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Professional service

Human Resources and employment documents

Contracts, decisions, leave records and proper employee files

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Detaje të shërbimit

What Does This Service Include?

Human resources and employment documentation include preparing and organizing contracts, decisions, requests, employee files, leave records, permissions and documents related to the employment relationship. This service helps businesses maintain clear communication with staff, proper records and documentation ready for internal, banking, institutional or inspection needs.

Pikat kryesore

  • Employment contracts
  • Employee files
  • Decisions and requests
  • Leave and absences
  • Employment changes
Qasja për këtë shërbim:The approach is administrative and legal: employment documents must be clear, maintained and adapted to the worker's case.

How Do We Handle It in Practice?

01We clarify the required document: contract, decision, request or employment file.
02We prepare text and basic data as appropriate.
03We coordinate signing, storage and communication with the client.
04Track changes in wages, vacations, leave or staff movements.
Burime njerëzore

Employment documents and staff administration with properly organized files

Every employment relationship must be supported by clear documents: contract, decision, request, notification, leave evidence, personal document and employee file. Accurate documentation helps the business avoid ambiguities, inconsistencies and problems during internal or institutional control.

Employment contracts

Why Is It Needed?

The employment contract defines the relationship between the employer and the employee: position, salary, schedule, duration, duties, rights and main responsibilities.

When Is It Needed?

  • Before starting work
  • When a new employee is hired
  • When the position or salary changes
  • When the contract type changes
  • When the employment relationship is continued or renewed

What should it usually contain?

  • Të dhënat e punëdhënësit
  • Të dhënat e punëtorit
  • Position e punës
  • Start Date
  • Kohëzgjatja e kontratës
  • Working hours
  • Gross/net salary, according to the agreement
  • Duties and Responsibilities
  • Rights and obligations
  • Annual leave and main conditions
  • Nënshkrimet e palëve

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Is the salary payment without a contract enough?
No. The employment relationship must be clearly documented with a contract and relevant evidence.

Employee file

Why Is It Needed?

The employee file helps the business store all documents related to employment, changes, wages, vacations and official communications with the employee.

When Is It Needed?

  • Në momentin e punësimit
  • Before employee filing
  • Before starting the employment relationship
  • When the business wants regular staff records

What Does It Usually Include?

  • Personal document
  • Contracts e punës
  • CV or professional data, when available
  • Diplomas/certificates, when required
  • Employer decisions
  • Kërkesa të punëtorit
  • Evidencë pushimesh
  • Salary/position changes
  • Work stoppage notices
  • Documents of leaves or absences
  • Documents for foreign employees, when available

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Is a File Needed for Every Employee?
Yes, virtually every employee should have an organized file of key employment documents.

Employment decisions

Why Is It Needed?

Decisions help to document the changes and actions of the employer towards the worker, such as change of position, change of salary, leave, bonus, notice or termination of work.

When Is It Needed?

  • Salary change
  • Change of position
  • Bonus or compensation
  • Aprovim pushimi
  • Ndërprerje kontrate
  • Transferim në pozitë tjetër
  • Masa disiplinore, sipas rastit
  • Schedule change

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Does every change have to have a decision?
For significant changes, documenting with a written decision or agreement is the safest practice.

Employee requests and notices

Why Is It Needed?

Written requests and notices create clear evidence of communications between the worker and the employer.

Shembuj

  • Kërkesë për pushim vjetor
  • Request for unpaid leave
  • Njoftim për mungesë
  • Schedule change request
  • Kërkesë për vërtetim pune
  • Request to change data
  • Njoftim për ndërprerje pune

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Can only WhatsApp communication be used?
For official employment documents, it is best to have a written request/notification and keep it in the employee's file.

Pushimi vjetor

Why Is It Needed?

Annual leave is an employee's right and must be clearly documented so that the business knows how many days have been used and how many are left.

When Is It Needed?

  • When the employee requests leave
  • When to plan annual leave
  • Në fund të vitit
  • When the employment relationship is terminated
  • When evidence is required for the employee's file

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Does leave need to be approved in writing?
Yes, it is safest practice to request and approve time off in writing, then keep it in the employee's file.

Sick leave and absences

Why Is It Needed?

Sick leave and absences affect work records, payroll and employee documents.

When Is It Needed?

  • When the employee is absent for health reasons
  • When a medical report is submitted
  • When absence affects pay
  • When evidence must be kept on file

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Does sick leave affect salary?
It may affect, depending on the type of leave, the documents and rules that apply to the specific case.

Holidays and other leave

Why Is It Needed?

In addition to annual and medical leave, there may be other cases when the worker requires absence or special leave. These should be handled with clear documents.

Shembuj

  • Free vacation
  • Family leave
  • Leave for personal reasons
  • Family event leave
  • Mungesë e arsyetuar
  • Mungesë e paarsyetuar

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Should unpaid leave also be recorded?
Yes, because it can affect the employee's salary, work record and documents.

Change of salary, position or schedule

Why Is It Needed?

Any change in salary, position or schedule must be documented, because it affects the contract, payroll, filings and records of the worker.

When Is It Needed?

  • Rritje page
  • Ulje page sipas marrëveshjes
  • Change of position
  • Schedule change
  • Transition from part-time to full-time or vice versa
  • Change of working conditions

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Should the change be related to Payroll?
Yes, any changes affecting salary, hours or position must also be forwarded to Payroll for accurate reporting and payment.

Termination of employment relationship

Why Is It Needed?

Termination of employment must be properly documented to close employment, final pay, unused vacation, and employee file.

When Is It Needed?

  • Dorëheqje
  • Përfundim kontrate
  • Marrëveshje për ndërprerje
  • Termination by the employer, as the case may be
  • Termination of the fixed-term contract

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Should the termination document be kept?
Yes, the document must be kept in the employee's file and linked to the payroll and final payment.

New employees and ATK registration

Why Is It Needed?

The new worker must be documented and processed in time before the start of work, including the contract, personal data and notification in the relevant system when required.

When Is It Needed?

  • Before starting work
  • When a new contract is concluded
  • When the employee is entered on the payroll
  • Before the monthly filing

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

Note

The employee notification in ATK is more related to Payroll and filings, but the employee file must be prepared before this step.

FAQ

Should the contract be ready before the announcement?
Yes, practically the contract and basic data should be ready before the worker starts work.

Opening payroll bank accounts

Why Is It Needed?

The salary must usually be paid through the bank, so the worker must have an active bank account and correct payment details.

When Is It Needed?

  • Before the first salary payment
  • When the worker changes the bank
  • When the business requires unification of payments
  • When the bank requires additional documents

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Does Easy Accounting open the bank account?
No. The account is opened by the bank. Easy Accounting can help with the supporting documents required by the business or employee.

Foreign employees

Why Is It Needed?

Foreign employees may require additional documents for residence, work permit, contract and employment file.

When Is It Needed?

  • Before employment
  • Before starting work
  • When a residence permit is needed
  • When a work permit is needed
  • When the residence status changes
  • When the contract is extended

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

Should foreign employees be treated differently from locals?
In some cases yes, because additional documents for residence, work permit and legal status may be required.

Common employment document mistakes

Why Is It Needed?

Errors in employment documents create uncertainty in the relationship with the worker and can affect payroll, payments, vacations and checks.

Common mistakes

  • Punëtori fillon punën pa kontratë
  • The contract does not match the real salary
  • Mungon data e fillimit
  • Position or job description missing
  • Pushimet nuk evidentohen
  • Changes në pagë nuk dokumentohen
  • The departure is not closed with a document
  • Employee file është e paplotë
  • Documents are not stored in one place
  • Vendimet nuk nënshkruhen

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

FAQ

What is the most common mistake?
The lack of a complete contract and the discrepancy between the contract, salary and filing are among the most frequent mistakes.

Documents required in the employee file

Why Is It Needed?

The list of key documents helps the worker's file to be complete, clear and usable for internal or institutional control.

How Is It Done?

  • The case and existing documents are analyzed.
  • Përgatitet dokumenti ose evidenca e nevojshme.
  • Data, dates and signatures are checked.
  • The document is kept in the worker's file and forwarded to Payroll when it affects pay.

Note

The more organized the employee file is, the easier it is to handle wages, vacations, changes and communications with staff.

FAQ

Why do you need a list of documents for the worker's file?
Because it helps the business to know what is missing and what needs to be maintained for each worker.

FAQ

Frequently asked questions about employment documents and HR

Is This Service the Same as Payroll?

No. Payroll focuses on the calculation and filing of wages, while this service focuses on employment documents, contracts, decisions, vacations and employee files.

Do You Prepare Employment Contracts?

Yes, employment contracts and documents related to the worker's case can be prepared.

Is a File Needed for Every Employee?

Po, është praktikë e sigurt që çdo punëtor të ketë dosje të rregullt me dokumentet kryesore.

Do You Help Prepare Leave Decisions?

Yes, requests, approvals and decisions related to holidays or absences can be prepared.

Do You Help With Employment Termination Documents?

Yes, termination guidance documents can be prepared, depending on the case and existing documents.

Professional guidance

Do you need regular business documents?

Send us the details of the worker, the type of document required and the specific case. Our team guides you to the right contract, decision, request or file.

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Official Resources

Official Resources për employment relationship and employment documents

These sources are used for guidance and verification of official requests. For each specific case, documents and procedures are checked according to the real status of the business, the worker and official sources.

LIGJ

Labor Law

The main legal basis for labor relations, contracts, holidays, rights and obligations of the worker and the employer.

View law
INSPEKTORAT

Inspektorati i Punës

Institutional resource for the supervision of the implementation of labor rules and rights from the labor relationship.

View source
ATK / EDI

Employee notification to ATK

Notice on the worker's notification form and the link to the relevant filings.

View notice
EDI

EDI - Electronic Declaration

The portal where electronic filings and obligations related to taxpayers and employees are handled.

Open EDI
MPB

Residence Permit for Foreigners

Source for cases where employment documents are related to foreign employees, residence or status of foreigners in Kosovo.

View procedure

Note: The information on this page is indicative and based on official sources or professional practices. Concrete documents, deadlines and procedures may vary according to the case, the status of the worker and the responsible institutions.

Note: The information on this page is indicative and based on official sources or professional practices. Requirements, documents, deadlines and procedures may vary according to the specific case, the status of the business and the responsible institution. Easy Accounting is not a public institution and does not replace the official decision or interpretation of the competent authorities.

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