To equip HR and payroll professionals with the knowledge and skills necessary for efficient and compliant payroll document archiving and storage. This will ensure compliance with legal requirements, safeguard sensitive employee data, and optimize document retrieval processes.
Content:
Overview of payroll documentation: types of documents (payslips, contracts, tax declarations, social security forms).
Importance of archiving payroll documents: compliance with Hungarian laws, employee rights, and internal audits.
Legal requirements for document retention in Hungary: statutory retention periods for different documents.
Why this is important:
Understanding the legal requirements is essential to ensure compliance and avoid penalties. Mismanagement of payroll documents can lead to legal consequences and data breaches.
Content:
Detailed analysis of the legal framework surrounding payroll document retention in Hungary (including labor code, tax regulations, and GDPR).
Specific retention periods for different types of documents (e.g., tax-related records, employment contracts, etc.).
Consequences of non-compliance and potential audits.
Why this is important:
Payroll departments must be aware of the legal landscape to ensure full compliance with local regulations, especially regarding employee data protection (GDPR).
Content:
Methods of organizing payroll documents: physical versus digital archiving.
Best practices for digital storage: structured filing, secure cloud storage, and encryption.
How to ensure audit-readiness: maintaining accurate and up-to-date records, implementing a document retrieval system.
Disposal of documents after the retention period: secure destruction methods (shredding, digital wipe).
Why this is important:
Efficient storage ensures smooth payroll operations, faster retrieval during audits, and protection of employee data. Choosing the right archiving method saves time and ensures legal security.
Content:
Overview of modern tools used for payroll document storage in Hungary.
Benefits of a digital archiving system: automation, easy access, enhanced security.
Introduction to popular DMS systems: features, implementation, and user training (e.g., SAP, Oracle, DocuWare).
Backup strategies: importance of off-site backups and automated backup schedules.
Why this is important:
Technological tools simplify the storage process, ensuring data security, backup, and compliance with local regulations. Using the right system minimizes the risk of document loss or unauthorized access.
Content:
Key principles of GDPR in payroll document management: confidentiality, access control, and data minimization.
Employee rights regarding personal data: access, rectification, and erasure.
Role of data protection officers (DPO) in payroll departments.
Practical steps to ensure GDPR compliance: access restrictions, logging, and secure document handling.
Why this is important:
Payroll documents contain sensitive employee data, and mishandling them can lead to serious legal repercussions. Compliance with GDPR ensures both data protection and operational security.
Content:
How to draft an internal payroll archiving policy: guidelines, retention schedules, and access controls.
Roles and responsibilities within the payroll department: who is responsible for document handling, archiving, and retrieval.
Implementing audit trails: ensuring accountability through digital logs.
Periodic policy reviews and updates: aligning with changes in legislation.
Why this is important:
A well-structured internal policy ensures consistent practices across the company and aids in compliance. Clear roles and responsibilities help prevent errors in document handling.
Content:
Interactive session where participants will analyze real-world archiving scenarios (e.g., payroll document retrieval for audit, data breaches, and legal disputes).
Participants will design their archiving flow, taking into account document types, access permissions, and storage methods.
Demonstration of a sample payroll document archive system.
Why this is important:
Hands-on experience with realistic scenarios helps participants apply theoretical knowledge to practical situations, enhancing their understanding of document handling and storage.