Lack of Local HR expertise
Non-compliance with the requirements of the Local Labour legislation.
Dissatisfied employees because of delayed documents.
Client Profile
Bulgarian entity,
part of Multinational enterprise, in the sector of Health Science
130 employees,
traveling at least
3 days per week
Current Cooperation
The Bulgarian entity as a part of a Multinational Group turned to us in search of the Payroll solution. They have searched for world renowned payroll process where payroll can be run smoothly and timely each month.
The HR function was centralized and performed by an internal department at the company’s Headquarters. The Bulgarian entity did not have an appointed person as a local HR Specialist or Generalist, who is managing administrative topics inside the organization.
Client Profile
Bulgarian entity,
part of Multinational enterprise, in the sector of Health Science
130 employees,
traveling at least
3 days per week
Current Cooperation
The Bulgarian entity as a part of a Multinational Group turned to us in search of the Payroll solution. They have searched for world renowned payroll process where payroll can be run smoothly and timely each month.
The HR function was centralized and performed by an internal department at the company’s Headquarters. The Bulgarian entity did not have an appointed person as a local HR Specialist or Generalist, who is managing administrative topics inside the organization.
The Challenges
Three months after the implementation of the Payroll service, an internal audit to the HR function was done. The responsible auditor and the HR Manager, who is not situated in Bulgaria and not familiar with the local requirements asked for a consultation with Sb Team and our opinion on the HR compliance and process organization. They came out with the following findings:
Lack of expertise of the team abroad on the Bulgarian Labour legislation and requirements that ends in serious deficiencies in local compliance
Lack of a local person with a power of attorney or the right to sign documents that creates huge difficulties in organizing the signing of labour documents
Employees were not satisfied with the two ways of receiving the documentation:
By courier only to the personal addresses of employee, as per requirement of the internal procedures. So, it was difficult to find a convenient time for the employees who often on a business trips, together with logistical and communicational problems and delays of the packages.
In person at Sb office – the constant business trips do not allow employees to visit the office of Sb in person during the working hours of our office.
The company asked for an HR solution, that not only ensures the compliance with the Bulgarian legislation, but also takes into account their organizational structure, namely – not to have a person in Bulgaria to deal with the administration of matters and the signing of documents.
Digital HR Administration
Sb Digital HR Administration management solution includes the whole process from preparing all HR related documents like Labour Contracts, Annexes, Additional agreements, Orders and Certificates, the remote authentication of all parties, their signing with Qualified Electronic Signature and the e-storage of the Labour File.
Applying Digital HR Administration solution greatly facilitates the signing process of any documents between Employer and Employee, regardless of place and time and has а proof of delivery evidence with time for sending, sender, addressee, time for delivery and the content of the documents.
The process is carried out through our corporate platform Webtools, that facilitates the communication between Sb, Employer and Employees, where all documents are kept both for the Company and for the Employee and are accessible at any time.
Digital HR Administration
Sb Digital HR Administration management solution includes the whole process from preparing all HR related documents like Labour Contracts, Annexes, Additional agreements, Orders and Certificates, the remote authentication of all parties, their signing with Qualified Electronic Signature and the e-storage of the Labour File.
Applying Digital HR Administration solution greatly facilitates the signing process of any documents between Employer and Employee, regardless of place and time and has а proof of delivery evidence with time for sending, sender, addressee, time for delivery and the content of the documents.
The process is carried out through our corporate platform Webtools, that facilitates the communication between Sb, Employer and Employees, where all documents are kept both for the Company and for the Employee and are accessible at any time.
The Implemented Digital HR Process
Sb prepares the documents and upload them in Sb Webtool platform
The responsible HR Manager, who is abroad is checking them and approve
Once documents are approved, we send them automatically to the Manager with power of authority, that is also abroad to sign them with Qualified Electronic Signature (QES)
After the Employer, the documents are sent automatically to the Employee to sign.
The Employee is signing with a QES from his/her mobile phone regardless of his place and time
The signed documents are stored in the E-Labour File in our Webtools platform
The Benefits
The company is now fully in compliance with the local legislation, keeping at the same time the internal organisation. The HR Manager at the headquarters monitors and controls the activity in Bulgaria and signs electronically all necessary documents.
Digital HR Service improves the employee experience not only when signing Contracts and Annexes, but also with a new digital process for the regular requests for Vacation and Employee Income Certificates.
The employees directly request their Income Certificates online. The request could be seen from the Central HR department, but no need of their engagement. Sb team prepares the document, signed it with QES and upload it in the Employee folder at Webtools. Just in one day.
The Implemented Digital HR Process
Sb prepares the documents and upload them in Sb Webtool platform
The responsible HR Manager, who is abroad is checking them and approve
Once documents are approved, we send them automatically to the Manager with power of authority, that is also abroad to sign them with Qualified Electronic Signature (QES)
After the Employer, the documents are sent automatically to the Employee to sign.
The Employee is signing with a QES from his/her mobile phone regardless of his place and time
The signed documents are stored in the E-Labour File in our Webtools platform
The Benefits
The company is now fully in compliance with the local legislation, keeping at the same time the internal organisation. The HR Manager at the headquarters monitors and controls the activity in Bulgaria and signs electronically all necessary documents.
Digital HR Service improves the employee experience not only when signing Contracts and Annexes, but also with a new digital process for the regular requests for Vacation and Employee Income Certificates.
The employees directly request their Income Certificates online. The request could be seen from the Central HR department, but no need of their engagement. Sb team prepares the document, signed it with QES and upload it in the Employee folder at Webtools. Just in one day.
The Final Results
Outsourced Payroll function to Sb – efficient solution providing accurate and timely calculation of the salaries and satisfied employees
HR Process optimisation, time saving and significantly decreased courier expenses, freed up time and reduces stress for the HR team
Full compliance of HR & Payroll functions with the Bulgarian legislation, that ensures the business continuity
One year later the Financial Function was also outsourced to Sb – one partner for all business services that results in efficient, consistent and sustainable operational processes
