07

DGTAX Handbook

Management of personnel

Guide to managing personnel compliance, from mandatory communications to secure document sharing via the HR DGTAX portal, fully GDPR compliant

HANDBOOK 07

MANAGEMENT OF PERSONNEL

Including the provision of a GDPR compliant portal for sharing documents with your employees, if required

1. SERVICE DESCRIPTION

The Personnel Management service covers the entire scope of compliance necessary for the proper administrative handling of employees.

From the moment of hiring to the termination of the employment relationship, the company is subject to a series of formal obligations towards social security, insurance, and tax authorities, as well as towards the employees themselves.

DGTAX supports the client at every stage of the personnel lifecycle: mandatory communications, preparation of payslips (where provided), processing of electronic data flows, and document management.

The service also includes the provision of a secure and GDPR-compliant portal, available in Italian and English, for the distribution and archiving of employee-related documents (pay stubs, Certificazione Unica [CU], internal communications, privacy notices).

Our objective is to ensure regulatory compliance, administrative efficiency, and the protection of personal data.

2. ACTIVITIES

The service encompasses the full range of administrative and formal activities required by Italian labor law. DGTAX ensures a punctual, monitored, and consistent process that aligns with all civil, fiscal, and privacy obligations:

  • Mandatory Communications: comprehensive management of hiring, extension, transformation, and termination notifications to the Employment Centers (Centri per l’Impiego);
  • Employee Data Management: management of employee master data and contractual details;
  • Social Security & Insurance Filings: processing and submission of mandatory social security and insurance data flows (INPS and INAIL);
  • Payroll Data Preparation: accurate preparation of data for payslips, final balances/adjustments, and management of holidays and leave;
  • Expense & Allowance Management: handling of expense reimbursements and professional allowances;
  • Annual Tax Compliance: preparation of the Certificazione Unica (CU) for each employee;
  • Related Fiscal Assistance: support in managing correlated tax compliance requirements;
  • GDPR and Document Compliance: guidance on the correct application of GDPR regulations, focusing specifically on the secure sharing and retention of sensitive documents;
  • Dedicated HR Portal: provision and management of the DGTAX HR Portal for secure document distribution to employees.

3. REQUIREMENTS AND DEADLINES

Personnel obligations are subject to a set of recurring and stringent deadlines under Italian law. DGTAX manages the entire compliance calendar and provides timely notifications to ensure absolute adherence:

  • Mandatory Communications: filings for hiring or contractual changes must be submitted by the day preceding the event;
  • Monthly Social Security Filings (UNIEMENS INPS): due by the end of the following month;
  • Annual Insurance Self-Assessment (Autoliquidazione INAIL): due by February of each year;
  • Single Certification (Certificazione Unica – CU): due by March 16th;
  • Withholding Agent’s Tax Return (Modello 770): due by October 31st;
  • Cost Reporting: Includes regular updates on personnel costs and tax liabilities.

4. WHAT THE CUSTOMER SHOULD DO

For proper and effective management, the client must provide the following information to DGTAX:

  • New Hire Data: complete personal and contractual data for all new employees;
  • Contractual Changes: timely notification of any changes to employment contracts (e.g., promotions, hours, or roles);
  • Time & Attendance: accurate information regarding hours worked, overtime, holidays, and leave taken;
  • Supplementary Compensation: details on any reimbursements, allowances, or fringe benefits granted to employees;
  • Payslip Approval: confirmation of payslip approval (if this function is included in the service agreement);
  • Employee Communications: any specific internal communications to be securely shared with employees via the GDPR-compliant portal.

DGTAX support includes standardized data collection templates and a secure upload system for efficient exchange of information.

5. WHAT WE DO

DGTAX manages the entire administrative process and all mandatory compliance requirements on your behalf, providing a fully integrated service:

  • Compliance Filings: handling of mandatory communications and all necessary practices with INPS/INAIL;
  • Payroll Coordination: coordination with any existing payroll providers for the accurate processing of payslips;
  • Data Verification: verification of data and preparation of monthly and annual data flows;
  • Tax Documentation: preparation and submission of the Certificazione Unica (CU) and all related fiscal forms;
  • personnel Lifecycle Support: support in managing the complete employee lifecycle, from hiring to termination.

The service includes the provision of a bilingual, GDPR-compliant HR Portal, specifically designed to simplify communication and ensure data security by acting as the secure conduit for all payroll documentation:

  • Document Distribution: used to securely upload payslips and Cus;
  • Internal Sharing: sharing of other documents and communications with employees;
  • Secure Archiving: safe and secure archiving of materials;
  • Protected Access: guarantees protected access via individual credentials or Two-Factor Authentication (2FA).

The portal ensures traceability, security, and administrative simplification, significantly reducing the risk of errors and data breaches.

6. OUTPUTS PROVIDED

The following items are prepared, managed, and delivered as part of the service:

  • Mandatory Communications prepared and submitted;
  • Monthly Electronic Filings (UNIEMENS);
  • Insurance and Social Security Documentation;
  • Periodic Reports on personnel costs;
  • Certificazione Unica (CU) and Annual Fiscal Documentation;
  • Access to the DGTAX HR Portal for employees and administration;
  • Complete, GDPR-Compliant Digital Archive.

7. NOTES AND RECOMMENDATIONS

Personnel management necessitates rapid and coordinated communications; delays or omissions can result in significant penalties.

  • We strongly advise clients to promptly report any contractual or operational changes to allow for immediate updates;
  • The use of the HR Portal significantly mitigates the risks associated with sending documents via email and substantially enhances the overall security of personal data;
  • Furthermore, DGTAX provides continuous support to correctly interpret the evolving labor and privacy regulations.

8. REGULATORY REFERENCES AND USEFUL LINKS