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People Operations – Implement an HRIS

HRIS Selection

This page was written by Johannes Schroeder and contains confidential information. Please do not share publicly.

Project Overview

Select a Human Resources Information System (HRIS) for GaeaStar.

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Requirements

The system should be able to handle [nice-to-have and future requirements in parantheses]…

One source of truth for Employee & Contractor information, agreements, …

Sign employment and other agreements

US Payroll through the US entity

Access management for GSuite, Slack, …

Enroll for workers comp, medical, vision, dental, … benefits

Connect with QuickBooks

File taxes on our behalf

Track vacation and paid-time-off

[Track & reimburse expenses]

[Track work hours; important for DE]

[DE Payroll through the DE entity]

[Employer of Record in countries without entity]

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Vendor Overview

I focused on two vendors, Rippling and Gusto, because they focus on small-to-medium sized startups with a simple monthly SaaS subscription and I’ve seen both fully implemented before. They are quite established in the US, with Gusto more prominent for smaller, US only companies. Then, I added Remote and Deel, who are more known as EOR providers, because they recently added global payroll to their offering.

💵 Cost / Month

35 $ + 10 - 25 $ / person = 149.04 $ (after discounts)

80 $ + 12 $ / person = 177 (after 25% discount)

Free for HRIS

💰 Discounts

15 % Lifetime Discount on Base Cost 20 % For Annual Commitment

25 % for 6 months

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🇺🇸 Payroll

✅

🚫

✅

🌎 Contractors

✅

🌏 EOR

✅ Note that any HRIS can connect with EORs like Deel and Remote. But Rippling is gradually rolling a native system.

🚫

✅

🇩🇪 Payroll

✅ [coming Aug 23] Rolling out global payroll gradually. For countries with our own entity, we can use local bank accounts etc.

🚫

✅

😷 Benefits

✅ Free if we use Rippling as our broker. Generally, benefits admin will cost a little extra per employee / month.

✅

🚫

💳 Expenses

✅

🚫

✅

🏝️ Vacation Tracking

✅ With different policies for different countries.

✅

⏳ Time Tracking

✅ With App or Tablet Kiosk. Can integrate with external GSheet or Time Tracking tools.

✅ Geo-fencing. Integrates with external Time Tracking tools.

🚫

🔑 Access

✅ Overall integrates with more tools to manage access when on- and offboarding.

✅

🚫

💬 Support

✅ Offers HR Expert at 200 $ / mo. Their support is usually quite helpful here in the US.

🤷 Offers HR Expert at 6 $ / mo & person. Never used their support before.

✅ Single account manager, usually quite responsive. But limited knowledge for the US market.

🚫 From personal experience, their support is pretty bad.

There are no rows in this table

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Decision

I recommend to implement Rippling. Overall, Rippling is a scalable ecosystem that comes in at a lower starting price that they will ultimately add other modules to, which expand the functionality as GaeaStar grows. A key benefit is a more global approach, where we can ultimately integrate DE payroll in one place. Their support is responsive and knowledgeable.

On the flip side, Rippling is slightly less intuitive and has a steeper learning curve in the beginning. I have worked with both Gusto and Rippling however.

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Contract & Contact

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Rippling_Subscription_Contract.pdf

71.9 kB

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Sales Contact Ashmeet Singh Chawla, aschawla@rippling.com

Customer Success Surbhi Rathore, srathore@rippling.com

Issues raised during sales process …

Can we lock in that we'd only pay for modules that employees in the respective countries need? For example, US employees don't need global payroll and DE employees won't need benefits admin etc (at least initially). -- Yes, I'll configure the apps in such a way that there's no cross-charging taking place.

Can you confirm that the 15 % account wide and lifetime discount also applies to any modules and employees added on in the future? --

It will definitely apply to all modules you sign up for right now but if you add more modules in the future, it will be a discussion you need to have with your CSM. Having said that, they should be able to honor the ongoing discount. Re: employees, you can add as many employees as you'd like to and the discount will be auto applied on all of them.

Can we get a DPA for the EU team that ensures GDPR compliance here? -- You can view our security page and request for reports if you'd like to. If you're unable to, let me know.

Rippling's Security Page⁠

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