Pre-arrival Tasks

Payroll is processed on a monthly basis.

Please note, we must register you with the Belgian authorities at least 2 days ahead of your start date and need your Belgian National Registration Number to do so, please ensure this task is completed in Workday 4 working days ahead of your start date so we can add you to the payroll in the month you are starting. If you cannot add this to Workday prior to your start date, please raise a ticket via HelpSpot, or email payroll@hubspot.com.

To receive your first payment the month you are starting, you must complete all Workday tasks prior to the 8th of the month (except Belgian national registration number as above). If your information is submitted after the 8th, you'll receive payment the following month. 

It is vital that you do have all of the below information in order to be included in the payroll.  If you require any assistance or guidance please reach out to the payroll team as soon as possible. 

If you have an questions please reach out to payroll as guided below:

• Prior to your start date please email payroll@hubspot.com
• After your start date please raise a ticket on HelpSpot. (We will show you how to do this on your first day)

• Date of Birth
• City of Birth
• Country of Birth
• Nationality
• National ID
• Belgian Address: Please ensure you provide a Belgian address via Workday, if you are new to Belgium and hold only a temporary address, please provide this and when you receive your permanent address please amend the details in Workday.  (Note: Address entries in Workday requires the layout to be as Address line 1, Address line 2, Address line 3 etc, DO NOT enter your full address in one field)
• Bank Details: Payroll can facilitate salary payments to non Belgian bank accounts provided the account of your choice is a EURO / SEPA bank account. If you are a new hire and would like your salary to be paid to a non Belgian EURO account, or are a transfer from another HubSpot entity and would like to input Belgian bank details, please email payroll@hubspot.com outlining the country where your bank account is held.
• Gender
• Language
• Civil / Marital Status 
• Partners details if applicable: First name, surname, partner at charge?
• Dependent information:

1. Number of Children at Charge

2. Number of other dependents (living at same address) such as elderly relative

3. Single parent with dependent children - Yes or No

4. Disabled dependent partner - Yes or No

5. Other disabled dependents - Yes or No

• Employee Handicap > 66: Yes or No

• Belgian Non-Resident Tax Status: Yes or No. If an employee has the non resident status, this will influence the amount of withholding taxes and tax free allowances that can be taken into account.

• Level of education: Primary / Secondary / Non University Further Education / University
• Professional Category: White Collar / Blue Collar / Management / Other 
• Transport details 

If you have an questions please reach out to payroll as guided below,

• Prior to your start date please email payroll@hubspot.com
• After your start date please raise a ticket on HelpSpot. (We will show you how to do this on your first day)

In line with local regulations, we ask all of our new hires in Belgium to upload work authorization documents to a right-to-work check software called GoVerify, operated by our external vendor Deloitte.

The GoVerify tool is a digital right-to-work check that provides you with a step-by-step guide to confirming your work authorization. Please keep a lookout for an email from GoVerify over the coming days, kick-starting your right-to-work check.

You'll automatically be enrolled in HubSpot's hospitalisation, ambulatory and dental insurance as well as the pension plan. Once enrolled, you'll then have the opportunity to cover eligible dependents and can work with the benefits team to enrol them.