Types of Payroll Systems for Remote Workers

Last Updated on July 10, 2023

Are you an employer that relies on a remote workforce to recruit the best and brightest employees worldwide without worrying about restrictions based on where they live?

Although there are many pros to using a remote workforce, one primary objective is figuring out how to remunerate remote personnel if your team comprises many experts from different parts of the world. You have to consider restrictions on hiring from afar, such as local labor regulations, risks associated with establishing a permanent location, and employer deductions, slowing your progress.

This comprehensive guide will help you understand everything about remote workforce remuneration.

Plan a payout policy for remote workers

Having a well-planned remuneration strategy for remote employees is crucial to attract and retain top talent while also staying true to your company’s culture and values. It contributes significantly to your employer brand, especially in the wake of the Great Resignation.

How to create a remuneration policy for remote work

It helps if you establish a delicate equilibrium between employee value and the viability of operations. In addition to compensating each employee fairly, the following aspects need to be considered when discussing pay policies.

• Equality and fairness in the workplace
• Financial advantages and disadvantages of remote employment
• International adherence
• Long-term organizational goals

Here are five methodologies to formulate policies to remunerate remote workers.

1. Salary benchmarking

It investigates sectors, job positions, experience levels, and perks to arrive at an acceptable package informed by the dynamics of the local employment market.

2. Surveying

Conduct polls and qualitative interviews to determine what your workers anticipate from you. This provides a comprehensive picture of expectations against which you compare salary benchmarks.

3. Consider financial viability

While the prior approach expresses your employees’ desires and enables you to manage their expectations, aligning with your earnings and monetary viability is essential.

4. Consider in-house expertise

Do you have global compliance specialists who assist you in navigating international payroll laws when compensating remote workers?

Payroll errors are highly costly for both the employer and the employee. Employers who don’t adhere to the payroll laws of the remote worker’s state or country face severe penalties. Similarly, when you pay your employees incorrectly, you harm your reputation and increase employee turnover. This calls for an in-house audit of the payroll departments. Consider partnering with EOR and payroll providers to streamline global payroll if they need to be more balanced.

5. Risk assessment

Using a risk assessment, determine if a particular location triggers any red flags for your company or the worker. Risk assessment studies address issues with permanent establishments, including those with human resources, taxes, immigration, and compliance. Comprehending these local conditions makes it possible to devise globally competitive compensation packages.

How to calculate employer and employee contributions for remote workers

Employer-employee contributions are far too significant to ignore when compensating remote workers. Employers need to ensure that contributions are deducted in accordance with the legislation of the employee’s native country. The most common employer-employee contributions are:

• Contributions to pension fund 
• Contributions for healthcare 
• Contributions for unemployment payment 
• Contributions to social security 
• Additional cess for government and education initiatives
• Voluntary contributions 

Extensively research the legislation in each country to pay compliantly. If you know how much is being put into pensions, healthcare, and social security, use that information as a base for building competitive benefits packages. For instance, if you know how comprehensive health insurance coverage is, provide your remote worker with even greater private health insurance.

Which currency do you need to use to pay remote employees

The company needs to pay remote workers in the local currency if they’re in different countries. When employees work abroad, extra effort is needed. Here’s where employers need to be careful. Indonesia and Vietnam require distant businesses to pay in their workers’ currency.

Some nations let employers set currency payment periods. Be cautious of foreign currency volatility while paying remote employees in their native currency. Your employee often loses money due to currency fluctuations leading to long-term employee unhappiness, mistrust, and jealousy in remote settings.

Payment in Crypto

Paying employees and independent contractors with cryptocurrency is becoming increasingly popular compared to the traditional payment method in fiat currency. You’re now able to effortlessly buy BTC to pay remote workers. This method is similar to how traditional direct deposits were used to pay employees’ wages in cash. Instead of receiving money in a bank account, the worker receives bitcoin directly into their cryptocurrency wallet. Crypto payroll includes 

• stablecoins
• non-fungible tokens (NFTs)
• other digital assets
• cryptocurrency payments

Payment systems for remote workers 

Payroll is usually processed in-house, which works for larger organizations that simplify payroll across all divisions. Small local companies with fewer than ten employees and few weekly work hours or compensation fluctuations use payroll software for in-house payroll processing. Still, the payroll employee needs to manage accounts, keep up with payroll tax requirements, and protect the company’s financial data.

What are your payroll processing alternatives if this isn’t the case for your firm and you expect your bookkeeping needs to rise? 

Confused? There are many payroll and compliance systems, but the talents of the global workforce pool are irreplaceable. 

Reliably pay your remote staff using these methods.

1. Maintain a domestic payroll for your employee

Keeping employees on a home country payroll is simplest if they’re from your nation. It even works if your employee temporarily moves overseas. Double-check your local labor regulations to confirm this since your employee needs a special working visa or even to pay taxes abroad, subject to the country’s tax residence status and legislation.

2. Self-managed payroll

Startups and smaller organizations usually manages payroll internally. It’s easier to keep and handle payroll records when there are fewer employees. This payroll management solution is the cheapest. A payroll administration template supports Excel spreadsheet computations and mathematical formulas, but the procedure is complicated and error-prone.

3. Establish a local entity

Establishing a legal corporation in the employee’s country is the easiest way to recruit an overseas employee directly. It’s one of the most challenging approaches since it takes time, money, and cultural and linguistic hurdles.

If you want to hire more than 25 individuals from the same nation and expand your business there, this option is worth it. This approach is also good if you need to invoice workers in their native currency. 

4. Professional payroll systems

Outsource payroll and tax records to a bookkeeper or CPA if you need more expertise. Contact an expert or independent contractor from a reputable accounting business. However, these specialists just maintain your payroll data and do not conduct transactions, bank deposits, or deductions. Since payment will be made in your company’s name, you need a professional with skill and flexibility to help you appropriately deposit and pay your area’s federal tax responsibilities.

5. Partner with a local firm

Imagine you have a client or partner firm in the same nation as your employee. Your employee is engaged by your client or partner but entirely financed by your firm under a client-company arrangement.

Your client or partner will manage payroll and local labor rules, but you will pay your staff. Now this only works with trusted clients and partners, and it’s straightforward and helpful if your employee works directly with a local client or partner.

Like the first approach, this is detrimental if your remote crew is international. Maintaining and communicating with clients and partners in each country takes time and effort. Such a payment system creates a conflict of interest between you, your worker, and your client or partner forcing your staff to choose between you and your client or partner. 

6. Employer of record

An employer of record (EOR) helps you lawfully pay your remote staff by providing payroll and employment-compliant services in their nation.

An EOR recruits, pays, withholds taxes, and provides benefits for your employees rather than setting up a local corporation or working with a local company. Local compliance, worldwide payroll, and foreign payments enable SaaS-based solutions to recruit and manage anybody anywhere in a few clicks. 

If you want to pay your remote workforce lawfully and stress-free, an EOR is the way.

7. Agency-managed payroll

Hire a payroll services business to maintain payroll accuracy. These agencies handle your company’s payroll and monthly salary payments and deductions. Payroll services guarantee accuracy and avoid late payments.

Payroll services firms help your organization meet payroll deadlines and provide administrative services, including direct bank deposit and paycheck deductions. Some payroll services also file your company’s EFTPS taxes electronically.

8. Software-managed payroll

Software-managed payroll solutions are steadily becoming commonplace. Many applications and web portals allow you to handle your payroll without calculating. These digital platforms store and manage your information when you enter it.

Online payroll firms provide tax filing, administrative services, and 24/7 access and monitoring of payroll records through a secure browser without the need for software or equipment, which benefits SMEs. Search and edit employee information like sick leaves, days of vacation, and deductions using the online payroll system.

Payroll processing for remote workers is a demanding component of running a business

Remote employment has created attractive prospects for advancement. There are various advantages to working with a remote team, but the primary objective is to determine how to compensate remote staff. You have several options for payroll management. If you know payroll administration, do it yourself or use the software. However, using an experienced payroll provider reduces the likelihood of errors.