As more and more organisations expand overseas, their workforces are becoming increasingly global. This creates extra challenges for HR to manage key benefits and employee engagement strategies efficiently.

Many companies are considering investing in HR technology. This would automate more of the HR processes that are traditionally managed offline.

But investing in the right technology system is vital. A system that can handle the many complex processes involved in managing a global workforce, and deliver a streamlined service. Otherwise they could end up facing administrative headaches that drive up costs and impact delivery.

Darwin™, our benefits management and employee engagement software, has successfully helped our global clients overcome many of their administrative challenges. Below are a few examples:


Claiming expenses and spending accounts

We recently worked with a global travel company operating in multiple overseas locations. One of their biggest challenges was managing their employees’ travel expense reimbursements. This task can create major headaches for HR, unless they can manage it from a central location.

Darwin’s Spending Account enables this company to manage all claims from staff in 44 countries from a single central HR administration centre.

The management system also tracks and provides service-accrued funds at specific career milestones. It limits claims to a specific level for each employee. This limit varies according to various eligibility criteria. The rules for these have already been configured into Darwin™.

The result is a globally consistent process followed by every employee, regardless of location. This then sits perfectly within the organisation’s wider HR strategy.


Updating personal details

Something as simple as managing birth and marriage awards can create huge administration headaches. Especially for those employers with large numbers of staff in various overseas locations.

Darwin™ was recently able to resolve this challenge for a large business services organisation. It operates across more than 60 EMEA countries.

Employees who have experienced one of these life events provide evidence by uploading a certificate to the system. They must also provide key tax information around spouses, which can then be audited and reported to payroll.

Capturing this data through the system creates a paperless process. Because it operates on a ‘trust basis,’ it reduces the burden on administration resource, saving the company money.


Staying compliant in different regions

In some countries, taxation depends on family status and information about dependants. Employees must provide details of dependants, such as residency status. In some cases, their membership to churches is also required information.

In these situations, as well as managing the employee benefit selections, Darwin™ can capture the extra HR data to manage internal processes.

Crucially, the system is configurable to reflect the different rules and tax regimes in each country. This ensures that organisations remain compliant.

In Spain, for example, pension legislation rules dictate and restrict contribution levels for employees under and over the age of 50. Darwin™ does this automatically, ensuring that organisations meet all legislative requirements.

Also in Spain, childcare vouchers are only available for employees with children up to the age of three. Again, Darwin™ captures this dependant information. It automatically removes employees from this benefit once their dependants are no longer eligible.

Technology continues to play an ever more important role in global workforce management. Implementing benefits management software will save time, cut costs and boost engagement. It does so by eliminating the frustrations of managing employee benefits on paper, across multiple administration systems.