Documenting employment contracts on the Qawa platform

Documenting employment contracts on the Qawa platform

Documenting contracts with the General Organization for Social Insurance in the Kingdom of Saudi Arabia is one of the basic pillars of protecting workers and employers alike. This procedure contributes to ensuring that establishments comply with labor and insurance regulations, and is a means of proving the contractual relationship and protecting its parties from potential legal disputes. However, the most important thing is to ensure that all clauses are clear and fair. Through the office of lawyer Abdul Majeed Al Rashid, your contract is reviewed and its details explained to ensure that you do not sign terms that weaken your position later.

First: The regulatory framework for documenting contracts with social insurance

Contract documentation in the Kingdom is based on a set of rules and regulations, the most prominent of which are:

1- Work system:

Article (33) requires that all Saudi and non-Saudi employees of the employer be registered in the social insurance records.

The employer is obligated to conclude a written employment contract in accordance with Article (51) and document it to guarantee the rights of both parties.

Source: Ministry of Human Resources and Social Development.

2- Social insurance system:

The Social Insurance System requires that every worker subject to the system be registered with the General Organization for Social Insurance immediately upon joining work.

The notarized contract is considered the basic reference when determining an employee’s benefits, including contributions, pensions, work injury compensation, and end-of-service benefits.

Second: The mechanism for documenting insurance contracts

The process of documenting contracts with social insurance takes place through an integrated digital platform, which is the Qawa platform linked to the systems of the Ministry of Human Resources and Social Insurance, and the steps include:

1- Registering the establishment and workers in the social insurance portal.

2- Preparing the electronic employment contract, including:

Worker and employer data.

Type of contract: fixed-term or indefinite-term.

Basic pay, allowances and benefits.

Working hours and vacation.

3- Upload the contract to the Qawa platform to send a notification to the worker for electronic approval.

4- Complete documentation so that the contract is automatically linked to the worker’s record with social insurance.

Important note: After the contract is approved by both parties, it becomes notarized and legally binding before official and judicial authorities.

Third: Benefits of documenting contracts

Protecting the worker’s rights: It guarantees his entitlement to participate in insurance and also to receive compensation upon termination of service or the occurrence of a work injury.
Employer protection:
Provides legal support in the event of labor disputes before the courts.
It avoids penalties for failure to register or tampering with contracts.
Compliance with government digitization requirements:
Achieving the Kingdom’s Vision 2030 towards complete digital transformation in the labor and insurance sector.

Fourth: Penalties resulting from non-documentation

A set of procedures and penalties are imposed on the facility, which are:

Financial fines in accordance with Article (64) of the Labor Law for establishments whose contracts are not documented.
Depriving the facility of some electronic services of the Ministry of Human Resources and Insurance.
Legal risks in the event of filing labor lawsuits without a documented contract.
The importance and how to document employment contracts on the Qawa platform

A specialized lawyer from Abdul Majeed Al Rashid Law Firm and Legal Consultations to review your contract before documenting it. Also, some employment contracts may contain unclear terms or negatively affect the employee’s rights without his knowledge. In Abdul Majeed Al Rashid Law Firm, they explain to you what should be amended or paid attention to before making a decision.

In light of the above, it becomes clear:

Documenting contracts with social insurance is no longer just a formality, but rather represents a real guarantee for protecting contractual rights and obligations, enhances the stability of the labor market, and contributes to building a safe work environment that is compatible with the rules and regulations in force in the Kingdom.

Frequently asked questions about documenting contracts on the Qawa platform “Social Insurance”

Is documenting employment contracts mandatory for all establishments?

Yes, it is mandatory for all establishments starting from the employee’s start date, and contracts for Saudi and non-Saudi employees must be documented via the Qawa platform.

Is a power contract tied to insurance?

Yes, once the contract is documented on the powers, the data is automatically synchronized with the General Organization for Social Insurance.

Is the insurance force the same?

It is considered a strong platform specialized in documenting the contract between the worker and the employer, while the General Organization for Social Insurance is responsible for managing the contractual relationship between the establishment and the worker, whether Saudi or expatriate, starting from registering and documenting the contract until the end of the contractual relationship. Its tasks also include calculating monthly subscription periods that affect the calculation of the retirement pension, in addition to following up on work injuries and other insurance rights.

How long does it take to document a contract?

The Qawa platform does not require a specific time period, but the contract documentation period is based on the time it takes for the employee to agree. The contract is automatically cancelled if the employee does not agree to it after a period not exceeding 10 days.

Can a notarized contract be modified?

Yes, the employer can amend the notarized contract and then send it to the employee for approval or rejection. If the employee agrees, the new contract is approved, and if the employee refuses to amend the contract, the old contract will remain as it is.

Is contract documentation in the forces or social insurance?

Contract documentation is the responsibility of Qawa platform.

Is it possible to document an old employment contract?

Yes, it is possible through the powers of documenting both new and old valid and paper contracts, and to document valid contracts, the date of commencement must be entered as stated in the employee’s first contract with the facility.

Note that the last amount of the employee’s salary must be entered, for example after annual increases and promotions.