Preparing contribution remittance proofs for an inspection week
Labor inspections move quickly; a tidy remittance folder saves the on-site contact from searching through email threads under pressure.
When a labor inspection notice lands, the first scramble is often for remittance proofs. Payment confirmations live in finance inboxes, HR shared drives, and banking portals—rarely in one place.
Build a period folder covering the months named in the notice: labor insurance, health insurance, and pension contribution confirmations, plus the payroll totals that support each remittance. Name files by period and contribution type so anyone can retrieve them.
Cross-check headcount on the remittance against the payroll register for the same month. Inspectors notice when paid contributions cover fewer people than the attendance list suggests.
If a remittance was corrected mid-year, keep both the original and the adjusting payment. Missing the adjustment story creates the appearance of underpayment even when the balance was later settled.
Brief the on-site contact on where the folder lives and who can unlock banking portals. Clarity under time pressure is part of inspection readiness.