not completed, you risk not being covered by accident insurance. If it is not possible for you to come to our offices, send Randstad a description of the circumstances surrounding your accident as soon as possible. What is covered should a work-related accident occur: All resulting medical fees will be paid for by the insurance. It is for this reason that we ask you to keep all records of medical expenses paid. Should you be unable to work because of a work-related accident, Randstad will pay your cash compensation payments provided that you are covered by the Caisse Nationale de Santé. Please note that you must send a copy of the medical certificate, justifying your absence from work to the CNS. You are also covered for any accident that may occur on your way to and from work. The costs resulting from actual bodily harm are covered by the insurance, however material costs are only covered up to a certain point and only then if there has been actual bodily harm. 19

22 G.1 Statement of Earnings Randstad will provide you with a statement of earnings at the beginning of the year provided that you have submitted your tax card to us. We will also forward your tax card to the administration des contributions pour les résidents et les non résidents (Luxembourg tax authority for residents and non-residents). This document will also enable non-residents to complete their tax returns in their respective countries of residence. G.2 Statutory Minimum Wage (SMW) Il existe à Luxembourg un Salaire Social Minimum (SSM) pour les travailleurs qualifiés ainsi que pour les travailleurs non qualifiés. Le niveau du SSM dépend de la cote d application de l échelle mobile des salaires. Randstad respecte scrupuleusement ces montants. G.3 Employment Regulator Every person working in Luxembourg on March 1st will have to pay an annual contribution of approximately 25? to the Chambre du travail luxembourgeoise (Employment Regulator). Randstad will deduct this amount from your salary and forward it to the CTL. 20

23 G.4 Work Permits European Union citizens (except Bulgaria and Romania) are allowed to work freely in the Grand Duchy of Luxembourg. For non-eu citizens however, a work permit is required, and these are issued by the ADEM and then forwarded to the Ministère de Travail (Ministry of Labour). Please note that persons who are not residents of Luxembourg will find it difficult to obtain one unless they have rare professional qualifications. Normally, Randstad will not provide any assistance in obtaining your first work permit. G.5 Students Luxembourg law forbids temporary employment agencies from hiring students under special contract terms that allow a company to reduce its costs, salaries and taxes. For this reason, few companies require our services for the summer period. However, Randstad is more than willing to hire students under normal employment contract terms. This would provide students with an excellent opportunity to acquire their first work experience. 21

24 H.1 A Few Last Words If your assignment period is coming to an end and you would like to be considered for another assignment, please give us reasonable notice so that we may find you something to follow immediately. You have a few more questions to ask us? For example Your assignment is ending sooner than expected? The company you are working for has proposed that you stay on permanently? You have been made a more attractive offer? You would prefer not to work for a while? You would rather do something else? For any question you may have, speak to your Randstad consultant. After all, we are here to help you! H.2 Randstad Offices Randstad Interim sa 41, avenue de la Gare L-1611 Luxembourg Tél.: (+352) Fax: (+352) Finance & Office: (+352) Sales & Promotion : (+352) Horeca: (+352) info@randstad.lu 22

25 Randstad Interim (construction, industry, logistics) 6, place de l Hôtel de Ville L-4138 Esch-sur-Alzette Tél.: (+352) Fax: (+352) esch@randstad.lu Randstad Interim (all specializations) 3, rue de la Gare L-9044 Ettelbruck Tél.: (+352) Fax: (+352) ettelbruck@randstad.lu H.3 Useful Addresses Administration de l Emploi - ADEM 10, rue Bender L-1229 Luxembourg Tél.: (+352) Fax: (+352) Administration des Contributions Bureau RTS Non-Résidents 5, rue de Hollerich L-2982 Luxembourg Tél.: (+352) Fax: (+352) Administration des Contributions Directes 45, boulevard Roosevelt L-2982 Luxembourg Tél.: (+352) Fax: (+352) Caisse Nationale de Santé CNS 125, route d Esch Tel: (+352) Fax: (+352) Caisse Nationale des Prestations Familiales 1A, boulevard Prince Henri L-1724 Luxembourg Tél.: (+352) Fax: (+352)

26 Centre Commun de la Sécurité Sociale Département Affiliation 125, route d Esch L-1471 Luxembourg Tél.: (+352) Fax: (+352) Centre des Citoyens 51, boulevard Royal L-2449 Luxembourg Tél.: (+352) Fax: (+352) Inspection du Travail et des Mines -ITM 3, rue des Primeurs L-2361 Strassen Tél : (+352) Fax : (+352) Ministère du Travail et de l Emploi 26, rue Zithe L-2939 Luxembourg Tél : (+352) Fax : (+352) Service de Santé au Travail de l Industrie 6, rue Antoine Saint Exupéry L-1432 Luxembourg Tél.: (+352) Fax: (+352) Union Luxembourgeoise des Entreprises de Travail Intérimaire ULEDI BP , bd Konrad Adenauer L-1013 Luxembourg Tél.: (+352) Fax: (+352)

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