Pre-arrival Tasks

If so, welcome! HubSpot Spain started its operations on September 1st, 2022, and is open to all employees with work authorisation in the EU. We are a diverse team located all over Spain. Our Madrid office is located in the heart of the financial district, in Cuzco's Square, with direct access to Paseo de la Castellana.

Please read ALL the information in this page and contact the relevant team if you have any questions, we are here to help!

Payroll is processed on a monthly basis. To receive your first payment the month you are starting, you must complete certain Workday tasks at least 1 week prior to your start date. 

It is vital that you complete all of your Workday Tasks or you cannot be processed on the payroll. 

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)

You will receive an email from Workday titled “Welcome to HubSpot Onboarding!” with all the relevant information to complete the necessary pre-arrival tasks.

As part of the Workday tasks you will need to enter the following data at least 1 week prior to your start date in order for HubSpot to register you as an employee with the social security office:

• Social Security number - without this HubSpot cannot pay you. You input this number as part of your 'Edit Government ID' Workday Task.
• Tax identification number - (DNI for Spanish Nationals or NIE for Non Spanish Nationals). You input this number as part of your 'Edit Government ID' Workday Task **In the case that you do not have an NIE Number you can upload a scanned copy of your passport to Workday while acquiring an NIE Number (you have 3 months to provide this NIE number).**
• **Please note this 3 month window is not applicable in October, November or December as we cannot complete our Year End submission without an NIE Number**
  
• Date of Birth
• Academic Qualifications - level of highest qualification
• Spanish Telephone Number - optional but recommended

As part of your Workday tasks in order for us to process you on the payroll you will need to enter the following information ideally as soon as possible, and no later than the 10th of the month:

• Spanish Address - Please ensure you provide a Spanish address via Workday, if you are new to Spain 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)
• Form 145 - Please provide a completed and signed Form 145 via your onboarding tasks.  Please note that electronic signatures are acceptable.  Please see some additional guidance on Section 1 below:
  Section 1 - Option 1 - Single, widowed, divorced, or legally separated with children under 18 or disabled that live exclusively with one parent. If an employee marks this option, they must fill in part 2 with children’s year of birth, and mark box “cómputo por entero” if applicable.
  Section 1 - Option 2 - Married and not legally separated, provided spouse doesn’t earn over 1,500 EUR per year
  Section 1 - Option 3 - Anything else
• Bank Details - Payroll can facilitate salary payments to non Spanish EURO / SEPA bank accounts as a temporary measure while you open a local account.  If you are a New Hire and would like your salary to be paid to a non Spanish account, or if you are a Transfer from another HubSpot entity and you would like to input Spanish bank details, please Submit a Ticket (or email payroll@hubspot.com if you have not started yet) outlining the country where your bank account is located.
• Residency - Please indicate whether you have been a resident in Spain for more than 183 days
• Tax Rate - If an employee enters the company during the tax year, does the employee wish to apply a higher tax rate than the obligatory retention (applying the rate that would be applicable as if he had been with the company for the full tax year). 
  It is more relevant to new hires who are coming into HubSpot from a different company in Spain, to avoid a higher tax payment at end of year on annual tax return.
  Please note that this is a personal tax question and we cannot advise you on how to answer this.
• Gender - for legal reasons you can only select either Male or Female in this field
• Nationality
• Beneficiary Details - If you have children please input their details as beneficiaries in the Benefit section of Workday including their date of birth, this is a requirement in Spain.

Social Security Number / número de afiliación de la seguridad social:  

• It is vital you apply for a Social Security number at the earliest opportunity.  Without a social security number, you cannot be processed on the payroll system.  
• To apply for a Social Security Number, you need to complete a TA1 form that needs to be signed by the employee and the employer and is only available in Spanish.  This can be done online before you move to Spain and there is plenty of guidance available on this process, for example here.

NIE number (Número de Identificación de Extranjero, or Foreigner’s Identification Number)

• This is the personal and unique tax identification number which is used to track all financial and legal activities in Spain, this is a required number. 
• If you do not have a tax number yet we can still pay you as long as you have a Social Security number.  You have three months to obtain your tax number and we may ask you to show proof that you have applied for this. 
• In the case that you do not have an NIE Number you can upload a scanned copy of your passport to Workday while acquiring an NIE Number (3 months to provide this NIE number).
  
• Employees transferring near the end of the tax year should be aware that they need to get their tax number for the submission of their annual statement, so it should be a priority.
• There is guidance online on how to apply for an NIE number, for example here and here.

Payroll can facilitate salary payments to non Spanish EURO / SEPA bank accounts as a temporary measure while you open a local account. 

If you would like your salary to be paid to a non Spanish account please reach out to the payroll team outlining the country where your bank account is located. You can contact the team 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 Spain 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.

For accommodation, we recommend you checking out:

Hubspot

Paseo de la Castellana
135 Madrid 
28046, Spain

Onboarding Note:

As of right now, our onboarding experience for all our new hires outside of Dublin is held entirely remote. All of the incoming employees outside Dublin will log into their HubSpot computers and accounts from their homes to create an equitable and consistent onboarding experience. Following the remote onboarding experience, if you are a @flex employee, you will be able to follow local guidance and your manager will be able to advise further on how to access the office.

Note on how we use the Madrid office:
 
HubSpotters in Spain will only be able to select @flex or @home work preferences in the first six months. This will allow more people to book desks versus having them assigned. 
We will allow @office designations for senior leaders or managers, as needed. 
 
We will revisit this plan in early-mid Q1 2023. 

• For any queries on relocation assistance please email relocation@hubspot.com 
• For any concerns on your contract or for employment verification letters, please email people@hubspot.com  
• For additional information on your pay slip, tax or PPSN, please email payroll@hubspot.com   
• For additional information on how to register your details in Workday, please email workday-support@hubspot.com 
• For any queries regarding your benefits, please email benefits@hubspot.com   
• For any queries regarding your work permit, please email globalmobility@hubspot.com
• If you requested a new laptop and are unable to log in, please email helpdesk@hubspot.com