Posted Worker Declaration (SIPSI / Meldeportal) - Compliance Pack & Guidance

POSTED WORKER DECLARATION (SIPSI / MELDEPORTAL / EQUIVALENT) — COMPLIANCE PACK & GUIDANCE

This document is a guided compliance pack and a fill-in-the-blanks worksheet to help an employer prepare the prior posted-worker declaration required before posting workers to another EU/EEA member state. The declaration itself must be filed electronically through the host country's own official portal (for example, SIPSI in France, the Meldeportal / EU-Entsendeportal or the Zoll system in Germany and Austria, and the equivalent national portals in other member states) before the posting begins. This pack supports that filing; it does not replace it, and it does not reproduce any national portal.

The obligation arises under the Posting of Workers Directive 96/71/EC, as amended by Directive (EU) 2018/957, and the Enforcement Directive 2014/67/EU, together with the national laws that transpose them in each host member state.

PART A — OVERVIEW AND GUIDANCE

The prior-declaration obligation. Before an employer established in one EU/EEA member state posts one or more workers to carry out a service in another member state, it must submit a prior declaration to the competent authority of the host state through that state's designated electronic portal. The declaration must be made in advance of the start of the posting, and the confirmation or receipt it generates must be retained.

Core rights guaranteed to posted workers. During the posting, the mandatory rules of the host member state apply to the posted workers, in particular the "hard core" of terms and conditions of employment. These include, among others:

• Remuneration / equal pay — the posted worker is entitled to the remuneration mandated by the host state (minimum or applicable rates of pay, including allowances and, where relevant, universally applicable collective-agreement rates), on the principle of equal treatment for the same work in the same place.
• Working time and rest — maximum work periods and minimum rest periods, and minimum paid annual leave, as set by the host state.
• Health, safety and hygiene at work — the host state's occupational health-and-safety standards apply at the place of work.
• Equal treatment and non-discrimination — equal treatment between men and women and other protective conditions of the host state (including rules on temporary-agency work and on the conditions of accommodation, where applicable).

Liaison person and document keeping. The employer must generally appoint a liaison person (contact person) in the host state who can liaise with the authorities and, where required, act as a point of contact for the negotiation of collective agreements. The employer must also keep specified documents available during the posting — typically the employment contract, payslips, records of working time, and proof of payment of wages — and produce them on request, if necessary translated into an official language of the host state.

A1 certificate. In addition to the posted-worker declaration, an A1 portable document (issued under the social-security coordination Regulations (EC) 883/2004 and 987/2009) is normally required to show that the worker remains covered by the home state's social-security system during the posting. The A1 is separate from, but usually needed alongside, the host-state declaration.

PART B — DECLARATION DETAILS WORKSHEET

Complete the fields below and use them as the source information when filing through the host country's official portal. Add rows or blocks where more than one worker or work location is involved.

1. Posting (home) company — the employer

Legal name of the posting company	________
Legal form	________
Registered address (street, city, postcode, country)	________
Home member state of establishment	________
Company / trade register number	________
VAT identification number	________
Legal representative (name and position)	________
Contact email and telephone	________

2. Host member state

Host member state of the posting	________
Official declaration portal / system used	________

3. Service recipient / client in the host state

Name of the service recipient / client / user undertaking	________
Address in the host state	________
Client registration / VAT number	________
Client contact person (name, email, telephone)	________

4. Posted worker(s) — complete one block per worker.

Full name of posted worker	________
Date of birth	________
Nationality	________
Role / job function during the posting	________
Home social-security number	________
A1 certificate reference number	________
Gross rate of pay applied during the posting	________
Usual (home) place of work	________

5. Posting period and place(s) of work

Posting start date	________
Posting end date (or expected duration)	________
Place(s) of work in the host state (site address(es))	________
Usual daily working hours / schedule at the site	________
Accommodation address in the host state (if provided)	________

6. Liaison person / contact in the host state

Name of the liaison / contact person	________
Role / capacity	________
Address in the host state where documents are kept	________
Email and telephone	________

7. Nature of the services

Description of the service to be provided	________
Sector / activity	________
Contract reference between home company and client	________

PART C — STEP-BY-STEP FILING GUIDE AND PER-COUNTRY POINTERS

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• Step 2 — Gather the A1 and supporting documents. Obtain the A1 certificate(s) for each worker and assemble the employment contract, payslips, working-time records and proof of wage payment before you file.
• Step 3 — Submit the declaration before the posting begins. Complete the portal form using the details from Part B and submit it prior to the first day of the posting. Note the submission reference in the filing record below.
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• Step 5 — Appoint the liaison person. Confirm that the liaison / contact person named in Part B is in place in the host state and reachable throughout the posting.
• Step 6 — Update the declaration if details change. If the workers, dates, place of work or scope change, amend the declaration through the same portal so it remains accurate for the whole posting.

Example mapping of host countries to their declaration systems (illustrative — always confirm the current official system for the host state before filing):

Host country	Declaration system (illustrative)
France	SIPSI (Système d'information sur les prestations de service internationales)
Germany	Meldeportal Mindestlohn / Zoll (customs administration)
Austria	ZKO / EU-Entsendeportal
Belgium	Limosa declaration
Netherlands	Online notification portal (postedworkers.nl)
Italy	Ministry of Labour posting portal (Cliclavoro)
Other EU/EEA state	________

Filing record.

Portal submission reference / confirmation number	________
Date the declaration was submitted	________
Prepared by (name)	________
Signature	________
Date	________