Payroll and HR administration services in Latvia

Your payroll and HR operations can become a strategic role in your company. We provide you access to our full range payroll outsourcing services, tailored online solutions and continuous innovation that add value to your employees, HR teams and the entire organisation. Our teams will ensure full legislation compliance and elevated employee experience.

Payroll and HR administration is an extremely challenging and resource-consuming agenda especially when operating on a foreign market. The statutory requirements are demanding and legislative changes quite frequent, hence we recommend shifting the responsibility for outsourcing to a local team of experienced professionals. In this way, the administrative burden is diminished, and time and resources are saved for more strategic assignments – all while also avoiding the potential risks of non-compliance and resulting penalties.

Payroll agenda processing

Our payroll services in Latvia and across the Baltic region cover the following areas:

• Data collection and payroll calculation: Take-over and check of all input data and pertinent information in order to process an accurate payroll calculation, gross-to-net calculation of all employee deductions, taxes and net salaries in compliance with the statutory requirements; calculation of off-cycle payments
• Payslips distribution and payment administration: Generation of payslips, distributed by email or saved on the online self-service portal for employees; preparation of payment orders and distribution of payments to employees and local authorities
• Benefits and bonuses administration: Calculation of fringe benefits and bonuses based on provided schemes, e.g. vacation time, medical or life insurance, pension plans sick leave and parental leave
• Hotline support for employees for their payroll inquiry handling
• Personal income tax: Calculation and filing of personal income tax returns, including assistance to employees by collecting the information and necessary documents
• Management reporting: Regular standard reporting package in the agreed scope, as well as any other specific reports your management needs
• Statutory reporting: Regular payroll-related statutory reporting and filing to Latvian authorities, such as the State Revenue Service, social and health insurance companies, statistics offices and other, including regular communication with these authorities

HR administration services

Our payroll outsourcing services come also with HR administration support, ranging from general tasks to more specific HR consultancy to meet all your statutory reporting and compliance requirements in Latvia. We can help you optimize your processes and tailor solution to make your business operations more effective and accurate.

Our experts can help you tackle the following tasks:

• Employment documentation: Preparation of employment related documents, such as contracts, amendments, job descriptions and other, based on provided templates in compliance with the Latvian legislation
• Joiners and leavers agenda: Registration or deregistration of new or former employees at local institutions, administrative support during the on-boarding process, preparation of employment related documents and other HR documents for new or leaving employees, provision of necessary trainings for payroll process or other areas
• Time and attendance management (T&A employee self-service online portal)
• HR files administration: Organisation and maintenance of all personal files of employees in compliance with statutory requirements
• Audits and inspections: Representation in communication with the Latvian statutory bodies, preparation of required supportive documentation, support and guidance during audits and inspections, resolution of any disputes
• Specialised consultancy: related to Latvian personal income tax, non-residents and global mobility,  health insurance and social security

Labour legislation and employment support

Beside payroll and HR administration, our experienced team of Latvian legal experts offers a comprehensive labour law support to address the following matters related to employment relationship in Latvia and across the Baltic region:

• Preparation of employment contractual documentation, such as contracts and amendments, termination agreements, liability for damage and material responsibility agreements, job descriptions and others, in full compliance with legal legislation and best practices applicable in Latvia and across the Baltic region
• Help with resolution of various employment related matters, such as working time and shifts, annual leave, parental leave, health and safety at work, employee benefits, employment termination, including mass layoff, working conditions and other areas
• Design and implementation of internal HR processes, development of guidelines, policies and procedures, preparation of a standard set of templates
• Advisory related to GDPR and personal data protection in Latvia and across the Baltic region

Payroll and HR online portal

Our Payroll and HR online portal is a convenient self-service tool that allows your employees independent management of various tasks without assistance  – all in a secure, user-friendly online environment. The  portal easily stores their payslips and allows them to submit a ticket to their payroll accountant, fill in data for their yearly tax clearance, request time-off, settle travel expenses or manage business travel. The HR teams can use the employee self-service portal not only for regular document workflow and document management but also for other HR administration modules.

The payroll portal interface offers:

• Payroll data exchange
• Payroll inquiry handling via online tickets
• Payroll and HR reporting and full archive
• Payslips distribution and archive

The HR module integrations provides:

• HR and personal files maintenance
• Yearly tax clearance management
• Preparation of employment related legal documents
• Business travel management and settlement of travel expenses
• Administration of benefits
• Time and attendance: absences approval, shift planning, shared calendars