The process begins when you express your intention to enroll your payroll Team Members in Oyster’s Global Payroll. Typically, this occurs once your company has set up its legal entities in each country you intend to run payroll in.
1. Provide company information
You must submit key details about your company entity, such as its name, address, and legal information. You can do this in two ways:
- Creating the payroll entity directly within Oyster’s platform.
- If your country isn’t available on the platform yet, use the onboarding forms found here. Our onboarding success team will create your payroll entity in the platform on your behalf.
In any case, after that, our onboarding success team will review that information and discuss it with you during the Onboarding call.
Please note: The specific information you need to provide will vary depending on the following scenarios:
- New Entity: If your entity is new and you have never used a payroll provider.
- Existing Entity: If you are migrating from another payroll provider.
These scenarios may affect the steps and the time it takes to complete your payroll setup.
2. Timelines for enrolling Global Payroll Team Members
There are two main scenarios for enrolling payroll Team Members:
For new entities
- Cutoff Date: To onboard a new payroll Team Member within a payroll cycle, they must be engaged in the Oyster platform by the 15th of the month.
- After the Cutoff: If added after the 15th (e.g., on April 16), the payroll Team Member will be included in the next month's payroll cycle (i.e., May).
For existing entities
A parallel payroll process is needed when transitioning from a previous payroll provider to ensure a smooth setup. This helps avoid errors during the switch.
- Cutoff Date: Payroll information must be submitted at least 6 weeks before the first live payroll run. For example, if the first payroll run is on October 1, all Team members must be submitted and engaged by August 14. This means that Entity details and payroll team member information were provided on time, and the payroll Team Members were engaged by that date in the platform.
- Extended Timelines: In certain cases, longer parallel payroll processes may be necessary to ensure data accuracy and a smooth transition.
3. Onboarding call
During the Global Payroll onboarding call, the onboarding success team will work with you to create a clear roadmap for you and your payroll Team Members. This call will clarify everyone's roles, responsibilities, and timelines, ensuring a smooth integration.
Roles and Responsibilities
- Your Role as the Customer: You are responsible for informing your employees about the enrollment process and ensuring they provide accurate information for their profiles. See the complete list of your responsibilities here.
- Your Payroll Team Members' Role: To prevent payroll processing issues, each payroll Team Member must complete an onboarding form, including their tax information and required documentation.
- Our Onboarding Team's Role: We facilitate the process and provide support through group office hours calls. Our team will guide you through using the platform and understanding the expected timelines. Please note that we do not provide individual tax advice or one-on-one sessions unless necessary.
4. Uploading Payroll Team Member information
To efficiently onboard your payroll Team Members, we follow a structured process for bulk uploading their information. After the first onboarding call, you'll receive a detailed entity onboarding and team member onboarding form to fill out.
Once the forms are completed and submitted, the Onboarding Success Manager will upload the data to the platform. If any information is missing, we will reach out to collect it. After the upload, the payroll Team Members will receive an invitation to join the platform.
5. Open office hours for Global Payroll Team Members
Open office hours allow your payroll Team Members to learn about the Global Payroll system, understand the onboarding process and ask any questions they may have.
During these sessions, we will:
- Clarify payroll Team Members' responsibilities.
- Answer any payroll-related questions.
- Ensure payroll Team Members are confident in using the platform.
6. Payroll Team Member onboarding
Once payroll Team Members are invited to the platform, they must complete an onboarding form and provide the necessary documentation for payroll setup.
After completing the form, our payroll team ensures the Team Member's payroll is correctly set up.
Final Step: Handover to the Payroll Implementation Team
Once the onboarding process is complete, we hand it to our Payroll Implementation Team. They handle the technical aspects of payroll setup and coordinate with you if further clarification or reviews are needed, such as during parallel payroll periods.