Dimona Declaration: Why is it mandatory for companies in Belgium?

The Dimona declaration is a mandatory process for all companies in Belgium.

With Dimona, companies strengthen their commitment to transparency and compliance. By reporting employment data to the ONSS, they build a foundation of trust that is essential for a fair and harmonious work environment. Therefore, Dimona is not just a legal obligation, but a powerful tool to foster a responsible and modern organizational culture. Embracing this obligation is an investment in the future of the company and in the well-being of Belgian society as a whole.

What is the Dimona Declaration?

‍The Dimona declaration is an online notification system used by employers in Belgium to inform the ONSS of personnel changes in real-time.

It is mandatory for all companies, simplifying employer management.

This system ensures precise employee tracking, facilitating transparency in the calculation of social security contributions while easing administrative procedures and strengthening companies' compliance with regulations.

Thanks to Dimona, companies benefit from a clear legal framework while minimizing administrative errors, allowing them to focus on more strategic aspects of their development. By adopting this tool, they enhance their ability to navigate the Belgian legal landscape and align with international best practices.

Who needs to file the Dimona Declaration?

‍The responsibility for the Dimona declaration primarily rests with employers operating within Belgian territory. Indeed, every company registered in Belgium must ensure compliance with this crucial obligation (source: Securex).

Overview of the workers involved

‍The following workers are affected:

• Employees under an employment contract (including students)
• Individuals performing work under the authority of another person, other than under an employment contract
• Individuals not working under the authority of another person but who are fully or partially subject to the social security system for salaried workers
• Apprentices in alternating training as defined in the social security regulations
• Individuals employed under a "small status," i.e., those not listed in the DmfA but for whom the employer must file an enhanced Dimona declaration. This includes non-social security liable trainees for remunerated work-related training (not for personal development or leisure time use as specified by ONSS instructions), such as:
  • Secondary school students, higher education students, university students, and trainees in non-liable professional training who need to do their internships outside of school, university, or training institutions
  • Regulated internships with a training provider that do not meet the criteria for alternating apprenticeship
  • Trainees under IBO, PFI/CFI, or FPI contracts (Individual Professional Training in Flanders, training-insertion plans and contracts in Wallonia, or professional training contracts in Brussels)
  • Trainees in transition internships (or the "First" Brussels internship)
  • Those with a professional immersion agreement (“beroepsinlevingsstage” in Flanders)
  • Workers employed as instructors or activity leaders in the socio-cultural sector, working up to 25 days per year, non-subjected to ONSS
  • Workers (except professional athletes) employed exclusively during sports events, working up to 25 days per year and not subject to ONSS
  • Persons not mentioned in the DmfA but for whom the employer or training provider has specific obligations in terms of social documents or must make a prior notification. These are individuals not subject to Belgian social security, such as:
    • Workers who were previously subject to Belgian social security and are expatriated abroad by the employer (meaning Belgian social security no longer applies to them)
    • Workers performing services across several European Economic Area countries for one or more employers who are not subject to Belgian social security (because they do not reside in Belgium, for example)
    • Foreign trainees bound by a "sui generis" internship agreement under which they cannot be subject to social security.

Exceptions

‍The following do not need to be subject to Dimona:

• Individuals under the self-employed social security system
• Domestic staff not subject to ONSS
• Artists for whom the amateur arts allowances regime applies
• Volunteers
• Workers performing services under an ALE contract
• Workers engaged in hop and tobacco cultivation, as well as cleaning and sorting ypréaux, working no more than 25 days per year (the worker cannot have been previously declared to ONSS within the same calendar year for a job in the same sectors, and the work must take place during a defined period)
• Workers temporarily posted to Belgium, provided that under an international agreement, they remain subject to the foreign country's social security during their work in Belgium and a Limosa declaration has been made

Attention! If the worker mentioned in these exceptions is a student, a Dimona declaration must always be filed.

Steps to complete the Dimona declaration

‍To start filling out the Dimona declaration, you need to electronically identify yourself using your eID card. Next, input the relevant data, such as the employment start date and contractual details. Once these steps are completed, be sure to validate and submit the form to remain compliant with the legal framework, ensuring smooth and responsible operation of your business.

Required information for the declaration

‍To complete a Dimona declaration, several essential pieces of information are necessary to ensure its validity.

The Dimona declaration is crucial for meeting legal work obligations in Belgium.

This information includes personal details of the employee, such as their national register number, date of birth, and the nature of their role within the company.

It is important to provide precise information regarding the contract's duration—whether permanent or temporary—as well as the expected working hours. By ensuring the accuracy of the data, the company guarantees its legal compliance.

Tools and platforms available

‍In Belgium, several solutions are available to facilitate the Dimona declaration.

First, the ONSS online portal offers a user-friendly and intuitive interface that companies use to submit their declarations. Suitable for both small and large businesses, this platform ensures a simplified and compliant process. Additionally, it provides detailed guides and online support to answer any questions.

Furthermore, Shyfter, specializing in human resources management, integrates the Dimona functionality perfectly. This tool is designed to centralize administrative processes and automate declarations, offering significant time savings for businesses.

Through Shyfter, you not only ensure the consistency of the information transmitted but also enhance your operational efficiency. Administrative processes become more agile and less burdensome, creating a favorable work environment for economic development.

Benefits of the Dimona declaration for employers

‍The Dimona declaration provides employers with a structured framework to ensure legal compliance and transparent employee management.

By using Dimona, employers benefit from a significant reduction in administrative errors, improving data accuracy. Real-time updates allow for a quicker response to personnel changes, thus facilitating the adaptation of HR strategies.

This digital tool simplifies communication with public services, guaranteeing fast and efficient declarations. This frees up valuable time that managers can reinvest in strategic activities essential for the company’s development.

Therefore, the Dimona declaration not only ensures legal compliance but also strengthens the employer's reputation by demonstrating a clear commitment to modern and transparent management practices. This transparency improves relations with social partners and enhances employee trust.

Dimona is not just an obligation; it is a real asset for optimizing internal and strategic management.

Penalties for non-compliance with Dimona declaration

‍Failure to comply with the Dimona obligation exposes companies to significant financial penalties.

Furthermore, persistent non-compliance can lead to increased scrutiny by Belgian authorities, resulting in more frequent and stringent audits. Repeated errors can also affect a company’s reputation, generating an atmosphere of mistrust among business partners and potential clients.

In practice, fines can have a substantial impact on a company’s financial health. By neglecting the Dimona declaration, a company risks spending funds that could otherwise be invested in growth or innovation projects.

Therefore, it is imperative for companies to meet these administrative requirements in order to protect their financial stability, market reputation, and prevent operational interruptions. Proactive and diligent management of the Dimona declaration can ensure not only compliance but also position the company as an exemplary and forward-thinking player in its industry.

The impact of Dimona declaration on the Belgian labor market

‍The Dimona declaration is more than just an administrative requirement; it is, in fact, a vital foundation for transparency and efficiency in the Belgian labor market.

By structuring employment, it facilitates access to real-time data. This enables policymakers to adjust employment policies to meet evolving needs, optimizing resource allocation.

Companies benefit from a clear legal framework that fosters fair competition, eliminating unfair practices while reinforcing trust. This rigor helps prevent fraud and contributes to social security, with every company, regardless of size or sector, playing a key role in funding the collective well-being of Belgium.

In short, the Dimona declaration is a powerful tool that aligns the interests of employers, employees, and society. It symbolizes Belgium’s commitment to a transparent and resilient labor market.

Why Dimona declaration is crucial for workers

‍The Dimona declaration ensures the social protection of workers.

Through it, every employee can be confident that their social security contributions are being properly accounted for. This simple administrative step guarantees that their rights to health care, unemployment benefits, and future pensions are protected. Employees can thus focus fully on their careers, knowing their rights are secure.

The transparency of this registration is its strength.

Indeed, an accurate and up-to-date register means that workers will never be left behind—should any dispute arise regarding their rights or employment, Dimona information provides reliable, verifiable proof of their professional situation.

It is a cornerstone of trust for all actors in the labor market. By strengthening transparency and reducing uncertainty, the Dimona declaration actively contributes to building an environment conducive to professional growth. It allows workers to navigate the labor market with confidence, knowing their interests are protected at every stage.

How to simplify the Dimona procedure?

‍Simplifying the Dimona procedure is essential for companies looking to optimize their administrative management and save time. Shyfter positions itself as a key asset to meet these needs. By centralizing employee data and automating Dimona declarations, Shyfter significantly lightens the administrative burden while ensuring legal compliance.

With its intuitive and accessible interface, Shyfter reduces the margin of error by enabling quick and accurate declaration of working hours, especially valuable in sectors like hospitality where fluctuating hours are common. By integrating advanced features, Shyfter ensures that declarations are made within the required deadlines, avoiding penalties and enhancing the reliability of the information.

Training teams to use Shyfter ensures that companies fully leverage this digital solution, maximizing their efficiency. By deploying Shyfter, businesses can focus more on their strategic growth while benefiting from a practical, legally compliant tool tailored to legal requirements.

By adopting an innovative solution like Shyfter, Belgian companies strengthen their competitiveness while simplifying administrative management.

Common mistakes to avoid during the declaration

‍While the Dimona declaration is essential, certain common errors can lead to complications that must be avoided.

First, failing to properly check the data is a frequent mistake that can cause transfer errors. In the rush to submit, some companies forget to double-check crucial information such as the start date or identification number. This can result in unpleasant consequences, including administrative penalties that hinder the optimization of time and resources.

Incorrectly entering work periods can also lead to major complications. It is crucial to ensure that the dates entered correspond exactly to contracts and actual working hours, as any discrepancies can cause misunderstandings that are difficult to rectify later.

Finally, failing to update employees' statuses regularly in the Dimona system can also cause problems. Managers must ensure that every change, no matter how small—such as a change of position or a shift in hours—is correctly recorded. This discipline not only guarantees immediate compliance but also contributes to an accurate, overarching view that strengthens the company's HR strategy.

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