{"id":1774,"date":"2022-06-15T16:30:00","date_gmt":"2022-06-15T15:30:00","guid":{"rendered":"https:\/\/rethinkq.adp.com\/?p=1774"},"modified":"2024-09-03T21:21:52","modified_gmt":"2024-09-03T20:21:52","slug":"legal-implications-remote-workforce","status":"publish","type":"post","link":"https:\/\/rethinkq.adp.com\/legal-implications-remote-workforce\/","title":{"rendered":"The legal implications of a remote workforce"},"content":{"rendered":"\n<header class=\"entry-header bg-adp-tan block--article-header alignfull block--article-header\" >\n\n  \n\n<figure class=\"wp-block-image size-full entry--image\"><img decoding=\"async\" width=\"1920\" height=\"1280\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final.jpg\" alt=\"Image description: The silhouette of a person on their laptop is layered in front of a nature triptych \u2013 a field, a lake surrounded by forest, and a beach with seabirds. End of alt text.\" class=\"wp-image-1928\" srcset=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final.jpg 1920w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final-300x200.jpg 300w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final-1024x683.jpg 1024w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final-768x512.jpg 768w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final-1536x1024.jpg 1536w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/04\/digital_nomad_collage_final-375x250.jpg 375w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><\/figure>\n\n\n\n<div class=\"wp-block-group entry--title-wrapper\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\"><div class=\"entry--social-share\">\n  <ul>\n    <li><a href=\"https:\/\/www.facebook.com\/sharer\/sharer.php?u=https:\/\/rethinkq.adp.com\/legal-implications-remote-workforce\/&#038;t=The legal implications of a remote workforce\" target=\"_blank\"><img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/themes\/rethink-quarterly\/img\/facebook.svg\" alt=\"Facebook logo - click to share this article on Facebook\"><\/a><\/li>\n    <li><a href=\"http:\/\/twitter.com\/share?text=The legal implications of a remote workforce&#038;url=https:\/\/rethinkq.adp.com\/legal-implications-remote-workforce\/\" target=\"_blank\"><img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/themes\/rethink-quarterly\/img\/twitter.svg\" alt=\"Twitter logo - click to share this article on Twitter\"><\/a><\/li>\n    <li><a href=\"https:\/\/www.linkedin.com\/sharing\/share-offsite\/?url=https%3A%2F%2Frethinkq.adp.com%2Flegal-implications-remote-workforce%2F\" target=\"_blank\"><img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/themes\/rethink-quarterly\/img\/linkedin.svg\" alt=\"LinkedIn logo - click to share this article on Facebook\"><\/a><\/li>\n  <\/ul>\n<\/div>\n\n            <a class=\"entry--tag tag-style\" href=\"https:\/\/rethinkq.adp.com\/time-for-universal-basic-income\/\">Features<\/a>\n\n        \n  <h1 class=\"entry-title\">The legal implications of a remote workforce<\/h1>\n\n\n<p class=\"is-style-summary-style\">Complying with a patchwork of local privacy, payroll and employee classification laws can expose organizations to unexpected liability.<\/p>\n<\/div><\/div>\n\n\n  <div class=\"entry--meta content-width\">\n           <p class=\"authors\">By\n                        <a href=\"https:\/\/rethinkq.adp.com\/author\/aishwarya-jagani\/\">Aishwarya Jagani<\/a>\n\n             \n         \n     <\/p>\n    \n  \n  <p>15 June 2022  <span class=\"desktop-only\">\u2014<\/span> <a href=\"https:\/\/rethinkq.adp.com\/issue-5-out-of-office\/\">Issue 5: Out of Office<\/a> \n  <\/div><!-- .entry-meta -->\n\n<\/header><!-- .entry-header -->\n\t<div class=\"entry-content content-width\">\n\n\n\n<p>The last few years have forever changed the way we work, calling into question the importance of location.<\/p>\n\n\n\n<p>\u201cThe blurring of the distinction between home and the workplace is here to stay, and the erosion of the 9-to-5 office-based model cannot be undone,\u201d the ADP Research Institute&#8217;s <a href=\"https:\/\/uk.adp.com\/paw22\" target=\"_blank\" rel=\"noreferrer noopener\">People at Work 2022: A Global Workforce View<\/a> study states.&nbsp;<\/p>\n\n\n\n<p>The acceptance of long-term remote work has made it possible for employees to consider living in a different city, country or time zone from their workplace \u2014 something that would have been unthinkable just a decade ago.<\/p>\n\n\n\n<p>But a permanently distributed workforce comes with complex legal, tax and privacy implications \u2014 something company leaders can easily overlook. Some of the most critical legal complications include those involving compliance with local laws, privacy, payroll policies and employee misclassification.&nbsp;<\/p>\n\n\n<div class=\"block--sidebar bg-adp-purple alignright\"><div class=\"block--sidebar__inner\">\n\n<p class=\"has-text-align-center\" style=\"font-size:80px\"><strong>65%<\/strong><\/p>\n\n\n\n<p class=\"has-text-align-center has-large-font-size\">of workers say they&#8217;d look for another job if their employer insisted they return to the office full-time.<\/p>\n\n<\/div><\/div>\n\n\n<p>According to ADP\u2019s findings, 53% of workers globally have thought about relocating within the country where they currently reside, 44% have considered returning to live in the country of their citizenship, and 44% have contemplated relocating elsewhere overseas. Nearly two-thirds of the global workforce (65%) said they already have or would consider looking for another job if their employer insisted that they return to the workplace full-time.&nbsp;<\/p>\n\n\n\n<p class=\"is-style-default\">\u201cWhether it is a pandemic bringing a host of compliance challenges and regulatory changes, or legislative changes happening in various parts of the world, global companies are having to quickly cope with rapidly changing rules and regulations,\u201d says C\u00e9cile Georges, Vice President and Head of Global Compliance at ADP.<\/p>\n\n\n\n<p class=\"is-style-default\">In managing a globally distributed workforce, organizations must comply with the applicable laws of the countries where they have offices as well as the laws of any states or regions where their employees are based. As remote working lets companies recruit talent from around the world, HR and payroll experts are rushing to keep up.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Payroll and taxes<\/h2>\n\n\n\n<p>With different states and countries having different laws on minimum wage, overtime calculation, deduction requirements and payday frequency requirements, managing a distributed workforce means being aware of \u2014 and in compliance with \u2014 the rules for every employee\u2019s location.&nbsp;<\/p>\n\n\n\n<p>Organizations also need to be sure of their employees\u2019 whereabouts and should require them to disclose any permanent moves to a different state or country. \u201cGenerally, employees working remotely are subject to the laws of the state where they work with immediate effect,\u201d Georges says.<\/p>\n\n\n\n<p>When employees work in a different location or country, they could end up triggering a compliance requirement that would need company action. Depending on applicable local laws, this risk could be triggered in as little as a single day, or at 30-, 60- or 90-day thresholds. That means the employer could inadvertently become liable for following through on local benefit programs, leave requirements, new disclosures or different wage statement requirements.<\/p>\n\n\n\n<p class=\"is-style-default\">Given this risk, it is entirely reasonable for companies to establish an assessment and prior approval process for employees to be permitted to travel to, and work from, different locations. Organizations need to make sure their policies cover and specify whether employees will work remotely from a permanent fixed location, or from multiple locations during the course of employment. Members of the tax, legal, Compliance and HR teams are likely to be required to consider requests of this nature from employees, and may even deny permission to work from a different location if doing so has legal and\/or tax implications for the company. For instance, companies could mandate that employees only work from locations where the company has a corporate entity. Companies should also take into account economic and trade sanctions that could potentially apply to them.<\/p>\n\n\n\n<p class=\"is-style-default\">Taxation can be tricky too, particularly when workers are based in a different country from where the company is headquartered.<\/p>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>Global companies are having to quickly cope with rapidly changing rules and regulations.<\/p><cite>C\u00c9cile Georges, VP &amp; Head of Global Compliance at ADP<\/cite><\/blockquote><\/figure>\n\n\n\n<p class=\"is-style-default\">Although many countries are party to Double Tax Avoidance Agreements, which allow employees to be taxed in their country of residence and avoid paying dual taxes, the paperwork involved in filing taxes overseas can be complex. It is always helpful to have a dedicated legal and tax consultant in case of distributed teams.&nbsp;<\/p>\n\n\n\n<p>For instance, in many U.S. states, employers may be required to withhold tax from a nonresident employee\u2019s wages beginning with the first day the nonresident employee travels to the state for business purposes. In the U.K., tax liability kicks in from day 60. And across Europe and Asia, income tax withholding requirements vary even more widely.&nbsp;<\/p>\n\n\n\n<p>This is another reason why requiring employees to disclose their work location and receive approval before working from a different location is so important.<\/p>\n\n\n\n<p>Most countries \u2014 including India, Canada, Australia, New Zealand, Japan, South Korea and European Union nations \u2014 follow residence-based taxation, meaning only resident individuals need to pay tax on income earned in a different country. But two countries \u2014 the U.S. and Eritrea \u2014 have <a href=\"#taxlaw_infobox\">citizenship-based taxation<\/a>, meaning their citizens need to file income taxes back home, regardless of where they work and live.&nbsp;<\/p>\n\n\n\n<p>An employee working remotely from a different country could inadvertently create a tax obligation for their organization if they constitute what is known as a \u201cpermanent establishment\u201d in the country where they are operating. The rules defining what constitutes a permanent establishment vary from country to country.&nbsp;<\/p>\n\n\n\n<p class=\"is-style-default\">Clarity and transparency around where remote employees work from, and where they are traveling to, is crucial for organizations to maintain international compliance.&nbsp;Employee benefits are another issue: What happens if an employee works far away from the employer&#8217;s established health care network? Employers also need to be cognizant of applicable international and local laws around pension, benefits, and social security.&nbsp;<\/p>\n\n\n\n<p>If a person who normally works in Pennsylvania begins working from their vacation home in New Jersey, they may learn that New Jersey State disability law covers maternity and apply for benefits. The employer, unaware that the employee has been working from New Jersey, could then be notified by state labor and taxation departments and be fined and\/or audited.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Vacations, work hours and overtime<\/h2>\n\n\n\n<p>Remote or hybrid work also comes with a tricky caveat; tracking the actual hours employees work can be challenging.&nbsp;<\/p>\n\n\n\n<p>While working outside rigidly set hours can be liberating for employees, helping increase productivity and motivation, not knowing how many hours employees are working can also lead to companies falling afoul of local employment laws \u2014 particularly with a globally distributed workforce where different laws may apply to different employees.&nbsp;<\/p>\n\n\n\n<p class=\"is-style-default\">There\u2019s a risk that working from home can make workers more prone to log on earlier, stay later, take fewer breaks and effectively be &#8220;always on.&#8221; ADPRI&#8217;s People at Work 2022 study found that people working from home on average do an extra 8.7 hours of work over their expected paid hours per week, in contrast to the 6.5 hours averaged by those physically present in the workplace. <\/p>\n\n\n\n<p>Different countries also have different mandates around annual vacation time, overtime and work hours, and companies need to be aware of these differences. In Spain, for example, an employee cannot exceed 80 hours of overtime a year.<\/p>\n\n\n\n<p>In recent years, the French government passed a law that included the \u201cright to disconnect\u201d \u2014 the employee\u2019s right to not answer calls or read emails outside of regular hours. In a judgment in 2018, a French court found that an employee was entitled to extra pay if they were asked to be available outside of regular working hours.<\/p>\n\n\n\n<p class=\"is-style-default\">It\u2019s vital to get independent advice on particular circumstances flagged by your employees to consider the potential legal, payroll and tax implications.<\/p>\n\n\n\n<p class=\"is-style-default\">\u201cWe are monitoring the legal landscape, not just for us as a company, but also to support our clients,\u201d Georges says. \u201cCompanies have to look after their employees, and make sure they\u2019re doing this in a compliant way.\u201d<\/p>\n\n\n\n<p>Despite the mobility and benefits that remote work brings, we still do not live in a truly global, borderless world. \u201cWork from anywhere\u201d in the absolute sense remains an unfulfilled dream \u2014 at least for now.<\/p>\n\n\n<div class=\"block--author\">      <div class=\"block-author__inner\">\n        <div class=\"author--image\">\n                      <a href=\"https:\/\/rethinkq.adp.com\/author\/aishwarya-jagani\/\"><img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2021\/10\/profile_aishwarya-jagani-298x305.jpg\" alt=\"\" \/><\/a>\n                  <\/div>\n        <div class=\"author--info\">\n                      <a href=\"https:\/\/rethinkq.adp.com\/author\/aishwarya-jagani\/\" class=\"author--name\">Aishwarya Jagani<\/a>\n\n          \n          <p><span style=\"font-weight: 400;\">Based in India, <\/span><span style=\"font-weight: 400;\">Aishwarya Jagani<\/span><span style=\"font-weight: 400;\"> is an independent tech journalist who has written about authoritarian tech, climate change, racism and diversity. She has written for publications including The Postscript, Bustle, The Quint, Unbias the News and Secure Futures. <\/span><\/p>\n          <div class=\"block--author-social\"><ul class=\"author--socials\"><li><a href=\"https:\/\/www.linkedin.com\/in\/aishwaryajagani\" title=\"LinkedIn\" target=\"_blank\"><i class=\"fab fa-linkedin\"><\/i><\/a><\/li><\/ul><\/div>\n        <\/div>\n      <\/div>\n       <\/div>\n\n<div class=\"block--recommended-content alignwide is-style-bg-adp-tan\"><div class=\"block-recommended-content__inner\">\n\n<h2 class=\"wp-block-heading\">Read more<\/h2>\n\n\n<div class=\"block--article-pushpoint pushpoint__small\">      <div class=\"block-article-pushpoint__inner\">\n        <a href=\"https:\/\/rethinkq.adp.com\/editor-note-never-stop-learning\/\">\n        <div class=\"pushpoint--image\">\n          <img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2023\/08\/RX86A6-1084x576.jpg\" alt=\"\" \/>\n        <\/div>\n        <div class=\"pushpoint--info\">\n                    <span class=\"pushpoint--title\">Never stop learning<\/span>\n          <p>Being curious about the world around you is the first step towards a lifetime of learning. \n<\/p>        <\/div>\n      <\/a><\/div> <\/div>\n\n<div class=\"block--article-pushpoint pushpoint__small\">      <div class=\"block-article-pushpoint__inner\">\n        <a href=\"https:\/\/rethinkq.adp.com\/money-matters-costa-rica\/\">\n        <div class=\"pushpoint--image\">\n          <img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/09\/PFWRJE-1084x576.jpg\" alt=\"\" \/>\n        <\/div>\n        <div class=\"pushpoint--info\">\n                    <span class=\"pushpoint--title\">Costa Rica, a caring country and hotspot for global investment<\/span>\n          <p>This stable Central American country\u2019s attractiveness for foreign investment has created more than 85,000 jobs in the past five years.  \n<\/p>        <\/div>\n      <\/a><\/div> <\/div>\n\n<div class=\"block--article-pushpoint pushpoint__small\">      <div class=\"block-article-pushpoint__inner\">\n        <a href=\"https:\/\/rethinkq.adp.com\/how-to-fix-7-payroll-problems-pandemic\/\">\n        <div class=\"pushpoint--image\">\n          <img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2021\/09\/volkan-olmez-aG-pvyMsbis-unsplash-1084x576.jpeg\" alt=\"\" \/>\n        <\/div>\n        <div class=\"pushpoint--info\">\n                    <span class=\"pushpoint--title\">How to fix 7 payroll problems exacerbated by the pandemic<\/span>\n          <p>No organization was completely prepared for a global pandemic, but companies with digitized, unified payroll departments were able to adjust more rapidly.<\/p>        <\/div>\n      <\/a><\/div> <\/div>\n<\/div><\/div>\n\n\n<section class=\"wp-block-group alignfull section--sign-up has-background\" style=\"background-color:#7967ae\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"has-text-align-center is-style-default has-white-color has-text-color has-large-font-size\"><a href=\"\/sign-up\/\">Sign up<\/a> to keep up to date with ReThink Q.<\/p>\n<\/div><\/section>\n","protected":false},"excerpt":{"rendered":"<p>Complying with a patchwork of local privacy, payroll and employee classification laws can expose organizations to unexpected liability. <\/p>\n","protected":false},"author":1,"featured_media":1928,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":true,"footnotes":""},"categories":[116],"tags":[203,44,135],"coauthors":[120],"class_list":["post-1774","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-features","tag-digital-nomads","tag-payroll","tag-remote-work","issue-issue-5-out-of-office"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.5 - 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