This article discusses, at a high level, the steps that will be taken to onboard your first new hire(s) once all commercial agreements are complete. 

The Onboarding Journey Overview 

There are several steps between signing the Master Service Agreement and Statement of Work and the Supported Employee's first month. We have broken them into three main stages; Executing the Employment Agreement, Welcoming the Supported Employee, and the Supported Employee's First Month.

Meet the Team of Service Delivery Experts

Let's start by discussing the teams that will support you throughout your journey. 

Our Service Delivery experts will guide you throughout your onboarding journey and serve as your expert guide and advocate for all day-to-day maintenance during your employment engagement.

Our local HR specialists, navigates country-specific onboarding intricacies, shares vital documentation like employment agreements, and manages all HR interactions on your behalf, ensuring a seamless journey.

There are different roles for your Customer Management team,  your team will manage different aspects of payroll, PTO, and other administrative aspects for the Supported employee. The supported employee is the employee whose pay, benefits, and official employment status is owned and handled by Pebl acting as the employer of record (EOR) on behalf of you the customer.

Depending on the circumstances of your hires, such as needing immigration support or adding supplemental benefits, you might work with more teams but these will be the main contacts.

Executing the Employment Agreement 

The journey begins with filling out relevant information in our onboarding forms for the Employment Agreement, as well as setting up your initial deposit invoice.  Once you have completed this, our Service Delivery experts will review the Employment Agreement and request your approval to send it to the supported employee(s).

Completing the Onboarding Forms in the Global Work Platform™

You will receive an email inviting you to the Global Work Platform™, the all-in-one portal that will help you onboard, manage, and pay the supported employees.

This will be where you fill out the details necessary for the Employment Agreement, part of which will be establishing your Customer Management team.  The Overview of User Roles article will guide you on the different roles and help you add other members. 

What's in the Onboarding forms?

The Onboarding forms will have you fill out general Worker Information, Worker Management Team, Job Information, Worker Benefit Details Compensation & Time Off Information. These fields will be used to establish the Employment Agreement.

Check out the How to Complete Onboarding Forms article for more information on the forms and how to start this process.

Once you finish Step 1 and Step 2 of the onboarding forms, please let your HR Specialists know so they can prepare the Employment Agreement for your review and approval. 

Ensuring the Invoice is funded 

Deposit invoice funds help us ensure a seamless experience for supported employees by providing a safety net so that we are able to pay employees even in the event of a funding hiccup. 

Deposit invoices must be paid in full before implementing the employment agreement with the Supported Employee. We can continue preparing the agreement but it can not be sent until after the deposit is received. 

If you have any questions about the deposit process, check out the Invoices section or our help center or use the General Invoice Inquiry option on this form.

Starting the Employee Agreement Preparation 

Once the initial invoice deposit is funded and you complete Steps 1 and 2 of the onboarding forms, for all new supported employees, it is time to start Employee Agreement preparation. Please let the HR Specialist know once you have completed the forms for all new supported employees so they can start preparing the Employee Agreement.  

If the supported employee requires immigration services, we will ask you to confirm that we are authorized to speak with them. Also if you have added some supplemental benefits, we will ask you to confirm some information.

Depending on the country of hire, you may also receive a request via email for additional information about the supported employee. We use this information to manage local enrollment and ensure compliance in the country of hire. 

Once the Employment Agreement(s) are ready, they will be sent for your approval to distribute to the Supported Employee and we will be ready to move on to Welcoming the Supported Employee!

Welcoming the Supported Employee

Our in-country HR Specialists will begin connecting with the new team member(s), sharing the approved Employment Agreement(s) for their signature. Additionally, they will set up welcome call(s) to explain the Employer of Record model. We will of course answer any questions that may arise and if needed help with benefits enrollment per the elections made in the onboarding forms. As soon as the welcome call(s) have been completed, and Employment Agreement(s) are fully executed, we will notify you.

Supported Employee's First Month 

There are two payroll events that will take place during the supported employee's first month, the customer management team will receive the first payroll Invoice and the supported employee will receive their first paycheck. 

Understanding the Payroll and Invoicing Cycle 

For more information please use the Pebl Invoices section to help interpret and understand your Pebl invoices. We also recommend checking out the Payroll and Expense Calendars section for applicable dates.

Handling Time Off in Global Work Platform™

Supported Employees will request time off in our Global Work Platform™, this is also where the PTO Manager (will link to user role article) will approve, deny, and monitor these requests. Our Time Off section includes more information on handling these requests, including Guided Tours that walk you through the process step-by-step. 

Using Expensify for Expenses 

Expensify is an industry-leading expense management platform that we use for the expense reimbursement process for all Supported Employees. 

Our Help Center has more detailed instructions on how to navigate Expensify, as well as guidance about compliant and non-compliant expenses and FAQs.

Maintaining Compliance

Maintaining compliance is very important to consider throughout the employment lifecycle, in addition to expenses and time off policies, when it comes to off-boarding supported employees please make sure to follow these practices.