How to Add a New Employee on the Remote Payroll Platform

In this article, we will cover:

• How to add new employees
• How to bulk upload employee infomation
• Country specific information

Watch a video 

How to Add New Employees

Here is how to add new employees in Remote Global Payroll in the Remote platform.

1. Go to the Onboarding tab and click on Add new hire.
   
   
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2. Choose An employee.
   
   
   
   
3. Choose My company’s entity.
   
   
   
   
4. Choose I’ll use Remote’s global payroll service.
   
   
   
   
5. You will need to select the entity to hire this employee.

6. You will be prompted to fill out the basic information for the new team member, including:

   • Name
   • Email
   • Job title
   • Department

7. At the end of the Basic Information page, you'll see two options to invite the team member to self-enroll on Remote:

   • Invite the team member to self-enroll:

     • You will be prompted to fill only the contract details and once invited, they will receive an email to create their profile and add their personal details.

   • Enter the team member’s details yourself:

     • You will manually add their personal, address, and administrative details.
   

8. Once everything is completed, follow these steps:

   • Click on Invite Now.
   • The new team member will be added under the Employees on the Team tab:
     
     

After the new hire is added to the Remote platform using the steps above, the Remote Global Payroll Operations team will be notified.

Bulk Upload Employee Information

If you need to add multiple employees at once to the Remote platform, you can save time by using our bulk upload feature. This efficient process allows you to add several employees' information simultaneously by uploading a spreadsheet with their details, rather than entering each employee one by one.

1. Select Legal Entities in the left menu bar.
2. Search for the Legal Entity for who you would want to upload the employees.
   

3. Once the entity is selected, navigate to the far right of the screen where you'll find a three-dots menu button, which provides the option to Add employees

   

4. You will now have the option to Upload or to Download a new template. Click on Upload and once you've uploaded the document, the system will validate the imported information and either advise you about fields that require correction or confirm that everything is in order.
   
   

5. When the process is complete, you will see the following display.
   
   

If there’s any error, you'll see "❗" on the screen:

If you see this, hover your mouse over the "❗" icon to see what needs to be updated, or scroll to the right to find the field with an error (it will be highlighted in red) so you can update it.

If there’s no issue, you will see a "☑️" icon. In case you need to adjust anything, per item "a", once the information has been updated, the "❗" will be replaced by a "☑️", and you will be able to proceed by selecting the "Import All" button::

After the employee information upload is complete, employees will receive an email from Remote once your Legal Entity status is Active:

1. If the Legal Entity status is "Testing":
   • The employee will be created in the Remote platform but no notification will be sent out to the employee yet.
   • Notifications will be triggered automatically once the legal entity status is changed to "Active".
2. If the Legal Entity status is "Active":
   • An email will be sent to the employee from Remote to welcome them to the platform and prompt them to complete their profile by setting up their password and confirming their bank details.

     You will now have the option to Upload or to Download a new template. Click on Upload and once you've uploaded the document, the system will validate the imported information and either advise you about fields that require correction or confirm that everything is in order.

Country-Specific Information:

For some countries, new hires must be added before the start date in order to register them with the local authorities.
🇦🇹 Austria: 7 days. Visit the Meldung der Dienstnehmerin/des Dienstnehmers (Meldewesen der Arbeitnehmer - ANM) website. 

🇧🇪 Belgium: No later than the business day following the start of the contract. Visit the Dimona website.  
🇧🇬 Bulgaria: 3 days. Visit the Трудов договор (Trudov dogovor) website.
🇧🇷 Brazil: Timely registration is crucial. It's highly recommended to register the employee prior to their employment start to ensure they have social security coverage and benefits from day one. Visit the government website. 
🇭🇷 Croatia: 15 days. Visit the Prijava zaposlenika website. 
🇧🇪 Germany: 3 to 7 days after contract start. Visit the Meldepflicht Erfüllung (Notification Obligation) website. 
🇮🇹 Italy: 24 hours from start of contract. Visit the Dichiarazione di inizio attività (DUI) website.  

🇪🇸 Spain: New hires can be registered up to 60 days before the employment start date, but no later than the first day of employment. Visit the Modelo SEPA website. 

🇵🇹 Portugal: Notifications must be submitted within 24 hours before the employment contract takes effect.

🇫🇷 France: Pre-employment declaration must be done within 8 days before the employee start date. Visit Déclaration préalable à l'embauche (DPAE) website.