Compliance with employment legislation goes beyond the timely submission of declarations and notifications.
In the event of a labour inspection, businesses must be able to demonstrate that all employees are legally employed and that the required employment documentation is properly maintained and readily available.
Failure to provide the necessary records during an inspection may expose employers to compliance risks, administrative penalties and unnecessary operational disruption.
Why is proper employment documentation important?
With the ongoing digitalisation of employment records through ERGANI II and the increasing focus on labour compliance, employers are expected to maintain complete and accurate documentation for every employment relationship.
Having the appropriate records readily available helps businesses:
- Demonstrate lawful employment practices.
- Reduce the risk of penalties and administrative sanctions.
- Facilitate labour inspections and compliance reviews.
- Strengthen overall HR and employment law compliance.
Which documents should be readily available?
Depending on the nature of the employment relationship, employers should ensure that the following documentation is properly maintained and accessible.
Employment agreements
Employment agreements and the essential terms of employment constitute the foundation of a lawful employment relationship.
Hiring declarations and employment records
Employers should verify that all hiring notifications and employment-related changes have been correctly submitted through the ERGANI II information system, where applicable. Maintaining accurate employment records is essential in demonstrating compliance during an inspection.
Employee identification documents
Employers should be able to provide the necessary identification details for their workforce when requested by the competent authorities.
Work authorisation and residency documentation
Where employees are non-EU nationals or otherwise require specific authorisation to work, businesses should maintain the appropriate documentation evidencing their legal right to reside and work in Greece.
What should employers review today?
Businesses are encouraged to assess whether:
- Employment agreements are available for all employees.
- Employment records are accurate and up to date.
- Employee identification documentation is properly maintained.
- Work authorisation and residency documents are available where required.
- Documentation can be produced promptly in the event of an inspection.
Preparation before an inspection is the best protection
Employment compliance is not limited to administrative filings.
The ability to provide supporting documentation quickly and accurately during an inspection is a key component of effective workforce management and regulatory compliance. A well-organised documentation process helps reduce risk, avoid unnecessary penalties and ensure business continuity.
How AFS Can Support Your Business
At AFS, we support businesses in navigating HR, payroll and employment law requirements, helping employers remain compliant with an evolving regulatory environment.
Our consultants work closely with organisations to assess compliance risks, review internal processes and ensure that the necessary documentation and procedures are properly structured and readily available whenever needed.
