Hiring domestic staff

Last updated more than 5 years ago

When private individuals wish to hire someone to help them in their home, to look after a child or care for a dependent person, they can follow a simplified administrative procedure in terms of staff management (registration with social security and social security contributions, taxation etc.).

Who is concerned

This applies to the following people:

  • employees who:
    • carry out domestic tasks in a person's private residence;
    • provide childcare services to their employer's disabled children, or children under 14 years of age, on a strictly personal and private basis;
    • provide the necessary assistance and care either to their employer or to someone living in their household, due to their state of dependence (state of a person who, owing to a physical, mental or psychiatric illness, requires significant help and regular assistance from another person for basic day-to-day tasks such as bathing, eating, moving, etc.);
  • persons (employers) who employ these workers on a strictly personal and private basis.

How to proceed

Drawing up an employment contract

Employers (one or more members of a private household) are obliged to draw up an employment contract for persons they employ on a personal and private basis.

However, if a family member or another close relation (neighbour or friend) is providing care and help to a legally dependent person, the employer is exempted from having to draft an employment contract and the worker is referred to as an informal carer (aidant informel). Services provided on an occasional basis, with no obligation to do so and with total freedom cannot, therefore, be qualified as a working relationship, even where payment for the services is involved.

Dependent persons may, however, decide to engage the services of a third party under an employment contract.

Form and content of the employment contract

Employment contracts, whether open-ended or fixed-term, must be drawn up, in writing, for each individual employee, no later than the date on which the employee starts work. The signed and dated contract must be produced in duplicate: the first copy for the employer, the second for the employee. The employment contract must include the following:

  • the identity of the parties involved;
  • the start date of the employment contract;
  • the place of work;
  • the nature of the work;
  • the number of daily or weekly working hours for the worker;
  • the normal working times;
  • the basic wage or salary and, as the case may be, wage or salary supplements, perks, bonuses or profit shares agreed, as well as the frequency with which employees are to receive the pay to which they are entitled;
  • the amount of paid leave to which the worker is entitled, or, if this cannot be quantified when the contract is signed, how this leave is to be awarded and determined;
  • the notice period that the employer and employee must give if the contract is terminated or, if this cannot be quantified when the contract is signed, how this notice period is to be determined;
  • the duration of the trial period, if any.

In addition to the mandatory content, the parties are free to insert derogation or additional clauses into their agreements. Derogation clauses are clauses that deviate from the legal requirements. They only apply if the derogations are in the employees' interests and do not impose additional legal obligations upon them. Additional clauses are, as a general rule, those which grant employees a benefit (for example, a bonus).

A fixed-term employment contract (contrat à durée déterminée – CDD) may only be formed for a specific and temporary task. The use of fixed-term employment contracts is, in particular, permitted so as to deal with the temporary absence of an employee due to illness. In this case, in addition to defining its purpose, the contract must state the name of the employee who is absent from work.

Fixed-term employment contracts can be renewed twice provided that the total duration of the contract does not exceed 24 months.

The parties to the contract may also amend the employment contract by means of an addendum, following specific procedures depending on the nature of the desired amendment.

Pay and payslips

Like all other employees, the employee is entitled, at the very least, to be paid the social minimum wage, to receive paid leave, to be paid for public holidays and to receive the legal notice period in the event of dismissal, etc.

Employees are paid on a monthly basis, and at the latest on the last day of the month. Employers are exempted from issuing pay slips to their domestic staff. In fact, at the beginning of the year, a salary statement will be issued to the employer and the employee by the Joint Social Security Centre (Centre commun de la sécurité sociale – CSSS).

Statutory leave and public holidays for part-time employees

Full-time employees are entitled to 25 days of paid annual leave (25 days × 8 hours = 200 hours of paid annual leave). The principle of proportionality is applied for part-time employees.

In addition, employees are entitled to payment for public holidays. This also applies to part-time employees. Those working 40 hours a week are entitled to 10 public holidays per year (or 10 days × 8 hours = 80 hours). The principle of proportionality is, once again, applied for part-time employees.

End of the working relationship

Employers and employees can terminate the employment contract by following the general rules applicable to the termination of employment contracts. Employees may tender their resignation with immediate effect in the event of serious misconduct on the part of the employer or with notice in other circumstances. Likewise, employers can dismiss employees with immediate effect if they are guilty of serious misconduct, or give notice if the employer considers employees' behaviour to be unacceptable (if, for example, their work is unsatisfactory) or even for financial reasons (where the household income is no longer able to cover the cost).

In the event of termination of the employment contract, a declaration of end of employment must be made to the Joint Social Security Centre.

Registering the employee with the Joint Social Security Centre

Sending the related declaration to the Joint Social Security Centre

In addition to drawing up an employment contract, the employer must also register the employee with the Joint Social Security Centre upon hiring.

The people employed as domestic staff only need to be in contact with one administrative organisation – the Joint Social Security Centre – which will collect the fixed-rate tax and social security contributions. The future employer only needs to make one declaration, relating to the net salary paid to the person who has been hired, and to send it to the Joint Social Security Centre, Registration Department. The Joint Social Security Centre then calculates the gross salary and determines the social security contributions as well as the amount of fixed-rate tax to be deducted (fixed-rate taxation of 10 % as of the 2009 tax year).

The declaration of employment in a private household is valid as:

  • an operating declaration for employers (the declaration allows private households that are first-time declarants to obtain an employer registration number);
  • declaration of start of employment for the worker;
  • declaration of salaries.

The declaration of employment states, in particular:

  • the employer's personal details (national identification number, surname, first name and address);
  • the personal details of the person who has been hired (national identification number, surname, first name and address);
  • the nature of the service to be performed by the employee, the date on which the work is to start and the net hourly salary or, where applicable, the fixed net monthly salary.

In view of this simplified method of declaration through the Joint Social Security Centre, private households hiring employees are automatically exempt from compulsory membership of the Employers' mutual insurance scheme.

Joint Social Security Centre employee registration procedure

Based on the data in the declaration, the Joint Social Security Centre will register the domestic staff and complete the rest of the procedure, such as:

  • calculation of the gross salary: in order to calculate the gross salary, the Joint Centre will apply health, pension and long-term care insurance rates as well as a 10 % fixed tax rate. Domestic staff are not responsible for paying taxes. The employer is responsible for paying tax of 10 % of the net salary paid, but the Joint Social Security Centre is automatically responsible for collecting this tax from the employer, declaring it and paying it to the Luxembourg Inland Revenue (Administration des contributions directes);
  • calculating the social contributions payable by the employer and for monthly collection of said contributions and withholding tax;
  • the calculation of withholding tax and payment of tax to the Luxembourg Inland Revenue;
  • issuing a tax card;
  • monthly declaration of working hours and wages.

Checks by the employer and employee of data held by the Joint Social Security Centre

At the end of each half-year period, the Joint Social Security Centre sends the employer and employee a statement stating the average number of hours worked per week and the net pay declared. The gross monthly salary and monthly contributions are indicated on the back of the document. Thus, both the employer and the employee can check the data and report any changes. The number of working hours is multiplied by the factor 4.33 (i.e. 52 weeks divided by 12 months) and by the hourly salary in order to calculate the monthly salary.

Any change, particularly as regards the employee's degree of occupation, must also be communicated to the CCSS by standard mail or e-mail.

The employer and/or employee can report, in writing, any difference between the declaration and the actual salary paid. The objection must be raised at the latest during the period following the one where the difference occurred. The Joint Social Security Centre will then make the necessary changes.

At the end of the year, a salary statement will be issued by the CSSS to the employer and the employee for declaration to the Luxembourg Inland Revenue.

Employers not wishing to use the simplified procedure set up with the CSSS to declare their employees' salaries may declare said salaries via MyGuichet.

Deregistration procedure for employees

In the event of the employment contract being terminated, a declaration of end of employment must be made to the Joint Social Security Centre. There is no special form for declaring the end of employment for domestic staff.

Consideration of the employee's flat rate of taxation

The Joint Social Security Centre is responsible, on the employer's behalf, for collecting, declaring and paying tax to the Luxembourg Inland Revenue office.

Flat-rate taxation of the employee

The employee is taxed on a flat-rate basis. The flat-rate tax amounts to 10 % of the net salary, social contributions and long-term care insurance. This tax must be paid by the employer.

In principle, the flat-rate tax is definitive. Under flat-rate taxation, however, employees may end up paying more tax than they would have paid under the normal tax regime. For this reason, employees may ask the Luxembourg Inland Revenue to make a tax adjustment at the end of the tax year. This request can be made either by submitting an annual statement (depending on whether the employee is a resident or a non-resident) or on the basis of taxable income via an income tax return (depending on whether the employee is a resident or a non-resident). The account extract issued by the Joint Centre counts as a valid salary certificate.

Making a declaration concerning domestic staff enables employers to benefit from a maximum fixed-rate tax allowance of EUR 3,600 per year (via a tax return). This standard tax allowance offsets the fact that employers are required to pay a flat-rate of taxation of 10 %.

At the end of the tax year, the Joint Social Security Centre issues employers with a special certificate to implement and document their entitlement to the income tax allowance for extraordinary expenses. Employers attach this document to their tax return.

Tax card

Employees are exempted from being issued with a tax card. If such employees are, however, obliged to submit a tax card, they will then have to contact the Luxembourg Inland Revenue – RTS Tax office in Esch-sur-Alzette, quoting the reference ‘domestic staff’.

On the reverse of the card, the employer will state their national identification number (matricule - 13-digit social security number), full name and address, as well as the fact that the employee is subject to the flat rate of tax of 10 %.

Tax credit

The Joint Social Security Centre awards domestic staff tax credits of EUR 25 per month or EUR 1 per day of registration for partial months

Incapacity for work of domestic staff

The National Health Fund (Caisse nationale de santé – CNS) reimburses employers for any sick leave paid to their domestic staff. Employers are obliged to pay, on behalf of the CNS, any sick leave owing in the calendar month in which the incapacity for work occurred as well as for the subsequent month.

In the event of incapacity for work, employees inform employers of the situation. Employees must also notify the CNS of their incapacity for work, either over the telephone, or by submitting their medical certificate. The CNS sends a special form to the employer who must indicate the hours of sick leave. On the basis of the completed form, the CNS will reimburse the costs.

Employers do not need to continue to pay salaries to employees who are on maternity leave.

Forms / Online services

Déclaration d'une occupation dans un ménage privé / famille d'accueil

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Anmeldung einer Beschäftigung in einem Privathaushalt/Gastfamilie

Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.

Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.

Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.

Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.

Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.

Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 1, Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette).

Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.

Déclaration de sortie pour salariés

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Who to contact

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