What is borderFile? borderFile is enterprise software that provides ...
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What is borderFile? borderFile is enterprise software that provides business traveler tracking to corporate global mobility, tax, legal, and compensation teams. How does borderFile work? borderFile collects and processes data from your HRIS and travel suppliers to monitor and report on business traveler activity from a global mobility tax and compliance risk perspective. Is borderFile secure? borderFile is Systrust, SSAE16, and ISO 27001 certified. When borderFile is installed, Blackspark ensures system configuration complies with your IT security and data governance policy. If your IT team would like to review the borderFile IT due diligence summary, please email us at [email protected]. Who is responsible for installing and implementing borderFile? Blackspark owns implementation, training, and support. Blackspark takes direction from your IT team, but is responsible for delivering all integration and configuration of your borderFile system. How do users access the borderFile platform? borderFile is a Software as a Service (SaaS) application built on the force.com platform (by salesforce.com). It can be accessed from a standard web browser.
© Blackspark Corporation.
How does travel data get into borderFile? borderFile collects travel data as it is booked. There are three options for this process. The first method is via travel itinerary forwarding. As travel is booked, an email configuration forwards a copy of travel confirmation to your borderFile system. Through borderFile’s integration with TripIt by Concur (Nasdaq: CNQR), travel confirmations are translated and synchronized with borderFile. This process supports almost all of the world’s travel vendors (thousands of booking sites). To confirm if your travel management companies are supported, please email us at [email protected]. The second method is travel data sent directly from your travel management company to your borderFile implementation. To deliver this, Blackspark works with your travel management companies to provide an integration point that supports their existing systems. Finally, if your organization runs Concur Travel & Expense, borderFile has a direct API connection to the system that is available through the Concur App Center. How does borderFile identify connecting flights and layovers for the purposes of calculating days of presence and workdays? Within all of the above processes for collecting travel data, borderFile identifies segments of travel that represent a connection or layover. No workday allocation is assigned to presence created by this travel data and presence in a location related solely to a connection or layover is designated and reported accordingly. How does borderFile address changes and cancellations of flight plans? If travel data is collected via the TripIt extension or Concur Travel & Expense API, updates and cancellations of travel plans are synchronized as they are processed by the travel vendor or travel management company. If travel data is collected directly from your travel management companies, borderFile identifies changes and cancellations to previously processed data and automatically synchronizes the updates. How is employee data collected by borderFile? There are two methods for borderFile to collect your HRIS data: © Blackspark Corporation.
Your borderFile implementation connects with the API of your one or many HRIS to collect data. Alternatively, if your HRIS does not have an API, borderFile is able to receive and process comma separated (csv) or tab delimited data. Using one of these integration points, employee data housed in your HRIS is transferred to your borderFile system. How do changes in employee data (new hires, terminations, transfers, etc.) get updated in borderFile? The synchronization process described above to seed your employee data is also scheduled to occur at an interval you define (once a week, once a month, etc.). Accordingly, as updates occur within your HRIS they are synchronized with your borderFile implementation. For which countries does borderFile track travel? All countries. borderFile maps and tracks your organization’s presence and employee travel globally. What kind of reporting does borderFile provide? borderFile includes a robust reporting infrastructure for generating custom or ondemand reports. Out of the box, borderFile includes dashboards for global and country specific travel with and point and click displays of business traveler activity at the enterprise, project and individual level. In addition, country specific dashboards tailored to thresholds of the organization are provided and are able to be automatically distributed to specified users at the frequency required. Does borderFile report on days in country, workdays, rolling counts over 12 month-periods and rolling counts on projects where services are being provided? Yes, borderFile reports on all these data points, including organization of data at corporate and project levels and has ability to report on data for any specific time period required. Does borderFile track and report on cross-charge of employee remuneration costs? Yes, borderFile reports on business traveler data at the project level along with a feature for users to review data and denote / document when employee remuneration costs are to be cross charged to an entity in the destination country. © Blackspark Corporation.
As this occurs, the profile for each business traveler so treated are automatically updated on a tax year and destination country basis. How does borderFile track data in countries with different tax years? borderFile maintains tax year data for 180 countries and organizes travel data in context of the tax year of the country traveled to. Does borderFile provide any way for business travelers to be notified or sign off on their data before compliance procedures are executed? Yes, borderFile provides a secure traveler portal for each traveler. This portal provides: • • •
global display of travel days of presence for the current year summary of all trips by traveler in current year automatically populated travel and workday calendar for traveler to review and update workday data (point and click)
Traveler data sign-off is integrated into the borderFile system so that it can be reported on. In addition, travelers can be notified and provided with email notification by borderFile administrators. Does borderFile monitor employee state to state travel within the United States? Yes, borderFile monitors and tracks U.S. domestic state to state travel. Included within borderFile is a U.S. activity dashboard and 41 state specific dashboards to track business traveler activity in each state, measured against thresholds for that state. In addition, borderFile’s reporting automation and algorithms address: • • • • •
payroll period for each payroll entity within the organization travel to states with no income tax travel to states where home state of traveler has reciprocity agreement with destination state travel to states where organization does not have “nexus” for payroll purposes technical & practical threshold configuration to “trigger” employer payroll withholding
© Blackspark Corporation.
The above automation delivers a report each payroll period for each payroll entity summarizing employees that require multi-jurisdictional withholding and percentage for allocating workdays sourced compensation to employee’s lived in and worked in state(s)/cities. Format of this report can be configured to the requirements of the organization’s payroll system or outsourced payroll provider. Can reports be exported? Yes, reports can be exported to MSExcel or PDF. How can I share borderFile data with my tax service provider? borderFile data and reporting can be shared with your tax service provider by providing exporting of data or sharing PDF copies of reports. For information privacy purposes, you can export data without any personal or identifying data. Alternatively, in accordance with tax service authorization process, employees can share their data with your provider.
© Blackspark Corporation.
What is borderFile? borderFile is enterprise software that provides business traveler tracking to corporate global mobility, tax, legal, and compensation teams. How does borderFile work? borderFile collects and processes data from your HRIS and travel suppliers to monitor and report on business traveler activity from a global mobility tax and compliance risk perspective. Is borderFile secure? borderFile is Systrust, SSAE16, and ISO 27001 certified. When borderFile is installed, Blackspark ensures system configuration complies with your IT security and data governance policy. If your IT team would like to review the borderFile IT due diligence summary, please email us at [email protected]. Who is responsible for installing and implementing borderFile? Blackspark owns implementation, training, and support. Blackspark takes direction from your IT team, but is responsible for delivering all integration and configuration of your borderFile system. How do users access the borderFile platform? borderFile is a Software as a Service (SaaS) application built on the force.com platform (by salesforce.com). It can be accessed from a standard web browser.
© Blackspark Corporation.
How does travel data get into borderFile? borderFile collects travel data as it is booked. There are three options for this process. The first method is via travel itinerary forwarding. As travel is booked, an email configuration forwards a copy of travel confirmation to your borderFile system. Through borderFile’s integration with TripIt by Concur (Nasdaq: CNQR), travel confirmations are translated and synchronized with borderFile. This process supports almost all of the world’s travel vendors (thousands of booking sites). To confirm if your travel management companies are supported, please email us at [email protected]. The second method is travel data sent directly from your travel management company to your borderFile implementation. To deliver this, Blackspark works with your travel management companies to provide an integration point that supports their existing systems. Finally, if your organization runs Concur Travel & Expense, borderFile has a direct API connection to the system that is available through the Concur App Center. How does borderFile identify connecting flights and layovers for the purposes of calculating days of presence and workdays? Within all of the above processes for collecting travel data, borderFile identifies segments of travel that represent a connection or layover. No workday allocation is assigned to presence created by this travel data and presence in a location related solely to a connection or layover is designated and reported accordingly. How does borderFile address changes and cancellations of flight plans? If travel data is collected via the TripIt extension or Concur Travel & Expense API, updates and cancellations of travel plans are synchronized as they are processed by the travel vendor or travel management company. If travel data is collected directly from your travel management companies, borderFile identifies changes and cancellations to previously processed data and automatically synchronizes the updates. How is employee data collected by borderFile? There are two methods for borderFile to collect your HRIS data: © Blackspark Corporation.
Your borderFile implementation connects with the API of your one or many HRIS to collect data. Alternatively, if your HRIS does not have an API, borderFile is able to receive and process comma separated (csv) or tab delimited data. Using one of these integration points, employee data housed in your HRIS is transferred to your borderFile system. How do changes in employee data (new hires, terminations, transfers, etc.) get updated in borderFile? The synchronization process described above to seed your employee data is also scheduled to occur at an interval you define (once a week, once a month, etc.). Accordingly, as updates occur within your HRIS they are synchronized with your borderFile implementation. For which countries does borderFile track travel? All countries. borderFile maps and tracks your organization’s presence and employee travel globally. What kind of reporting does borderFile provide? borderFile includes a robust reporting infrastructure for generating custom or ondemand reports. Out of the box, borderFile includes dashboards for global and country specific travel with and point and click displays of business traveler activity at the enterprise, project and individual level. In addition, country specific dashboards tailored to thresholds of the organization are provided and are able to be automatically distributed to specified users at the frequency required. Does borderFile report on days in country, workdays, rolling counts over 12 month-periods and rolling counts on projects where services are being provided? Yes, borderFile reports on all these data points, including organization of data at corporate and project levels and has ability to report on data for any specific time period required. Does borderFile track and report on cross-charge of employee remuneration costs? Yes, borderFile reports on business traveler data at the project level along with a feature for users to review data and denote / document when employee remuneration costs are to be cross charged to an entity in the destination country. © Blackspark Corporation.
As this occurs, the profile for each business traveler so treated are automatically updated on a tax year and destination country basis. How does borderFile track data in countries with different tax years? borderFile maintains tax year data for 180 countries and organizes travel data in context of the tax year of the country traveled to. Does borderFile provide any way for business travelers to be notified or sign off on their data before compliance procedures are executed? Yes, borderFile provides a secure traveler portal for each traveler. This portal provides: • • •
global display of travel days of presence for the current year summary of all trips by traveler in current year automatically populated travel and workday calendar for traveler to review and update workday data (point and click)
Traveler data sign-off is integrated into the borderFile system so that it can be reported on. In addition, travelers can be notified and provided with email notification by borderFile administrators. Does borderFile monitor employee state to state travel within the United States? Yes, borderFile monitors and tracks U.S. domestic state to state travel. Included within borderFile is a U.S. activity dashboard and 41 state specific dashboards to track business traveler activity in each state, measured against thresholds for that state. In addition, borderFile’s reporting automation and algorithms address: • • • • •
payroll period for each payroll entity within the organization travel to states with no income tax travel to states where home state of traveler has reciprocity agreement with destination state travel to states where organization does not have “nexus” for payroll purposes technical & practical threshold configuration to “trigger” employer payroll withholding
© Blackspark Corporation.
The above automation delivers a report each payroll period for each payroll entity summarizing employees that require multi-jurisdictional withholding and percentage for allocating workdays sourced compensation to employee’s lived in and worked in state(s)/cities. Format of this report can be configured to the requirements of the organization’s payroll system or outsourced payroll provider. Can reports be exported? Yes, reports can be exported to MSExcel or PDF. How can I share borderFile data with my tax service provider? borderFile data and reporting can be shared with your tax service provider by providing exporting of data or sharing PDF copies of reports. For information privacy purposes, you can export data without any personal or identifying data. Alternatively, in accordance with tax service authorization process, employees can share their data with your provider.
© Blackspark Corporation.
