Understanding Employee Benefits and Payroll Cycle in Spain

Although navigating Spain’s labor laws and employment benefits may seem overwhelming, employers and employees can succeed with firm understanding of them. Spain’s labor legislation is comprehensive, offering substantial protection to employees and addressing various aspects such as Social Security, health and safety at work, and procedural law.

Here’s a closer look at the payroll cycle in Spain and the benefits it provides to the workforce. 

Employment Law in Spain 

Spain’s labor laws aim to provide workers strong protection and equitable treatment. The laws cover social security, health and safety regulations, procedural law, and the individual and collective relationships between employers and employees. 

 Key points to note include: 

• Work Permits: A work permit is required for non-EU nationals to work in Spain.
• Contract Duration: Employment contracts are typically presumed to be indefinite, although there are specific provisions for fixed-term contracts.
• Minimum Working Conditions: These are outlined in the Workers’ Statute and collective agreements.
• Transfer of Employment Contracts: Contracts are automatically transferred to the new employer if the business changes hands, along with the rights and obligations of the employees.
• Termination Grounds: Termination can be based on objective grounds, but dismissals are void if discriminatory or if they involve protected employees.

Employment Contracts 

Verbal and written agreements are both possible in Spain, though written agreements are more common. Contracts for temporary work and part-time work must be recorded in writing. Employers must furnish employees with essential information, such as the parties involved, start date, job description, payment cycles, working hours, holiday benefits, and any relevant collective bargaining agreements. They also need to submit contract details and any extensions to public employment services. 

Working Hours and Salaries 

Spain’s working time regulations state that employees should not work more than 40 hours a week on average and not more than 9 hours a day. Employers are also required to pay two extraordinary bonuses annually, typically at Christmas and in another month stipulated by collective agreements. These bonuses are usually equivalent to one month’s pay each. 

Bonuses and Incentives 

Bonuses in Spain are considered salary supplements and are based on company performance or employee achievements. Employers must inform employees about the conditions for receiving bonuses. Such bonuses are included in compensation calculations in case of dismissal unless otherwise agreed or if they are paid under exceptional circumstances.

Social Security and Taxes

Spain’s social security system covers pensions, healthcare, industrial injuries, and unemployment insurance. Employees contribute 6.47% of their salaries, while employers add 31.98%, plus extra rates for work-related accidents. Since January 2024, an additional 0.7% has been included for a new public pension fund.

Personal income tax in Spain is progressive and varies by autonomous community, applying to both general and savings income. Residents and non-residents both pay taxes; however, non-residents are only taxed on income sourced within Spain.

Holidays and Leaves 

• Public Holidays: Each municipality in Spain can declare a maximum of 14 public holidays per year. The autonomous community selects two, the municipality selects two, and the national government selects up to ten. This mix allows workers to participate in a range of regional and national festivities.
• Annual Leave: Employees in Spain are entitled to at least 30 calendar days of annual leave, which equates to roughly 23 working days. For employment periods of less than a year, this leave cannot be converted to cash and will be reduced proportionally. Unused vacation time is often carried over by employers into the first quarter of the subsequent year.
• Sick Leave: Sick leave compensation depends on the length of the absence. The employer pays for the first three days. From the 4th to the 15th day, an allowance of 60% of the calculation basis is paid by the company. From the 16th to the 20th day, social security pays 60%, and from the 21st day onward, social security pays 75%. If an employee is absent due to a work accident, the employer pays 75% of the salary, which is later reimbursed by Spain’s National Institute of Social Security. Employees are entitled to full salary from day five of sick leave if it lasts longer than 30 days.
• Maternity and Parental Leave: A 16-week leave is granted to both parents. Ten weeks can be used during the first year of the child’s life, with six weeks required immediately following birth or adoption. One may also take up to eight weeks of unpaid parental leave to care for a foster child until they turn eight.
• Additional Paid Leave: Employees are entitled to paid leave for various personal and family reasons, including:
  • 15 calendar days for marriage. 
  • 4 days for urgent family reasons like illness or accident. 
  • Time needed for public obligations (e.g., jury duty). 
  • 1 day for moving to a new residence.
  • Necessary time for prenatal examinations and training related to adoption or fostering. 
• Leave of Absence: Employees can request unpaid leave for up to three years to care for each child or up to one year to care for a family member unable to care for themselves. Specially abled family member leave allows up to two years of unpaid leave. 

Termination and Severance Pay 

Employment contracts can be terminated for various reasons, including mutual consent, contract expiration, employee resignation, and more. Individual terminations may be made for disciplinary or objective reasons, while collective terminations are believed to be required when a sizable section of the workforce is impacted. Severance pay is tax-free and varies based on the type of dismissal, calculated by multiplying seniority by daily salary and the applicable days for the type of dismissal. 

Redundancy and Restrictive Covenants 

Severance is only required for disciplinary dismissals if the court finds the dismissal to be unjust. Non-compete agreements and other restrictive covenants safeguard company interests must meet certain requirements, such as paying workers a sufficient wage to maintain equity and legal compliance. 

Additional Benefits 

Spain provides employees with various statutory and additional benefits, including healthcare, unemployment insurance, pensions, and professional training grants. Employees can also receive additional benefits such as mileage reimbursements, company cars, private health insurance, and variable pay. 

• Visas and Foreign Workers
  Swiss, EU, and EEA nationals are free to work in Spain. The application process, which varies for residents and non-residents, can be completed at local police stations, tax offices, Spanish embassies, or through authorized representatives. The EU Blue Card is an alternative for highly skilled workers, requiring a higher education qualification or extensive professional experience. 

• Applying for a Spanish Tax Number
  Getting your Spanish tax number (NIF or NIE) is required for legally and profitably doing business in Spain. The application procedures differ for residents and non-residents, and they can be completed at Spanish embassies, local police stations, tax offices, or through authorized representatives. Generally, you’ll need a valid ID, proof of address, and filled-out application forms to ensure compliance with Spanish regulations.

Conclusion 

Understanding Spain’s labor laws and benefits is vital for employers and employees to effectively maneuver through the work environment. The country’s comprehensive legal system ensures that businesses operate legally, and workers are protected. 

Spain’s comprehensive legislation not only protects employees but also ensures that businesses operate smoothly within legal frameworks. As businesses continue to expand and diversify, staying informed about payroll cycles in Spain and regulations will be crucial in fostering a positive and compliant workplace.  

Understanding these laws is essential, whether you’re an employee trying to learn about your rights or an employer looking to simplify workforce management. TopSource Worldwide assists and support the smooth and efficient operation of your company in Spain.