capabilities and delivers a subpar employee experience. Collating receipts and ticket stubs impacts productivity and diverts time and attention from an employee’s core responsibilities. Even though many organisations are using other

data systems, such as travel management systems and expense systems, these offer only part of the solution. Focused primarily on consolidating the travel data from a booking and expenses perspective they don’t properly address compliance risk. Now more than ever before, data silos and reporting

complexity are a concern for the organisation’s payroll/ HR admin teams, who are often required to include reporting on a biweekly basis for payroll tax-withholding. However, performing these tasks manually is time and labour-intensive. What is needed is on-demand reporting that helps automate this process. Some organisations have sought to address some of

these global challenges by leveraging outside help from service providers. An outsourced service approach may be a remedy. However, it can be limited when addressing operational challenges at a global level. Service provider tools often lack the necessary level of sophistication, especially when coupled with their clients’ own digital architecture. The challenges to approaching distributed workforce compliance manually or in piecemeal can therefore be summarised into three areas:

• Lack of centralised data: There is no single repository for employee location information. For example, some travel booking systems do not account for travel by car.

risk and immigration risk. Monitoring headcount in locations where employees are permitted to work is also an area of focus where preparedness will be necessary to manage finances. Therefore, proactively knowing employees’ locations and the activities they undertake while working in non-home jurisdictions are essential data. Collecting employee footprint data is an enormous

challenge for many businesses, but essential. If overlooked, it creates significant compliance risk and potential liability. Many organisations are seeking a technology-first solution to manage this function and to report activity for financial planning and their tax obligations. This gives them real-time visibility and accurate data in one central place.

TRADITIONAL CHALLENGES IN EMPLOYEE FOOTPRINT MONITORING To date, organisations have approached these problems in different ways from manual approaches to outsourced service providers. However, there are many reasons why they are finding these methods challenging, inefficient and ineffective. Organisations attempting to manually manage compliance risks from mobile and distributed workforces are relying on employees to self-report accurate travel schedules. This practice is reactive and depends on employees providing the data accurately and in a timely manner. Business leaders realise that manual self-reporting

is not a long-term solution. As well as being inefficient and inaccurate, it lacks valuable analytic and auditing


• The complexity of multi-state, multi-country withholding calculations: Each state and country has different thresholds and reciprocity agreements, making tracking and allocating non-resident workers’ time in a state or country difficult.

• Manual nature of self-reporting travel: Reliance on employees to self-report accurate travel activities takes time away from other activities and opens the process up to errors.

WHY ARE ORGANISATIONS TURNING TO TECHNOLOGY? As economic and political events are increasingly impacting corporations and their operations on a global scale, it is no surprise that organisations are looking to best-in-class software to mitigate risk and manage dispersed workforces. Advanced resource and financial planning and preparedness for future audits are a key focus and at the top of the agenda for executives. Subscribing to a best-of-breed digital solution

provides out-of-the-box connectors for interfacing with HR, payroll and finance systems. This close integration and downstream process automation deliver real-time employee footprint knowledge, accuracy in data and point-in-time reporting – core ingredients needed for organisational success in the new future of work. Modern technology also delivers a sophisticated and positive user experience, as well as providing organisations the digital means to proactively mitigate risk and be compliant with global financial and tax obligations. With a purpose-built solution for managing the compliance of distributed and mobile workforces, organisations have the right tools to tackle:

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