EUROPEAN CHAPTER

CFOs should stop viewing compensation purely as a cost and instead treat it as a strategic investment aligned with business goals, using data-driven approaches that balance base pay, variable pay, equity, and benefits. A comprehensive compensation strategy helps retain top performers, manage underperformers, and attract talent even in uncertain markets, avoiding the costly turnover and inefficiencies of reactive, boom-and-bust pay tactics. By leveraging market intelligence and flexible incentives, companies can maximize the value of every compensation dollar and build resilience through economic cycles.

Equity compensation is a key tool for startups to attract and retain talent while conserving cash, offering employees ownership stakes that align their incentives with the company’s long-term success. Common forms include restricted stock awards (RSAs) and stock options (ISOs and NSOs), each with different tax treatments, benefits, and risks. While equity can motivate employees and provide significant financial upside, it also introduces legal, tax, and administrative complexities, making careful plan design and professional guidance essential.

Since 1974, ESOPs have expanded dramatically in the U.S., growing from 1,600 to over 8,000 companies and giving more than eight million employees an ownership stake. Studies show that ESOP firms grow faster in sales and employment than comparable companies, especially when employee ownership is combined with genuine participation in decision-making. Beyond financial gains, ESOPs foster stronger engagement, motivation, and long-term stability, proving most effective when both ownership and participation are present together.

Research shows that employee share schemes can boost productivity, corporate performance, growth, and employee compensation, particularly when combined with wider employee participation in decision-making. Large-scale studies found that ESOP companies often achieve higher returns on assets, sales growth, wages, and organizational stability compared to non-ESOP firms, with markets responding positively to their adoption. While results vary depending on structure and motivation, overall evidence suggests that employee ownership fosters stronger financial outcomes and a more engaged, stable workforce.

Employee ownership is generally associated with higher productivity, job stability, company survival, and broader sharing of wealth, which can help reduce inequality and improve economic resilience. While risks such as free-riding and financial exposure exist, evidence shows these can be mitigated through supportive policies like employee participation, training, and diversification. Given its potential benefits for both firms and society, many argue that public policies—such as tax incentives, supportive infrastructure, and legal frameworks—are justified to encourage wider adoption of employee ownership.

Research consistently shows that employee share ownership can improve company performance, especially when combined with wider employee participation in decision-making. Studies across the U.S. and U.K. found higher productivity, sales growth, return on assets, and shareholder returns among companies with share ownership plans compared to peers. Surveys also highlight cultural benefits, with employees reporting greater motivation, loyalty, job satisfaction, and alignment with company values.

Recent global employment and tax updates include increased superannuation in Australia, new tax-free bonuses in Austria, and expanded employee share plan benefits in Italy and Japan, with similar startup-focused initiatives proposed in Luxembourg and New Zealand. Countries like Bosnia & Herzegovina and Slovenia are adjusting social security rates, while Japan simplifies securities laws to broaden employee equity access. Additionally, key compliance deadlines for employee share scheme reporting are approaching in the UK, Saudi Arabia, Australia, Vietnam, China, and other jurisdictions.

As the modern workforce becomes increasingly mobile, companies face a new frontier of complexity: payroll tax compliance for employees who cross borders, whether temporarily or permanently. Organizations that proactively address these challenges are better equipped to reduce risk, maintain compliance, and support their global talent effectively. 

Drawing on deep expertise in global mobility and equity compensation, Marlene Zobayan (Rutlen Associates), Andrea Kagan (NVIDIA), and Marianne Friebel (Dolby) shared actionable insights and strategies for navigating the evolving landscape of payroll tax for mobile employees. 

The global mobility ecosystem 
Effective management of payroll tax for mobile employees requires collaboration across a network of internal and external stakeholders: 

• HR and mobility teams: Track employee movements, manage assignments, and coordinate with payroll. 
• Payroll providers: Calculate and remit taxes in multiple jurisdictions, ensuring timely and accurate payments. 
• Tax advisors: Interpret complex, ever-changing tax laws and provide guidance on compliance. 
• Legal and compliance teams: Monitor regulatory changes and mitigate risk. 
• Technology providers: Offer tracking, reporting, and automation tools for mobile workforce data. 
• Employees: Must be educated on their responsibilities and the impact of mobility on their compensation. 

The challenge is threefold: first, accurately tracking employee movements and assignments; second, managing the tax obligations; third, ensuring seamless data flow and communication among all parties. As Marianne Friebel emphasized, ‘Visibility and real-time data are critical for staying ahead of compliance risks.’ 

Key challenges for employers 
Managing payroll tax for a mobile workforce presents unique hurdles: 

1. Complex, fragmented tax regulations: Each jurisdiction has its own rules, thresholds, and reporting requirements. 
2. Tracking employee location and days worked: Even short business trips can trigger tax obligations. 
3. Data accuracy and integration: Disparate systems and manual processes increase the risk of errors. 
4. Employee communication and education: Employees may be unaware of the tax implications of their mobility. 
5. Cost management: Unexpected tax liabilities can impact both the company and the employee. 

Practical steps to payroll tax compliance 
The panelists agreed: success requires a blend of clear processes, and cross-functional collaboration. Here’s how leading companies are tackling the challenge: 

• Centralize data collection: Use technology to track employee movements and assignments in real time. 
• Establish clear policies: Define mobility, tax, and reporting policies that are communicated to all stakeholders. 
• Engage experienced partners: Tax advisors and technology providers can help interpret regulations, share best practices from their client base, leverage existing systems  and if appropriate, automate compliance. 
• Conduct regular training: Equip HR, payroll, and employees with up-to-date knowledge on mobility tax issues. 
• Monitor and audit: Implement regular reviews to identify gaps and ensure ongoing compliance. 

Andrea Kagan highlighted the importance of ‘building strong bridges between HR, payroll, and tax teams, so everyone is working from the same playbook’. 

Embracing mobility for competitive advantage 
Global mobility is no longer a niche concern—it’s a strategic imperative for companies seeking to attract, retain, and deploy top talent worldwide. By investing in integrated solutions, expert partnerships, and clear communication, organizations can turn mobility compliance from a risk into a competitive advantage. 

As the workforce becomes more mobile, proactive management of payroll tax is essential—not just for avoiding penalties, but for supporting business growth and employee satisfaction. 

For more information or to arrange a consultation, contact Marlene, Andrea, or Marianne directly. 

Watch a recording of the webcast on GEOlearn: WATCH THE WEBCAST