Document management is one of the top priorities for which human resources and accounting departments in companies spend the most time. Chasing down employees every month to get them to sign their pay stubs, communicating new internal company policies, or managing disciplinary processes when necessary places a significant operational burden on employers.
However, with Law No. 7555, published in the Official Gazette on July 24, 2025, a brand-new digital era has begun that will make these processes incredibly easier for employers. With this new regulation, it is now much easier to streamline business processes and ensure legal compliance.
What Does the New Regulation Tell Us?
With the amendment to Article 109 of the Labor Law No. 4857, titled “Written or Electronic Notification,” the procedures for notifications that employers must provide to their employees have been expanded. The key rules for this new period are as follows:
- Legal Notice via KEP: Subject to the employee’s written consent, notices may be sent via a Registered Electronic Mail (KEP) account, which serves as legal evidence.
- Verifiable Delivery: Messages sent via KEP constitute legal evidence, including the transmission and delivery of the message.
- Exception - Termination Notices: Notices that result in the termination of an employment contract must be provided in writing in all cases, not via KEP.
- Covering Costs: The costs associated with employees' use of the KEP system will be fully covered by the employer.
- Status of Refusal to Sign: As was the case under the old system, if the person who receives written notice does not sign the document, this fact will continue to be recorded in a written report on the spot.
The Significant Benefits of KEP in Court Proceedings and SGK Audits
The most common issues encountered in expert examinations and forensic accounting processes are the loss of physical documents, the denial of signatures, or the inability to prove the dates of service. Employers who transition to the KEP system gain the following advantages in the event of a potential labor dispute:
- Conclusive Proof with a Timestamp: KEP messages are stamped with a "timestamp" indicating the exact second they were sent and when they reached the recipient's account. Claims by employees such as “I didn’t see my pay stub,” “I wasn’t aware of the notice,” or “the new work schedule rules weren’t communicated to me” are immediately refuted in court.
- Transparency in SGK Audits: In the event of a Social Security Institution (SGK) audit, all documents to be presented to the auditors are available in digital format and cannot be altered. The risk of missing signatures or lost pages is reduced to zero.
- Saving on Notary Fees: Instead of going through a notary every time a standard warning or notice of policy is to be issued to employees, legal service of process can be carried out via KEP in a matter of seconds and at a very low cost.
What Should Employers Do Right Now?
Businesses that wish to take advantage of the benefits of this system should take the following steps as soon as possible:
- Obtain Written Consent from Staff: The law requires, as a prerequisite for electronic notification, the "written consent of the employee." Obtain a consent form from all current and new employees regarding notification via KEP.
- Set Up the KEP Infrastructure: Set up KEP accounts for all employees at your company. Remember, by law, all costs associated with using the KEP system must be covered by the employer.
- Update Your Human Resources Processes: After payroll calculations are completed, complete the software integrations (via e-transformation portals) that will enable pay stubs to be sent in bulk via KEP.
- Be Aware of Termination Procedures: Even if you switch to using KEP, be sure to include in your internal procedures that you will continue to provide written notices with wet signatures for termination (dismissal) proceedings.
Don’t delay your digital transformation efforts—leave traditional, cumbersome paper-based processes behind and shield your business with a steel-strong legal armor. You can contact us for professional support regarding the financial, legal, and operational setup phases of the process.