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 a digital portal where you can efficiently manage all of your company’s banking and insurance matters, including your group insurance policy.

If you’re interested in using the KBC Business Dashboard , feel free to 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.

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

Only registered users have access to the group insurance and/or the group hospitalisation insurance features. Contact your company’s Business Dashboard administrator who is authorised to add users and grant access to the group insurance and/or the group hospitalisation 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 intermediary will be happy to help you to arrange the necessary power of attorney. These authorisations are needed because, as a user, you have access to confidential information such as salary information.
Tip: assign the powers of attorney for your group insurance and group hospitalisation insurance policies to the same person or persons. This makes it easier to manage your employees’ data.

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

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

  • Annually submit your employees’ new salaries for your Team/Keyman Benefit Plan with salary management
  • Upload and view Bonus documents for your Team Benefit Bonus

2. Viewing and downloading detailed documents

Under ‘Documents and files’, you will find:

  •  Premium payment notices: the amount(s) due for your group insurance policy for each invoicing period
  •  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/NSSO)

3. Viewing your KBC Group Hospitalisation Insurance

Under ‘Documents and files’, you will find:

  • Members’ premium statements
  • An overview of all members, including of members pending medical acceptance

4. Online views

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

  • The Team Benefit Plan/Bonus and Keyman Benefit plan group insurance policies for which you have a power of attorney (for 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

Viewing and managing your group insurance and/or your group hospitalisation insurance policy on the KBC Business Dashboard

Viewing documents and/or files

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

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

 

More than 3 users or companies?

If you need to keep more than three users or companies up to date, enter your company’s general e-mail address. The notification e-mail we send you will specify for whom 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 groupinsurance documents and/or files for which you have been granted a power of attorney. 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.
Tip: assign the powers of attorney for your group insurance and group hospitalisation insurance policies to the same person or persons. This makes it easier to manage your employees’ data.

Where can I find the invoice or the premium payment notice?

For my group insurance For my group hospitalisation insurance

1. Log in to the KBC Business Dashboard

2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Group insurance’

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.

 

1. Log in to the KBC Business Dashboard

2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Group hospitalisation insurance’

You will find the premiums, detailed list of the premiums, a list of all the members and new members pending medical acceptance (employees or family members) under ‘Premium payment notice’.

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

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

  1. Log in to the %%product.businessdashboard%
  2. Go to ‘Insurance’ > ‘Overview of group insurance policies’.

If you’re looking for details on a specific member of your Team/Keyman Benefit Plan or Team Benefit Bonus, just look up their name in the list, click on their name, and information about the 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’ > ‘Premium payment notice’.

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

  1. Log in to the %%product.businessdashboard%
  2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Hospitalisation insurance’ > ‘Recent Documents’
This section contains the most recent premium payment notice, including premium details, as well as a ‘members overview’ and ‘members pending medical acceptance’.
 
Both recent and older documents can be found under ‘Premium payment notice’.

Where can I find more information about the premiums payable?

For my group insurance

For my group hospitalisation insurance

1. Log in to the KBC Business Dashboard

2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Group insurance’ > ‘Premium payment notice’

In this section, you will find the premium payment notices and premium statements for each set of regulations.

 

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.

1. Log in to the KBC Business Dashboard
2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Hospitalisation insurance’ > ‘Premium payment notice’
In this section, you will find the premium payment notices and premium statements for each set of regulations.
 

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

In their group insurance

In their group hospitalisation insurance

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

Not applicable 

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

For your group insurance

For your group hospitalisation insurance

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

 

Not applicable

Managing your group insurance

How do I sign up new employees?

1. Log in to the KBC Business Dashboard
2. Go to ‘Insurance’ > ‘Manage employees’ > ‘+ New employee’
3. Fill in the relevant fields
4. Specify the policy/policies your employee wants to join
5. Check whether all information has been entered correctly and 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 ‘Termination of employment’ tile
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 ‘Death’ tile and enter the requested data
5. Click on ‘Save’
 

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
Click on the ‘Change personal data’ tile 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 Business Dashboard. Please feel free to e-mail such updates to your KBC intermediary or the team managing your group insurance policy. We’ll let you know as soon as this option is available in the Business Dashboard.

What do I need to do when an employee retires?

For your group insurance

For your group hospitalisation insurance

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), please inform us immediately. Go to ‘Insurance’ > ‘Manage employees’ > ‘Termination of employment’.

To update information regarding employees signed up to the group hospitalisation insurance, you need to upload a file with personnel changes to the Business Dashboard.

1.     Log in to the KBC Business Dashboard

2.     Go to ‘Insurance’ > ‘Documents and files’ > ‘Hospitalisation insurance’ > ‘Personnel changes’

3.     Click on ‘Download personnel changes template’ to download the file

4.     Complete the template with the relevant personnel changes and upload the file

 

 

 

 

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.

Other features for managing your group insurance policies

How do I update 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’ > ‘Register salaries’ and click on the group insurance policy number for which you want to register salaries.
Here you can enter the new 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, go to ‘Annual management of salaries and bonuses’ > ‘Register salaries online’ and enter the full-time salary they would be entitled to if they worked full-time. The group insurance premium is calculated based on the full-time salary multiplied by the employment percentage.

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 ‘Change employment rate’ tile 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
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 the 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
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. Kindly request your employee to complete it and send it to KBC.
You will also find it in the KBC Business Dashboard, on the same screen where you update your employee’s work disability status.

Managing your group hospitalisation insurance

  • To update information regarding employees signed up to the group hospitalisation insurance in the Business Dashboard, you need to upload a file with personnel changes.
    1. Log in to the Business Dashboard
    2. Go to ‘Insurance’ > ‘Documents and files’ > ‘Hospitalisation insurance’ > ‘Personnel changes’
    3. Click on ‘Download personnel changes template’ to download the file
    4. After completing the template with the relevant personnel changes, upload the file to the KBC Business Dashboard.
  • You can also use the KBC Business Dashboard to securely share other documents with us:
    1. Log in to the Business Dashboard
    2.Go to ‘Insurance’ > ‘Documents and files’ > ‘Hospitalisation insurance’ > ‘Personnel changes'
    3. Click on the ‘Upload other document or file’ button to share the documents or files with KBC:
    a. Insurance scheme membership form
    b. Change of information form
    c. Certificate of previous insurer
    d. Other document

Frequently asked questions about your group insurance

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.