What Is the Remote Payroll Implementation Process For Transitioning From EOR?

The average timeline to implement Remote's Global Payroll solution is 6 weeks.

See also: What to Expect During Conversion from EOR to Remote Payroll
Transitioning Employees from EOR to Payroll

Here are the general steps for implementation when converting your payroll from EOR to Payroll with Remote:

Stage 1: Meet your Implementation Team to kick off the project!

1. Welcome Email: You will receive a welcome email from your US Implementation Specialist.
2. Welcome Call: During this call, we'll introduce the team and walk you through the implementation process.
3. Project Planning for Successful Implementation: Together, we’ll define your goals, outline specific tasks, and set clear deadlines and milestones.
   1. Project planning: It aims to define the project's objectives, specify tasks, and set deadlines and milestones. The goal is a clear and efficient implementation.
   2. Business Process Review: We will ask you to fill our country specific files to gather all the necessary information.

Stage 2: Customer & Employee Information Collection for EOR to Payroll Conversion

• We will review the data you shared in the step above, ensuring that all required information has been collected.
• 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 customer who is switching from Remote EOR will see the final PTO leave balances payout on the EOR profile in the final month.
• Benefits: Global 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.

Stage 3: Conversion Customer Information Implementation

• Finalize the Remote account setting: Our team will add your additional Legal Entity and upload employee data to the Remote platform
• Payroll calendar to be created and approved: We will work with you to determine start and end dates of pay periods, monthly pay dates, any other relevant milestones. The schedule will outline key dates to ensure employees are paid accurately and on time.
• 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.
• Agree the date for activating the legal entity: Once the Remote Payroll features have been activated the employees will automatically receive an email prompting them to create their employee profiles.

Stage 4: Testing and Customer Approval

• Penny test and parallel results approval: We will provide you with output reports and reconciliation results to for your approval.
• Simulation report and employee payslip approval

The rest of the week is devoted to making corrections, addressing any remaining questions, and resolving outstanding issues related to the project.

Final Tasks Before Go Live

• Schedule a Product Walk-Through Demo Session: Arrange a demo session to walk through the platform’s features and ensure everything is set up correctly.

Stage 5: Go Live And Handover to the Payroll Operations Team

With all preparations complete, it's time to go live with your payroll processing and smoothly transition to our dedicated Payroll Operations Team.

• Submission of live input data: Ensure that we receive your live input data by the agreed-upon date in the payroll calendar for our review.
• Live payroll processing: Remote is now ready to execute your official payroll processing according to the approved schedule.
• Live payroll approval: We will process the payroll data within the Remote platform and share the results with you for approval. You’ll have the opportunity to review the live results and provide any necessary feedback.
• Live payroll payments: We will share the bank file for you to load the bank file.
• First payout date: Confirm the agreed-upon date for the first payroll payout.
• 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.