Overview
The Equus Platform can manage Posted Worker information to support documentation and submission requirements of the Posted Worker Directive, including Posted Worker Notifications (PWN) and Posted Worker Directive Assessments (PWD).
Contacts
Contacts for Posted Workers can be added within the trip details section of a Business Trip on the Mobility Manager Widget. This includes the Posting Contact resource and the Hosting Contact resource.
Internal users can configure resource allocation rulesets to automatically select the appropriate Posting and Hosting Company Contacts for the Posted Worker Directive process. These new contacts can be used within the Resource Allocation Rulesets, ensuring that the correct contacts are allocated based on assignment destination records.
These fields can be used as trigger fields and conditions for a QWF to automatically start the PWN once all of the mandatory fields are updated. This includes the following:
Posting Company Contact First Name, Last Name, and Email
Hosting Company Contact First Name, Last Name, and Email
Viewing the Posted Worker Risks
Risks associated to the mobility record can be viewed within the Destination Details on the Mobility Manager Widget or by viewing the Full Details of the record.
Destination Details
Full Details
The internal Assignment Destination details page for Business Trips also includes fields for selecting Posting Company Contact and Hosting Contact resources, supporting the Posted Worker Notification process. These fields, visible only for Business Trips, allow internal users to choose contacts that match the respective roles.
Documentation
Posted Worker Directive documents are displayed on the Destination Details page as shown below:
Posted Worker Filing Action Required Widget
The 'Posted Worker Filing Action Required' widget will display mobility records where the assessment advice is either 'Action required' or 'Manual review required.' The
button will be available for these records, allowing users to initiate the Posted Worker Notification filing process directly from the widget.
Mobility Manager Widget
The
button on the Mobility Manager widget allows internal users to manually initiate the Posted Worker Notification (PWN) filing process from the assessment results section.
This will then send the case to the Equus Compliance Engine that will prepare documentation for submission to the relevant authority.
This button is only visible when the mobility type is set to 'Business Trip' and specific conditions are met, such as when the assessment advice equals 'Manual Review Required' or 'Action Required.'
To begin the Posted Worker Directive process, mandatory fields such as 'Employee Primary Citizenship,' 'Hosting & Posting Company Contact' must be completed.
If these mandatory fields are not filled in, the user will receive a notification indicating that required fields are missing.
The user should see this message when they are about to start the PWN filing process and all required fields have been completed.
This will then send the case to the Equus Compliance Engine. The Posted Worker (Employee), Posting Company contact and Hosting Company contact will all receive an email with a link to submit their answers to questions requested by the relevant authority. Only when all responses are submitted will a Posted Worker filing document be generated and sent to the Equus Platform.
Posted Worker Directive Document
After completing the Posted Worker Directive process, a PWD document will be generated and displayed on the Posted Worker Directive tile within the Mobility Manager widget, making it easily accessible for review.
Filing Process Automation
There are standard Quick Workflow (QWF) available to support the PWN Filing process automation. These includes:
Start PWN Filling for ECE Assessments
Start PWN Filling for Deloitte Assessments
Start PWN Filling for Vialto Assessments
When activated, the QWF automatically triggers the PWN Filing process as soon as a Posted Worker Assessment Result indicates that a filing is necessary. This automation minimizes manual intervention by validating key data fields, such as Employee Details, Travel Destination, and Posting & Hosting Contact Information, to ensure completeness before initiating the filing.
Additionally, a Quick Workflow can be configured to automatically start the PWN filing process once all required information is complete and a Travel Destination is added. To ensure successful automation, all mandatory fields—such as Employee Details, Citizenship, Destination Country, Travel Dates, and Company Contact Information—should be set as target fields and conditions in the configuration.
Note - make sure that the default assessment engine system preference (ASSESSENGN) is set to the correct assessment engine corresponding to the QWF to be utilized.
Licensing
Using the Posted Worker Notification filing functionality in the Equus Platform requires the appropriate license type to be purchased and activated in your instance.
Please contact your Global Client Success team for more information.
Summary
Contact your Equus representative to learn more. To explore how additional mobility types are managed in the Equus Platform, check out this interactive click-through demo: Equus Posted Worker Directive
Things to Note
A submission to the relevant authority must be done manually as there is currently no automation in place from the Equus Compliance Engine.
For PWN assessments, after the PWN Filing process has been started or marked as Filed, a Reference Number field will become available. This Reference Number will be displayed in the Travel Destination section on both the internal screen and the Mobility Manager widget.
The Equus Compliance Engine must be connected to the Equus Platform for submissions to be automated. Speak with your Equus Representative for more information.