Complete Guide to Contract Authentication on Qiwa Platform 2026 | Steps, Requirements & Penalties
30 minutes ago
Are you facing difficulties authenticating your employees’ contracts on the Qiwa platform? Are you concerned about non-authentication violations and Ministry of Human Resources penalties? Do you need a practical guide explaining the electronic contract authentication steps from start to approval?
At HR360 Solutions, we provide comprehensive consulting services in human resources and labor law compliance across Riyadh and the Kingdom, including employment contract authentication on the Qiwa platform, pre-authentication contract review, Nitaqat violation monitoring, labor dispute representation, and ensuring your establishment’s full compliance with Ministry of Human Resources regulations.
- Electronic employment contract authentication on Qiwa for Saudis and non-Saudis.
- Legal review of employment contracts before authentication to protect employer rights.
- Resolving pending contract issues and non-responsive employees on Qiwa.
- Authentication ratio monitoring and ensuring Nitaqat program compliance.
- Labor law and social insurance consulting.
- Establishment representation in labor complaints and court cases.
Need help authenticating your employees’ contracts or reviewing contracts before authentication?
What Is Qiwa Platform and What Is Its Role in Contract Authentication?
Qiwa Platform is the unified digital portal for labor market services in the Kingdom of Saudi Arabia, affiliated with the Ministry of Human Resources and Social Development. The platform enables establishments to create and electronically authenticate employment contracts, manage contractual relationships with employees, and automatically link data with the General Organization for Social Insurance and the Nitaqat program.
Since the launch of the “Contract Management and Authentication” service in December 2023, the platform has witnessed the creation and renewal of over 12 million authenticated employment contracts electronically. As of April 15, 2026, authenticating Saudi employees’ contracts through Qiwa has become a basic requirement for counting them in Saudization ratios under the Nitaqat program, making compliance vital for every establishment.
Why Has Contract Authentication on Qiwa Become Mandatory?
- Nitaqat Calculation: A Saudi employee is only counted in Saudization ratios if their contract is authenticated on Qiwa.
- Legal Protection: An authenticated contract is considered an official document before labor courts and judicial authorities.
- Avoiding Penalties: Non-authentication exposes the establishment to financial penalties of up to 700 SAR per employee.
- Data Transparency: Direct linkage with social insurance ensures accurate calculation of contributions and pensions.
- Ease of Management: Contract modifications, terminations, and renewals are done electronically without paperwork.
Types of Employment Contracts on Qiwa Platform
Before starting contract authentication on the Qiwa platform, you should know that the system supports multiple types of contracts, each with its own conditions and uses. Choosing the wrong type may lead to contract rejection or Nitaqat issues:
Fixed-Term Employment Contract
Used for temporary, seasonal, or project-specific jobs. The start and end dates must be clearly specified. It can be renewed by mutual agreement. Maximum duration is 4 years according to Saudi labor law.
Indefinite-Term Employment Contract
The most common type for permanent positions. Not tied to a specific time period and can be terminated with prior written notice (30 days for Saudis, 60 days for non-Saudis) or for cause.
Flexible Contract (Part-Time)
Suitable for work with fewer hours than standard working hours (less than half-time). Salary is calculated hourly. Maximum 160 hours per month for an individual in one or more establishments. Counted in Nitaqat after completing 160 hours.
Remote Work Contract
Concluded for employees working outside the company’s premises. The work location (city), working hours, and salary must be clearly specified. Subject to the same provisions of labor law with consideration for remote work conditions.
Training and Qualification Contract
Concluded between the establishment and the trainee to prepare them for a specific profession. The profession type, training duration, and monthly allowance must be specified. Not considered a full employment contract but subject to Ministry of Human Resources oversight.
Temporary Employment Contract (90 Days)
For work that is limited by nature and does not exceed 90 days. Has conditions related to visa and residency and cannot be converted to a permanent work visa. Typically used for seasonal tasks or temporary expertise.
Requirements for Employment Contract Authentication on Qiwa
The Ministry of Human Resources and Social Development sets a set of employment contract authentication requirements before allowing the contract to be sent to the employee. Failure to meet any requirement leads to automatic contract rejection:
Basic Requirements for Authentication
- Complete Contract Data: The contract must include: employer and company name and address, employee name, nationality, and ID number, nature and location of work, basic salary, allowances, and payment method, contract type (fixed/indefinite), working hours and leave, and termination conditions.
- Active Establishment: The establishment must be registered in the commercial registry and actually active, not suspended.
- No Multiple Contracts: The employee must not be bound by another active and authenticated employment contract on the Qiwa platform.
- Compliance with Regulations: The contract must comply with Saudi labor law and the executive regulations issued by the Ministry.
- Arabic Language: The contract must be written in Arabic. It can be translated after authentication if needed.
- Both Parties’ Approval: The contract must be sent to the employee and their electronic approval obtained through their Qiwa Individual account.
Important Notice: Mandatory Authentication Percentages
The Ministry of Human Resources has mandated establishments to authenticate 100% of employees’ contracts (Saudis and non-Saudis) through the Qiwa platform. As of April 15, 2026, authenticating Saudis’ contracts has become a basic requirement for counting them in the Nitaqat program. Establishments that do not comply with this requirement face downgrading in Nitaqat and loss of associated benefits.
Steps to Authenticate a Contract on Qiwa Platform (Practical Guide)
Contract authentication on the Qiwa platform is done completely electronically without the need to visit any branch. Here are the detailed steps for the employer:
Step 1: Log in to Qiwa Platform
Access Qiwa Platform through the National Single Sign-On using the employer’s account linked to the establishment. Ensure that the establishment’s data (commercial registry, national address) is up to date.
Step 2: Select Contract Management and Authentication Service
From the main dashboard, go to “Services” then select “Contract Management and Authentication.” A list of employees linked to the establishment (registered in social insurance) will appear.
Step 3: Create a New Contract or Authenticate an Old One
Select “Create New Contract” for new employees, or “Authenticate Existing Contract” for old paper contracts. To authenticate an old contract, enter the start date as stated in the original contract, and the latest salary due to the employee after increases and promotions.
Step 4: Fill in Contract Data
Enter the following data accurately:
- Job Title: Select the title from the approved occupations list.
- Contract Type: Fixed-term / Indefinite / Flexible / Remote.
- Basic Salary: Must not be less than the minimum wage (4,000 SAR for Saudis in Nitaqat).
- Allowances: Housing, transportation, and other allowances.
- Start and End Date: (For fixed-term contracts).
- Working Hours: Daily and weekly.
- Annual Leave Duration: According to labor law (21 days, increasing to 30 after 5 years).
Step 5: Review and Send Contract to Employee
Review all data before sending. After confirming accuracy, click “Send.” The employee will receive a text notification and a notification in the Qiwa Individual app asking them to review the contract and approve, reject, or request modification.
Step 6: Approve Contract After Employee Approval
Once the employee approves electronically through their Qiwa Individual account, authentication is done automatically and the contract becomes approved by the Ministry of Human Resources. You can download a PDF copy of the authenticated contract and save it in the employee’s file.
Is Contract Authentication on Qiwa Free?
Yes, the electronic contract creation and authentication service on the Qiwa platform is completely free for all establishments. There are no fees for issuing, renewing, or modifying a contract. However, the penalties resulting from non-authentication are what cost the establishment financially.
Qiwa Employment Contract Template (Basic Clauses)
Although Qiwa provides a unified employment contract template electronically, understanding the basic clauses helps you avoid errors when filling. Here are the clauses that must be reviewed before sending any contract, taking into account employee rights under Saudi labor law to ensure contract compliance with regulations:
| Clause | Description | Important Notes |
|---|---|---|
| Parties’ Data | Establishment name, commercial registry, employee name, ID/residency | Data must match social insurance records |
| Job Title | Approved occupation in the occupations system | Wrong selection affects Nitaqat and insurance |
| Contract Type | Fixed/Indefinite/Flexible/Remote | Determines termination rights and benefits |
| Basic Salary | Monthly basic salary | Must not be less than 4,000 SAR for Saudis |
| Allowances | Housing, transportation, nature of work, others | Calculated in total salary but differ in insurance |
| Start Date | Actual commencement day | Important for calculating leave and benefits |
| Contract Duration | For fixed-term only (in months or years) | Maximum 4 years |
| Working Hours | Daily and weekly attendance | 8 hours daily / 48 weekly (maximum) |
| Annual Leave | 21 days (increases to 30 after 5 years) | Must be explicitly specified |
| Termination Conditions | Notice period, compensation, end-of-service | Must comply with labor law |
Penalties for Non-Authentication of Contracts on Qiwa 2026
The Ministry of Human Resources has mandated establishments to electronically authenticate employment contracts and set financial penalties for violators. The penalty varies according to establishment size and the number of employees with non-authenticated contracts:
| Violation Description | Category C (20 or less) | Category B (21-49) | Category A (50 or more) |
|---|---|---|---|
| Failure to authenticate employees’ contracts electronically | 300 SAR per worker | 500 SAR per worker | 700 SAR per worker |
| Failure to use Arabic language in contracts | 300 SAR | 500 SAR | 700 SAR |
| Failure to pay employee dues after relationship ends | 1,000 SAR per worker | 2,000 SAR per worker | 3,000 SAR per worker |
Additional Consequences of Non-Authentication
- Suspension of electronic services from the Ministry of Human Resources and Social Insurance.
- Non-counting of Saudi employees in the Nitaqat program (downgrading).
- Deprivation of “Hadaf” support and Saudization programs.
- Legal risks if labor claims are filed without an authenticated contract.
- Administrative court appeal does not stop penalty execution unless ordered by the court.
Common Contract Authentication Problems and Solutions
Many establishments face technical or procedural obstacles that prevent completing authentication. Understanding these problems and their solutions saves weeks of delay:
Problem: Contract Pending Employee Approval
Cause: You sent the contract to the employee but they haven’t checked their Qiwa Individual account.
Solution: Contact the employee directly and ask them to log in to the Qiwa Individual app. If they don’t respond within 10 days, the contract is automatically cancelled and must be resent.
Problem: Employee Rejects the Contract
Cause: The employee believes the salary, job title, or allowances do not match their verbal agreement.
Solution: Review the contract data with the employee, modify what is mutually agreed upon, then resend the contract. If rejection continues without legitimate cause, the relationship can be terminated according to labor law.
Problem: Employee Does Not Appear in Establishment List
Cause: The employee is not registered in the General Organization for Social Insurance, or is registered in another establishment.
Solution: Ensure the employee is registered in social insurance under the establishment’s number. If registered in a previous establishment, their services must be transferred first.
Problem: Job Title Does Not Match Insurance Records
Cause: The title selected in Qiwa differs from the title registered in the social insurance file.
Solution: Update the job title in social insurance first, then wait for synchronization (24-48 hours), then recreate the contract in Qiwa.
Problem: Modifying Contract After Authentication
Cause: Salary increase or job title change after contract approval.
Solution: The authenticated contract can be modified through the “Modify Contract” service in Qiwa. The modification is sent to the employee for approval, and if approved, the modification is adopted. If rejected, the old contract remains in effect.
Linking Contract Authentication to Nitaqat and Social Insurance
One of the most important features of the Qiwa platform is the electronic linkage between employment contracts and other government systems. This linkage directly affects your establishment’s classification and employees’ rights. For complete insurance details, review Social Insurance Guide for Establishments 2026:
- Nitaqat Program: As of April 2026, a Saudi employee is only counted in Saudization ratios if their contract is authenticated on Qiwa. Establishments that do not authenticate their employees’ contracts lose points in Nitaqat and may move to the red or yellow zone.
- General Organization for Social Insurance: Once the contract is authenticated, data is automatically synchronized with insurance. This ensures accurate calculation of subscription periods and affects pension and end-of-service benefit calculations.
- Wage Protection: The authenticated contract in Qiwa is the basic reference when examining the Wage Protection file, where the transferred salary must match the declared wage in the contract. For more on salary organization, see Payroll Management System and Wage Protection Compliance.
- Work Visas: To issue or renew a work visa for a non-Saudi, their contract must be authenticated on Qiwa and match Jawazat data.
Professional Tips for Successful Authentication on Qiwa
Based on our experience at HR360 Solutions helping hundreds of establishments manage their contracts on Qiwa, here are the most important tips. Remember that HR officer duties include monitoring authentication as a daily priority to ensure compliance:
- Review the contract before sending: Any error in salary or job title may lead to contract rejection or subsequent dispute.
- Update insurance data first: Ensure the employee’s data in social insurance matches Qiwa data.
- Authenticate old contracts immediately: Don’t wait for the paper contract to end. Authenticate it in Qiwa while preserving the original start date.
- Monitor sent contract validity: A sent contract loses validity after 10 days if the employee does not respond.
- Keep a PDF copy: After authentication, download a copy of the contract and save it in the employee’s electronic file.
- Review authentication ratios monthly: Ensure your establishment’s contract authentication ratio is 100% to avoid penalties and ensure stable Nitaqat classification.
Want to guarantee authentication of all your employees’ contracts on Qiwa without errors or delays?
Frequently Asked Questions About Contract Authentication on Qiwa
What is Qiwa platform?
Qiwa is the unified digital portal for labor market services in Saudi Arabia, enabling establishments to create and electronically authenticate employment contracts and link them with social insurance and Nitaqat.
Is contract authentication on Qiwa mandatory?
Yes, the Ministry of Human Resources has mandated all establishments to electronically authenticate employment contracts through Qiwa. As of April 2026, authenticating Saudis’ contracts is required for counting them in Nitaqat.
What are the steps to authenticate an employment contract on Qiwa?
Log in to Qiwa, select contract management and authentication, enter employee data, fill in contract details, send it to the employee for approval, then it is automatically authenticated after both parties approve.
What is the penalty for not authenticating contracts on Qiwa?
Penalties vary by establishment size: 300 SAR for Category C (20 or less), 500 SAR for Category B (21-49), and 700 SAR for Category A (50 or more) per non-authenticated worker.
Can an old or paper contract be authenticated on Qiwa?
Yes, existing contracts can be authenticated by entering the original start date and the latest salary due to the employee after increases.
What is the mandatory contract authentication percentage?
Establishments must authenticate 100% of their Saudi and non-Saudi employees’ contracts. Non-compliance exposes the establishment to penalties and Nitaqat downgrading.
Can an authenticated contract be modified on Qiwa?
Yes, the contract can be modified and sent to the employee for approval. If approved, the modification is adopted; if rejected, the old contract remains in effect.
What is the validity period of a sent employment contract on Qiwa?
10 working days. If the employee does not respond within this period, the contract is automatically cancelled and must be resent.
Is contract authentication on Qiwa free?
Yes, electronic contract creation and authentication is completely free. Only penalties cost the establishment when non-compliant.
What happens if the employee refuses to authenticate the contract?
If the employee refuses the contract without legitimate cause, the employer can terminate the relationship according to labor law. If the refusal is due to contract mismatch with the agreement, the contract must be modified and resent.
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Authenticate Your Employees’ Contracts with Confidence and Protect Your Establishment
Don’t let contract authentication become a barrier to your establishment’s growth. The HR360 Solutions team is ready to help you authenticate all your employees’ contracts on the Qiwa platform, review contracts before authentication, resolve pending issues, and ensure your full compliance with Ministry of Human Resources regulations. Book your free consultation now.