WFS People Services Team | WFS People Services Team |
OP-DE-WFS People Services-VISA Process of EZB | Number of Reviews: 3 |
Approvers: Ester Atweh | Date of Review: 05.06.2024 |
INTRODUCTION
This SOP contains all the needed information to be able to fill out the Erklärung zum Beschäftigungsverhältnis (EZB) - Declaration of employment for blue-collar employees. This document can be used for work permit extension, requesting a new work permit, or work approvals at the immigration office.
Employees can request this document through the Workforce Support Contact Form directly to the WFS People Services team.
Guidelines and Policies
Save every issued EZB in our drive file.
A signature is always needed and if EZB requires a stamp by the foreigner’s office, do it when you are in HQ.
Never issue an EZB without asking the employee first, why this document is needed.
A stamp on the documents is not needed (most of the time).
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Useful Tools
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Process Flowchart
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Description of Process (Step-by-Step)
Employees request an Erklärung zum Beschäftigungsverhältnis through the Workforce Support Request Form. As soon as the WFS People Services team receives the ticket, we have to consider two steps before filling it out.
1. Review in the Fountain profile of each employee all visa-related documents are valid.
2. We have to ask the employee for which type of work permit the EZB is for and why a new application is needed.
Cases in which the EZB can be issued:
When approval from the immigration office is needed, to continue working with Flink / typically for Duldungen / Aufenthaltsgestattung)
When the Immigration office asks for these documents. As soon as we receive a reasonable response, we can start issuing the requested document.
In the drive file, you can find two templates to issue an EZB. One is for Rider the other one is for Ops Associates and Ops Associate Plus.
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Disclaimer:
The following Step-by-Step guide only explains the parts to be adjusted per each new case.
The other parts of the document do not need to be adjusted, except for when the immigration office requests additional information.
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Step: Choose Reason
We start filling out these documents by choosing the correct reason why this document is being issued.
IMPORTANT: choose the correct reason according to the current visa documents and if the employee needs to change visa purpose or just receive confirmation that is allowed to work.
Eg. The first option can be chosen when the employee wants to apply for a work permit which is based on his position in Germany. The second option can be chosen when the employee has a Duldung/Aufenthaltsgestattung and can only work with approval from the immigration office.
In “Anlass der Vorlage der Erklärung” choose if it is visa extension, employer change or issuance purpose.
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Step: Personal information
In section 1 we have to fill in all employee-related information. You can find them either on SAP or in Fountain. Both sources are fine. Please make sure to use the data from the official documents the employee has provided to us like a work permit card or passport.
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Step: Flink information
In section 2 we have to fill out company-related information. Below you can find an explanation of where to find the needed information.
Firma: In this section, you have to fill out the Expansion in which the employee is working. This information can either be found in the contract or in SAP profile in the head section.
Kontaktperson: In this section, the full name of the person who is filling out the documents is being put.
Telefonnummer: Please don’t put any telephone number in, since an email is enough
Straße + Postleitzahl: In these two sections you put the full address of the headquarters. This address should be used for all Expansions:
Brunnenstraße 19-21, 10119 BerlinBetriebsnummer: The right number depends on the expansion the employee is working in. In this sheet under column "Betriebsnummer_Übersicht_2022_new Cluster" you can find all numbers under the column C Betriebsnummern.
Search for the right expansion, city and the correct number can be found next to it.The answer to question “Wurde das Unternehmen in den letzten 24 Monaten gegründet?” is yes or no. Please check this Betriebsnummer to see when specific expansions were founded. Tip! The last expansions were registered 01.04.2022 so it means that at the moment answer will be “No”.
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Step: Employment details
Fill out since when the employment exists between Flink and the Employee. This information can be found in Fountain contract or also in the SAP profile in section “Employment information”. Note: In case employee had an expansion change before, the original start date must be taken.
Fill out the work location, the source of truth should be SAP.
Fill in the position description of the employee. If you choose the right template in this folder, the position description is already filled in and does not need to be adjust.
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Step: Employment qualifications
Usually applicable for white-collar employees.
In case an employee requests this part to be filled out, they need to provide the relevant graduation documents which are recognized in Germany.
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Step: If the employment is connected to the academic studies
Applicable to blue-card applicants usually.
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Step: Work hours
In section 9 the contract hours need to be filled in. The information can be also found in the contract and SAP profile (section Job information).
Vollzeit = Full time = 40, 35, 32 h
Teilzeit = Part time = 20, 30 h
→ Working students count also to Part-timeGeringfügige Beschäftigung = Mini job = 10, 8.5, 7.5 h
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Step: Overtime hours
It is always “No”.
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Step: Vacation days
In section I the yearly vacation days need to be filled in.
This information can be found in the Fountain contract.
Please keep in mind:
blue collar (Ops Associate, Rider. Ops Associate Plus) = 20 or 24 vacation days per year (depends on contract).
white collar (Shift Lead, Hub Manager) = 26 vacation days per year + one extra day per year employee worked in Flink.
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Step: Salary
In section 12.2 the hourly salary needs to be filled in. This information can be found in the contract (or contract change) or SAP (Compensation information). Please, make sure to consider the latest compensation, if the employee had a contractual change.
For blue-collar (hourly paid employees), always choose “Lohn”.
Do not forget, if you are adding salary for Ops Associate Plus, add also information in “sonstige Berechnung (z.B. variable Vergütung)”.
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Step: Date and Signature
Before the document is signed, it must be finally proofread. All information must be true and correct because the decision of the immigration office is based on it.
The signature can be implemented in Adobe creator, which is totally fine and legally acceptable for the immigration office.
After signing, the version can be saved in the drive file “Issued EZB’s with the following document name: "Erklärung zum Beschäftigungsverhältnis_Name,Surename_Position".
That way we can guarantee visibility to all team members whose documents have been already issued and sent out.
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Macros and Magical Shortcuts
Macros to be used in ZenDesk:
“DE > EN > Document request: sending” - sent document.
“DE > EN > EZB request”- EZB reason request.
Magical shortcuts:
bze- EZB send
nbze- EZB denied
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FAQ's and SOP's
Questions | Answers |
The employee does not provide a valid reason for EZB but still requests a document. What to do? | You can send an employee employment certificate (Einfache Arbeitsbescheinigung) as it includes that he is employed in Flink and his other details. |
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Review history
Number of Review | Date | Changes |
1 | 12.03.2024 |
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2 | 20.03.2024 |
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3 | 05.06.2024 |
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