Process · Compliance

Secure compliance for the external workforce, without constantly chasing records

Pactos obtains the license and the certificates from the issuer itself and flags every assignment whose record is expiring, before the deadline is reached.

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What expires when

Remaining validityDeadline
Schematic, not to scale. The mark in the track is the deadline – whatever does not reach it is reported before it is reached.

Companies evidence their external workforce compliance with Pactos

SCS Supply Chain StaffingKNUTH WerkzeugmaschinenTalent SpringNoerpel GruppeAlphaConsult KGVolvoManpowerVaillantunique PersonalserviceHive TechnologiesOrizonBürgerExpertum
How it works today

This is how the compliance check runs today

Records first have to be obtained and then kept current on an ongoing basis. Today both usually happen manually – separately for every provider and every collection agency.

One email per provider

Records are requested

For every collection agency, a separate record has to be obtained from the provider concerned. With twenty providers that already means hundreds of emails.

In a list

The status is maintained

License, certificate and qualification each have their own validity. They sit in a spreadsheet that someone has to keep current.

In the calendar, if at all

Deadlines expire unnoticed

Expiry dates are often only noticed in an audit. By then the record has long expired in a running assignment.

The result

If the provider fails to pay social security contributions, secondary liability applies. A missing record is therefore not a formality but your risk.

Vendor Intelligence · Compliance module

In Vendor Intelligence: the record hangs on the assignment

If you map vendor and workforce management in one system, you do not have to manage compliance separately. The status is linked directly to provider, person and assignment. If a valid record is missing, the person cannot be scheduled in the first place.

Records per vendor in Pactos: counters for complete, expiring, being retrieved and missing, and below them the records with issuer and validity, from the clearance certificate to the temporary staffing license.
Module views of the compliance module in Vendor Intelligence.
Compliance Intelligence · standalone product

Even without a VMS: Compliance Intelligence obtains records directly

You grant the authorization once. Pactos then obtains the records directly from health insurances, professional associations and the Federal Employment Agency. This creates one shared process for client and provider instead of the same request being made twice.

Compliance overview in Compliance Intelligence: per staffing provider the status of the temporary staffing license, the health insurances' response and the professional associations' response.
Views from Compliance Intelligence. Not a module of the VMS but a product of its own.

An extract from Compliance Intelligence

This page describes the process. The solution behind it, with the data package, the provider portal and reporting, is set out in full on the product page.

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Frequently asked questions

What does compliance for the external workforce mean in practice?
Evidence that every external worker deployed is working lawfully: a valid temporary staffing license held by the provider, social security contributions paid, the required qualifications and occupational health records, a documented leasing agreement and the maximum assignment period observed.
Why is the client company liable?
Because of secondary liability. If the staffing provider does not pay social security contributions, the client company can be held liable for them. Evidence through clearance certificates is therefore not a formality.
How do the clearance certificates get into the system?
Through automated retrieval from the collection agencies. The provider grants the authorization once; after that the request runs at the agreed interval without anyone asking.
What happens when a record has expired?
The assignments affected are flagged before the deadline is reached. Whether an assignment is then blocked or only reported depends on your approval stages and is configurable per entity.
Is that enough for a tax audit?
The documents are held with versioning and a log, with a timestamp for every request and every arrival. The assessment stays with your auditors; obtaining the evidence does not.

Want to know more?

In a joint call we show you the retrieval and the deadline logic on your own portfolio.

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