Global payroll terms

These Global Payroll Terms explain how our Global Payroll service works and what you can expect when you choose Native Teams to run payroll for your business. They describe the service itself, how we set it up with you, how each pay period works, what we ask of you, and what you can rely on us to do. Our aim is to give you a clear and complete picture of how we work together, so that your people are paid correctly and on time, every time.

These Terms describe the service in general. The details that apply to your business, such as the countries covered and the specific scope of the service, are set out in your agreement with us. If anything in these Terms differs from an agreement you have signed with us, your signed agreement applies.

About the service

Global Payroll, also known as Payroll-as-a-Service, is a managed payroll service for businesses that employ their own people and would like a specialist to take care of their payroll. Rather than building and maintaining payroll expertise in every country where you have employees, you can rely on Native Teams to run your payroll accurately, in line with local rules, through a single platform.

The service is designed for a range of situations. It is suitable for businesses that are setting up payroll for the first time, businesses that want to move away from an existing payroll provider, and businesses that have been working with an Employer of Record and are now ready to employ people through their own entity. It can cover a single country or several countries at once, and it can grow with you as your team expands into new markets.

With Global Payroll, your business remains the employer of your employees. Native Teams provides the payroll service to you as an independent service provider, working on the basis of the information and instructions you give us. We do not become the employer of your employees, and our role is limited to delivering the payroll service we have agreed with you.

The service is delivered through the Native Teams Platform or through a customized flow we set up together based on your specific needs, with support from our payroll specialists who bring local expertise across the countries we cover. You can find out which countries are available, and what is included as standard in each of them, by visiting our website or speaking to our team.

How these Terms fit with your other documents

These Terms apply together with our General terms of use, which govern your use of the Native Teams Platform, and our Data Processing Agreement, which explains how we protect the personal data that we handle on your behalf.

Where you have a signed agreement with us for Global Payroll, that agreement sets out the scope of the service and the other details that apply specifically to your business. Your signed agreement takes priority over these Terms wherever the two cover the same subject, and these Terms take priority over the General terms of use in relation to Global Payroll.

What the service covers

Global Payroll takes care of the work involved in running payroll accurately each pay period. At its core, we calculate each employee's gross pay, the income tax and social security contributions that must be deducted, any other deductions that apply, and the resulting net pay. We also calculate the contributions that your business must make as an employer, so that you have a complete view of your payroll costs.

The service also covers the elements of pay that change from one period to the next. These include bonuses, commissions, overtime, allowances, holiday pay and reimbursements, as well as changes such as salary adjustments, periods of leave and changes to working hours. When an employee joins or leaves your business, we process the change and, for leavers, calculate their final pay in line with the information you provide and the rules that apply in their country.

After each payroll, we produce payslips for your employees and make them available securely through the Platform or another agreed channel. We also provide your business with payroll reports that summarise the results of each pay period, together with the statutory reports that are required in the countries concerned.

In many countries, we can also support you with the compliance steps that surround payroll, such as registering and deregistering employees with the relevant authorities and preparing and submitting statutory payroll filings on your behalf. Where this support is included, it means that your payroll obligations can be handled from start to finish.

The exact scope of the service is agreed with you before you start, so that you know precisely what is included for each country. If your needs change over time, for example because you hire in a new country or want us to take on more of your payroll activities, we are always happy to discuss how we can support you further.

Salary and statutory payments

Global Payroll is a payroll processing service. Unless your agreement with us says otherwise, your business makes the salary payments to your employees and the payments that are due to the tax, social security and other authorities, using your own bank or payment provider.

To make this as easy as possible, we provide you with the payroll information you need to make those payments accurately and on time, including a clear summary of the amounts due to each employee and to each authority. Where you would like to make payments through the Native Teams Platform, we can tell you about the payment services that are available to you. Those services are provided separately, under their own terms.

Getting started

Before your first payroll, we take you through a structured onboarding process. Its purpose is to understand how your payroll works today, set up the Platform to reflect it accurately, and make sure that everything works as it should before any of your employees are paid through the new process.

We begin by getting to know your business. We ask you about your employees, the countries in which they work, your current payroll arrangements and what you would like us to take care of, so that we can agree on the right scope with you. Once the scope is agreed, our onboarding team holds a kick-off session with you, explains the process step by step, and tells you which information and documents we will need.

We then set up the Platform, or a customized flow based on your specific needs, with your payroll rules, pay elements, statutory settings and reporting requirements, and add your employer and employee information. If you are moving to Native Teams part way through a tax year, we will also ask for your payroll history for that year so that year-to-date figures and annual statements are correct.

We will agree a realistic timeline with you at the start, based on your circumstances, such as whether you are new to payroll or moving from another provider. The process runs most smoothly when we receive the information we need completely and on time, and we will keep you informed of progress at every stage. If you would like to change how your payroll is set up after it has gone live, please let us know, and we will agree on the best way and timing to make the change with you.

How each pay period works

Payroll runs according to a payroll calendar that we agree with you. The calendar sets out the dates by which you need to send us payroll information, the dates by which you need to review and approve the payroll, and the dates on which your payslips and reports will be ready. Payroll usually runs monthly, although we can discuss a different frequency where local practice or your business requires it.

Each pay period, you send us the information we need through the Platform or another agreed channel, including any changes to pay, hours, leave or employee details since the previous period. Our team processes the information and prepares the payroll results for your review.

You then review the results and let us know of anything that needs to change within the review period set out in the calendar. When you approve the payroll, it is treated as final and is completed in line with the calendar, and your employees receive their payslips. Because approval confirms that the payroll is correct, we ask that the people you authorise to approve payroll for your business review it carefully before they approve it. You can decide who in your business is able to approve payroll, and you can change this at any time.

If you need a change after a payroll has been approved, or you need to run payroll outside the usual calendar, for example to make an urgent payment to an employee, please contact us and we will do our best to help.

What your employees can expect

Your employees can access their payslips securely, and they can rely on their pay being calculated consistently and in line with the rules of the country in which they work. If an employee has a question about their payslip, they can raise it with your business in the usual way, and we will support you in answering it where the question relates to how their payroll has been calculated.

Working together

Accurate payroll depends on accurate information, and the service works best as a close partnership between your team and ours. We ask you to send us complete and up-to-date payroll information within the dates in the payroll calendar, and to let us know promptly about any change that could affect your payroll, such as a change to your company details, your registrations or your payroll policies.

As the employer, your business remains responsible for its employment decisions and for complying with the employment, tax and social security laws that apply to it. This includes deciding the pay and benefits of your employees, making sure that they are correctly engaged and entitled to work in the country concerned, and complying with local rules on matters such as working time and leave.

Your business also holds the employer registrations, tax references and access to government systems that payroll requires in each country, and keeps them up to date.

For our part, we keep the tax tables, payroll rules and statutory settings and deadlines up to date for the countries we cover, and we apply them carefully to the information you provide. Our service does not include legal or tax advice. Where you need advice on a particular matter, such as how a new type of payment should be treated, we recommend speaking to a professional adviser, and our team can point you in the right direction.

Our commitment to you

We provide the service with care, skill and attention to detail, in line with good payroll practice and the payroll calendar agreed with you. You will have a clear point of contact for your payroll, and our specialists are available to answer your questions throughout the year.

Some events that affect payroll are outside everyone's control, such as a government system becoming temporarily unavailable. If we become aware of anything that could affect a payroll, we will tell you as soon as possible and work with you to find the best solution for your employees. If a payroll result is incorrect because of an error on our side, we will put it right promptly.

Protecting your data

Payroll involves some of the most sensitive personal information your business holds, and we treat it with great care. When we process your employees' personal data to run payroll, your business is the data controller and Native Teams acts as the data processor. We use the data only to provide the service and in line with your instructions.

We protect your data using appropriate technical and organisational security measures, including encryption and access controls, and our team members who work with payroll data are bound by strict confidentiality obligations. More information about how we handle personal data is available in our Data Processing Agreement and on our Legal & Compliance Hub.

We keep secure records of the payroll we process for you, so that we can help you with any questions, audits or queries from the authorities that may arise later.

Fees

The fees for Global Payroll are set out in your agreement with us.

When the service ends

If our work together comes to an end, we will make sure the transition is as smooth as possible for your business and your employees. We will complete any payroll that you have already approved, and we will make your payroll reports and data available for you to export for a period after the service ends, so that you or your new provider can continue without interruption. If you are moving to a new provider, we can also discuss how we can support the handover.

Questions

If you have any questions about Global Payroll or these Terms, please speak to your account manager or contact our team through the Help Centre. For legal questions, you can contact us at legal@nteams.com.