Outsourcing of payroll accounting

The outsourcing of payroll accounting is an advantageous solution for small-sized companies with a headcount of 50 to 100 people. Such a company typically has only one full-time accountant, because it is complicated and expensive to find and retain a separate payroll expert.

Outsourcing helps to lessen the burden on the full-time employee, to mitigate the risk of calculation errors and to cut costs, because it is more than likely that using the services of an accounting firm will be cheaper than having an additional expert.

For larger companies with hundreds or thousands of employees, the outsourcing of payroll accounting is of interest as a guarantee that there will be no errors in complicated calculations. It offers the opportunity to improve business processes, for example:

  • To cut the time spent on simple transactions, analyze and rule out unnecessary actions, and reduce the time spent processing data;
  • To develop the process by using KPI criteria;
  • To improve control at all stages of the process.

To implement such tasks, highly qualified personnel are needed, and this is what Acsour has. Acsour is a professional provider of accounting services.

Before we proceed with our services, you deliver to Acsour the whole set of HR documentation, including the work record books of your employees. Acsour will not only calculate salaries and wages, but fill out and submit tax returns, formalize payments and submit pay slips using an employee’s personal account.⁠

What you get from doing business with Acsour

Guaranteed accuracy of calculations

Your employees will receive payments due to them in time and in full owing to:

  • well-developed guidelines for interaction;
  • data exchange schedules;
  • briefings;
  • control of errors at all levels – from software configuration to the effective performance of your manager;
  • full attention to changes in legislation;
  • regular training for our experts.

Thanks to the teamwork of our accountants, methodologists and lawyers, Acsour helps to handle any situations with payroll and accounts.

We have our professional liability insured and we assume responsibility to our clients for potential errors.

Confidentiality of data

We guarantee full confidentiality of data. We operate in full compliance with the laws regarding the protection of personal data, commercial secrecy and information security. Acsour has been included in the register of personal data operators.

All employees at Acsour undergo regular training in information security rules and assume personal liability for breaching such rules.

Efficient use of human resources

Payroll accounting has the least connection with the remaining areas of accountancy. Therefore, it is easy to outsource, and this requires minimal interaction with the in-house accountant.

By outsourcing your payroll accounting:

  • your accountant is free of peaks in workload during calculation periods;
  • your accountant does not have to track any nuances in the legislation;
  • your accountant is freed from the responsibility for communicating intensively with headquarters because Acsour has experts with the necessary command of English who directly communicate with financial controllers and answer their questions regarding the nuances and specific aspects of accounting in Russia.⁠

The outsourcing of payroll accounting for key employees is an efficient solution when there is a need to prevent the disclosure of information regarding the income of senior management or highly valued specialists.

The services include not only payroll accounting, but also arranging confidential payments and the submission of tax returns.

What you get from doing business with Acsour

Guarantee of confidentiality

The risk of unwanted disclosure of information is brought down to a minimum:

  • At Acsour, your data is kept in secure data centers.
  • Information is transmitted by secure communication channels.
  • Access to data is restricted and strictly regulated. In your company, only one or two trusted managers continue to have access to confidential data.
  • Acsour’s employees undergo regular training regarding information security rules.
  • Personal and corporate liability is stipulated for breaches of such rules.
Convenience for your employees Services are tailored and supplied based on a number of particular features, including long-term payments, bonuses, rewards, compensation of business travel expenses, and interaction with employees.

This solution will suit any company if it faces the temporary absence of its full-time payroll employee.

When a payroll expert is on holiday, on sick leave, or resigns, it may prove difficult to find his/her replacement, especially when there are special requirements for his/her qualifications or a company requires such an employee for a short period of time.

By engaging Acsour you will continue to have a payroll accounting function and avoid having confidential information about the income of employees being spread within the company.

What you get from doing business with Acsour

Promptness Acsour’s specialist will be able to proceed with payroll accounting for your company within one or two days after you place an order. Our specialist will perform the required volume of work until your in-house accountant comes back to work.
Confidentiality

We guarantee full confidentiality of your data:

  • we operate in full compliance with the laws regarding the protection of personal data, commercial secrecy and the security of information;
  • Acsour’s employees undertake regular training in information security rules; and
  • Acsour has been included in the register of personal data operators.
Convenience We may provide our services either at your premises or remotely.

A payroll audit will help you to make sure that your company carries out payroll accounting in full compliance with current employment and tax legislation.

The audit helps to identify breaches in such areas as:

  • A company’s internal regulations and HR documentation;
  • Accruals (including bonuses and awards) on and deductions from salaries and wages;
  • Substantiation of tax benefits;
  • Accounting for overruns;
  • Settlements with state budget.

Based on the results of the audit you will get a true picture of settlements with personnel and recommendations on how to eliminate any errors identified.


What you get from doing business with Acsour

Risk mitigation The purpose of the audit is to identify and remedy errors and violations which may result in sanctions by a tax authority, public social insurance funds and other fiscal authorities.
Confidentiality

We guarantee the full confidentiality of your data:

  • we operate in full compliance with the laws regarding the protection of personal data, commercial secrecy and the security of information;
  • Acsour’s employees undertake regular training in information security rules; and
  • Acsour has been included in the register of personal data operators.
No employment disputes The payroll accounting is in full compliance with legislation, safeguarding you against claims by, and disputes with, your employees.

Filing out a personal tax return in form 3-NDFL often raises questions and causes difficulties for employees.

Acsour advises employees of its corporate clients on the submission of personal income returns at year-end.

Our advice will help your employees to promptly and correctly fill out the tax return when they are obligated to pay tax or when they are eligible for a refund.


What you get from doing business with Acsour

Saving time

Your employees will not have to waste their time on searching for information or investigating all the intricacies of the issue.

You only have to choose the form of advice that suits you:

  • an on-site seminar at your office;
  • a webinar; or
  • individual consultation.
Compliance

With information received during the consultation, your employees will be able:

  • to promptly and correctly fill out a 3-NDFL return; and
  • to submit it,

Which will enable them:

  • to pay their taxes on time;
  • to obtain a refund from the public purse; and
  • to avoid fines.  
Loyalty of employees The legislation does not require your company to arrange a consultation for your employees regarding the reporting of their income. However, showing care for employees has a positive effect on the job climate and the image of your company as an employer.

Optimization of the payroll system by Acsour’s experts helps:

  • To bring the system into compliance with the current requirements of Russian tax and employment legislation.
  • To standardize the employee compensation plan for all legal entities in the case of a merger or reorganization.
  • To make the employee compensation plan more transparent, manageable and simple, and to cut down on inefficient labor efforts.
  • To improve working conditions for employees.
  • To mitigate tax risks in controversial situations relating to compensations and benefits for employees.

Within the framework of projects to optimize payroll systems, Acsour carries out the following:

  • An analysis of the existing payroll system, accruals on and deductions from salaries and wages.
  • Proposals may be devised to change the existing payroll system.
  • New internal regulations and HR documents may be drawn up, such as: Regulations of salaries and wages, Regulations on bonuses, notifications to employees, and supplemental agreements to employment agreements.

What you get from doing business with Acsour

‘Turnkey’ project implementation You will get a payroll system that has been tailored to correspond to your company’s internal policy and strategy, including all the required documents.
Fine tuning With many years of experience in developing similar systems to fall back on, Acsour will help you to build up the system that is optimal for you, to reduce the labor efforts to administer it, and to avoid tax risks.
Before we start working with you, we will agree on the full range of HR payroll accounting services while we are setting up our services.

Please send a request for specific rates for your company.

Our clients’ success stories

Genesys Telecommunications Laboratories LLC

Core business:

Network IC Development Company

Genesys is a global leader in developing cloud and local solutions for servicing clients. Genesys provides solutions that secure an omni-channel service and help to build long-term relationships with consumers. The company has over 10,000 corporate clients, including the largest global banks and insurance corporations, airlines and telecom companies, tour operators and financial institutions. Genesys has been one of Acsour’s clients since 2012.

Services we provide
  • Bookkeeping and tax accounting
  • HR record management
  • Legal services
Tasks accomplished

When we started working with the company, we were asked to systematize its internal processes based on specific aspects in the field of IT. As a result, we, together with Genesys management and financial department, managed to implement measures which contributed to the company’s successful development:

  • The company has been entered in the register of accredited IT companies, which enables it to apply statutory benefits: reduced rates of insurance contributions, the ability to employ highly qualified foreign specialists, and the right to be excluded from the established depreciation procedure.
  • Calculations have been performed and documents have been drafted to confirm the company’s eligibility to apply reduced rates of insurance contributions, which has resulted in considerable savings.
  • Internal by-laws regulating the main business processes have been drawn up. The documentation that has been developed makes it possible to mitigate financial, tax and administrative risks.
  • The process under which source data for 1C is obtained to prepare monthly accounts for the Headquarters has been automated. This has enabled the company to reduce labour costs for the process.
  • A data exchange portal has been deployed between Genesys and Acsour which ensures that data is safely stored, and documents are accessed on a continual basis.
Customer feedback

“Acsour is a team of experts that is able to provide support in tackling complex accounting issues. When we started to work together, the service provider helped us to set up all accounting processes properly and this resulted in systematized, simplified document flow. Thanks to the efforts of Acsour’s experts, the changes within our company in no way restrict us in our operations, yet these changes are implemented with minimal expenditure on coordinating the procedures. We came to the outsourcing firm for exactly what we have received: our expenses have been reduced, we made savings on time and effort, and we benefit from an integrated professional approach as well as access to the best global practices.”

Management Company Tekhnologii Teplichnogo Rosta LLC (‘TTR’)

Core business:

TTR Group is one of the largest and most technologically advanced protected ground projects in Russia. It was founded in 2013 and has since been carrying out operations in several areas: 

The design and construction of greenhouse complexes

The sale and promotion of greenhouse products of various producers

Fund raising for and the management of greenhouse complexes

The company employs approximately 600 people. It has been a client of Acsour’s since 2016.

Services we provide

In 2016, when it assessed the efficiency of its involvement in the construction of the Donskaya Usadba complex in Rostov Region, the Company applied to Acsour for its services. Such services included a partial audit of the state of tax accounting at the target complex.

Tasks accomplished
  • Together with the client, we drew up a project plan and defined its scope
  • Acsour’s experts checked whether the company’s settlements in relation to taxes and levies were accurate, as a result of which the client mitigated its tax risks
  • The audit was carried out both in Acsour’s office in St Petersburg and onsite, at the complex itself, where source accounting documents were audited in terms of their availability and accuracy.
  • At the end of the project the client received a report on the work performed and we handed over ledgers which supported the audit results.
Customer feedback

“We would like to thank Acsour for working with us seamlessly. The high level of the services allowed the company’s specialists to audit tax accounting at the complex and assess the potential risks. The result of the work contributed to our taking a positive decision regarding our involvement in the construction project for the Donskaya Usadba complex”.

Olga Konyakhina, Chief Accountant Management Company Tekhnologii Teplichnogo Rosta LLC (‘TTR’)

A. Espersen LLC

Core business:

Food industry

Espersen is a global leader in the processing of frozen fish and seafood products and the production of breaded fish fillets. In 2013, the Danish group opened its first production plant in Russia, in Velikiy Novgorod. The plant’s products are supplied to leading international fast food restaurant chains, including McDonald's.

The company has been a client of Acsour since 2013.

Services we provide
  • Bookkeeping and tax accounting
  • Payroll accounting
  • Preparing consolidated reports for the Headquarters
Tasks accomplished

As the project launched, we were instructed to build up all the processes taking into consideration the specific aspects of the operations of the production plant. Before they embarked on the work, Acsour’s specialists studied inside out the technologies and specific features of production at Espersen. This enabled us to factor all case scenarios into the accounting system and make allowance for the specific features associated with both the uniqueness of the industry and the expected growth of the plant. We have worked with Espersen for over 5 years, and during this period the company’s output has grown 10 times, all the changes occurring under normal conditions with no interruptions in accounting.

  • We have developed and automated a warehouse management system which allows accurate data to always be available regarding the inventory of goods and allows production processes to be streamlined.
  • Over the 5 years Espersen has operated in Russia, the company’s plant has successfully undergone numerous inspections and audits by governmental authorities of bookkeeping, accounting and HR document management.
Customer feedback

“We would like to thank Acsour for many years of cooperation. Acsour helped us to build up our accounting processes from scratch and was ready for the significant growth of our production. Acsour’s specialists are experts in their field and are always ready to come up with a solution for any issue. Among others, a very important indicator for us is that we have successfully passed all bookkeeping and tax audits without any serious remarks from the relevant authorities.”

Peter Bos, General Director of A. Espersen LLC

Azul Systems LLC

Core business:

Development of Java-based applications, R&D.

Azul Systems LLC Core business: development of Java-based applications, R&D. The company has been Acsour’s client since 2016.

Services we provide
  • Bookkeeping services
  • HR record management
  • Payroll accounting
  • Legal services
Tasks accomplished
  • Tax optimization: 
Our Client saved 15% in taxes as compared with the previous tax period as a result of a review of the contractual terms with its principal customer, that is, its parent company Azul Systems (USA). The contractual terms dealt with pricing and the application of the cost plus fee calculation method.
  • Risks for profit tax decreased by RUB 300,000: 
Acsour’s experts audited the expenses of the previous period and corrected errors in bookkeeping. Moreover, we developed a secondment policy which helped to sgnificantly reduce the profit tax risks and save the client’s money.
  • Development of rules for drawing up accounts and reporting to the Client’s headquarters in the USA: 
We have brought the data from the management accounts into line with the bookkeeping records of the Company. The document has been made consistent with Russian and foreign standards.
Customer feedback
“The result of Acsour’s work is a 15% saving as compared with the previous tax period, and no fines after tax audits. I would like to express my gratitude to Acsour’s employees for demostrating their high professional standards and client oriented approach”. Mikhail Davydiv, CEO of Azul Systems LLC

Arla Foods LLC

Core business:

Food industry, wholesale trade

Arla Foods LLC - Russian representation of the biggest European dairy concern Arla Foods amba with the headquarters in Saint Petersburg and substantial office in Moscow.

Services we provide
Migration services
Tasks accomplished
Extension of the resident permit for a highly-qualified specialist.
Customer feedback
During the time of our cooperation, Acsour proved to be highly professional, able to solve complex tasks and meet the deadlines.
Lyasko Mikhail, CEO of Arla Foods LLC