Spain

Introduction

Workday provides payroll management services for employers in Spain. Part of this service will be delivered through Workday’s partner Remote. This document describes the standard product and service offering, the responsibilities of all parties and the country-specific elements required to run payroll for Spanish employees.

Product Scope

This section outlines the standard Payroll features available under Workday GO Global Payroll provided by Remote.

Features

• Payroll processing for salaried and hourly employees (Full time and Part time)
  • Calculation of gross compensation items
  • Calculation of net pay, deduction, and employer contributions
  • Generating and storage of payslips
• Customer employee management (Starters and Leavers)
• Tax and other statutory filings (detailed filings can be found in the services section)
• Ability to add custom payroll calendars and schedules
• Reporting:
  • Gross to Net Report
  • Payroll cost reporting
  • Variance reporting
  • General Ledger summary and detailed reports
• Bank file generation for employee and statutory payments
• Ability to parallel test run payroll outputs Vs historical data to confirm accuracy during deployment

Responsibilities

This section outlines the standard responsibilities for Workday and the customer. These responsibilities apply across all payroll cycles.

Workday responsibilities.

Workday will:

• Provide the platform through which you maintain your employee, compensation, time-related and payroll processing data,
• Facilitate the collection and submission of your employee data and payroll inputs, onboard/offboard your employees for payroll processing,
• onboard/offboard your employees for payroll processing,
• Facilitate payroll and payroll tax transactions following your approval of payroll information for each payroll cycle,
• Calculate your employee payroll and its associated liabilities (including, but not limited to, taxes withheld, expenses, and other payroll related costs),
• Generate, and store payslips to your employees,
• Generate a bank file for payments (as applicable), and
• Provide additional adhoc services requested by you at Workday’s discretion, where such services fall within Workday’s suite of offerings.

Customer responsibilities

As the legal employer, you retain full responsibility for the employment relationship and for ensuring the accuracy of all information used to process payroll. Specifically, you are responsible for:

1. Employment Agreements & Compliance:
   • Owning the employment agreements with your employees and ensuring these agreements comply with applicable law,
   • Ensuring that the data held in the system accurately reflects all employment agreement terms (e.g., compensation, working hours, benefits, job classification).
2. Payroll Data Accuracy & Completeness:
   • Providing accurate, complete, and timely payroll data for each payroll cycle, including your employee details, compensation, time & attendance, benefits, pension information, bank details, and any stationary documents,
   • Validating all payroll-relevant data before each payroll run,
     supplying any information not captured in the system (such as taxable expenses, certain benefits, equity-related items),
   • Supplying any information not captured in the system (such as taxable expenses, certain benefits, equity-related items),
   • Review, approve and finalise payroll information generated,
   • Ensure you complete any payroll returns to tax agencies that were due for payroll tax liabilities incurred prior to using Workday GO Global Payroll provided by Remote,
   • Cancel any other payroll services of professional employee organizations or companies providing payroll-related services for your employees to be paid through Workday GO Global Payroll provided by Remote (cancellation must be prior to any official payroll run by Workday).
3. Workday Deployment & Configuration:
   • Providing complete and correct requirements during implementation,
   • Validating your Workday deployment and ensuring payroll outputs generated by Workday are correct,
     • Updating your Workday configuration as needed to maintain accurate payroll-related data flows.
4. Benefits & Pensions Responsibilities:
   • Managing all your employee benefits (including health insurance and pension schemes) in accordance with local legislative and regulatory requirements,
   • Ensuring all benefit-related earnings, deductions, and taxable/non-taxable benefit valuations are accurately recorded in the system.
5. Payments & Disbursements:
   
   • Using local bank files provided by the service to pay your employees their net pay,
   • Using local bank files provided by the service to pay local authorities payroll taxes and benefit contributions,
   • Coordinating directly with your bank to resolve any issues during the disbursement process.
6. Documentation & Authorisations:
   • Supplying all data and documents necessary to process payroll and statutory filings,
   • Executing agent authorisation for regulatory authorities for Remote to act on your behalf.
7. Employee Communication:
   • Communicating payroll outcomes and related information to your employees (accessible through Workday employee self-service if configured in your account),
   • Understanding that neither Workday nor Remote provides employee-facing support or communicates directly with your employees.

Workday Services Scope

Workday shall provide the following services as part of Workday GO Global Payroll provided by Remote:

Payroll management

Standard Payroll Processing:

• Review and validate payroll input data,
• Calculate payroll, in support of statutory requirements and applicable collective bargaining agreements, and notify affected customers, where applicable,
• Generate payroll reports and provide them to the customer.

Specific for Spain:

• Social Security Employee Absence Registration
• Maternity and Paternity Forms Preparation
• Reporting of Employee Absence Due to Work Accident or Injury
• 7P Exemption Processing in Payroll

New Starter Processing:

• Register new hires with local authorities (e.g. tax, public social security system),
• Set up customer employees in the payroll system and provide pro-rated salary calculations based on start date,
• Submit mandatory employment declarations/forms to government portals or agencies,
• Register customer employees for statutory benefits like pension, insurance, and other country-specific schemes,
• Complete all actions on or before payroll approval date.

Specific for Spain:

• Social Security Registration (TA.2/S and IDC): Register new hires with Seguridad Social using TA.2/S and obtain/confirm IDC affiliation details.
• Withholding Tax Certificate (IRPF - Form 145): Collect, validate, and record employee Form 145 data to set IRPF withholding parameters in payroll.
• Registration with SEPE Labour Force: Register new hires and contract details with SEPE where legally required.

Terminations:

• Process terminations, including final payroll, payslip and calculations for termination and vacation pay,
• De-register customer employees with local authorities.

Specific for Spain:

• TA.2/S (Leaver Deregistration with Social Security): Process employee deregistration with Seguridad Social using TA.2/S on the effective termination date.

• Social Security Employee Termination Registration: Register leaver with Seguridad Social using TA.2/S and obtain/confirm IDC affiliation details.

• De-registration with SEPE Labour Force: Notify SEPE of contract terminations as required for labor authority records.

Benefits Processing in Payroll:

• Process payroll benefits, where applicable, based on customer instructions and local compliance, including collective bargaining agreements. Where any such instruction conflicts with legal requirements, the affected customer will be notified, who shall have final decision-making authority, provided that Workday reserves the right to terminate services if customers proceed with non-compliant instructions after notification.
• Note: health benefits enrollment is not included.

Payment Files:

• provide bank file outputs for salary : generate standard bank file outputs to support the payment of your employee net salaries and statutory obligations. These files are provided solely for the customer to execute through their chosen banking institution. Workday does not initiate, authorise, or process any payments.

Payslips:

• Create and deliver Payslips in the local language.

Year-End Activities:

• Submit employer annual wage/tax declarations in support of local authority format and deadlines,
• Distribute employee annual wage/tax declarations (annually).

Specific for Spain:

• Personal Income Tax Withholding Summary (Form 190 - Spanish Residents): Prepare and file the annual summary Form 190 reconciling periodic withholdings and issue supporting listings.
• Personal Income Tax Withholding Summary (Form 296 - Non-Spanish Residents): prepare and file the annual Form 296 for non‑resident withholdings as applicable.
• Employee Annual Tax Certificate Preparation & Distribution (Certificado de Ingresos y Retenciones): Produce annual employee income and withholding certificates and make them available for distribution.

Reporting and analytics

Monthly Payroll Output / Reports

• Standard monthly reports:
  • Gross to net
  • Payslips
  • Salary list
  • Payment list
  • Authorities payments list
• Supplementary payroll run, where available

Recurring statutory filings & submissions:

• Prepare and submit required filings, including tax withholdings, social security, and other statutory contributions monthly, quarterly or annually, in support of local regulations.

Specifics for Spain:

• Social Security Communication (via CASIA) related to payroll tax reporting

• Personal Income Tax Withholding (IRPF - Form 111)

• Non-Resident Income Tax Declaration (Form 216)

• Submission of Relación Nominal de Trabajadores (RNT)

• Submission of Relación de Liquidación de Cotizaciones (RLC)

Service and support

Ongoing support:

• Support customers via chat and email with payroll-related questions, including input validation, and timelines.

Assigned contact:

• Dedicated Payroll Customer Success Manager (CSM), for customers with 100 payroll employees or more

Additional payroll services, (subject to additional charge)

Off-cycle payruns:

• Off-cycle simulations & payments, amendments or re-runs,
• First off-cycle payrun per month is included; additional payruns are chargeable.

Customized Reports:

• Tailor standard reports to meet specific business needs - adjusting data type, level of detail, frequency, and format based on system capabilities and limitations.

General Ledger (GL) Customized Report:

• Create a customized General Ledger Report based on the customer's chart of accounts and GL format.

Customized banking files:

• Setup and customisation of monthly bank files based on customer specific requirements and specifications,
• Monthly transmission and delivery of the configured bank files to designated recipients or systems