Electronic access to the Social Insurance Agency: setting it up

Electronic access to the Social Insurance Agency (Sociálna poisťovňa) is practically indispensable today for employers and self-employed persons (SZČO) alike. Most submissions – registrations, deregistrations, monthly reports and registration forms for individuals – are made electronically. In this article, we explain how to set up access and what you need for it.

Why electronic access is necessary

Employers are obliged to communicate with the Social Insurance Agency electronically. Without access set up, it is not possible to file reports or register employees on time, which leads to penalties. For self-employed persons too, electronic communication is more convenient, faster and easier to keep track of than paper forms. Your submissions are delivered instantly, you can see the history of your communication, and the Agency delivers decisions directly to your mailbox, so you will not miss any important document or deadline.

Two routes to access

The Social Insurance Agency provides access in two ways: through its own portal (on the basis of an agreement on the use of electronic services) or via an electronic mailbox on the Central Public Administration Portal (Ústredný portál verejnej správy) with an eID card. The choice depends on how often and to what extent you make submissions, how many employees you have, and whether you handle the communication yourself or through an external payroll accountant. For a company with several employees, direct access through the Agency’s portal is generally more practical.

• Social Insurance Agency portal – agreement on electronic communication
• eID card with a card reader and an activated certificate
• the option of authorising an accountant or payroll accountant

How to set it up

1. Submit an application or, as the case may be, conclude an agreement on the use of electronic services with the Social Insurance Agency.
2. Register the authorised persons who will submit documents on behalf of the company.
3. Activate the login details and test your first login.
4. Set up the filing of reports and registration forms for individuals.

Authorising your accountant

If your payroll and contributions are handled by an external accounting firm, you can authorise it to submit documents on your behalf. In practice, this means that your payroll accountant deals with registrations, deregistrations and reports directly, without you having to log in to the system yourself. This saves you time and reduces the risk of careless mistakes.

Common complications

The most common problems relate to an expired eID certificate, a change of statutory representative or incorrectly set authorisations. These matters are worth dealing with in good time, not just before a report deadline, when there is no longer time to put them right.

• keep an eye on the validity of the certificate on your eID
• update authorisations when the statutory representative changes
• set up access before your first deadline comes round

Security and records of access

Electronic access is a sensitive matter – it allows documents with legal effect to be submitted. So be careful about whom you authorise, and revoke access promptly when an employee leaves or when you stop working with an accountant. Do not share login details, and check regularly which persons have access to the system. We recommend keeping an internal record of authorisations and setting up notifications of the upcoming expiry of the certificate. This way, you avoid finding out just before a report deadline that nobody is able to log in to the system and that you are at risk of filing late.

Summary

Electronic access to the Social Insurance Agency is the foundation of trouble-free communication and of meeting your contribution obligations on time. At Bilvao, we help clients set up access, take over the authorisation to file, and look after reports and deadlines. Check the specific procedure and technical requirements for the current period directly on the Agency’s portal.

Related articles: Contribution relief for new entrepreneurs, Registering and deregistering an employee with the Social Insurance Agency, Unemployment insurance: conditions of entitlement.

Frequently asked questions

Do I need an eID card for electronic access to the Social Insurance Agency?

Not necessarily. Access can also be set up through the Social Insurance Agency’s portal on the basis of an agreement on the use of electronic services. An eID card is needed mainly for communication via the electronic mailbox on the Central Public Administration Portal.

Can an accountant file reports on my behalf?

Yes. You can authorise an external accounting or payroll firm to submit registrations, deregistrations and monthly reports on your behalf. In practice, all electronic communication with the Social Insurance Agency will then be handled by your payroll accountant.