¶
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶ guide
¶
¶ Final Procedure Template: Mexico
Final Procedure Template: Mexico
This is a Complex Queue Country.
¶ Context
These are the guidelines for the EOR Onboarding Process in Mexico
¶ Objective
To ensure all Onboarding analysts follow the correct procedure when actioning the tasks.
¶ Measurement
Quality of each section for Onboarding.
¶ Section: Payroll & Compliance Details
¶ Section: Compliance Docs
¶ Explanation:
Review compliance documents submitted by the employee.
¶ Subsections:
¶ Accepted documents/details to be provided:
Mandatory:
- Constancia de situación fiscal & Cedula de indentificacion fiscal
- Proof of Address
- Birth Certificate
- Social Security Number
- Constancia de la Clave Unica de Registro de Poblacion (CURP)
- Passport/ID
- INFONAVIT
¶ How to investigate:
Firm reminder only use reject and approve option. DO NOT USE ON HOLD UNTIL FURTHER NOTICE
ALWAYS MATCH THE CITIZENSHIP ON ID WITH ADMIN
All documents provided by the employee should be reviewed. check here for sample documents: https://docs.google.com/document/d/1zmYumau-MErTeOgATvl9XwI8cU0cpS27Q6DXrImAtyc/edit
Mandatory for the employee to upload:
1.1 Document top left has "cédula de identificación fiscal" and TOP right has "Constancia de situación fiscal ", Must have 2 pages
1.2 Employee must download the doc from this website (Check the document sample to ensure the right document is downloaded and uploaded)
1.3 check 1st page: If you see it contains
- EE’s full name
- Their RFC
- Active or Reactivated Status
- Any address
- check 2nd page for: regime says Sueldos y Salarios
We can accept any of the attached documents as Proof of Tax.
1.2APPROVE if all the info needed in the document, reject if anything missing
1.3 If the document is not named as Constancia de situación fiscal and it is different than the document sample - REJECT
1..4 We will only approve the Proof of Tax that was issued no more than 15 days before the Employee uploading their compliance documents.
Example: The ONB Team is reviewing a Proof of Tax uploaded on February 26th, so the date on the document must be February 11th at the latest.
2.1 Documents can be: phone service bill, rental agreement or utilities bill, tax letter.If you see any difference in government documents, escalate to onbteam-internal-questions or your TL before actioning.
2.2 It is OK if the document does not have the employee´s name since some people live in rented houses/apt.
2.3 If the address on the document matches the address in "Constancia de situación fiscal" or the employee's profile in the admin - APPROVE.
2.4 If address does not match the - REJECT and request employee to upload document that match the address.
4.1 If employee uploaded a document named "Instituto Mexicano del seguro social" has his/her name and contains 11 digits in "Numero de seguridad social" - APPROVE.
4.2 If uploaded the mentioned document above but does not have either employee´s name or the 11 digits - REJECT
4.3 If the document is quite blurry or not clear at all (bad quality or haft cut) meaning that 11 digits or names are not visible. REJECT.
4.4 If employee uploaded a document named different than "Instituto Mexicano del seguro social" - REJECT.
5.1 If the employee uploaded a doc named on the top "Constancia de la Clave Unica de Registro de Poblacion" (CURP) and has the date of birth and Full name - APPROVE.
5.2 If Name or DOB is missing- REJECT
5.3 If name matches but DOB is not matching the one we have on contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.4 If DOB matches but name is not matching the one we have on the contract details - DO NOT reject or approve and escalate to onbteam-internal-questions or your TL before actioning
5.5 If the employee uploaded a document named different than "Constancia de la Clave Unica de Registro de Poblacion" (CURP) - REJECT.
1.1 If employee uploaded a doc named INFONAVIT and all fields are completed - APPROVE.
1.2 We will accept the below documents from EEs for the INFONAVIT document:
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
d) Any other document or screenshot that states the EE DOES NOT have this credit.
1.3 If one the fields is empty- REJECT
1.4 If employee uploaded a document named different that the sample - REJECT
a) Aviso para Retención de Descuentos
b) Aviso de Modificación al Factor de Descuentos
Aviso de Retención de Descuentos
If they have a credit, they need to upload the Aviso de Retención de Descuentos. If they do not have a credit, they need to download and PHYSICALLY sign the document.
Example:
Non-Mandatory for the employee to upload:
¶
Useful Links / Comments:
¶ Section: Employment Agreement
Accepted documents/details to be provided:
1.Go to Employment Agreement steps, click EA Details, and Awaiting Review.
2.Click on review : check the employee's age. The minimum is 18.
3. Check employee's address. The address needs to be the same with the proof of address.
4. Make sure the the employee's name are updated and inform HRX if FTE uploads Infonavit or FONACOT document
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If there is no Compliance document and no address on the profile, then please escalate to HRX.
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address. If the address on both documents differ then prioritize Proof of Address to update the address on the profile.
PEP screening -
- if you see that the employee is under PEP review Jira while preparing the EA and the status is
Pending→ Add admin note: PEP pending → Move the EA to paused queue for ONLY 24HOURS/1 day. Do not pause more than 1 day - if you see that the employee is under PEP review Jira while preparing the EA and the status is
Failed→ Add admin note: PEP failed → Move the EA to paused queue → escalate to HRX for further action.
How to investigate:
1. If age in line with guidance => APPROVE
2. If age is < minimum:
2.1 Do NOT approve or reject
2.2. Escalate to onbteam-internal-questions or your TL before actioning
2.3 Request removal from the queue
2.4. If ONB team or TL advises to move to pause queue:
=> Approve EA details
=> Move to EA send queue & move the contract to pause queue
2.Click on review : check the employee's age. The minimum is 18.
3. Check employe's address. Make sure the address in contract details matches the one in the document "Proof of address" :
3.1 Go to "documents" in the contract
3.2 Open the proof of address.
3.3 Click on contract details and look at the employee´s address.
3.4 Compare employee´s address located contract detail with the document you´ve opened "Proof of address".
3.5 Ensure to complete the missing details (if any) of the address in contract details such State, City or street/house number by gathering said missing details from Proof of address.
3.6 Check address in using the link provided by using the postal- code in the Proof of address (5 digits) to include the accuracy when selecting the right state name or city name.
Other links to check address: https://www.correosmexico.com.mx/consulta-de-codigo-postal-de-mexico#google_vignette
https://tucodigo.mx/index.php#google_vignette
IMPORTANT:
Check the address format in the admin. it needs to be; Street, exterior #, interior #, colony, municipality, postal code, city, state, country [must have # before house number]
3.7 Important: EA can still be send out even FTE has not upload the proof of address. Leave a note in admin stating that employee hasn't submitted the proof of address. The address will be verify and update only when the employee upload the proof address in the compliance documents
4. Check the full name and update
4.1: Check WAV or ID/passport that was uploaded
4.1 Ensure full name same with admin, if not you need to edit the name to make sure full name added.
4.3. If no documents to review, you can send the EA and edit name in admin profile when reviewing WAV.
Useful Links / Comments:
Note: Please check and update address on profile as per Proof of Tax and the Proof of Address
Check address here: https://micodigopostal.org/buscarcp.php?buscar=11850
- Admin Note: In the contract´s comments section, if there's a redlining comment from HRX that ONB should not handle, DO NOT create the EA > move to pause queue > add a note: Redline for HRX to onboard > Escalate to HRX through Jira.
- IF THE REDLINE JIRA CAN BE ACTIONED BY ONB - Proceed to process the EA
- GSC EOR Onboarding Redline Process: https://wiki.deel.network/en/internal/departments/gsc/gsc-onboarding/eor-onboarding-redline
¶ Section: Employment Agreement Preparation
Subsections:
Follow steps from the above flow until "Choose Correct template"
How to investigate:
1. Check if the client has a CUSTOMIZED EMPLOYEE AGREEMENT template
1.1. If exists - choose the customized one (it overrides the general one). Check if the client's template has an XMAS bonus of more than 15days, escalate to onbteam-internal-questions or your TL before actioning and proceed to send out the EA. If the XMAS bonus not more than 15days, no escalation is needed and proceed to send out the EA.
1.2. If does not exist: please select the standard template - Mexico Master Template 8 Feb 2024.
if a client decides to provide any of those allowances, the ONB Team will have to escalate those contracts to HRX until March 1st.
Dictionary for reference:
month = mes
days = días
annual base salary = salario base anual
male = masculino
female = femenino
married = casado
single = soltero
Bonus = bono*
nationalities. If they are female, the nationality will most likely end with an A. If they are male, the nationality will most likely end with an O.
Follow steps from the above flow until "Read/Update Contract Description"
1. Check the Contract description in the Contract Details to ensure NO client's name or any abbreviations that look like that Client's name is mentioned. (Example: If the Client name is “American Broadcasting Company” then we should also look for the Abbreviation "ABC")
1.1. If no client name or abbreviations are mentioned and the description correct - no action is needed
1.2. If name is mentioned or small correction of the description required - analyst is allowed to correct directly in contract details part as long as it does not change the information in the contract description (description will be automatically embedded in EA template]
1.3. If analyst is unsure whether the description is correct/sufficient - should refer to Job Titles & Job Description Handling Guidance
1.4. In case of major issues with job description - analyst should move the case to PAUSED and escalate to onbteam-internal-questions or your TL before actioning
Useful Links / Comments:
Contract Job Titles & Job Description Handling Guidance
We cannot accept Intern
Not all Job titles can be reflected in the Employment Agreement per internal Deel procedures. Please refer to Job Titles & Job Description Handling Guidance
1. If onboarding analyst identifies issues with Job title per instructions attached, the case should be moved to PAUSED queue and escalated to onbteam-internal-questions or your TL before actioning
2. Once response is received - we process the case according to instructions
Useful Links / Comments:
EOR Onboarding Team Escalation Process Guidance
1. Create Employee Agreement
2. Update Employee Agreement
3. Send Employee Agreement
2. For Mexican citizens you have two options:
2.1 Put "Mexicano" for male EEs and Mexicana for female EEs.
2.2 Put "Mexicana" for both sexes. (Either way is good)
3.Variable compensation - if it is in percentage, we need to manually type it to avoid English words in the Spanish EA.
FIXED ALLOWANCE: IMPORTANT: Use the sentences below:
FOR TELEWORKING ALLOWANCES (any internet/electricity allowance can be sent in EA without escalating to HRX.)
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $1,000.00 MXN por Teletrabajo.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $1,000.00 MXN for Teleworking.
FOR ANY OTHER ALLOWANCES:
- SPANISH - El “TRABAJADOR” recibirá una gratificación mensual de $XXX MXN.
- ENGLISH - The “EMPLOYEE” will receive a monthly allowance of $XXX MXN.
4. Beneficiarios/Beneficiaries:
4.1 Sentence #1 should always be kept (De conformidad con el articulo 25 fracción X de la Ley Federal del trabajo), The beneficiary's names should be kept and adapted in case the EE designated beneficiaries. (Check beneficiaries in the contract details, ensure all beneficiaries are equal to 100%, it cannot be more or less)
4.2 Sentence #2 is only used in case the EE didn't designate any beneficiaries.
If an EE puts beneficiaries but doesn’t state the percentages, the ONB Team needs to send out the EA without beneficiaries.
5. Onboarding analyst is to remove all the COLOR highlights once the update is finished (Ctrl+A + highlight button)
6. Next: Click Save Template
7. Next: Click "I've Finished Editing'
8. Next: Click Review and Send. The onboarding analyst is responsible for reviewing the EA one more time to check if all the details are correct and in line with the Contract Details.
9. Onboarding analyst is responsible for verifying if all the placeholders are working properly.
9.1 If not, the onboarding analyst should escalate to DEV using the Onboarding Escalation Guidelines
10. Next: Click Send To Employee
- ONB team works per the current process in Employee Manager and runs checks on each EA for any pending JIRAs
- Once the ONB team comes across a JIRA ticket “Redline task for ONB - Ticket ID” for any contract - the
ONB team is responsible for processing the redline - ONB team leaves a note in the admin profile [Redline + Jira link]
- ONB team reviews HRX input on what needs to be adjusted
- ONB team processes the redline according to HRX instructions & sends the EA
- Additional on for the first 2 weeks of the handover: ONB team requests a draft check of the EA in onbteam-internal-questions before sending it out
- ONB team resolves the JIRA subtask assigned to GSC by changing the status to Completed”
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
- EA is sent to the Employee.
Useful Links / Comments:
The ONB Team should not send any EAs without double-checking the EEs' names against their IDs.
Untitled Labs have their own template
NEVER delete the Xmas clause in variable compensation.
The first three paragraphs need to stay ALWAYS.
The fourth paragraph is left if the employee has fixed allowances
The fifth paragraph is left if the employee has a signing bonus.
Christmas Bonus:
ALL employees will keep the first paragraph.
The second paragraph is only for EEs with a redline requesting more than 15 days of Christmas bonus.
When finishing to send the EA, go to the contract and above the comments section, click on Manage tags, here the EOR Onboarding team needs to select and attach TAG named - OPS ONBOARDED EOR.
¶