Frequently asked questions about group insurance policies

For employers

Frequently asked questions about group insurance policies

For employers

Applying for KBC Business Dashboard

What is the KBC Business Dashboard?

The KBC Business Dashboard is an online platform where you can efficiently manage your group insurance policies. If you’re interested in using the KBC Business Dashboard to manage your company’s banking and insurance matters, contact your KBC intermediary. They’ll be more than happy to help you.

How can I apply for the KBC Business Dashboard for my company?

You can contact your KBC intermediary to arrange access to the KBC Business Dashboard. They’ll be more than happy to help you.

My company already uses the KBC Business Dashboard, but nobody can access the group insurance features.

Only Business Dashboard users can access group insurance features. Ask your Business Dashboard administrator to add you as user and give you access to group insurance features.

You also need authorisation from your company’s legal representative to access policies that you’re allowed to view and manage as a user. Your KBC insurance intermediary will be happy to help you with this. Users need this authorisation to access confidential information like payroll details.
 

Which components of my group insurance policy can I manage on the KBC Business Dashboard?

1. Adding or updating employee details

You can easily manage personnel changes in the 'Manage employees' menu:

  • Add new employees or update employees leaving the company
  • Make adjustments to an employee’s employment percentage
  • Update information regarding an employee’s work disability

From the ‘Annual management of salaries and bonuses’ menu, you can:

  • Annually submit your employees’ new salaries (for contracts with salary management)

2. Viewing and downloading detailed documents

Under ‘Documents and files’, you will find:

  • Premium payment notices: the amount due for your group insurance policy for each invoicing period
  • Detailed premium statements, conveniently stored in a separate CSV file for each regulation,  each employee and each type of cover (both for the current invoicing period and adjustments to previous invoicing periods)
  • Quarterly and annual statements of the social security contribution on the premiums (8.86%) to be paid to the National Social Security Office (RSZ).

3. Viewing your KBC Group Hospitalisation Insurance

Under ‘Documents and files’, you will find:

  • Premium statements 
  • An overview of members, and an overview of members pending medical acceptance.

4. Online views

Under ‘Overview of group insurance policies and wages’, you will find overviews of:

  • The group insurance policies of all companies in your Business Dashboard for which you have a power of attorney
  • The members
  • For each employee you view details of the pension reserves, the premiums, the insured cover and the supplementary insured cover

Managing your group insurance on the KBC Business Dashboard

How do I know when new documents or files are available for my group insurance policies?

Enter your e-mail address under ‘Insurance’ > ‘Documents and files’ > ‘Task overview’ to receive automatic updates by e-mail. You can register up to 3 different e-mail addresses.

If you need to keep more than 3 users or companies up to date,
enter your company’s general e-mail address. The notification e-mail we send you will specify for which company the new document or file is intended, based on which you can forward the information to the relevant people or company yourself. Our notification e-mail doesn’t contain any confidential information.
 

I received an e-mail saying a new document or file is available, but don’t know where to find it.

You can only see the group insurance documents and/or files you have been granted access to. Your company’s legal representative can give you access to one or more policies by means of a power of attorney. Please contact your KBC intermediary. They’ll be more than happy to help you.

Where can I find the premium payment notice for my group insurance?

1. Log in to the KBC Business Dashboard
2. Go to ‘Insurance’ > ‘Documents and files’

You will find the premium payment notices under ‘Premium payment notice and premium statement’. This document states the amount due for your group insurance policy for each invoicing period.

To receive e-mail notifications when a new premium payment notice is available, enter your e-mail address under ‘Task overview’.
 

Where can I check which employees have joined my group insurance policy?

  1. Log in to the KBC Business Dashboard
  2. Go to ‘Insurance' > ‘Overview of group insurance and wages'.

If you’re looking for details on a specific employee, just look up their name in the list, click on their name, and you view details on the pension reserves, the premiums, the insured cover and the supplementary insured cover.

If you want to download a premium statement, go to 'Insurance' > 'Documents and files' > 'Group insurance premium statement'.

How can my employees check what amount has been accumulated under their group insurance policy to date?

They can check this under ‘Mijn aanvullend pensioen’  on MyPension.be or on the annual statement issued by KBC Insurance. More information for employees is provided here.

Where can I find more information about the premiums payable?

  1.  Log in to the KBC Business Dashboard
  2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Premium payment notice and premium statement’.

In this section, you will find premium statements in CSV file for each regulation. They contain a breakdown of premiums per employee, both for the current invoicing periods and adjustments to previous invoicing periods.

Where can I find the amounts I need for filing my quarterly tax return with the National Social Security Office?

1. Log in to the KBC Business Dashboard
2. Go to ‘Insurance' > ‘Documents and file' > ‘RSZ/NSSO statement'

In this section, you will find an overview of the social security contribution amounts on the premiums (8.86%) each quarter and each year, conveniently stored in a CSV file.

To receive e-mail notifications when new documents are available, enter your e-mail address under ‘Insurance' > ‘Documents and files' > ‘Task overview'.

How do I make annual updates to my employees’ gross wages?

If the premium for your group insurance is determined based on the salary, you will need to submit the new salaries of the salary reference month every year.

Go to ‘Insurance’ > ‘Annual management of salaries and bonuses’ > click on your group insurance policy number and > ‘Register salaries’.

Here you can enter the new full-time salaries from the salary reference month up to the end of the first week of the month before the annual adjustment date.

How do I enter the salary for part-time employees?

For part-time employees, enter the full-time salary they would be entitled to if they worked full-time, since the group insurance premium is calculated based on the full-time salary multiplied by the employment percentage.

How do I sign up new employees?

  1. Log in to the KBC Business Dashboard
  2. Go to ‘Insurance' > ‘Manage employees' > + ‘New employee' >
  3. When you’ve entered the relevant details, click on ‘Save'

How do I update information on employees leaving the company?

  1. Log in to the KBC Business Dashboard
  2. Go to 'Insurance' > 'Manage employees'
  3. Look up the employee’s name in the list and click on their name
  4. Click on the tile ‘Termination of employment'
  5. Enter the requested data and click on ‘Save'

How do I enter information regarding an employee’s death?

  1. Log in to the KBC Business Dashboard
  2. Go to ‘Insurance' > ‘Manage employees'
  3. Look up the employee’s name in the list and click on their name
  4. Click on the tile ‘Death’ and enter the requested data
  5. Click on ‘Save'

How do I record adjustments to an employee’s employment percentage?

  1. Log in to the KBC Business Dashboard
  2. Go to ‘Insurance' > ‘Manage employees'
  3. Look up the employee’s name in the list and click on their name
  4. Click on the tile ‘Change employment rate' and specify also the reason.
  5. Click on ‘Save'

If the employee is returning to work for a certain percentage of their normal working hours after a long-term illness or absence due to work disability, click on the tile ‘Return after incapacity of work'.

Behind the link ‘History/future', you can view all previous employment rates or planned employment rate for the next three months.

How do I enter information regarding an employee’s work disability? How can I change their work disability status?

  1.  Log in to the KBC Business Dashboard
  2.  Go to ‘Insurance' > ‘Manage employees'
  3. Look up the employee’s name in the list and click on their name
  4. Click on the ‘Report work disability’ or ‘Update or end of work disability’ tile and enter the relevant details

Note that if your group insurance policy includes additional work disability cover or a premium waiver, your employee will need to complete the ‘Work disability declaration’ form and send it to KBC.

Where can I find the ‘Work disability declaration’ form?

View the form here. You will also find it on the KBC Business Dashboard, on the same screen where you update your employee’s work disability status. Kindly request your employee to complete it and send it to KBC.

How do I update address details?

1. Log in to the KBC Business Dashboard
2. Go to ‘Insurance' > ‘Manage employees'
3. Look up the employee’s name in the list and click on their name
4. Click on the tile ‘Change personal data' and enter the address details
5. Click on ‘Save'
 

How do I enter information regarding an employee’s marriage or divorce?

This option is currently not available in the KBC Business Dashboard. We are continuously updating and improving the KBC Business Dashboard and intend to make this option available in the future. For the time being, please feel free to send such updates to your KBC intermediary or the team managing your group insurance policy.

What do I need to do when an employee retires?

You don’t need to do anything. We will be automatically notified by the government.Note that if your employee switches to the unemployment with company allowance scheme (the former full-time bridging pension), you must inform us immediately. Log in to the KBC Business Dashboard Click on ‘Insurance’ > ‘Manage employees' > ‘Termination of employment'.

Other questions

How do I access DB2P, the supplementary pensions database?

You can access DB2P from the social security website. If you are new to the website, you will need to register first. If you have any questions, you can contact Eranova (the social security’s contact centre) on + 32 2 511 51 51 on weekdays between 7 a.m. and 8 p.m.

How and when should I submit information on the individual pension schemes for my employees to the FSMA?

The deadline for submitting this information is 31 March of the following year. You can submit this information by completing the ‘WAP-4’ (Supplementary Pensions Act 4) form and sending it to FSMA, Congresstraat 12-14, 1000 Brussels, Belgium. If you fail to meet this obligation or if you provide erroneous information, you risk getting a fine.

Where can I find a statement of the overall funding level of my group insurance?

We will provide you with an annual statement to make sure you know where you stand and will not be faced with any unpleasant surprises. We will specify any shortfalls on this statement.

What is the minimum guaranteed return?

Employees covered under their employer’s group insurance are entitled to a guaranteed return, since employers are legally required to achieve a certain minimum return with their group insurance policies. We try to help you with this by offering an attractive overall return.

What can I do to avoid shortfalls in the minimum guaranteed return?

Always try to pay your premiums by the premium due date, as the guaranteed minimum is calculated from that date. We also recommend informing us as soon as an employee joins or leaves the company.

What consequences does the unit status for blue-collar and white-collar employees entail for my group insurance? Do I need to take any action?

Since 1 January 2015, it is forbidden for employers to treat blue-collar and white-collar employees differently in group insurance policies. Pension schemes entered into after 1 January 2015 should not contain any such discrimination. Schemes entered into before this date containing any such discrimination must be updated accordingly by 2025.

Who can help me with this?

Your KBC Insurance agent or KBC intermediary will be more than happy to help you. In the event of any distinction between blue-collar and white-collar employees, we will gladly help you with the development of a harmonisation process in order to gradually eliminate this distinction by January 2025.

Are employer contributions for my employees’ group insurance also included under the wage standard?

Yes, employer contributions for group insurance or group hospitalisation insurance are included under the wage standard.
The wage standard sets the maximum level by which wage costs may increase, over and above indexation and across-the-board salary increases. For 2019-2020, this is 1.1% of the gross payroll. If you have any questions, contact your company’s social secretariat.

Can’t find what you’re looking for?

Your KBC intermediary will be more than happy to help you.

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