Payroll Outsourcing Thailand

You remain the legal employer of your team. People Profilers acts as your payroll administrator — we process payslips, calculate statutory contributions, remit them to the relevant authorities, and prepare year-end filings on your behalf. The employment relationship between you and your employees is unchanged.

This is the defining difference between Payroll Outsourcing and our Employer of Record service. Under EOR, People Profilers becomes the legal employer of the worker — that's a different commercial and legal arrangement, used when clients want to hire in a market without setting up a local entity. Under Payroll Outsourcing, your entity remains the employer; we handle the administrative load.

Thailand Payroll Outsourcing is delivered through People Profilers Bangkok Recruitment Co., Ltd. (Company Reg: 0105565048191), registered with the Department of Business Development (DBD) to provide manpower contracting and HR outsourcing services — the appropriate framework for providing payroll and manpower services.

Yes. Payroll Outsourcing covers your full Thailand workforce — Thai citizens, permanent residents, and foreign employees holding a Work Permit and Non-Immigrant B Visa. We calculate and remit SSO and Workmen's Compensation Fund contributions for all eligible employees, and administer PND 1 monthly withholding at the employer level.

From 1 October 2026, we also administer the new Employee Welfare Fund (EWF) — a mandatory 0.25% employer and 0.25% employee contribution for companies with ten or more employees — or manage the provident-fund exemption where one already applies. Keeping clients ahead of statutory changes like this is part of how we work.

For foreign employees, we track Work Permit validity so payroll and statutory reporting stay aligned with Ministry of Labour requirements. When an employee leaves your company or departs Thailand — including foreign employees ending their assignment — we prepare the final PND 1 withholding and leaver notifications with the Revenue Department, coordinating with you on the final salary payment.

This is a meaningful operational difference from our EOR service — under Payroll Outsourcing, you are the employer of your foreign employees and we administer their payroll on your behalf. There is no regulatory concern because we are clearly not employing them.

People Profilers operates nine legal entities across five SEA markets: Thailand, Singapore, Malaysia, Vietnam, and Indonesia. We can administer payroll in all five jurisdictions, using the locally licensed entity for each country.

Each engagement is run in the local currency — THB, SGD, MYR, VND, or IDR — with statutory contributions calculated and remitted at the rates set by each country's regulator. Consolidated reporting across countries is standard, so finance leaders running multi-country teams see one set of numbers in one format.

Every Payroll Outsourcing engagement is documented in an engagement letter before the first payroll run. The letter sets out the scope (headcount, countries, employment categories, payroll cycles), the fee structure, payment terms, and the statutory filings included.

Fees are transparent and itemised — administration fees for the monthly payroll work, separate line items for any one-time setup or add-on modules (leave portal, expense management), and pass-through statutory contributions at official rates with no markup.

Engagements have a minimum term of 12 months. Payroll setup is a meaningful operational investment for both parties — employee master data migration, salary structure validation, statutory registration verification, and a full parallel-run cycle before live cutover. The 12-month minimum reflects that commitment on both sides. One month's fees are held as a refundable security deposit for the duration of the engagement, returned at the close of the relationship or applied against the final invoice.

Payroll data is among the most sensitive HR data we handle, and we treat it accordingly. Employee master data, salary information, and bank details are stored in access-controlled systems with audit logging. Payroll processing follows documented procedures with segregation of duties between input, review, and disbursement.

We comply with Thailand's Personal Data Protection Act and the equivalent personal data legislation in Singapore (PDPA), Malaysia (PDPA 2010), Vietnam (PDPL), and Indonesia (PDP Law). Data residency, retention periods, and cross-border transfer protocols are documented in the engagement letter.

Year-end filing records and statutory submission archives are retained for the period required by each jurisdiction's regulator — typically five to seven years — and accessible to you on request.

Most clients are running their first payroll with us within four to six weeks of engagement, depending on workforce size and country mix. The transition steps are: employee master data migration; salary structure validation; leave balance import; statutory registration verification; one parallel-run cycle where we process payroll alongside your existing process and reconcile to the cent; then cutover.

The parallel run is the most important step — it surfaces any data inconsistencies before they become live payslip errors. We coordinate with your HR and finance leads throughout, with weekly check-ins during the transition period.

If you decide to bring payroll back in-house at any point, the same data and process work in reverse — documented handover, archived records transferred, and statutory continuity preserved.