What does the implementation process look like for Payroll with Remote?

The average timeline to implement the Remote Payroll solution is 6-8 weeks.

Here is what your weeks look like during the implementation process:

1. Meet your Implementation Team to kick Off the project
2. Information Collection and Payroll Calendar Set Up
3. Customer Information Implementation
4. Testing
5. Feedback on payment/ parallel test, sample payslip, and gross-to-net report
6. Go Live 🎉

Stage 1: Meet your Implementation Team to Kick Off the Project

• You will receive a welcome email from your Implementation Specialist
• Project planning for successful implementation: We will define your goals, specify tasks, and set deadlines and milestones.
  • Once the Payroll contract has been signed, we can officially launch the Payroll implementation! You will have a dedicated Payroll Implementation Specialist from Remote who will guide you through the process until go-live.
  • Your dedicated specialist will share a Payroll customer journey deck, a detailed project timeline and share any required documents via the Documents tab.
  • Necessary information and data collection: We will ask you to fill our country-specific files to gather all the necessary information.

Stage 2: Information Collection And Payroll Calendar Set Up

• We will review the data you shared in the step above, ensuring that all required information has been collected.
• Payroll calendar to be created and approved: We will work with you to determine the start and end dates of pay periods, monthly pay dates, and any other relevant milestones. The schedule will outline key dates to ensure employees are paid accurately and on time.
• Confirm the payment options for salary payments, tax payments, and social security payments: We will request you with the bank file specifications.
• Discuss how PTO is currently managed:
  • A customer who is transferring from another provider will be asked to provide Remote with the final PTO balances once the last payroll has been completed.
  • A new customer who is starting the payroll in the country for the first time will be asked to provide the employees’ PTO entitlement balance so we can pro-rate the balance according to the employee’s start date.
  • Existing customers who are switching from Remote EOR will see the final PTO leave balances payout on the EOR profile in the final month.
• Benefits: Payroll will not offer the same benefits as EOR. We can assist by providing them with the necessary contacts of each benefits vendor Remote goes through in a country upon request. This allows customers to directly initiate negotiations and gain insights into the benefits themselves.

See also: What type of information should I prepare before starting Payroll implementation?

Stage 3: Customer Information Implementation

• Information set up in the Remote platform:
  • We will review and set up the employee data in the Remote platform
  • We will create the finalized payroll calendar in the Remote platform and get your approval
• Customer to review and approve the Remote reports

Stage 4 & 5: Testing

• Payment test: We will request to make a payment of 0.01 to all employees and confirm with each employee acknowledging the receipt of the 0.01.
• Payroll Parallel testing (1-2 sets): Additionally, if you have existing payroll in the country with another provider, we will process a test run in parallel to your real payroll run, using the same input. In this testing we will:
  • test the input quality (format, correctness).
  • produce Remote’s parallel output reports.
  • reconcile Remote’s parallel output reports and your reports to make sure we captured all the requirements
  • The testing phase ensures a timely and accurate payroll. There will be 2 main testing activities.

Stage 6: Feedback On Payment/ Parallel Test, Sample Payslip, And Gross-To-Net Report

• Parallel results approval: We will provide you with output reports and reconciliation results to for your approval.
• Agree on the date for activating the legal entity: Once the Payroll features have been activated the employees will automatically receive an email prompting them to create their employee profiles.

The remainder of the week is designated for corrections, addressing final questions, and resolving any queries related to the project

Go Live

• We will need to receive the live input data from you by the date agreed on the payroll calendar to review live input data.
• Live payroll processing: Remote is ready to proceed with your official payroll processing following the approved payroll schedule.
• Live payroll approval: We will process output in the Remote platform and share it for your approval. You will review live results and provide feedback as needed.
• Live payroll payments: We will share the bank file for you to load the bank file.
• Live pay date
• Handover to Remote Payroll Operations Team: Your dedicated Implementation Specialist will oversee the first payroll run, while the Remote Payroll Operations team shadows the process to ensure a seamless transition.
  • After the successful implementation, your Payroll Specialist will send a confirmation email and introduce you to your Country Lead.
    You will also receive an implementation experience survey, as we highly value your feedback and partnership.

See also: Where to contact for help with daily tasks?

Successfully transitioning to Remote Payroll is a collaborative effort that ensures your payroll operations run smoothly and efficiently from day one.

By following the steps outlined in this guide, you can confidently navigate the setup process, ensuring that your team is well-supported and your payroll is accurate and on time.

If you have any questions or need further assistance, our team is here to assist you every step of the way, from onboarding to handover, ensuring a seamless experience.

Implementation Process Breakdowns For the US Payroll And the Conversion From EOR To Payroll

• What is the Remote Payroll implementation process for transitioning from EOR?
• How does the US Payroll implementation process work?