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.

Please contact your KBC intermediary. They’ll be more than happy to help you. Users can be added by the administrator of your company’s KBC Business Dashboard, and your legal representative can be authorised to grant access to users to manage certain policies.

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 information pertaining to your employees in the 'Manage employees' menu. For example, you can:

  • add new employees or update information on employees leaving the company;
  • record adjustments to an employee’s employment percentage;
  • enter or update information regarding an employee’s work disability.

2. Viewing and downloading detailed documents

Under ‘Documents and files’, you will find:

  • detailed premium statements, conveniently stored in a separate CSV file for each set of regulations, each employee and each type of cover (both for the current invoicing periods and adjustments to previous invoicing periods);
  • quarterly and annual statements from the National Social Security Office (RSZ).

3. Viewing your KBC Group Hospitalisation Insurance

Under ‘Documents and files’, you will find:

  • premium statements of the policy members; 
  • an overview of the employees who have joined the policy but are still pending medical acceptance.

4. Practical overviews

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

  • the group insurance policies of all companies in your Business Dashboard;
  • the members of each policy;
  • details of each employee, such as pension reserves and types of cover taken out.

Managing your group insurance on the KBC Business Dashboard

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 policies 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 information about their pension reserves and types of cover taken out will pop up on your screen.

For more details on the premiums payable by each employee, 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 > Group insurance premium statement

In this section, you will find detailed statements for each set of regulations with the premiums payable by each employee and for each type of cover, both for the current invoicing periods and adjustments to previous invoicing periods.

To receive e-mail notifications when new documents are available, enter your e-mail address under 'Task overview'.

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 amounts you need to file with the NSSO 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 record updates to my employees’ gross wages?

1. Log in to the KBC Business Dashboard
2. Go to 'Insurance' > ‘Overview of group insurance policies and wages', click on your group insurance policy and > ‘Record wages'

You will be notified if a wage increases by more than 10% or decreases by more than 5% from the previous wage. After clicking on ‘Save', you will receive confirmation that your details have been sent.

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. Click on the relevant employee’s name
  4. Click on the ‘Termination of employment'
  5. Enter the relevant details 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. Click on the relevant employee’s name
  4. Click on ‘Death’ and enter the relevant details
  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 ‘Adjust employment percentage' and specify 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 ‘Update work disability' tile.

Under ‘History/future', you can view their previous employment percentage or their planned percentage of employment 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' tile and enter the relevant details
  5. Click on ‘Save’

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 ‘Update personal details' tile and enter the relevant 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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