Novelties and Contract Modifications - Colombia

How do I report a novelty?

Novelties such as sick leave, reimbursement for prepaid medicine or other authorized expenses, resignations, payroll account changes, AFC contributions, etc., must be reported through the following form:

Report Novelty here.

The corresponding supporting document must be uploaded in the form. This report must be submitted by the 5th of the month to be included in that month's payroll.

Important: If submitted after the 5th, it will be processed in the following month’s payroll.

Types of novelties you can report

• Vacations
• Medical leaves
• Prepaid medicine reimbursements
• Other authorized reimbursements
• Bank account changes
• Change of residence address
• Marital status updates
• Voluntary resignation
• Change in EPS, pension, or severance affiliation (Colombia)

Novelty reporting process

1. Client submits the novelty: Through the platform (Typeform). Novelties including payments (e.g., extra working hours, bonuses, commissions, reimbursements, paid leave, salary changes) must be submitted before the 5th calendar day of each month.
2. Review: On the 6th of each month, the EC Analyst and payroll specialist review and audit all novelties received.
3. Payroll processing: The payroll team processes the novelties, reports them to legal entities, and sends them to the taxes team.
4. Payment dates:
   • Biweekly contracts: payments on the 15th and the second to last week of the month.
   • Monthly contracts: payments in the last week of the month.
5. Billing and audit: Once everything is reviewed, the payment link is sent to the client.

Note: No off-cycle payments. Novelties received after the 5th are included in next month's payroll.

Contract Modifications

If there are changes in contract conditions (role, salary, duration, or type), the client must inform OnTop. The process works as follows:

1. Client informs OnTop of the modification (e.g., role change, salary increase, contract extension or type change).
2. The Employee Care Analyst prepares a contract amendment document called “Otro Sí”.
3. The document is sent for internal validations and approval.
4. The employee receives the amendment via ZapSign for review and signature.
5. Once signed, the agreement becomes effective.