Smooth Transition to Remote Payroll in Norway: Essential Communication Guide

Transitioning to a new payroll system can be a complex process, especially when it involves moving to a remote setup. This guide outlines the essential communication steps and documentation required for a smooth transition to Remote Payroll in the Norway. By following these guidelines, companies can ensure data continuity, maintain compliance, and minimize disruptions to their payroll operations.

The article is divided into three main sections: Before Implementation, During Implementation, and Post-Implementation. Each section provides detailed information on the necessary communications, document requests, and key considerations to address at each stage of the transition process.

Before Implementation

Key Communications and Requests for the Previous Payroll Provider

• Date of service termination (should align with Remote's go-live month)
• Verify access to Year-to-Date (YTD) payroll data and ensure records remain accessible post-transition for audits, employee disputes, and tax adjustments
• Request details on custom reports or queries set up by the previous provider, including employee-specific data and historical tax records
• Request information on any custom reports or queries configured by the previous provider, including employee-specific data and historical tax records
• Ask for their cooperation during this transition period

Information to Request from the Previous Payroll Provider

• Employee details including employment status, benefits, and deductions
• Holiday base amounts for paying out accruals during the holiday month (e.g., June)
• Historical data for at least the previous year, including payslips and year-end reports.
• Check if there are any outstanding deductions or vacation balances
• Inquire about any special calculations or custom payroll rules specific to certain employees
• For employees on sick or parental leave, clarify who pays them: Does the client pay and get reimbursed from NAV, or does NAV pay the employees directly? Also, confirm if the client pays over the 6G limit

Essential Documents to Obtain from the Customer or Previous Payroll Provider

• Wage code or pay element list from the previous payroll system
• Payslips for parallel or test runs
• Complete employee information required for hiring, including fixed transactions

During Implementation

During implementation, we may ask you to contact your previous payroll provider to clarify any questions or resolve uncertainties that arise.

Communication with the Previous Payroll Provider

• Confirm the service termination date and ensure continued access to payroll reports after the transition.
• Verify that all data has been shared accurately and completely.
• Address any potential delays in the go-live date.
• Seek clarification on any specific rules or unclear aspects of the payroll process.
• Request updated payroll inputs for the transition month to ensure accurate pay calculations.

Information We May Need from the Previous Payroll Provider

• Year-to-Date (YTD) Totals
• Gross earnings
• Taxable Income
• Deductions (e.g., incorrect salary paid in previous months and agreed to continue deductions for X number of months, garnishment letters)
• Benefit contributions (e.g., car)
• Employee data changes (e.g., new hires, terminations, pay raises)
• Time and Attendance records
• Final payroll register from the previous provider

Documents to request from the customer or the previous payroll provider

• Final payroll report, including any adjustments made before the transition
• Request the final A-melding report to verify tax submissions and ensure it was submitted without errors. Confirm that employees were properly marked as terminated to avoid A-melding errors in the first month of reporting with Remote. Double-check that all dates and reasons are correct for A-melding reporting purposes.
• Final payslips
• Leave balances (including sick days and paid time off)
• Tax withholding information
• Benefits information
• Payment records

Post-Implementation

After successfully transitioning to Remote Payroll, it's crucial to ensure data continuity, maintain compliance, and address any post-implementation issues. This section outlines key steps and considerations for the post-implementation phase to guarantee a seamless transition and ongoing payroll operations.

Final Reconciliation

Perform a reconciliation between the last payroll run from the previous provider and the first payroll run from Remote, validating all YTD totals, including wages, taxes, and benefits contributions.

Tax and Social Security Continuity

Ensure that Social Security , and other contributions are accurately reflected across the transition.

A-melding report

Make sure that A-melding report is correctly submitted and accepted by the tax office (Skatteetaten)

Update Agreements with Tax Consultants or Auditors

Notify any tax consultants or auditors about the transition to Remote and provide them with access to payroll records for ongoing compliance and tax filings.

Confirm that Remote is prepared to handle any quarterly or annual tax submissions in coordination with your external auditors.

Effective communication and meticulous planning are crucial for a successful transition from your previous payroll provider to Remote.