​The labor environment and payroll management are in constant evolution, and staying informed about the latest developments is crucial for both companies and employees. The recent publication of the Social Security Bulletin (BNR 05-2025) brings significant updates regarding contributions and labor regulations as established in Order PJC/178/2025, directly impacting payroll management practices. This article provides a detailed analysis of the main updates and discusses their implications in personnel administration.​
Context and Relevance of the Update
The Social Security Bulletin is an essential tool for understanding regulatory changes affecting payroll management and the obligations of both employers and workers. The BNR 05-2025 edition, recently released on the official Social Security portal, includes modifications aimed at adapting the contribution and benefits system to the current socio-economic reality, as determined by Order PJC/178/2025.​
These updates are part of a series of measures designed to:​
<ul data-start="411" data-end="672">
<li class="" data-start="411" data-end="496">
Optimize the collection and control of contributions.​
</li>
<li class="" data-start="497" data-end="584">
Facilitate regulatory compliance for companies.​
</li>
<li class="" data-start="585" data-end="672">
Ensure greater transparency in the handling of labor data.​
</li>
</ul>
This development is particularly significant, as these changes are expected to contribute to greater equity in contributions and access to benefits, while also posing new challenges for payroll administration in a digital transformation context.​
Key Updates
The bulletin highlights several key points necessary for proper adaptation to the new regulations. Below are some of the most relevant aspects:​
Revision of Contribution Bases
One of the most significant changes announced in the bulletin is the update of the contribution bases. This revision aims to more accurately reflect workers&#8217; economic realities and ensure that contributions are proportional to their income.​
<ul data-start="1073" data-end="1343">
<li class="" data-start="1073" data-end="1236">
Impact on Gross and Net Salary: Modifications to the contribution bases can affect both the amount of contributions and payroll perception. It is essential for companies to adjust their calculation systems to avoid errors in payment and withholding.​
</li>
<li class="" data-start="1237" data-end="1343">
System Equity: This change seeks to achieve a better balance between workers&#8217; contributions and the financing of social benefits.​
</li>
</ul>
Adaptation of Regulations to Digitalization
The digitalization of payroll processes continues to advance, and this bulletin reinforces the importance of adapting tools and IT systems to the new regulations.​
<ul data-start="1481" data-end="1713">
<li class="" data-start="1481" data-end="1597">
System Interoperability: Emphasis is placed on the need for payroll management platforms to integrate with Social Security databases, facilitating real-time data verification and updates.​
</li>
<li class="" data-start="1598" data-end="1713">
Automation and Control: Incorporating automation technologies will reduce human errors and improve efficiency in information processing, key elements for complying with new legal requirements.​
</li>
</ul>
Modifications in Deductions and Withholdings
Another area of focus in the new order is the update of deduction and withholding percentages applied in payrolls. These changes respond to the need to adapt the tax system to current realities.​
<ul data-start="1892" data-end="2123">
<li class="" data-start="1892" data-end="2012">
New Withholding Percentages: Adjustments aim to balance the tax burden between workers and companies, promoting a fairer distribution of obligations.​
</li>
<li class="" data-start="2013" data-end="2123">
Deduction Updates: Certain deductible concepts are expanded or modified, necessitating a detailed review of monthly payroll calculations.​
</li>
</ul>
Deadlines and Communication Procedures
The bulletin also specifies new deadlines and procedures for communicating data related to contributions and other labor aspects.​
<ul data-start="2256" data-end="2510">
<li class="" data-start="2256" data-end="2394">
Increased Information Submission Requirements: Companies must be more punctual and rigorous in sending required information to Social Security, using digital channels that ensure data integrity and confidentiality.​
</li>
<li class="" data-start="2395" data-end="2510">
New Electronic Formats: Requirements are established for report submissions, implying that payroll systems must be updated to comply with these formats and avoid penalties.​
</li>
</ul>
Implications for Companies and Payroll Professionals
Implementing these changes entails various implications for daily payroll management. Both Human Resources departments and professionals in charge must adapt to avoid setbacks and ensure regulatory compliance.​
Impact on Payroll Administration
<ul data-start="2735" data-end="3083">
<li class="" data-start="2735" data-end="2852">
System Review and Update: Companies will need to update their payroll management platforms to incorporate new calculation parameters, involving changes in algorithms and information integration and processing.​
</li>
<li class="" data-start="2853" data-end="2960">
Staff Training: Regulatory changes require payroll managers to be trained and updated on new guidelines. Continuous training becomes essential to avoid errors and ensure correct implementation.​
</li>
<li class="" data-start="2961" data-end="3083">
Increased Administrative Load: In the initial months, companies may experience an increase in administrative workload as they adapt and verify all internal processes to align with the new regulations.​
</li>
</ul>
Consequences for Workers
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<li class="" data-start="3115" data-end="3238">
Transparency and Communication: One advantage of the update is that workers can access clearer and more transparent information about their contributions and deductions, potentially improving perception and trust in the system.​
</li>
<li class="" data-start="3239" data-end="3364">
Adjustments in Salary Perception: Since the revision of contribution bases can modify net amounts received, it is important for employees to be informed and understand the reasons for these changes, avoiding misunderstandings or dissatisfaction.​
</li>
<li class="" data-start="3365" data-end="3486">
Potential Impact on Benefits: Adjusting the contribution base also modifies parameters for calculating future benefits, potentially influencing pension amounts or other social aids, making it essential for workers to understand these variations.​
</li>
</ul>
Opportunities and Challenges in Digital Transformation
Modernizing payroll management is a process accompanied by multiple opportunities but also challenges. Digitalization and automation are positioned as key tools for adapting to new regulatory requirements.​
Advantages of Digitalization
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<li class="" data-start="3709" data-end="3822">
Increased Efficiency: Automating processes significantly reduces time spent on repetitive tasks, allowing payroll teams to focus on strategic activities.​
</li>
<li class="" data-start="3823" data-end="3932">
Data Integration: Updating systems facilitates information flow between different departments (HR, accounting, etc.) and with official bodies like Social Security.​
</li>
<li class="" data-start="3933" data-end="4041">
Error Reduction: Automated systems minimize the margin of error inherent in manual processes, directly impacting payment accuracy and regulatory compliance.​
</li>
</ul>
Challenges to Overcome
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<li class="" data-start="4071" data-end="4188">
Investment in Technology: Transitioning to modern digital systems may require significant initial investment in infrastructure and staff training.​
</li>
<li class="" data-start="4189" data-end="4299">
Change Management: Adopting new technologies implies a cultural change within the organization. Leadership must foster an open mindset toward innovation to overcome resistance.​
</li>
<li class="" data-start="4300" data-end="4459">
Continuous Updating: Given the rapid evolution of regulations and technologies, companies must engage in ongoing updating and review of their systems and
</li>
</ul>

Latest Updates in Payroll Management: Key Takeaways from Social Security Bulletin BNR 05-2025

Descubre las novedades del nuevo boletín de Seguridad Social y la orden PJC/178/2025 en la gestión de nóminas.

Novedades en Nóminas: Nuevo boletín de Seguridad Social 2025

Actualización en Nóminas: Claves del Boletín de la Seguridad Social BNR 05-2025 y la orden PJC/178/2025

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Vasalto Tech & Talent

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Ines Guerra

The labor landscape in Spain is undergoing a significant transformation with the introduction of the new labor reform set to take effect in 2025. This reform seeks to strengthen workers&#8217; rights, increase job stability, and introduce new obligations for companies. For businesses, adapting to these changes will be essential to avoid legal risks and ensure compliance with labor regulations.
In this article, we will analyze the key aspects of the 2025 labor reform, its impact on companies, and how they should prepare for this new regulatory framework.
<hr />
<h2>Main Changes in the 2025 Labor Reform</h2>
The new labor reform is part of an effort to modernize labor laws in Spain and align them with European labor standards. Some of the most significant changes include:
<h5>1. Strengthening of Permanent Contracts</h5>
One of the reform&#8217;s main objectives is to reduce the high rate of temporary employment. To achieve this, the use of fixed-term contracts will be limited, and stricter conditions will be imposed to justify their use. Companies that excessively rely on temporary contracts may face fines and penalties.
<h5>2. Salary Increases and Collective Bargaining</h5>
The reform promotes better wage conditions through the strengthening of collective bargaining agreements. It ensures that sectoral agreements take precedence over company agreements when determining minimum wages and working conditions. This measure aims to prevent wage devaluation and improve job stability.
<h5>3. Regulation of Remote Work and Digital Disconnection</h5>
With the rise of teleworking, the new legislation includes clearer guidelines on remote work. Employers will be required to provide resources for employees working from home and establish mechanisms to guarantee digital disconnection outside of working hours.
<h5>4. Greater Protection Against Unjustified Dismissals</h5>
The reform strengthens workers’ protection against unfair dismissals by increasing compensation amounts and implementing stricter control over dismissals deemed arbitrary or discriminatory.
<h5>5. Reinforcement of Labor Inspections and Sanctions</h5>
The Labor Inspectorate will have more authority to monitor companies and enforce compliance. Fines for non-compliance with labor regulations will be increased, and repeated offenses will lead to more severe sanctions.
For more details on the proposed legislative changes, you can consult <a href="https://www.boe.es/">official government sources</a> or reports from economic institutions such as <a href="https://elpais.com/">El País</a> and <a href="https://www.expansion.com/">Expansión</a>.
<hr />
<h2>Impact of the Reform on Businesses</h2>
The 2025 labor reform will have significant consequences for companies, requiring them to make adjustments in their employment policies, hiring practices, and labor management. Below are some of the most relevant aspects that businesses should consider:
<h5>1. Increased Labor Costs</h5>
With wage increases and stricter conditions for temporary contracts, companies will need to reassess their budgets and hiring strategies. Those that previously relied on temporary or low-cost labor will need to consider more stable and long-term employment options.
<h5>2. Adjustments in Contracting and HR Policies</h5>
Businesses will have to review and adapt their hiring practices to comply with the new regulations. This includes a greater reliance on indefinite contracts, stronger justification for temporary contracts, and adherence to updated collective agreements.
<h5>3. Compliance with Remote Work Regulations</h5>
Companies with telecommuting employees must ensure compliance with the new guidelines, including providing adequate resources and respecting employees’ digital disconnection rights. Failure to comply with these requirements could result in penalties.
<h5>4. Increased Scrutiny and Labor Inspections</h5>
The enhanced role of the Labor Inspectorate means businesses will face more frequent audits. Companies should ensure they maintain proper documentation and comply with labor regulations to avoid fines and legal issues.
<h5>5. Need for Legal and HR Consulting</h5>
Given the complexity of the reform, businesses are advised to seek specialized legal and HR consulting to navigate these changes efficiently and minimize risks.
<hr />
<h2>Recommendations for Businesses</h2>
To successfully adapt to the 2025 labor reform, companies should take the following steps:
<ol start="1" data-spread="false">
<li>Review Employment Contracts – Ensure compliance with new regulations and avoid excessive reliance on temporary contracts.</li>
<li>Adjust Budget Planning – Prepare for potential increases in labor costs due to salary adjustments and contractual changes.</li>
<li>Strengthen Internal HR Policies – Implement clear policies regarding remote work, employee rights, and contract management.</li>
<li>Monitor Legislative Updates – Stay informed about further developments in labor laws to remain compliant.</li>
<li>Consult Labor Law Experts – Seek professional guidance to mitigate legal risks and optimize HR strategies. 
<hr />
</li>
</ol>
Avoid Legal Risks and Optimize Your Business Management
The new labor reform represents a significant shift in labor regulations, requiring businesses to take proactive steps to ensure compliance and maintain efficiency. Understanding these changes and implementing the necessary adjustments will be crucial for business success in 2025 and beyond.
At Vasalto, we have a team of legal and labor experts ready to help your business navigate this transition. Our comprehensive consulting services will ensure that your company complies with the new regulations while optimizing its labor structure. Trust Vasalto to help you adapt and thrive in the changing labor landscape.
&nbsp;

New Labor Reform in 2025: Key Changes and Business Impact

Descubre los cambios clave de la Reforma Laboral 2025 y cómo afectan a las empresas. Reducción de jornada, nuevos contratos y más. ¡Prepárate ahora!

Reforma Laboral 2025: Claves e Impacto para Empresas

La Nueva Reforma Laboral en 2025: Impacto y Claves para las Empresas

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With the arrival of December, all companies begin to prepare, if they were not already doing so, the closing of the year. One of the main issues to end the year on a good note is to be up to date with tax obligations. The 111 and 190 Personal Income Tax forms put an end to the tax year, opening the way to the next year.
These two forms have a very close relationship. Both are a declaration of the withholdings made in the IRPF in an established period of time. These withholdings are made both for workers via payroll, as well as for self-employed professionals and entrepreneurs. The difference in these two forms is the period of time they cover. While form 111 is a quarterly form, form 190 is an annual summary of the same concept.
<h2>Form 111: Quarterly withholding tax return</h2>
As we have already explained, the difference between forms 111 and 190 is in the time period. Form 111 is a document used to declare and deposit the withholdings made on certain payments during a quarter. The presentation of this form is mandatory for all persons, whether individuals or legal entities, who are obliged to make payments on account. The payments on account are the amounts that the payer takes from the employee&#8217;s income and deposits them in the Public Treasury.
<h3>What payments are declared on form 111?</h3>
<ol>
<li>Income from work: Salaries and other payments to employees.</li>
<li>Income from economic activities: Invoices of self-employed professionals.</li>
<li>Prizes and certain capital gains.</li>
<li>Urban leases subject to withholding.</li>
</ol>
<h3>Deadlines for filing form 111</h3>
Form 111 is filed quarterly. Once the quarter has expired, a period of 20 days is opened to file this form. Therefore, we have 4 deadlines to file it: in April, July, October and January of the following year. However, it must be taken into account that, if the result is to be paid and the payment is made by direct debit, the deadline is reduced to the 15th day of the corresponding month.
<h2>Form 190: Annual summary of withholdings</h2>
Form 190 is the annual complement to Form 111. While the latter is a quarterly form, Form 190 compiles all the information for the corresponding tax year and breaks down the data in greater detail. The parties obliged to file are the same as with form 111.
<h3>Additional information on Form 190</h3>
As this form is a more detailed and extensive declaration than form 111, there is a series of information that is not included in the latter, but which must be provided in the former:
<ol>
<li>Information of the recipients: in the form 190 the complete data of each recipient of the income must be included. These data serve to identify each of the employees or workers for whom payments on account have been made during the year. It is necessary to include the NIF, name and surname (or company name if we are talking about a legal entity) and the postal code and province.</li>
<li>Types of income broken down: The form specifies the different types of income that a person can receive, with an individual breakdown for each one. Each type of income has a specific code that must be indicated on this return.</li>
<li>Taxable income and withholdings per recipient: Form 111 does not require a breakdown of taxable income, withholdings or possible deductible expenses. However, the 190 does require these declarations to be made.</li>
<li>Data on the nature of the income: As it is a more detailed return, the 190 allows additional information to be included depending on the nature of the income, such as some specific allowances or deductions.</li>
<li>Receivers with regularization: if there is any case in which a regularization of withholdings has been made during the fiscal year, it must be declared when filing this document.</li>
</ol>
<h3>Deadline for filing</h3>
Form 190 must be filed between January 1 and 31 of the year following the fiscal year declared.
<h2>Common errors in forms 111 and 190 and how to avoid them</h2>
Differences in the amounts: It is possible that, at the time of filling in form 190, the information does not match what is presented in form 111. To avoid having different information in what is presented throughout the year and the final breakdown, it is advisable to make sure that the bases and withholdings coincide between the forms.
Omission of payees and errors in the data: As we have already indicated, in this model it is necessary to identify each of the income recipients to whom withholdings have been made for payments on account. It is important to verify that all the employees, professionals or entities withheld are included in the return. It is also good to review all the personal data, to verify that they are correct before filing the tax return.
<h2>Do you need help with your company&#8217;s labor management?</h2>
At Vasalto we are tax experts. We specialize in helping other companies with services such as tax management, filing tax forms and other<a href="https://cms.vasalto.com/2024/07/01/impuesto-sobre-sociedades-sociedades-patrimoniales/">obligations with the Tax Agency</a>. Our more than 30 years of experience have given us a great deal of expertise in the sector. In addition, we are a company very involved with technology. Throughout these years we have developed a series of proprietary computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice to offer our clients the best possible service.
At Vasalto, we believe that communication between people is fundamental. We make technology available to people, never the other way around. We work with technological automation solutions so that IT takes as much work off our hands as possible. This way, we have more time to dedicate to our customers.
If you are interested in learning more about international recruitment or any matter related to your company&#8217;s payroll or accounting, at Vasalto we will be happy to help you. Contact us to get to know us and see how we can help your company.

Forms 111 and 190: Annual Tax Closure Explained

Aprende las diferencias entre los modelos 111 y 190 del IRPF. Descubre cómo y cuándo presentarlos para cerrar el año fiscal correctamente.

Modelos 111 y 190: Cierre Fiscal Anual Explicado

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In times when it is difficult to increase workers&#8217; salaries or to assume more costs at the corporate level, flexible remuneration can be an option to increase the profitability and efficiency of processes. This type of remuneration allows employees to choose how much of their gross salary they want to allocate to the consumption of a series of products or services at a cheaper price than those available on the market.
With flexible remuneration plans, both the employer and the employee obtain benefits. On the one hand, the individual can obtain interesting tax reductions. The employee will see how his gross salary will perform better than before applying this remuneration. On the other hand, the company gets its employees to be more satisfied with their working conditions without having to assume an extra cost to achieve it.
<h2>Differences between flexible remuneration and social benefits</h2>
Flexible compensation is often confused with employee benefits. Although both types of compensation are considered income in kind, they have certain characteristics that differentiate them.
When we talk about social benefits, we are referring to the remuneration in kind that the company offers to its employees. These benefits are fully paid for by the company and are independent of the employee&#8217;s salary in cash. Social benefits are usually linked to the collective bargaining agreement to which the company is subject.
On the other hand, flexible remuneration allows employees to allocate part of their salary to the consumption of services and products in order to benefit from tax exemptions.
With these two definitions we can establish a series of differences that will help us to distinguish between the two concepts. Firstly, while social benefits are established by a collective agreement, flexible remuneration is voluntary. The company makes the possibility available to its employees and it is up to them to decide whether or not to take advantage of it. Another difference is that flexible compensation is always dependent on gross salary. As we will see below, one of the characteristics of flexible remuneration is that it cannot exceed 30% of the employee&#8217;s salary. In the case of social benefits, these are independent of salary. Finally, the company is responsible for paying the social benefits, which means an extra cost per employee. In the case of flexible compensation, however, the company does not have to bear any additional costs.
<h2>How flexible compensation affects the payroll</h2>
To understand the process by which flexible compensation allows employees, despite having the same gross salary, to receive a higher net salary. To illustrate this situation let&#8217;s go to a practical case.
Lucia and Roberto work together in the same company. Both have equal working conditions. They both have a gross salary of 35,000 euros per year. There is only one thing that differentiates them: Roberto has decided to take advantage of the flexible compensation plan offered by his company. While Lucia does not want to receive any payment in kind, Roberto has decided to use part of his salary to pay for health insurance, restaurant tickets and childcare.
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This example explains how, with the same salary and cost to the company, Roberto manages to receive €156.32 more per month. Allocating part of the gross salary to pay for these services reduces the taxable base for personal income tax (IRPF). It also reduces the percentage of withholding in this tax. The result of all this is that, despite receiving the same gross salary as her partner, the net salary is higher.
<h2>Legislation for flexible remuneration in Spain</h2>
The legal framework for flexible remuneration consists mainly of two laws:
<ul>
<li><a href="“https://www.boe.es/buscar/act.php?id=BOE-A-2006-20764”">Law 35/2006</a>, of 28 November, on Personal Income Tax and partial modiﬁcation of the laws on Corporate Income Tax, Non-Resident Income Tax and Wealth Tax.</li>
<li>And<a href="https://www.boe.es/buscar/act.php?id=BOE-A-2007-6820"> Royal Decree 439/2007</a>, of March 30, which approves the Personal Income Tax Regulations and modiﬁes the Pension Plans and Funds Regulations, approved by Royal Decree 304/2004, of February 20.</li>
</ul>
Flexible remuneration is one of the forms of payment in kind contemplated in the Spanish legal system. As we have discovered in this article, it has a very favorable tax treatment both for the employees, to whom it allows them to get a higher return on their gross salary, and for the companies, which see increased employee satisfaction without having to increase costs. However, for this type of remuneration to be considered as flexible remuneration, a series of requirements must be met:
<ul>
<li>Flexible remuneration must be a maximum of 30% of the employee&#8217;s total salary. It may not reduce the amount of money to be received equivalent to the minimum interprofessional wage (SMI).</li>
<li>There are no variations in the contribution base of a worker who makes use of the remuneration. There is only a reduction in the IRPF.</li>
<li>It will have to be an agreement between the company and the worker. No company will be able to force the worker to make use of the flexible remuneration, with the exception of the cases in which it is established by a regulation or labor agreement.</li>
<li>Expenses derived from direct professional activity are excluded. For example, a business trip cannot be disguised as flexible remuneration.</li>
</ul>
Do you need help with your company&#8217;s labor management?
At Vasalto, we are experts in payroll. We specialize in helping other companies with services such as managing the hiring and dismissal of workers, outsourcing payroll and all processes related to labor relations management. Our more than 30 years of experience have given us a great expertise in the sector. In addition, we are a company very involved with technology. Throughout these years we have developed a series of proprietary computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice to offer our clients the best possible service.
At Vasalto, we believe that communication between people is fundamental. We make technology available to people, never the other way around. We work with technological automation solutions so that IT takes as much work off our hands as possible. This way, we have more time to dedicate to our customers.
If you are interested in learning more about flexible compensation or any issue related to payroll or accounting for your company, at Vasalto we will be happy to help you. Contact us to get to know us and see how we can help your company.

Flexible Compensation: Improve Employee Satisfaction without increasing costs for your company

Descubre cómo la retribución flexible permite a empleados y empresas mejorar la rentabilidad sin aumentar costes salariales.

Retribución Flexible: Mejora la Satisfacción de los Empleados

Retribución Flexible: Mejora la Satisfacción de los Empleados sin aumentar los costes para tu empresa

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One of the advantages of online payroll management is the electronic payroll. This is nothing more than a digital document in which all the information regarding the salary of each employee is shown. Its function is the same as the paper payroll, but reducing waiting times and the use of paper in the office.
Payroll is the internal communication tool par excellence. It is the most direct way for an employer to communicate with its employees. It is the most efficient way to remember milestones such as a salary increase, a promotion or a reward for goals achieved. By digitizing this process, we can streamline this process and make it easier for the employee. Digital payroll helps to make the most of this important communication tool. With a more modern payroll model, the employee can better understand the parts that make up his or her salary, as well as the withholdings and taxes that make up the difference between gross and net.
Despite the fact that there is no mandatory electronic payroll, many companies have switched to this model because of the advantages it has. Moreover, since 2016, this option is as legally valid as the paper one. This Supreme Court decision is a major step forward for the digitization of companies. Paper payrolls are destined to be replaced by digital. This format is more aggressive with the environment, forces employees to allocate a physical place to store them and slows down the processes of search and transmission of information. By choosing to deliver the payroll digitally, whoever wishes to do so will be able to reduce the amount of paper used in the company, being more respectful with our planet, as well as speeding up the procedures and a series of advantages that we are going to know below.
<h3>Benefits of digitizing payrolls</h3>
Accessibility to information. 
The Internet allows us to access any information no matter where we are. Thanks to the cloud we can access our documents from any device and anywhere. Saving payroll documents in an online database gives us access to them at any time. As long as the employee has a connection, he or she can check the status of his or her salary, any changes and the status of his or her payroll.
This information is not only more accessible to the employee. Companies also gain in speed when it comes to accessing their employees&#8217; paychecks. This can be of great help when reviewing whether errors have been made in the payment or reporting on the productivity of an employee.
Reduces the need for storage. 
As we have already indicated, digital payrolls are stored in the cloud. These servers that allow us to store data save us both physical and digital space. On the one hand, having the payroll in the cloud makes it unnecessary to store them on our own computer. Sometimes company computers are full of personal information. This can be a problem when it comes to installing necessary updates for the workflow and can slow down the devices, decreasing productivity. With cloud storage, we avoid cluttering local hard drives.
On the other hand, we also save physical space. Storing payrolls on paper can become more problematic than it seems at first glance. The physical one forces us to have a specific place in which to store things. In addition, as we will see below, we are more likely to lose paper than digital documents. The cloud prevents us from having a tower of papers in which searching for a specific piece of information is practically impossible. With this, in addition, we gain in cleanliness and organization within the work and personal environment.
It makes losses more difficult. 
We all have the experience of having lost an important piece of paper. The rush of everyday life leads us to forget things that we are going to need later. This is something we avoid with electronic payroll. As they are automatically stored in the same place, employees will be able to consult them whenever they want, without having to worry about the drawer in which the paper was stored some time ago. Generating payrolls in electronic format is the best way to gain in convenience.
It optimizes the work in the Human Resources Department. 
Manual preparation of payrolls consumes an unnecessary amount of time. Filling in each item by checking other documents is a mechanical and repetitive task, which reduces employee satisfaction and significantly increases the risk of making mistakes.
Constant repetition of processes can be time-consuming and sap concentration, which can result in errors. Being in a hurry to complete tasks or losing focus due to repetition are the main causes of these failures, which in turn translate into problems for the company.
That is why payroll automation is essential to have an efficient management of the company. Payroll automation is known as a set of processes related to payroll management that are performed by software. With these software programs, payroll management becomes an easier task. The time savings and reduced workload achieved by automation is the main advantage of this method, but not the only one.
Improved security of personal data. 
The security of personal data is one of the most discussed topics since the advent of the Internet in our lives. We all want to be protected against possible attacks. For this reason, the software that manages digital payrolls needs to be updated in terms of security. Paperwork can get lost. In addition, when it comes to disposing of documents containing such sensitive information, we have to take care to destroy them properly so that the information is not recoverable by a third party.
These problems do not exist with digital payrolls. With the latest cybersecurity systems, it is very difficult for a third party to gain access to our data. When we work with digital files protected by encryption and algorithms, we are giving an extra layer of security to our data.
<h3>Digitize your payroll with Vasalto</h3>
At Vasalto, we have been working in payroll outsourcing for more than 30 years. During these years we have worked hand in hand with a large number of clients who are leaders in their respective sectors, which gives us a great deal of experience in the sector.
We are present in several countries, with headquarters in Madrid, Barcelona, Porto and Bordeaux, and we have clients all over the world, as well as collaborators in more than fifty countries. In addition, Vasalto is a purely technological company, which is why we have a series of proprietary computer systems that allow us to manage more than 35,000 payrolls every month. In addition, we also have the best legal and accounting advice to offer our clients the best possible service.
If you are interested in learning more about payroll outsourcing, at Vasalto we will be happy to help you. Contact us to get to know us and see how we can help your company.

your payroll, 100% digitalized

Descubre las ventajas de la nómina electrónica: accesibilidad, seguridad de datos, reducción de costos y optimización de procesos en tu empresa.

Beneficios de la Nómina Electrónica

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A recent Alight report ranks Spain 15th in terms of payroll complexity. This complexity has reduced in recent years, as we were ranked 4th in 2021. However, the report still shows that the payroll process is a complex task to perform. Now let&#8217;s take a look at the most common payroll errors and how to fix them.
Incomplete or disorganised records
Many of the problems when processing payroll come from employee records. Having incomplete, out-of-date or incomplete employee records can lead to errors due to misclassification of employees, incorrect pay calculation or poor overtime updating.
To prevent these problems from becoming a problem in the future, a well-organised system is necessary to keep this data up to date. Constantly updating this database will help us to avoid making mistakes in payroll processes. In order to do this, it is necessary to have the cooperation of the employees. Helping to update the data or informing them if they detect a mistake is a way of preventing these errors.
Payroll miscalculation and missing key deadlines
Payroll calculations require a lot of data to be taken into account. As a result, manual calculations can lead to errors at some point. Repetitive and mechanical processes are boring and can lead to a loss of concentration. This loss of concentration often leads to errors in accounting for a piece of information, or failure to enter it where it should go, resulting in an incorrect payment, either overpaying or underpaying.
This error has an easy solution: automation. If we have software that does the mechanical processes for us, we eliminate this type of error. All you have to worry about is indicating where each piece of information has to be extracted from, and the programme will apply the procedures automatically. This also saves time, as the hours saved can be reinvested in other tasks.
Failure to declare all forms of taxable remuneration
Employers are responsible for declaring all forms of taxable remuneration of employees. This means that payslips must identify not only salary, but also other forms of remuneration such as bonuses or stock options that may accrue to the employee. Failure to do so can lead to legal sanctions and damage to employee morale. To avoid this being a problem, it is important to be aware of taxable profits and to ensure that forms of remuneration are correctly declared.
Not keeping up to date with legislation
Employment and financial legislation is constantly changing and being revised. This instability forces us to be aware of all changes that affect the payroll process. Failure to do so can lead to miscalculations or not being able to provide accurate information to employees.
In addition, payrolls contain personal data, which is also subject to strict legislation. To prevent this data from ending up in the hands of unwanted third parties, data protection policies are also frequently updated. Keeping up to date with these changes is the only way to avoid making mistakes.
Outsourcing payroll saves work and hassle
Payroll outsourcing is the most direct solution to all these problems. If we outsource these processes, we take a lot of work off the shoulders of HR departments. Leaving your employees&#8217; payrolls in expert hands is a way of making sure that we have everything in order, eliminating worries about filing deadlines, legal modifications and other problems that may arise.
At Vasalto, we have been working in payroll outsourcing for more than 30 years. This means that we have extensive experience in the sector, in addition to a series of our own computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice, to offer our clients the best possible service.
If you are interested in finding out more about payroll outsourcing, at Vasalto we will be delighted to help you. Contact us to get to know us and see how we can help your company.

Common payroll errors

Descubre cómo la externalización de nóminas soluciona errores comunes, optimiza recursos y garantiza el cumplimiento legal en tu empresa.

Externalización de Nóminas: Problemas más comunes

Errores comunes en la nómina

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the outsourcing of payroll is a way of reducing the workload in Human Resources departments. It consists of contracting an external company, which will be in charge of managing all the processes related to the payroll of our employees.
Outsourcing your company&#8217;s payroll to an external provider has a series of benefits that can make us consider this option. With outsourcing we manage to reduce payroll costs, as it will not be necessary to have a specialised payroll person on staff. We also work with the peace of mind of knowing that the payment of our employees is in expert hands. This means knowing that we will always be up to date with current legislation and the protection of our staff&#8217;s personal data.
Having seen some of the advantages of outsourcing payroll, it&#8217;s time to take action. Hiring this service requires a series of steps that we are going to detail in this article. These steps will help us to choose the best option for our business, in addition to being able to visualise how the company is adapting to the new situation.
<h4>Analyse your company&#8217;s situation</h4>
The first thing to consider is how payroll is being done in your company. You need to know which departments do which tasks in relation to the payment of employees. The best way to do this is to make a list of tasks. In this list we have to write down who is in charge of which tasks and how much time they spend on them. In this way, we will be able to select the tasks to be outsourced.
Our recommendation is that you look to outsource the most time-consuming processes first. Eliminating this workload will free up a lot of time for our employees, who will be able to focus on their most important tasks. This move will increase employee satisfaction and reduce payroll costs at the same time.
To make the return on investment more visible, it is best to set goals. Setting short-, medium- and long-term goals will help you measure the benefits of outsourcing realistically. It is also important to periodically review these objectives, especially those set for the long term. Depending on the services contracted, the results will be different, so it is necessary to consider whether it is worth investing in contracting more services from our provider.
<h4>Choosing the right payroll provider</h4>
Once we know which tasks we want to outsource, it is time to analyse the market. There is a wide variety of outsourcing companies out there, but not all of them are going to be a good fit for your needs. If we are talking about a small company, it doesn&#8217;t make much sense to go to a provider that specialises in large companies.
Ideally, you should take your time with this process. It is always said that haste is a bad advisor. In such an important decision, it is best to weigh several options. Although the first option may seem appropriate, it is advisable not to stick with it. The more we analyse the options of back office companies with which to contract these services, the more likely it is that we will find a better option for our business.
To this end, we have a series of tips on the most important issues to take into account:
Constant updating and ability to adapt to changes.
Ability to produce reports to facilitate decision making.
Ability to adapt to our IT systems.
Agility in transmitting information, changes and data between companies.
This last point is perhaps the most important of all. Later on, we will talk about the importance of communication between our IT systems. Well, if it is necessary to pay attention that machines understand each other, it is much more important that people do. Smooth and constant communication with our payroll provider will make everyone&#8217;s work easier. Being able to discuss any unforeseen events, problems or payroll mismatches quickly and conveniently will make it easier for us to solve the problem. On the other hand, if communication is not fluid, that small problem can snowball into a major crisis for our business.
<h4>Integrating IT systems</h4>
Once the decision has been made as to who to contract these services with, we move on to the integration process. In this process we will work hand in hand with our new payroll provider to make our IT systems compatible.
This process may not seem very relevant, but we will gradually see the results of good communication between the two systems. You need to make sure that the way both companies work is coordinated. In this way, the flow of work and information will be more efficient, obtaining better results. It is essential that the data we send is compatible with the software used by the contracted company. This ensures that we will not have problems later on.
<h4>Reporting</h4>
The payroll provider must deliver a series of reports on a regular basis. In these reports we will be able to see data on the expenditure of the personnel in the company, the evolution of the payroll over time or the complements in which more money is invested. In this way, we will have real and detailed information about the company&#8217;s expenses, which will allow us to make quick decisions in case we need them.
It is advisable to compare these reports with the objectives set at the beginning of the process. Once we receive information on how the outsourcing is going, we will be able to compare it with our ideas. This can be the perfect moment to analyse how we are progressing, how close or far we are from achieving these goals, adjust long-term objectives and set new objectives for a longer term.
<h4>Calculating ROI</h4>
Finally, we will need to go back to the analysis we did at the beginning of the process. With this information in hand, we will need to calculate the return on investment (ROI). We can see how the payroll process was solved before, which tasks we have outsourced and how this outsourcing has impacted us.
We also recommend people-focused ROI. Although numbers are fundamental to the performance of our business, it is important to keep in mind that we are working with people. At this point, we will have to look at several factors in addition to money. It is also important, for example, to see how the time that our staff has gained for their tasks has been spent. It will be necessary to take into account whether the satisfaction of our employees has improved in relation to the payroll, whether they have had any problems with the supplier or which aspects they feel can be improved.
Once we have the ROI information, both monetary and personal, it is time to draw a conclusion about outsourcing. Here it will be time to answer a series of questions: Are we happy with the current situation? Do our employees think that we have improved or deteriorated in this respect? What can we improve to make payroll processing even more efficient? What objectives have we met? With these answers we will draw a conclusion, either positive or negative, about this outsourcing.
<h4>Outsource payroll easily with Vasalto</h4>
At Vasalto, we have been working in payroll outsourcing for more than 30 years. This means that we have extensive experience in the sector, in addition to a series of our own computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice in order to offer our clients the best possible service.
At Vasalto, we believe that communication between people is fundamental. We make technology available to people, never the other way around. We work with technological automation solutions so that IT takes as much work off our hands as possible. This way, we have more time to dedicate to our customers.
If you are interested in finding out more about payroll outsourcing, at Vasalto we will be happy to help you. Contact us to get to know us and see how we can help your company.

Outsourcing payroll step by step

Descubre cómo el outsorcing de nóminas reduce costes, optimiza procesos y mejora la eficiencia. Contacta con Vasalto para saber más.

Outsorcing de Nóminas: pasos para implementarla

Externalizar la nómina paso a paso

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According to a recent study, Spain is among the 15 countries with the most complex payroll processes. This is significantly better than in 2021, when we were ranked fourth. However, it is still an indicator that the payroll process is not straightforward.
In the management of a company&#8217;s payroll, there are a number of economic and fiscal processes to which a lot of attention needs to be paid. Submitting a payroll manually means going through each of the required data. Entering the incidences of each employee, calculating their IRPF and payroll or adding social security deductions are repetitive and mechanical, but at the same time complex tasks.
These processes, as mentioned above, can be of two types: economic and fiscal. Within the economic processes we can find the actual calculation of the payroll according to the hours worked or the extraordinary bonuses. In the fiscal processes we have matters such as personal income tax deductions or calculations of salary in kind.
Constant repetition of processes can be time-consuming and can undermine concentration, which can lead to errors. Rushing to complete tasks or losing focus due to repetition are the main causes of these failures, which in turn translate into problems for the company.
That is why payroll automation is essential for efficient business management. Payroll automation is a set of processes related to payroll management that are carried out by software. With such software, payroll management becomes an easier task. The time savings and reduced workload achieved by automation is the main, but not the only, advantage of this method.
Benefits of payroll automation
Implementing technology to perform the mechanical calculations and processes is a way to save time for the most essential tasks. It is also a way to save money by maximising time efficiency. These are the easiest benefits to see when we talk about implementing automation in our payroll management. However, they are not the only ones. Below, we will detail the main benefits of computerising your business payroll.
Work without errors and always on time. Humans make mistakes, and these tend to increase when we are performing mechanical tasks that cause us to lose concentration. Machines, on the other hand, are not distracted. By automating repetitive calculations and processes, we ensure that they will be correct, as well as getting them done in much less time.
It also means better time planning, which helps us to always deliver on time. Computer time estimates are more accurate than human time estimates. This can allow us to work in the knowledge that payrolls will always be on time. By eliminating delays caused by human error, we can deliver payroll to our employees on time and on budget.
Keep up to date with legislation. The legal system is constantly changing and being revised. This means that legislators are constantly updating regulations on matters such as the form of payment, the taxes that must be withheld from workers or the way in which information about their salary is sent to an employee.
Keeping up to date with all the legislative changes is an almost impossible task, even more so if we do not have an in-depth knowledge of the law. That is why having an automated payroll helps us to comply with the different laws. Automation software is always up to date with current legislation. Payroll automation is a way to comply with labour and tax regulations, while avoiding possible fines or penalties that may result from non-compliance.
Increase transparency and employee autonomy. Having specialised payroll software makes it easier to access and modify data. Thanks to these programmes, employees can consult any information they need without having to go through the Human Resources department. This increases transparency within the company, as data that was previously difficult to access is now available to our employees.
It also increases the employee&#8217;s autonomy when it comes to modifying this data. If an employee wants to change any information, such as their residence or the account into which they want their salary to be paid, they will be able to do so whenever they wish. Having access to this programme avoids having to ask someone else to modify it for them. Thus, the data will always be up to date, and at the same time we reduce the workload for Human Resources, which will not have to be aware of this type of updates.
Improve employee satisfaction. Digitising payroll can undoubtedly increase employee satisfaction. It is very common for delays in receiving payroll, payroll errors or lack of transparency to undermine the level of employee satisfaction.
Having an automated and digitised payroll means putting an end to these problems, reducing dissatisfaction with these issues and thus increasing employee productivity.
Outsourcing payroll is the best form of automation
As we say, automation is possible thanks to specific programmes. These softwares allow us to optimise many of the procedures that are necessary to present the payroll to our employees. But having an automation programme is not enough to manage a company&#8217;s payroll. It is also necessary to have staff who know the process well and who manage this programme well. There is no point in having the tool if we do not have the necessary knowledge to make it work properly.
That is why payroll outsourcing is often the most efficient option. Back Office companies offer their services to other companies to manage all these processes. As they are specialised in it, they have the best software on the market, as well as a staff with expertise in everything related to payroll. This allows them to manage a large number of payrolls per month, always complying with deadlines and legislation.
One of the most important factors when automating payroll is the communication between the supplier&#8217;s and client&#8217;s software. For these softwares to work correctly and to be able to see the positive results of automation, the data must be compatible. If two systems, no matter how good they are, do not understand each other, the outsourcing will fail. That is why it is important to have a software optimisation process.
As with software, communication between the supplier and the client must also be fluid and constant. For outsourcing to be successful over time, it is necessary for both parties to be in contact. Having the facility to communicate any problems or doubts about the payroll is just as important, if not more important, than compatibility between the systems.
At Vasalto, we have been working in payroll outsourcing for more than 30 years. During these years, we have worked hand in hand with a large number of clients who are leaders in their respective sectors, which gives us a great deal of experience in the sector.
We are present in several countries, with headquarters in Madrid, Barcelona, Porto and Bordeaux, and we have clients all over the world, as well as collaborators in more than fifty countries. Furthermore, Vasalto is a purely technological company, which is why we have a series of our own computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice, in order to offer our clients the best possible service.
If you are interested in finding out more about payroll outsourcing, at Vasalto we will be delighted to help you. Contact us to get to know us and see how we can help your company.

Payroll Automation and Outsourcing

Descubre los beneficios de la automatización de nóminas y cómo optimizar este proceso. Reduce errores, ahorra tiempo y mejora la eficiencia.

Automatización de Nóminas y sus beneficios para su empresa

Automatización y Externalización de Nómina

Payroll management is one of the most difficult and delicate processes in a company Spain is one of the countries where payroll management is the most difficult. However, many companies still prefer to manage their workers&#8217; salaries themselves. In this article, we will look at the advantages of outsourcing payroll.
<h4>Cost reduction</h4>
Managing payroll can be costly for many companies. The need to have staff specialised in these processes, in addition to contracting the technologies needed for payroll is a high cost that many companies cannot afford. With outsourcing, companies forget about these costs. Outsourcing to a back office company reduces costs, allowing the employer to invest in what is really important for the business.
<h4>Putting yourself in expert hands</h4>
Having an external company manage your company&#8217;s payroll means putting yourself in expert hands. These companies specialise in these administrative processes. As a result, they can guarantee that payrolls will reach employees in a timely manner. In addition, these companies will always be up to date with the different regulations related to payroll.
<h4>Employee information</h4>
Payroll outsourcing helps employees to be more aware of their salary status. One of the most complex pieces of information to convey in payroll is withholdings. While we all understand the difference between net and gross, it is more complex to know what taxes are withheld. Payroll outsourcing companies often offer modernised payroll templates, in which the withholdings are clearly explained to our employees.
<h4>Control of personal data</h4>
Another advantage of outsourcing is that the employee will have more control over his or her data. Having the facility to change our personal data when necessary, such as moving house, changing the account where we want to receive payments, is easier with outsourcing. Instead of having to go through the Human Resources department, the employee can make the changes himself, which simplifies this process and increases the productivity of this department. In addition, these companies have very strict data protection legislation, so we also ensure that personal data is handled correctly.
<h4>Using payroll as a communication tool</h4>
Payroll is the main form of communication between the employee and the employer. With a smart payroll, we can use this tool to our advantage. Remembering facts such as a pay rise, a promotion or a reward for goals achieved is easier with a modern payroll model, which allows us to emphasise these facts.
At Vasalto, we have been working in payroll outsourcing for more than 30 years. This means that we have extensive experience in the sector, in addition to a series of our own computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice, to offer our clients the best possible service.
If you are interested in finding out more about payroll outsourcing, at Vasalto we will be delighted to help you. Contact us to get to know us and see how we can help your company.

5 Advantages of payroll outsourcing

Descubre las ventajas de la externalización de nómina: reducción de costes, gestión experta y mayor control de los datos personales.

Externalización de Nómina y sus ventajas

5 Ventajas de la externalización de nómina

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Payroll outsourcing is a way to reduce the workload in Human Resources departments. It consists of hiring an external company, which will be in charge of managing all the processes related to the payroll of our employees.
In many cases, companies decide to handle payroll internally. Being a mechanical process in which, at first glance, there should not be much of a problem, employers decide to manage it themselves. However, taking payroll in-house also involves a number of risks that are easily avoidable with outsourcing.
<h4>Risks of having payroll in-house</h4>
Managing payroll can be costly for many companies. First of all, it is necessary to hire personnel specialized in these processes. It means having one or more people on the payroll who are up to date with payroll regulations to avoid incurring in infractions or submitting payrolls that are out of date. In addition, these personnel will need a number of technologies to help them automate these processes. In many occasions, the cost of having these people and hiring this technology does not correspond to the benefits it brings to our company, especially in smaller companies.
In addition, we can see that there are efficiency issues. Not having an optimized system for submitting them can mean that these departments spend more time than necessary to do so, taking time away from the issues that are important to our company.
<h4>The solution: outsourcing payrolls</h4>
To avoid these risks, there are companies known as Back Office companies. These companies, such as Vasalto, offer their services to outsource the payroll process. They have extensive experience in this sector, as well as a series of computer systems that streamline this process. Thus, they can take on a large payroll load from different companies, saving them a great deal of time that they can invest in other matters of greater importance to them.
Having an external company manage your company&#8217;s payroll means putting yourself in expert hands. These companies specialize in these administrative processes. For that reason, they can offer guarantees that the payrolls will reach the employees in due time and form. In addition, these companies will always be up to date with the different regulations related to payroll. Issues such as data protection may be overlooked by someone who is not familiar with the payroll process, but not by someone who is an expert in the field.
At Vasalto, we have been working with payroll outsourcing for more than 30 years. This gives us extensive experience in the sector, in addition to a series of proprietary computer systems that allow us to manage more than 40,000 payrolls every month. In addition, we also have the best legal and accounting advice, to offer our clients the best possible service.
If you find yourself in a situation similar to the one we have seen in this article, at Vasalto we will be delighted to help you. Contact us to learn more about outsourcing and to see how we can help your company.

What does payroll outsourcing involve?

Descubre cómo la externalización de nóminas reduce costes, evita riesgos y mejora la eficiencia en la gestión de nóminas de tu empresa.

Externalización de Nómina: por qué puede ayudar a tu empresa

¿En qué consiste la externalización de nóminas?

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Categoría: Nómina