Client Onboarding

During Client Onboarding GX will provide information about the services, how they are accessed and managed, how they are delivered and how they will be configured and customised to meet your requirements.  This establishes relationships, clarifies roles and responsibilities, and sets up core components of the service to enable service delivery.

Stakeholder Mapping

GX will work with your key point(s) of contact to identify which individuals will fulfil the roles and responsibilities detailed in Your Roles & Responsibilities.  A functional view of these activities is here: Stakeholder Map.

These individuals will be engaged during our engagement, as appropriate, to facilitate high quality, timely service delivery.

Employment Contract Preferred Terms

All employment contracts are drafted from a country level default template that contains standard clauses for employees of the in-country entity.  It is likely that these are not aligned, to a greater or lesser extent, with your preferred contract terms.

To draft contracts that do align with your preferred contract terms we capture the Employment Contract Preferred Terms that you want to have incorporated.  The terms you can specify are listed here: Employment Contract Preferred Terms.

Paid Time Off (PTO)

Professionals must receive at least the statutory minimum holiday allowance within their country of employment.  However, you can provide a greater number of days, or unlimited time off, as a global, regional or country-level default or specified at an individual level.

PTO accruals and utilisation must be tracked throughout a professional's employment either via the Global Expansion GX1 platform or your preferred system.  If you use another platform of your choice actuals must be submitted to Global Expansion on a quarterly basis and at the end of a professional’s services.

Variable Payments (e.g. Bonuses and Commissions)

Your professionals may be eligible for certain variable payments, over and above their base compensation, such as bonuses and commissions.  These can be paid in any month provided the details are submitted prior to the variables cut-off date in the payment calendar.

These items are submitted in the Variable Declaration.

Statutory & Enhanced Benefits

Many countries enforce statutory benefits that must be provided to all professionals.  Your Client Services Manager can provide details of the statutory minimum benefits in any country where you may engage professionals.  Enhanced benefits, such as health, life, and travel insurances, are available for your professionals and these options will be presented during Client Onboarding.

You may elect to enrol all professionals in the same global plans, adopt local statutory minimums or specify benefits individually for each professional at initiation.  The cost of any benefits may vary depending on the plans and options selected, and the salary and personal circumstances of each professional.

Expense Management & Reimbursement

Global Expansion provides complimentary access to an expense management platform, Rydoo, that you may elect to use for your professionals.  Rydoo is a leading, global expense management platform that supports the expense approval process between the professional and their line manager.

It is also possible to use another platform or solution of your choice and process these expenses through payroll provided sufficient information is submitted in the Variable Declaration to support expense reimbursements.

Please confirm with your CSM if you want to use Rydoo.  If an alternative platform or solution is used, details required for payroll reimbursement will be provided during Client Onboarding.

NOTE: In some countries expense reimbursement is a taxable payroll cost and expenses will be grossed up to ensure the professional receives the correct net payment.  Your CSM will confirm whether your hiring countries are affected.

ID&V Checks and Background Screening

Identification and Verification (ID&V) checks are required for every individual prior to employment.  These are mandatory and ensure compliance with sanctions screening, anti-money laundering and other associated checks to avoid making illegal payments to individuals.

In addition, a full suite of background checks is available, and these include, but are not limited to, academic history, previous employment references, and criminal record checks.

You may specify a standard level of background checks for all professionals or on an individual basis at initiation.

Finance Onboarding

Payroll, and making other payments and disbursements to professionals, is an essential element of EOR services.  GX is here to ensure that your professionals receive all monies owed to them, and that all remittances to the relevant authorities and other third parties (such as pension providers) are paid, on time.

To achieve this, we run a specific finance onboarding to cover the 4 key areas below.

Invoicing

Payroll runs to a strict monthly schedule for invoicing and any deviation from this schedule may result in late payment of professionals or GX exercising its option to increase the deposit in order to cover payroll funding gaps.

The standard monthly schedule, that may vary due to public holidays, other non-working days and bank transaction timescales is:

Payment Methods and Terms

Payments must be made by Wire or ACH transfer in the invoicing currency to the nominated GX bank account(s).

All payroll invoices must be paid on 15-day terms.

All deposit invoices must be paid on receipt in order to start payroll processing for new professionals.

Any non-payroll invoices, such as benefits costs and immigration fees, must be paid on receipt.

Late fees stipulated in the contract will be charged to cover cost of funding gaps due to late payment.

Variable Declarations

Any changes to the base compensation of a professional must be communicated via a Variable Declaration.  These changes may include a standard or promotion-linked base salary increase or one-off payments such as bonuses, commissions and expense reimbursements that are not managed through the GX-provided Rydoo platform.

Variable Declarations must be submitted by the 5th day of the month in which they become effective or must be paid.

Expense Management

GX provides access to an expense management platform, Rydoo, that you may elect to use for your professionals.  Rydoo is a leading, global expense management platform that supports the expense approval process between the professional and their line manager.

All expenses approved by line managers by the 5th day of the month will be processed in that month's payroll.

It is also possible to use another platform or solution of your choice and process these expenses through payroll provided sufficient information is submitted in your Variable Declarations to support expense reimbursements.

The processing, policy requirements and tax treatment of expenses varies by country and your CSM will be able to provide the details for any country where you have professionals on service.

Non-Cash Compensation (e.g. Equity)

Non-cash compensation, such as equity, is offered to professionals by some clients and Global Expansion will support this wherever possible.  If you offer a relevant incentive scheme, it is vital for GX to understand the jurisdiction and mechanics of the scheme during Client Onboarding so that we setup each country to process any associated transactions through payroll.

You may incur additional fees and charges to process transactions.

GX1 Platform

The GX1 platform is the core system used for managing your service and your professionals on our service.  You will be introduced to the system during Client Onboarding and further information about the system is available in the GX1 User Guide.

Initiating Professionals

New professionals that you want to provide services for you are initiated through GX1.  Your Client Services Manager will explain the initiation process and information requirements during Client Onboarding.

Cost Projections

A cost projection is produced for every professional that will receive regular salary payments through Global Expansion.  This simulates payroll for the individual to estimate the gross employer cost that must be funded to cover payroll costs.

The cost projection may be used as the basis for monthly payroll invoicing if timescales do not allow for actuals to be processed.

Cost projections are updated every time there is a change to the professional's compensation and/or their tax and social security circumstances change.

Cost projections are not provided in some exceptional circumstances, such as individuals working ad-hoc hours or shifts, where payroll varies every month, and a reliable cost projection is not available.

Next: Client Service Delivery