New employees

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SECUline Workflow - Engagement salarié

Frequently asked questions

Who must complete the declaration of entry?

Employers wishing to take on an employee must complete the declaration of entry.

What should be checked first?

The employer checks whether the employee, that he wishes to take on, already has a social security number. An employee of luxembourgish nationality or an employee who has already worked in Luxembourg has a social security number. In this case, the employer does not submit a "DEMMAT" file, but goes straight to the declaration of entry.

The employee has a social security number. What is the next step for the employer?

The employer sends the "DECAFF" file, which contains the data relating to the employee's engagement.

Important: It is the employer's responsibility to check with the employee that the address provided is up to date.

The employee does not have a social security number. What should the employer do?

  • For EU, EEA and Swiss nationals:
  1. The employer scans an identity document, in accordance with the criteria defined by the Social Security Centre (CCSS), and transfers this document using the "CARTID" file.
  2. The employer sends the "DEMMAT" file, which is used to request a social security number.
  • For non-EU, EEA and Swiss nationals :
  1. The social security numbers of non-EU, EEA and Swiss nationals are created by the General Department of immigration at the start of the application procedure for a residence or work permit. This procedure must be initiated by the non-EU, EEA and Swiss national (hereinafter "the applicant") who wants to work as a resident or cross-border commuter in Luxembourg. Information on the procedure for applying for a residence or work permit is available on the following website: https://guichet.public.lu/en/citoyens/immigration.html
  2. Once the residence or work permit has been granted by the General Department of immigration, which indicates the social security number created for the applicant, the employer fills in the "DECAFF" file, which contains the data relating to the hiring of the employee.

The social security number for EU, EEA and Swiss nationals cannot be created by the CCSS. How does the procedure continue?

The CCSS informs the employer that the EU, EEA and Swiss national’s social security number  cannot be created (e.g.: identity card not legible or incorrect data in the "DEMMAT" file) via the "MATRET" file. The employer corrects the "DEMMAT" or "CARTID" file and sends back a request for the social security number "DEMMAT" with the corrected "CARTID" file.

The social security number can be created by the CCSS. What happens next for the employer?

The CCSS communicates the social security number to the employer via the "MATASS" file. The employer then fills in the "DECAFF" file, which contains the data relating to the employee's engagement.

Is the procedure for hiring the employee complete?

If the "DECAFF" file can be processed, the CCSS will register the employee.

If the "DECAFF" file cannot be processed (e.g.: error in the data), the CCSS informs the employer of the error via the "AFFRET" file. The employer corrects the data and returns a "DECAFF" file.

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