Compliance status14 staffing providers
Nordwerk Personalall records valid
Rheinpakt Diensterecords missing
Vitalis Personaltemporary staffing license missing
Compliance Intelligence Check providers continuously, directly at the source
The situation today at client companies
Manual checks often reveal risks late
Your providers' contribution obligations can become a risk for you as well. The relevant records are often kept in folders or individual filing places, and expired deadlines often only surface during a review.
Your risk
Secondary liability
If your staffing provider becomes insolvent, you as the hirer are liable for social security contributions they failed to pay: like a guarantor, up to 5 years retroactively, and it cannot be contracted away.
§ 28e (2) SGB IV · § 150 SGB VII · § 42d EStG (German Social Code / Income Tax Act)
Your effort
Laborious clearance certificate requests
Clearance certificates often have to be requested individually from health insurances and professional associations, tracked and filed. This creates considerable annual effort per temporary worker.
Your gap
Deadlines are hard to keep track of
Temporary staffing licenses, clearance certificates and insurance policies can expire unnoticed. Reviews therefore require a complete and traceable history.
The situation today at staffing providers
Staffing providers also face a lot of effort behind the scenes
What reaches the client as a submitted document is often the result of several steps. The effort behind it usually remains invisible to the client.
Your effort
Every client asks separately
The same records often have to be obtained, uploaded and tracked several times for different hirers.
What nobody sees
Behind the record
Requests to health insurances, professional associations, the tax office and insurers, plus certificates, ongoing archiving and keeping deadlines in view.
Your friction
Cases to clarify
Incorrect entries, follow-up questions and manual processes tie up time that is then missing elsewhere in scheduling.
How it works
Pactos obtains records directly where they originate
Pactos requests records directly from the issuing bodies instead of obtaining them from the provider. They are then centrally available to the authorized parties.
The path of a record
set up once, automatic from then on
Staff leasing license
Health insurance contributions
Professional association contributions
Tax officesTax clearance certificate
Other documentsGVP membership, ISO certificates
Staffing provider
The provider stores its structure, Pactos handles the ongoing requests
Funds and branches
Own records
Continuous checking
Status tracking
Early-warning system
Provision
One record, available to all authorized parties
Hirer
Master and Neutral Vendors
Staffing provider
- Downloadable and shareable by link
- Embeddable on the provider's website
Directly at the source
Pactos asks as an independent third party As an independent third party, Pactos requests the information on behalf of the hirer directly from health insurances, professional associations and the Federal Employment Agency. The information therefore comes straight from the issuing body and not from a forwarded file.
What is checked
The temporary staffing license is checked to the day , clearance certificates are requested automatically every month . From every document Pactos reads validity and outstanding contributions and merges both into one status per provider and branch.
What you see of it
You see the current status, receive early notice when action is needed, and have an audit-proof history for reviews. The provider can reuse the same record.
One check that relieves both sides
Today, client and staffing provider often obtain the same records separately. Pactos consolidates this process.
For client companies
- Reduced liability risk: demonstrable due diligence towards the pension insurance and tax authorities
- No internal effort: no resources of your own for your providers' document management
- Able to answer at any time: a complete audit trail, with no follow-up questions to your providers
Compliance check
For staffing providers
- No manual effort: no more direct requests to health insurances and professional associations
- Easier collaboration with hirers: automated and integrated seamlessly into existing processes
- A 360° audit as a signal: high legal certainty, available online as a PDF at any time
What the solution delivers
Core features
Traffic-light system
The status is visible at a glance
Every provider and every branch receives a status that updates automatically as new records come in. This eliminates manual follow-ups and searching.
- Red means: there is an outstanding contribution or the temporary staffing license is missing
- Gray means: the check is not complete or records are missing
- Green means: all requirements met, documented and shareable
Automatic clearance certificate retrieval
Certificates are requested directly from the issuer
Pactos requests the clearance certificates monthly from the health insurances and professional associations, checks the temporary staffing license to the day with the Federal Employment Agency and files everything audit-proof.
- Automatic retrieval from health insurances for every branch
- A listing of the relevant clearance certificates per branch and month in the system
- Obtaining certificates from professional associations
Clarify outstanding contributions
Detect outstanding contributions early
Pactos reads relevant details from the documents, such as validity, issue date and reported outstanding contributions. Anomalies are shown as an early warning with a recommended action.
- Clarification of outstanding contributions with health insurances and staffing providers
- Early warning to all parties involved, including client companies, as soon as there is a longer-term arrear
- Full versioning, so the history stands up in an audit
Customer voice
Retrieve records centrally instead of gathering them yourself
„Thanks to the clear portal and the traffic-light system I can call off staff leasing personnel without worry.“
Philip KnuthManaging Director, KNUTH Werkzeugmaschinen
0
significantly less internal verification effort
100 %
legal compliance documented traceably
€150–180
saved per temporary worker per year
Staffing providers that submit their records through Pactos
Implementation
Onboarding a staffing provider in three weeks three weeks.
Onboarding starts
To start, the provider receives a questionnaire and the authorization. We clarify the organizational structure and the number of social-security reporting offices, because these determine the scope of the check.
Set-up in the Pactos system
Mapping the org structure with branches, client assignment and user accounts.
Mandate activations
Activating the mandates in the social-security reporting portal and with the professional associations.
Onboarding call
In the onboarding call, we show the provider the portal. This takes about half an hour. After that, the monthly check continues automatically.
Monthly check running
FAQ
Frequently asked questions
What exactly is secondary liability?
As the hirer you are liable like a guarantor for social security contributions, professional association contributions and payroll tax that your staffing provider fails to pay (§ 28e (2) SGB IV, § 150 SGB VII, § 42d EStG): up to 5 years retroactively and it cannot be contracted away. More in the glossary →
Are spot checks not enough?
No, the duty of care is continuous. In an audit by the pension insurance, customs authority or professional association it is the documented, complete history that counts, not a one-off check.
Where does the data come from?
Straight from health insurances, professional associations and credit agencies (Creditreform, Northdata), not from the provider itself. Manipulation is therefore impossible.
What do our providers have to do?
Give consent once. The ongoing effort for the staffing provider is a few minutes a month.
Does that make us audit-ready?
Yes: audit-proof filing, full versioning and a 360° compliance report you can share digitally.
We have several branches and payroll departments.
Pactos handles both models: central payroll with one social-security reporting office for all branches, and decentralized payroll with its own reporting office per branch. How many reporting offices your provider has is settled in the kick-off; checking then runs per reporting office.
Do we need the Pactos VMS for this?
No, Pactos Compliance works on its own and is the fastest way in. Expanding later to the full External Workforce System is possible at any time.
Compliance is a job for two sides
Hirers see early where action is needed without having to build their own checking processes. Staffing providers save many individual requests to health insurances and professional associations. In a short call, we show what the process looks like for both sides.