Hello and welcome to the XML family!

This guide is meant to help you and answer common questions you might have. 

XML is proud to have many professionals working for us across 120+ countries in multiple configurations. This guide was prepared with the view to address the most frequent questions raised by our workers.

If you cannot find the answer you need in this guide, please email our HR team via HR@xml-int.com and we will do our best to promptly.        

1. Payroll

What documents do I need to provide for payroll set up?

On-boarding documents are critical to Payroll set up and registration with tax authorities.  It is your reasonability to ensure these are provided ASAP and at least 2 weeks before employment commences:

4. Country specific tax and social security registration documents
5. Personal Withholding Tax deductions and / or exemption or approved tax reduction schemes
6. Personal circumstances that should be registered for tax or social security
7. Bank Details must be set up in Cascade and must have all required fields relevant to your country. Incorrect details will be rejected, and payments will be delayed.  Please ensure you submit the correct banking data.

When will I receive my payment/what is the payment term?

Your payment term is specified in your contract.

Payment terms may vary between contract type and country. Kindly refer to your contract for the payment terms that apply to you.

Please note that in 99+% of cases your working time needs to be approved by your supervisor. Such approvals may vary between projects, but are often related to approved timesheets. 

Payroll is paid by the last working day of the month; with global payments XML will often settle this a day or 2 earlier so that there are no banking bottlenecks.

How will I receive my Payslip/Tax Documents?

Payslips & Tax Documents are provided by emails no later than Work Day (‘WD’) +3 of the following month via Secure Wallet to your email address that is registered with us and provided at the time of on-boarding (typically your personal email address).  Payslips and Tax Documents are sent from Payroll@xml-int.com. Tax documents are issues based on country specific requirements and year ends.  

Please make sure to check your spam folder if you do not see our email.

Who should I ask for information about bonuses? 

You can send an email to our HR team HR@xml-int.com with any queries re your bonus. 

These will be logged with an assigned case number and routed to the appropriate function

1. Please do not respond to emails that are sent with your payslips

To assist with ensuring all queries are appropriately handled and resolved, please do not email individual employees

The payment I received is higher/lower than I expected

Please contact our HR team HR@xml-int.com

My invoice – how should it look like? Can XML share a template? (not relevant for employees) 

Any invoice format is acceptable, as long as it contains: (1) identity of the individual/company to be paid – including full legal name, registered address, registered number and contact details; (2) the relevant period of work; (3) breakdown of the service fee calculation; (4) total amount due; (5) VAT number (if applicable); (6) Date of submission of the invoice to XML. You may include additional details if required in the country/jurisdiction that you are registered in.

Please refer to the pre onboarding information and your contract shared with you regarding payment terms and cut-off time to submit your invoice. 

Please refer to the onboarding email with additional information on how to complete your invoice correctly. 

Our HR team will be able to share a generic template that you may use, if it is compliant with the invoicing requirements in the jurisdiction that you are registered in.

2. Expenses 

I submitted my expenses, but haven’t been paid yet

Please remember that expenses need to be approved first, and different clients have different internal processes for approving your expenses. 

XML will pay your expenses on the first expenses pay cycle following approval by the client.

When does XML pay for expenses?

We have at least 2 expenses pay cycles, the first around the middle of each month, and the second around the beginning of the following month.

How should I submit my expenses?

Depending on the arrangements between the client and XML – the correct process would have been explained to you during your onboarding, please refer to the emails sent to you at that time.

When should I submit my expenses?

As soon as possible please. The sooner you submit, the more likely you are to receive the reimbursement earlier.

Should I attach receipts?  How long should I retain receipts for?

Yes, absolutely.

Scanned receipts are normally sufficient.

Clients normally require that you retain original receipts in case they wish to audit your expense claim.

3. Timesheets and Annual Leave 

How do I access Cascade?

You will be able to access Cascade with the log in details provided to you during onboarding.

How do I reset my Cascade password? 

If you need to reset your password, click on Forgot password and a new password will be sent to the email address provide 

When do I have to complete my timesheets by?

Timesheets must be submitted weekly, and only AFTER the work week has ended. XML recommends that you submit your timesheet every Friday evening, and no later than the following Monday. 

Please make sure all your timesheets are completed and approved in order for your payment to be processed speedily and without delays.

How do I complete my timesheets on Cascade?

To complete your timesheets please refer to Cascade guide. Lotte- you need to provide a link here @Operations/Iana : Can you please provide Cascade Guide link > There is no external link to share.

How do I complete my timesheets on other systems? (Non-Cascade timesheets)

Please contact our HR team HR@xml-int.com

How do I request Annual Leave and record Sick Leave on Cascade?

All absences need to be booked and approved via Cascade, so the system will automatically reflect it on your timesheets. To book your absences please go to the left-hand Menu > My record > Dropdown list, which normally will show Main > Absence (for sick leave) or Holiday – Request a New Record.

You can also access the Cascade manual that is available in system and can be accessed via the left-hand side under Menu > Documents > Absence.

How is the 'seniority' for Vacation allowance purposes calculated?

Please contact HR at HR@xml-int.com

4. Personal Information

What personal information do I have to upload on Cascade?

You will need to upload the following information: Personal details, emergency contact details, home address, Bank details where you wish to receive the payment from XML.

You can request to update your personal details via: My record > main dropdown list  > select the relevant option >  click change request  >  update/add the details >  submit request for approval.

5. Others 

Who is responsible for Intermediary Bank Charges?

XML will not pay any bank charges when making the payment to your company. Any bank charges that may imposed will be from either your intermediary bank or your beneficiary bank and will be automatically deducted from your payment. We are unable to say if you will or will not be charged as this depends on your intermediary bank or beneficiary bank.

How do I request an employment letter to showcase to my bank? 

If you require an employment letter, please send an email to HR@xml-int.com along with your reasons and the team will be happy to provide it to you.

We can help you with a standard employment letter on XML International letterhead that confirms the following details:

Job title, employment status, start date, gross yearly pay.

What happens if I started my new position before the actual start date in my contract agreement? 

In this case, we will need to check what was agreed in your employment agreement/services agreement. If you have already started your position then we recommend to get your Line Manager’s approval.

6. Anything Else

I couldn’t find my answer in this guide, what should I do?

Please contact our HR team HR@xml-int.com

We hope you have found this guide helpful, and we wish you a great start on your new venture.