Payroll and HR administration services in Russia
Due to the demanding statutory requirements and rather frequent changes in legislation, the payroll and HR administration is becoming an extremely challenging and resource-consuming agenda – if being taken care of internally.
For many reasons going far beyond just cost saving reasons, shifting the responsibility to outsourcing by a local team of experienced experts is a safe bet. It not only diminishes the administrative burden, saves time and resources, but most importantly eliminates the potential risks of non-compliance and resulting penalties from local statutory authorities.
In combination with advanced self-service online technology that can be utilized to the benefits of your employees and HR teams – it may bring an elevated user experience with payroll outsourcing service.
Our payroll services are audited and certified according to ISAE 3402 standards. We are also regularly audited for business continuity, top-level security, quality and environmental management according to ISO.
Payroll agenda processing
Our payroll outsourcing services aim to meet the highest expectations of your HR teams by delivering full accountability, legislative compliance and the desired employee experience.
Payroll services in Russia can cover the following tasks and areas:
- Data collection and payroll calculation: Take-over and validation of all input data and pertinent information in order to process an accurate calculation of payroll, deductions, taxes and net salaries in compliance with the statutory requirements; covering also calculation of off-cycle payroll
- Benefits and bonuses administration and calculation: Calculation of benefits and bonuses based on provided schemes, vacation time, sick leave and maternity leave
- Payslips administration, distribution to employees and payment processing: Generation of payslips in hard-copy or password-protected files, distribution to employees by email or an online employee self-service portal; preparation of payment orders and settlement of payments to employees and local statutory authorities
- Payroll inquiry handling and hotline support for employees and HR teams
- Statutory reporting and compliance: All payroll-related statutory reporting and filing to Russian authorities, including communication with these authorities
- Personal income tax compliance: Calculation and submission of personal income tax returns
- Any required management reporting: Standard monthly or yearly reporting package on payroll in the agreed scope, as well as any other specific reports based on your specific needs
HR administration services
Our payroll processing services are augmented by a wide range of HR administration services and flexible support to your internal HR teams. Our services range from general tasks, such as personal files management and preparation of employment relationship contractual agenda, to more specific HR consultancy – in order to make sure that all your statutory reporting and compliance requirements applicable in Russia are met. Our aim is to provide you with tailored solutions and services designed to fit perfectly the specific needs of your company and your HR teams.
Our HR administration services can cover the following areas:
- HR files maintenance and administration: Organizing and keeping all personal files of your employees in compliance with statutory requirements in Russia
- Agenda of newcomers and leavers: Administrative support during the on-boarding process, preparation of employment related documents and other HR documents for newcoming or leaving employees, provision of necessary trainings for e.g. payroll process, T&A
- Contracts and employment documentation: Preparation of employment relationship related documents, such as labour contracts, amendments, job descriptions and other, based on provided company templates in compliance with the applicable Russian legislation
- Support during audits and inspections: Representation in regular and extraordinary communication with the Russian statutory authorities, support and guidance during audits and inspections, preparation of required documentation, enquiry handling, resolution of any disputes
- Additional consultancy: Related to voluntary health insurance, residency status and employment of foreign nationals
Labour law advisory and employment support
As an integral part of our payroll and HR services, we offer a wide range of labour law support that is provided by our experienced in country team of legal experts in Russia. We are ready to help you address the following matters related to labour law and employment relationship in Russia:
- Preparation of employment contractual documentation, such as contracts and amendments, job descriptions, termination agreements, liability for damage and material responsibility agreements and others, fully in compliance with legal requirements and best practices applicable in Russia
- Design and implementation of internal HR processes, development of guidelines, policies and procedures, preparation of a standard set of templates in compliance with local legislation and your company standards and requirements
- Resolution of various employment related issues, such as working time and shifts, working conditions, employment termination, annual leave, parental leave, health and safety at work, employee benefits and other areas
Payroll and HR online portal
Our Payroll and HR online portal offers a convenient self-service function that enables employees and HR teams to manage many tasks on their own – using a secure, user-friendly and fully customized online interface. The portal allows for secure data exchange, payslip distribution, onboarding and leave management or time and attendance functions.
An easy-to-use interface enables both your employees and managers to navigate the system with ease. Vital tasks can be completed from any location or device via 24/7 access. The portal can be utilized to the benefit of any company, allowing you to:
- Manage tasks on your own: self-service function for employees and HR teams
- Track your workflows easily and do not miss any deadline
- Access all payroll and HR data anytime and anywhere in cloud
- Get immediate updates and reports anytime you need them
- Streamline and automate your processes on multi-country level
Main modules and functionalities covered by the Payroll interface:
- Payroll input and data exchange
- Payslips distribution to employees and archive
- Hotline and payroll inquiry handling via online tickets
- Full archive
Additional HR administration modules can cover:
- HR and personal files administration and maintenance
- Preparation of employment related documentation
- The process of yearly tax clearance administration
- Benefits administration
- Business trips management
- T&A management: absences requests, approval workflows, shift planning
Our payroll and HR portal is currently used by more than 940 companies in 25 countries by over 40 000 users worldwide. Contact us to talk more about how the portal can be utilized to the benefit of your organization.
