Documents you need to upload
Why Vaskeladden needs HMS cards, certificates of insurance, payslips, and employment contracts, and how you upload them
Looking for information on how to invoice? See Invoicing and settlement for partners. This page applies to HMS and company documentation.
Vaskeladden must be able to verify that partners comply with requirements for HMS and pay and working conditions. The Norwegian Labour Inspection Authority calls the compliance check for pay and working conditions duty to ensure compliance (påseplikt). HMS cards are required by the regulations for approved cleaning enterprises. The requirement of at least 5 million NOK in liability insurance per claim event is a separate condition set by Vaskeladden to cover risk on assignments. Therefore, we request four types of documentation in the partner portal:
| Document | What you must upload |
|---|---|
| HMS card | 2 different, valid cards as a spot check |
| Certificate of insurance | 1 valid certificate of liability insurance with at least 5 million NOK in coverage per claim event |
| Payslips | The 2 most recently issued payslips for cleaners |
| Employment contracts | 2 current employment contracts for cleaners |
Payslips and employment contracts are used solely to verify whether the general application of pay and working conditions is fulfilled. The result of the compliance check may determine whether the enterprise is ready for new assignments, but the documents are not used for other purposes. The HMS card and certificate of insurance are used to check the other two requirements in the table. If anything is missing, new assignments may be held back until we have clarified the matter with you.
Open Documentation in the partner portal. Use Upload document under the correct document type, or Replace to update a file.
HMS card
The HMS card shows who the cleaner is, which enterprise the person works for, and that the enterprise and person are registered in the necessary public registers. Everyone performing cleaning work must have a valid HMS card and wear it visibly on the job.
How to upload an HMS card
- Open Documentation in the partner portal.
- Find HMS card, and select Upload document.
- Select the photo or scan of the card you wish to upload.
- Check the status next to the document type after uploading. Use Replace when updating a file with a new card.
If you need help with the upload, describe the issue under Messages. The card itself should be uploaded under Documentation.
Certificate of insurance
Liability insurance can cover liability in accordance with the insurance terms if the enterprise or an employee damages persons or property during an assignment. At least 5 million NOK in coverage per claim event is Vaskeladden's requirement for partners.
If damage occurs
Register the damage as a deviation in the partner portal. Describe what happened and attach relevant photos to the case. Follow up clarifications with Vaskeladden in the same thread. Liability and any financial consequences are clarified based on the case and your agreement.
See Deviations and communication for how to report and follow up on the case.
Payslips
Vaskeladden uses the two most recently issued payslips for cleaners to verify that the partner's employees receive the pay and working conditions that apply in the cleaning industry. A payslip must show how gross pay, deductions, net pay, and holiday pay are calculated.
Employment contracts
All employees must have a written employment contract. Among other things, the contract states who the employer is, what the work involves, working hours, employment percentage, and pay terms.
Official links
- Apply for approval as a cleaning company
- The Norwegian Labour Inspection Authority on HMS cards and QR codes as temporary documentation
- Order HMS card
- The Norwegian Labour Inspection Authority's information on pay and payslips
- The Norwegian Labour Inspection Authority's templates for employment contracts
- Current minimum wage in the cleaning sector
- Documentation duty and data minimization in Section 6a of the Duty to Ensure Compliance Regulations
- Use and deletion of documentation in Section 10
- Duty of confidentiality in Section 11
- The Norwegian Data Protection Authority's data protection principles
Need help? Start a conversation under Messages in the partner portal. Use kontakt@vaskeladden.com if you are unable to log in.
Read more
- How to get the documents: step-by-step help to get HMS cards, certificates of insurance, payslips, and employment contracts.
- Redact information in the documents: what to redact before uploading, and how Vaskeladden uses and deletes the documents.
- Documentation for small businesses: what to do with fewer than two cleaners or no employees.