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Don't forget your Reprobel declaration!

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The reprobel declaration. A term that may not sound familiar to many entrepreneurs, but then suddenly the declaration arrives in the mail. What exactly do you have to do with this declaration, what steps do you have to take and above all, do you have to pay anything? We would like to give you an overview of the to do's.  


What is the reprobel declaration?

Last year we informed you in detail about the Reprobel giving (this article can be found in the here read it again for the sake of completeness) about Reprobel for the first time. Reprobel is the institution that is responsible for the collection of reproduction remunerations, in other words remunerations for making prints and photocopies, whether digital or not, of copyright protected works for internal use. The objective of Reprobel is in fact the same as that of SABAM, namely to collect copyrights and redistribute them among the authors. However, this concerns writings (books, articles, etc.) and not music. What is important is that in principle every entrepreneur is obliged to submit an annual declaration.


When to file a tax return?

The deadline for this declaration regarding reference year 2021 is April 15, 2022. However, it is important to note that only if a letter was received with a user name and password, a declaration must be completed. If you did not take any photocopies during the reference year, you will have to submit a zero declaration. If no letter has been received, filing a declaration is not possible. You can of course always file a declaration spontaneously and contact Reprobel for this purpose. If you did receive a letter then you must submit it in time, otherwise you risk a fine.


How to file a tax return?

STEP 1: Log on to the online portal of Reprobel:

STEP 2: Check and complete your billing information under "My Profile" using the "Manage My Profile" button.

It is important to check the Nacebel code. After all, it is important later for the declaration and price of any license.

Here you can also indicate if you have a paper press review or documentation center.

  • Press review: A survey systematically prepared and distributed internally to employees, consisting of photocopies and/or prints in several copies of excerpts from newspapers, weeklies and magazines.
  • Documentation Center: A place in your company where information is made centrally available (for consultation, loan or further internal dissemination) for the benefit of a group of employees or other users.

Both terms have an impact on the cost of the license/declaration.

STEP 3: Start the declaration via the "Go to my declaration" button.

STEP 3a: First, you will be asked to communicate the number of employees. Normally, the category you belong to is automatically filled in correctly based on the Nacebel code checked earlier. The different categories are:

  • (I) Anyone not covered by II or III.
  • (II) Mixed activities: in addition to the mere provision of services or supply of goods, also intellectual services e.g. accountants, architects, engineers, consultants, etc.
  • (III) Purely intellectual services: e.g. lawyers, notaries, etc.

STEP 3b: Now you can choose between the following options:

  • Either choose the license that Reprobel proposes. (1)
  • Either choose the per-copy/print reimbursement scheme or per relevant employee. (2)

The license is more expensive than the fee per copy, but also offers advantages.For example, protected works may be reproduced digitally under this remuneration, which is not permitted under the remuneration per copy.The risk of checks is therefore much smaller, as is the risk of fines and/or rate increases. A tariff increase of 0.1 EUR per page can be imposed.In addition, this provides a simplification in the administrative field. There is no need to keep track of how many copies were taken.

The cost price of the combined license can be found on the website of Reprobel (click here). It ranges from EUR 35 to more than EUR 85, depending on the number of relevant employees.

If you wish to file a zero return then do not choose the combined license. Then in the following steps a lump sum declaration can be submitted per employee or per copy.

  • The flat rate per employee is 8, 12 or 20 EUR depending on the category you belong to.
  • The flat rate per copy is 0.0554 EUR.


Do you have any questions about this or would you like assistance in filing this return? Then contact us here or make an appointment.