{"id":3352,"date":"2024-03-15T18:17:21","date_gmt":"2024-03-15T18:17:21","guid":{"rendered":"https:\/\/rethinkq.adp.com\/?p=3352"},"modified":"2024-09-03T10:16:40","modified_gmt":"2024-09-03T09:16:40","slug":"shadow-payroll","status":"publish","type":"post","link":"https:\/\/rethinkq.adp.com\/shadow-payroll\/","title":{"rendered":"How to run a shadow payroll for employees on international assignments"},"content":{"rendered":"\n<header class=\"entry-header bg-adp-tan block--article-header alignfull block--article-header anchor-top\" >\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\/2024\/02\/2h8n3gb.jpg\" alt=\"\" class=\"wp-image-3365\" srcset=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb.jpg 1920w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-300x200.jpg 300w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-1024x683.jpg 1024w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-768x512.jpg 768w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-50x33.jpg 50w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-1600x1067.jpg 1600w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-1536x1024.jpg 1536w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/2h8n3gb-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\/shadow-payroll\/&#038;t=How to run a shadow payroll for employees on international assignments\" 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=How to run a shadow payroll for employees on international assignments&#038;url=https:\/\/rethinkq.adp.com\/shadow-payroll\/\" 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%2Fshadow-payroll%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          <span class=\"entry--tag tag-style\">Thought leadership<\/span>\n    \n  <h1 class=\"entry-title\">How to run a shadow payroll for employees on international assignments<\/h1>\n\n\n<p class=\"is-style-summary-style\">Ensuring compliance in both home and host countries requires careful coordination and planning.<\/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\/janna-brancolini\/\">Janna Brancolini<\/a>\n\n             \n         \n     <\/p>\n    \n  \n  <p>15 March 2024  <span class=\"desktop-only\">\u2014<\/span> <a href=\"https:\/\/rethinkq.adp.com\/issue-11-borders\/\">Issue 11: Borders<\/a> \n  <\/div><!-- .entry-meta -->\n\n<\/header><!-- .entry-header -->\n\t<div class=\"entry-content content-width\">\n\n\n\n<p>For Giuseppe Brancato, an Italian railway engineer working for a German company who is stationed in Latvia, pay is a multi-country affair. His income is taxed in Latvia, where his employer pays payroll taxes, while his pension is split between an American and an Italian retirement account that his employer pays into.<\/p>\n\n\n\n<p>He doesn\u2019t pay into the German or Italian state social security system, but he still has to declare his income in Italy. He also has to be careful how much money he sends to his wife, a marketing manager who lives with their son in Milan, to avoid triggering tax audits and other onerous checks.&nbsp;&nbsp;<\/p>\n\n\n\n<p>\u201cNo one in the company explains this to you,\u201d Brancato says of the complications surrounding cross-border money transfers. \u201cIt\u2019s something you learn by yourself, or by speaking to other people.\u201d Before Latvia, he spent six years overseeing construction of a state-of-the-art metro system in Qatar.<\/p>\n\n\n\n<p>In both cases, his employer handled any payroll requirements in his host country while managing his benefits from a home country. These mirror payroll systems \u2014 also called \u201c<a href=\"https:\/\/uk.adp.com\/what-we-offer\/products\/adp-celergo.aspx\">shadow payroll<\/a>\u201d \u2014 are increasingly common as the global workforce becomes more mobile, according to the <a href=\"https:\/\/globalpayrollassociation.com\/\">Global Payroll Association<\/a> (GPA). Traditionally, many short-term business assignments have been payroll exempt, but today, more and more countries are adopting immediate payroll requirements.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is shadow payroll?<\/h2>\n\n\n\n<p>Shadow payroll describes a situation where an employee\u2019s international assignment gives rise to a local payroll tax obligation in the host country in addition to payroll requirements in the home country. Specifically, it occurs when the host location has a payroll tax withholding obligation that is triggered by the employee performing employment duties in the host location.<\/p>\n\n\n\n<p>The employee is typically paid in the home location, where social security and pension contributions are usually maintained, while a shadow payroll is simultaneously operated in the host location to calculate and pay the withholding taxes owed.&nbsp;&nbsp;<\/p>\n\n\n\n<p>The employee is usually aware of the shadow payroll, but shouldn\u2019t be affected in practical terms. The shadow payroll happens in the background \u2014 hence the term \u201cshadow\u201d \u2014 with the net pay arriving in the home country as usual (unless certain benefits related to the assignment must be paid locally).<\/p>\n\n\n\n<p>But not every assignment abroad results in a shadow payroll. Sometimes employees who transfer overseas become fully local hires; they are hired on new contracts in the assignment country, move onto the assignment country\u2019s social security system, and are physically paid in the new location.<\/p>\n\n\n\n<p>Other times, an employee on a short assignment is exempt from tax in the host country, so long as the employer successfully applies for an upfront dispensation. Finally, some jurisdictions don\u2019t have any provisions for employers to register and pay withholding taxes. In that case, the employee\u2019s tax position still needs to be addressed, either through year-end tax returns or moving the employee to local terms.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Home and host country needs<\/h2>\n\n\n\n<p>Running an effective shadow payroll requires careful planning around four separate pillars: home country requirements; host country requirements; both countries\u2019 relocation, travel and subsistence rules; and year-end obligations.<\/p>\n\n\n\n<p>Each employee has a specific situation and different benefit needs and residency requirements, says Chris Acostandei, Director GlobalView Product at ADP.&nbsp;<\/p>\n\n\n\n<p>\u201cThat\u2019s the most challenging part: the compliance piece,\u201d he says. Payroll suppliers such as ADP offer the tools to be compliant, but the decisions on how and what to report is part of accounting audit guidance. \u201cThose instructions are submitted to us from the clients who are working with their accounting partners,\u201d Acostandei adds.<\/p>\n\n\n\n<p>The first question from the home country perspective is the employee\u2019s expected residence status. From there, the employer must determine any withholding tax obligations and exemptions, and understand the employee\u2019s social security position.&nbsp;&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>&#8220;It helps if they feel like the company is taking care of them.&#8221;<\/p><cite>Chris Acostandei, GlobalView Product Director, ADP<\/cite><\/blockquote><\/figure>\n\n\n\n<p>On the host country side, the employer must consider any employer and employee registrations, and determine whether there is a payroll withholding requirement, which would trigger a shadow payroll.<\/p>\n\n\n\n<p>Then, the employer must ask whether the correct credits and deductions are being claimed, identify any available expat relief (along with deadlines), determine whether a re-gross calculation will be required, understand if social security will be applied and if the appropriate retention certificates are in place, and determine how you will manage the payroll tax filings and payments.<\/p>\n\n\n\n<p>Even when the employee stays on their home country\u2019s social security system, documentation and reporting are still typically required in the host country. There are also time limits on some social security arrangements.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Extensions and year-end obligations<\/h2>\n\n\n\n<p>Next, the employer must look at tax exemptions and review periodically if the assignment is extended. What is the payroll treatment for other assignment-related allowances, including per diems? Are they paid net or gross? Keeping up to date with legislative changes in the host country is also key to compliance.<\/p>\n\n\n\n<p>Finally, the employer must consider year-end payroll tax reconciliations, payroll tax filings in both countries, employee tax filings in both countries, tax equalizations year-end calculations, and the settlement of final tax positions.<\/p>\n\n\n\n<p>To ensure best practices, employers should have a very clear policy and procedures in place for employees on international assignments, ADP\u2019s Acostandei says.&nbsp;<\/p>\n\n\n\n<p>\u201cCross-functional collaboration is very important \u2014 between HR, finance, tax and legal to make it a smooth process for these associates,\u201d he says. \u201cThe company also needs to consider data management\u2014so that data is accurate\u2014and do regular reviews.\u201d<\/p>\n\n\n\n<p>Throughout the shadow payroll framework, the employer should identify a process owner and determine the processes and procedures required, according to the <a href=\"https:\/\/globalpayrollassociation.com\/blogs\/tax-corner\/running-like-clockwork-6-steps-to-getting-expatriate-payroll-right\" target=\"_blank\" rel=\"noreferrer noopener\">Global Payroll Association<\/a>. It must understand each country\u2019s audit and control process, and ensure it has the proper record-keeping in place to retain the necessary payroll records for regulatory reporting and compliance audits.&nbsp;&nbsp;&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Benefits of shadow payroll<\/h2>\n\n\n\n<p>Despite the complications, shadow payroll can be a major asset to companies. Global mobility, or movement of workers from one country to another, is often a key component of a company\u2019s talent strategy. It allows the company to engage the right talent where it\u2019s needed and to provide employees with more opportunities.&nbsp;<\/p>\n\n\n\n<p>A smooth shadow payroll benefits both the employer and the employee, since it helps companies remain compliant, mitigate risk and retain talent. Employees, meanwhile, can keep contributing to retirement or health care plans in their home countries.<\/p>\n\n\n<div class=\"block--sidebar bg-adp-navy alignright\"><div class=\"block--sidebar__inner\">\n\n<p class=\"has-white-color has-text-color has-link-color wp-elements-177e6ac204e46a304ec26b431140f774\" style=\"font-size:26px\">If you&#8217;re concerned about staying compliant while paying cross-border employees, ADP provides<a href=\"https:\/\/uk.adp.com\/what-we-offer\/payroll\/payroll-outsourcing-services.aspx\" target=\"_blank\" rel=\"noreferrer noopener\"> up-to-date compliance expertise<\/a> for a variety of situations.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignright size-large is-resized\"><img decoding=\"async\" width=\"1024\" height=\"540\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/03\/adp-logo-1024x540.png\" alt=\"\" class=\"wp-image-3433\" style=\"width:50px\" srcset=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/03\/adp-logo-1024x540.png 1024w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/03\/adp-logo-300x158.png 300w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/03\/adp-logo-768x405.png 768w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/03\/adp-logo-50x26.png 50w, https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/03\/adp-logo.png 1238w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure><\/div>\n<\/div><\/div>\n\n\n<p>\u201cIt helps employees concentrate on the work rather than worry about how they deal with their taxes,\u201d Acostandei says. Employees might be excited to go to another country, but if it costs more for them, they won\u2019t do it. Living abroad is still complicated, but \u201cIt helps if they feel like the company is taking care of them,\u201d he adds.&nbsp;&nbsp;<\/p>\n\n\n\n<p>Brancato, the Italian railway engineer, acknowledges that his salary is higher because he works abroad. But for him, the greatest benefits of his international assignments are not financial. He has worked on some of the world\u2019s most advanced infrastructure projects, building a modern metro from scratch in the desert and connecting hundreds of miles of the Baltic region with high-speed rail.<\/p>\n\n\n\n<p>\u201cThe benefit for the local populations and for the growth of these regions is incredible,\u201d he says. \u201cThat\u2019s the main reason I love my job.\u201d<\/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\/janna-brancolini\/\"><img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2023\/11\/Janna-Brancolini-298x305.jpg\" alt=\"\" \/><\/a>\n                  <\/div>\n        <div class=\"author--info\">\n                      <a href=\"https:\/\/rethinkq.adp.com\/author\/janna-brancolini\/\" class=\"author--name\">Janna Brancolini<\/a>\n\n          \n          <p>Janna Brancolini is an American journalist based in Milan, Italy, frequently writing about environmental and tax policy for Bloomberg. She covered the Covid-19 pandemic in Italy for the Los Angeles Times, and her articles and essays have appeared in the Columbia Journalism Review, Los Angeles Review of Books, Business Insider and more. Janna\u2019s first narrative nonfiction book, \u201cBreaking the Surface,\u201d blending science, art and history to tell the story of one of the world\u2019s first underwater archaeologists, is forthcoming from St. Martin\u2019s Press.<\/p>\n          <div class=\"block--author-social\"><ul class=\"author--socials\"><\/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\/robert-dunigan-four-seasons\/\">\n        <div class=\"pushpoint--image\">\n          <img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2022\/09\/Screenshot-2022-07-05-at-14_23_26-1084x576.png\" alt=\"\" \/>\n        <\/div>\n        <div class=\"pushpoint--info\">\n                    <span class=\"pushpoint--title\">Robert Dunigan, the hotelier turned finance executive<\/span>\n          <p>The Four Seasons Hotels and Resorts SVP, Operations Finance, believes a great customer experience starts with a great employee experience.<\/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\/cross-border-commuters\/\">\n        <div class=\"pushpoint--image\">\n          <img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2024\/02\/iStock-512627676-1084x576.jpg\" alt=\"\" \/>\n        <\/div>\n        <div class=\"pushpoint--info\">\n                    <span class=\"pushpoint--title\">How to handle cross-border commuters\u00a0<\/span>\n          <p>Maxi-passports, daily queues and paying tax just once: the life of a cross-border commuter.\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\/cuneiform-tablets-secrets-mesopotamian-payroll\/\">\n        <div class=\"pushpoint--image\">\n          <img decoding=\"async\" src=\"https:\/\/rethinkq.adp.com\/wp-content\/uploads\/2021\/09\/GXNHC0-1084x576.jpeg\" alt=\"\" \/>\n        <\/div>\n        <div class=\"pushpoint--info\">\n                    <span class=\"pushpoint--title\">Cuneiform tablets reveal secrets of Mesopotamian payroll<\/span>\n          <p>Early payroll records were among humans\u2019 first steps toward a writing system, explains Ali H.O. Bnayan, an archaeologist and cuneiform expert from the Iraq Museum.<\/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>Ensuring compliance in both home and host countries requires careful coordination and planning.<\/p>\n","protected":false},"author":8,"featured_media":3365,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":true,"footnotes":""},"categories":[115],"tags":[295,263,467,44,466],"coauthors":[316],"class_list":["post-3352","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-thought-leadership","tag-global-payroll","tag-global-workforce","tag-international-assignments","tag-payroll","tag-shadow-payroll","issue-issue-11-borders"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.5 - 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