Hiring Offshore Workers: 5 Best Practices for Compliance (Guide)

Hiring offshore workers can provide many benefits for U.S. enterprises. For example, offshore workers can bring invaluable expertise, help reduce costs, and enable businesses to reach broader audiences across various countries and regions.

However, the unknowns associated with international compliance when hiring or engaging offshore workers can cause anxiety and resistance. Understanding the factors involved in hiring offshore workers is crucial to overcoming these challenges.

Here are five key best practices to help your enterprise navigate the process of hiring or engaging offshore workers compliantly.

1. Consider Misclassification Risks

Fiction: If a worker is classified as an independent contractor in the U.S., this classification will be accepted and interpreted the same in all other locations.

Fact: Never assume that an independent contractor status applies across all jurisdictions. Just because a worker has been properly classified as an independent contractor in the U.S. doesn’t mean the classification will be valid everywhere. Laws and interpretations of the facts and circumstances will vary based on location.

While each country has its own regulations, obtaining advice from local counsel is crucial. However, there are general criteria that most countries share when considering whether a worker is an employee or independent contractor.

Each country has its own rules and standards. For example: In the UK, there are three categories of workers: employee, worker, and self-employed (independent contractor). The right of substitution—the ability to supply substitutes to perform the work—is a critical factor used to demonstrate that a worker is an independent contractor. A recent case determined that if a worker has the right to substitute workers, then the worker is not an employee.

Meanwhile, the European Union (EU) has been considering legislation to control digital labor platforms and their relationships with workers, making it more difficult to categorize individuals working through the platform as independent contractors.

Some consequences of misclassification when balancing multiple jurisdictions and their laws include:

1. Owing back taxes in multiple jurisdictions
2. Being subjected to fines and penalties in multiple jurisdictions
3. Violating multiple wage laws
4. Owing employee benefits including holiday pay or vacation pay
5. Owing back payments to re-classified workers

2. Vet for Proper Work Authorizations and Visas

Fiction: Engaging offshore remote workers eliminates any need for work visas or other work authorization documents.

Fact: Even when an individual located outside the U.S. performs work remotely, they must have proper documentation to demonstrate they are authorized to perform work in the U.S. Furthermore, employers or agencies hiring or engaging such workers must verify each worker’s authorization to legally offer them employment.

All workers must demonstrate their legal eligibility to accept and perform work in the U.S. The type of documentation needed will depend on an individual worker’s specific citizenship or immigration status.

Generally, documents commonly accepted and used for work authorization purposes include but are not limited to:

1. A Permanent Resident Card (PRC) or Green Card
2. A machine-readable immigrant visa (MRIV)
3. A U.S. Citizenship and Immigration Services (USCIS)-issued Employment Authorization card
4. An EAD (Employment Authorization Document)

3. Determine Data Privacy Considerations & Obligations

Fiction: Complying with legal requirements for data privacy is sufficient because laws and regulations supersede all contract terms and conditions.

Fact: Employers and agencies hiring or engaging offshore workers need to consider both contractual and legal obligations and risks related to data privacy. It’s beneficialto consider the questions below related to both contracts and applicable laws.

Contracts

1. What happens in the event of a personal data breach?
2. Do my contracts with clients restrict me from storing, accessing, or processing data from locations outside the U.S.?
   If so, which locations are acceptable? Also, can I obtain written permission to modify this obligation, or is this obligation strictly enforced with no exceptions? If personal data is accessible by workers performing services offshore, is this allowed provided the data is stored in the U.S.?
3. Do I have federal contracts with certain non-negotiable data privacy restrictions?
   Examples may include contracts that limit personal data access to the U.S. only or prohibit processing personal data offshore if processing personal data offshore is central to perform services.
4. Do I have the proper data privacy safeguards and security measures in place to enable personal data to be processed by offshore workers in compliance with contractual terms?
   Your contracts may contain additional contractual obligations beyond what is legally required which govern data privacy safeguards, security, and technical standards that should be implemented. Therefore, legal compliance alone may be insufficient.

Laws

1. What are the legal requirements that must be met to enable personal data to be processed by offshore workers?
2. Do I have the proper data privacy safeguards and security measures in place to enable personal data to be processed by offshore workers in compliance with applicable laws?

Employers and agencies hiring offshore workers and expecting that personal data will be accessed offshore must have appropriate and legally compliant mechanisms to monitor and minimize data privacy risks while ensuring adequate data protection. It’s important to consider not only where workers will be located when performing work, but also where personal data will be collected, stored, and or accessed.

In many instances, the data privacy laws from location may apply and require compliance. When multiple laws are relevant, there are often approved mechanisms or frameworks available to help manage legal compliance. For example, the European Commission pre-approved Standard Contractual Clauses (SCCS) that should be included in agreements between parties when transferring personal data from the European Union offshore.

As a more recent example, the Data Privacy Framework (DPF) program was created by several government entities across the U.S, UK, EU, and Switzerland. This program provides a compliant and secure mechanism for personal data transfers from the EU/European Economic Area, UK, and Switzerland to the U.S. organizations that achieve DPF compliance are no longer required to use SCCs and other previously required mechanisms for applicable personal data transfers.

4. Determine Applicable Local Employment Laws to Ensure Compliance

Fiction: If I comply with U.S. employment laws when engaging offshore workers, I will be fine.

Fact: There are multiple employment laws that may come into play when engaging offshore workers. This is especially true when offshore workers are working remotely, providing work and services to U.S. employers or agencies while located in their home countries.

Below are some examples of laws and regulations that U.S. employers or agencies would need to consider when engaging offshore workers.

• United Kingdom’s IR35
  The UK requires that entities engaging workers properly determine if such workers should be classified as employees or independent contractors. The classification will determine if the worker is subject to certain tax payment requirements as well as the worker’s eligibility for certain rights and employment-related benefits. This classification will also dictate what terms and conditions are used in employment or other similar agreements. Those engaging UK workers would need to meet their legal obligation to classify workers properly pursuant to IR35, or they could be subject to tax liabilities, interests, and other penalties. IR35 obligations apply to all entities engaging UK workers, not just those currently located in the UK.
• Mexico’s Outsourcing Law
  In 2021, Mexico implemented legislation essentially banning outsourcing of work. This means that with the exception of specialized services, entities in Mexico, the U.S., or elsewhere cannot engage Mexican workers using subcontracting. Furthermore, even when subcontracting is permitted for work considered a specialized service, entities and workers alike are subject to registration, reporting, and other requirements—or they could face both civil and criminal penalties. Therefore, generally, those engaging Mexican workers would need to hire directly or would need to register and comply with applicable requirements to subcontract specialized services. Mexican legislation governing outsourcing applies to all entities engaging Mexican workers, not just those located in Mexico.
• Quebec, Canada’s Charter of the French Language
  With only some exceptions, Quebec requires that employment contracts, job offers, promotions, training, and other similar documents are either written in French or translated to French and provided to workers prior to obtaining their signature. Therefore, generally, those engaging Quebec workers would need to comply with these requirements which may require securing and paying for translation services. The obligations outlined in Quebec’s Charter apply to entities located in Quebec and have equally been interpreted to apply to entities outside of Quebec who do business in Quebec.

5. Determine if an Employer of Record Will Be Necessary

Fiction: Directly hiring offshore workers is always the best and least risky option to ensure international compliance.

Fact: An Employer of Records (EOR) acts as the intermediary between an entity seeking to secure workers to perform services and the workers performing such services. The EOR takes on the title and role of employer for tax and compliance purposes. Since EORs generally specialize in these services, they often help reduce risk and address concerns related to international compliance.

Some benefits of using an EOR when wanting to engage offshore workers are:

• An EOR handles hiring, contracting, and onboarding.
• An EOR handles human resources and administrative services such as payroll, remittance of taxes, and administration of benefits.
• An EOR can minimize legal, regulatory, and financial risks and may even indemnify for misclassification; and
• EORs have the experience and expertise needed to engage offshore workers in a compliant manner.

Failing to understand or adhere to international rules, laws, and regulations can lead to serious legal, compliance, and financial consequences. However, there are ways to protect your company and avoid the pitfalls of international compliance when looking to leverage the knowledge and skills of offshore workers.

Did you know that MBO Partners provides EOR and Agent of Record (AOR) services? Contact us to discuss how we can work together to meet your needs.

MBO Partners helps enterprises manage and engage independent contractors while ensuring compliance. Contact us to discuss how we can work together to meet your needs.

International Compliance Reduces Risks and Offers Protection for Your Company

Failing to know about and or adhere to international rules, laws, and regulations can lead to serious legal, compliance, and financial consequences. However, there are ways to protect your company and avoid falling into the pitfalls of international compliance when desiring to utilize the knowledge and skills of offshore workers.

MBO Partners helps enterprises compliantly manage and engage independent contractors. Contact us to discuss how we can work together to meet your needs.

References

Bill 96 and its impact on the French-language requirements in Québec. Bolduc, C. & Roy, F. (2022, October 21) | Read article.

Decree amending, adding to and repealing various provisions of the:

• Federal Labour Law; the Social Security Law; the Law on the Institute of the National Housing Fund for Workers.
• the Fiscal Code of the Federation; the Income Tax Law; the Value Added Tax Law; of the Federal Law on Workers
• in the Service of the State, regulating Section B) of Article 123 of the Constitution; of the Law Regulating Section
• XIII Bis of Section B, of Article 123 of the Political Constitution of the United Mexican States, in the matter of Labor Subcontracting.
  • Diario Official de la Federación (2021, April 23). Read article.

Modernization of the charter of the French language. Gouvernement du Québec (2023, October 4). Read article.

What are the penalties for employee misclassification on the I-9? Hardin Thompson RC (2022, December 9). Read article.

Cross-border remote work FAQs USA. L&E Global Alliance of Employers’ Counsel Worldwide (2023, August 25) | Read article.

How to ensure compliance for non-traditional independent workers. MBO Partners | Read article.

Top 5 employee misclassification penalties to avoid. MBO Partners | Read article.

S. Citizenship and Immigration Services (n.d.). Form I-9 acceptable documents.

USCIS Guide (n.d.). U.S. work visa and remote work. Read article.

Employing overseas workers: Compliance and best practices for US companies. Vinitti | Read article.

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