Employees work to get paid. Of course, there are other reasons your team members come to the office day in and day out, but the primary goal is to be compensated for their efforts. Business leaders should understand why and how employees become frustrated with the payroll process and how to solve issues with payroll management services. You’ve worked hard to find the right team members for your international operations. Don’t sacrifice your talent by dealing with less-than-stellar payroll management.
We’ve collected the top complaints international employees have with payroll and how to solve them with effective best practices. We have also outlined how working with a professional global payroll management service can make it easy to keep your employees happy.
Whether your company pays semi-monthly, weekly or every two weeks, it’s important to keep a consistent schedule so your employees know when to expect their checks. Inconsistencies will negatively impact employee satisfaction – sometimes dramatically. And repeated goof-ups can be damaging to your organization’s overall morale. Do not underestimate how closely employees tie late and/or incorrect paychecks with their company’s well-being.
For example, if your payroll is late, rumors may start to spread that your company is in financial trouble. As a result, employees may fear the stability of the organization and start seeking new opportunities. This is a dramatic trickle-down effect that has serious consequences.
Tips for Better Timeliness: Create a standard payroll calendar before the beginning of each year. Start by designating your desired pay dates each month. Work backward from these dates to set deadlines for changes, register review, and approval, then funding. Make sure you leave enough time for each of these steps and importantly, consider all the statutory holidays in each country, leaving extra time in the cycle to account for any days off. Depending on how you fund the payroll, you may need to leave extra time for wire transfers and foreign currency exchange before payday. With adherence to a well-planned calendar, you will always pay your team members on time and according to schedule.
An effective consolidated global payroll management software can greatly assist in ensuring that your employees are paid on time and on schedule. With plenty of responsibilities to manage, your in-house team alone may not be able to maintain solid control of the payroll process. It’s especially hard to manage a large team both locally and overseas. Having employees spread over several countries adds to the complexity.
Outsourced payroll services help keep team members happy by providing software for managing the payroll process workflow in each country for each cycle – ensuring you don’t lose track of critical steps and dates. If you employ a professional global payroll management service, your account representative can create your calendars for you, often by using their proprietary software and deep knowledge of local holidays and peculiarities.
The best providers should have your account rep contact you immediately if you should miss a critical date – ensuring you “deliver the goods” on payday, every time.
It’s a horrible feeling to expect one thing and receive another. Especially when it comes to your pay. Yet, one of the largest issues with international and local payroll are pay discrepancies.
For example, if you’re giving performance reviews and rewarding employees with a raise or bonus, then they certainly expect to see that raise or bonus on their next paycheck. But when payroll isn’t managed effectively, a delay in communicating the wage increase can occur, leaving employees guessing. Correcting payroll retroactively can be a messy, time-consuming business.
Tip to Avoid Discrepancies: Create clear rules and lines of communication between your business managers and your payroll team to avoid delays. Make sure those responsible for communicating changes are aware of the calendar and trained in how to submit their changes to comport to your payroll system or provider. Make sure your training covers effective dating and end dating, if necessary, as well as taxability. It is also wise to make sure all designated managers in the communication chain have a trained back-up to cover for vacations and sick days. Finally, document and publish your rules and process, so everybody is on the same page.
Established international payroll solutions providers have streamlined processes in place to account for changes as soon as they take place. Trusted consolidated payroll solutions allow managers to enter their employees’ information and pay changes into a system of record, as they occur. Your team can even review and approve your payroll register using this system before sending funds for disbursement. Additional review is a great way to find and correct mistakes before payday.
You’re also protected from technology failures and other incidents that can occur in-house. For example, if you are managing payroll on spreadsheets and/or on local servers, you probably do not have a backup method if the spreadsheets become corrupted or the servers go down. Consolidated global payroll solution providers cover your team in case of emergency. In addition to managing operations from virtually anywhere with cloud-based solutions, your company’s data is also backed up and secure. The best providers have multiple disaster recovery sites and business continuity plans to maintain timely and accurate payroll delivery in the face of and emergency anywhere in the world.
As you know, there are many compliance requirements involved with international payroll. In your oversight of multiple-country payrolls, you’ll have to ensure that your payroll team is properly managing:
• Gross-to-net payment calculations
• Income tax withholding and reporting
• Social contributions
• Withholdings and filings
• National health insurance, if applicable
• Pension payments, if applicable
Managing compliance is complicated, to say it kindly. Each country has different requirements, and most have very strict labor laws surrounding payroll. If your in-house team or payroll provider slips-up, your company is responsible for major fines and penalties.
Takeaway: Work with an in-country expert (if you manage only one or two foreign payrolls). For larger numbers, consider a consolidated global payroll management provider (if you manage three or more countries) to ensure compliance.
Employees care about compliance, as well. Sure, it greatly affects your business if you make a mistake, but it also affects employees. Errors in compliance typically revolve around an employee’s withholdings. If you’re not properly managing your team’s benefits and withholdings, they will likely be the first to learn.
To avoid compliance gaffs, rely on a partner that has the specific in-country experience to handle the compliance requirements for your international payrolls. Timely as well as the proper execution of regulatory requirements, timelines and policies reduce your risk and exposure. Meeting local requirements over time requires specialized resources to keep up with changes in countries’ laws, regulations, and customs.
Before choosing a payroll management service, make sure you’re asking the right questions. Make sure they manage compliance and are equipped with the expertise to protect your organization.
Celergo’s consolidated payroll solution keeps your team members satisfied. We ensure that every part of your global payroll process is under control, on-time and accurate. We also guarantee compliance with all country-specific requirements and applicable global regulations. Contact us today to learn more!
**This article is for informational purposes only. It is not intended to constitute legal advice.