For Businesses

There are three distinct user roles available on the Playroll platform. Each role provides different levels of access to ensure operational control and data privacy. Review the table below to understand the capabilities of each role.

Role Types

• Admin: Full access to all features and settings.
• Approver: Can approve relevant employee transactions but has limited editing rights.
• Readonly: View-only access to relevant data.

Permissions Matrix

Managers can review, approve, decline, or undo employee leave requests directly from the Leave Management section.

How to Manage Employee Leave Requests

✅ Step 1: Go to the Employees Tab

Select the "Employees" dropdown from the left-hand navigation panel.

✅ Step 2: Open the Leave Section

Click on the "Leave" sub-category. A notification icon will appear if there are any pending requests.

✅ Step 3: Review Leave Requests

This opens the Leave Management screen where you can view the duration, type, and reason for each leave request.

✅ Step 4: Approve or Decline the Request

To approve a request, click the Green check mark. To decline, click the Blue X mark.

✅ Step 5: View Additional Details

Click on the "i" icon to view more information about the leave request.

✅ Step 6: Undo an Approval if Needed

Once a request is approved, the employee will be notified. To undo the decision, click the Blue backwards arrow.

Following these steps ensures you can efficiently manage leave requests and maintain accurate records across your team.

Approve or decline employee expense requests by accessing the Expenses tab under Employees in the Playroll platform.

How to Manage Employee Expense Requests

✅ Step 1: Open the Employees Menu

From the navigation panel, click on the "Employees" drop-down tab.

✅ Step 2: Select the Expenses Sub-Category

Click on the "Expenses" sub-category. A notification icon will appear here when employee actions are pending your review.

✅ Step 3: View Expense Requests

The Expense Requests screen displays all expenses currently awaiting approval.

✅ Step 4: Review Expense Totals

At the top of the page, you can view the total value of expenses that have been approved and those still pending approval.

✅ Step 5: Review Individual Expense Requests

Scroll down to see a detailed summary of each employee’s expense request.

✅ Step 6: Approve or Decline Requests

On the right-hand side of each summary block, use the available buttons to approve or decline the expense request.

If you need to change your billing currency, contact our support team at support@playroll.com. They will guide you through the necessary steps.

Important Deadlines

To ensure the change takes effect in the current billing cycle, submit your request before the payroll cut off date. Requests received after the cut off will apply to the next month's invoice.

The forex fee is an additional charge applied when currency conversion is required for payroll processing. This fee is outlined in your Master Service Agreement (MSA).

How the forex fee works

When your payment is converted from one currency to another, a forex conversion fee—typically 2.5%—is added. This may cause the final invoiced amount to appear higher than the original total.

Important: The forex fee is applied only to the Cost to Company portion of the employee’s compensation and is calculated monthly. It does not apply to Playroll’s EOR Fee or Contractor Fee.

This fee is stipulated in your MSA, which you can view directly in the Playroll platform under the Settings tab.

You can download a detailed invoice breakdown for any payroll month on the Playroll platform by following these steps:

Steps to access and download your invoice

1. Log in to the Playroll platform at https://app.playroll.com/.
2. From the dashboard, select Payments from the menu on the left-hand side.

3. Click on History from the dropdown list under Payments.

4. On the History page, locate the payroll month you’re interested in and click the three-dot icon to the right of it.

5. From the dropdown menu that appears, select the third option to automatically download the detailed invoice breakdown.

You can pay in any currency via Payoneer, but contractors will always receive funds in USD regardless of what you choose.

Payoneer Contractor Payment Currency

Payoneer allows you to make contractor invoice payments in any currency. However, please note that contractors will only receive the funds in USD, regardless of the currency used during the payment process.

Approve and pay contractor invoices directly on the Playroll platform in just a few steps: access invoices, review, and confirm payment.

Contractor Invoice Payment Guide

✅ Step 1: Access the Contractor Invoices Section

Navigate to the Contractors tab and select Invoices to view pending invoices.

✅ Step 2: Review New Invoices

Invoices pending approval appear under New Invoices. You can view the invoice description (highlighted in purple) and the uploaded document (highlighted in green). Approve by selecting the check mark, or decline using the cross ("x").

✅ Step 3: Select the Contractor for Payment Review

Select the checkbox next to the contractor’s name and click the Review Payment button.

✅ Step 4: Review and Proceed to Payment

On the payment review screen, check the invoice total based on your selected billing currency. If correct, click Pay Now. Note: the option to cover transaction fees is enabled by default.

✅ Step 5: Confirm Payment Details

A confirmation screen will display full payment details, including the locked-in exchange rate valid for 5 minutes. If all information is correct, click Confirm Payment.

To expedite payment processing, you may send proof of payment to our finance team at collections@playroll.com.

Add custom clauses to a contractor agreement in Playroll by selecting custom terms during contract setup and entering your own wording.

Adding Custom Clauses to a Contractor Agreement

✅ Step 1: Navigate to Custom Sections and Clauses

During the contract setup process, go to Step 2: Contract Details. Under the “Custom Sections and Clauses” area, select Custom when prompted to choose between standard or custom terms.

✅ Step 2: Add Your Custom Clauses

After selecting the custom option, you will be able to add your own clauses to the agreement using the interface provided.

Cancel an expense claim before it’s approved by navigating to “My Expenses” and clicking the ❌ button next to the entry.

How to Cancel an Expense Claim Before Approval

✅ Step 1: Navigate to the Expense Management Page

Select the "Expenses" dropdown from the navigation panel and choose the "My Expenses" sub-category under the Expenses menu.

✅ Step 2: Cancel the Relevant Expense

Locate the expense claim you wish to cancel. On the right end of the entry, click the "X" button to remove it.

Once cancelled, the expense claim will be removed from your list and will not be processed for approval or reimbursement.

You can easily access your Master Service Agreement (MSA) on the Playroll platform by following these steps:

Steps to view the MSA

Select the Settings tab located on the left-hand side of the screen.

Ensure that you have selected the Company header

The Master Service Agreement will appear on the right-hand side of the screen. Click View MSA to open the document.

A termination fee applies if an employee’s contract ends within the first 6 (six) months of engagement. This includes both voluntary resignations and employer-initiated terminations.

Early termination fee

If an employment relationship ends within the first 6 (six) months, a fee equivalent to 3 (three) month’s Playroll fee will be charged to the client.

Why does Playroll charge an early termination fee?

As Playroll does not charge an onboarding or offboarding fee we are required to ensure our basic costs for providing the service are covered. 

All employee terminations must comply with local labor laws and the terms outlined in the employee’s contract. As Playroll is the legal employer, it is responsible for conducting all formal termination actions.

Immediate Notification Required

Notify Playroll as soon as a termination is being considered. Early communication ensures that all required legal procedures can be followed and that the termination is handled appropriately and in a timely manner.

Legal Guidance for Termination

Because each termination is unique and governed by country-specific labor laws, we strongly recommend contacting our legal team for support. They will provide guidance tailored to the specific case and jurisdiction.

For legal support, email legal@playroll.com.

Why Legal Review is Essential

• Ensures compliance with local labor laws and regulations
• Prevents unlawful termination claims
• Clarifies required notice periods, severance, and documentation
• Secures a legally binding and employer-backed termination process

In accordance with your Master Services Agreement (MSA), any unused portion of the deposit will be refunded after all related matters and claims concerning the employee have been fully resolved, or within two (2) months of the employee’s last working day—whichever occurs later.

Conditions for Refund

The refund is issued only after the following conditions are met:

• All outstanding claims, payments, or obligations relating to the employee are settled
• The employee has officially exited employment
• Two months have passed since the employee’s last working day, if no claims are pending

How is the Deposit Refunded

Should you still have active employees with us we will simply apply your refund as a credit towards your next available invoice.  If you no longer have any active employees with Playroll, simply send us the bank details you wish for the deposit to be refunded to.

How to Track and Initiate Refund

To inquire about or initiate your deposit refund which has been outstanding for longer than 2 months, contact our Support team. They will confirm eligibility and guide you through the next steps.

A deposit must be paid before the employment agreement can be issued for signature.

This requirement exists because once an employment agreement is signed, it creates a legal obligation for the employer to compensate the employee for any services rendered. Additionally, terminating a signed agreement is subject to local labor laws and mandatory notice periods, which must be followed to remain compliant.

Deposits are required to ensure Playroll can meet its legal obligation to pay the employee once an employment agreement is signed. This financial safeguard guarantees continuity of salary payments, even if invoice payments are delayed or disrupted for an unforeseen reason.

What is the Purpose of the Deposit?

As soon as an employee signs their contract, the agreement becomes legally binding and Playroll assumes full responsibility for paying the employee. The deposit functions as a financial buffer to:

• Ensure uninterrupted salary payments to the employee
• Protect against delayed or failed invoice payments
• Maintain compliance with local labor laws and payroll schedules

Is the Deposit Refundable?

Yes. The deposit is fully refundable once the employment relationship ends and all outstanding obligations are settled.

When is the Deposit Collected?

The deposit is collected during the onboarding process, prior to the employee’s start date and employment agreement signature, to activate employment services and ensure payroll coverage from day one.

Overview

Playroll does not offer salary advances to employees under any circumstances. Our payroll structure is standardized and aligned with monthly payroll cycles, ensuring consistency and compliance across all jurisdictions.

Requesting an Advance

If you require a salary advance for urgent reasons, please reach out directly to your client or manager. They can contact Playroll on your behalf to explore any possible solutions or exceptions based on their discretion.

If an employee’s expenses are both logged and approved before the payroll cut-off date, the approved expenses will be included in that month’s salary payment. 

If the expenses are only approved after the cut-off date then they will be paid out in the following months payroll cycle.

Playroll’s Cost Calculator makes it easy to estimate the net salary an employee will receive after taxes and deductions.

By entering key details such as country, salary amount, and currency, you can quickly generate a detailed breakdown showing gross and net pay — helping you plan hiring costs with confidence.

Step-by-Step: Generating a Net Salary Estimate

✅ Step 1: Log in and Open the Tools Section

Log into the Playroll platform and select Tools from the left-hand panel.

✅ Step 2: Select the Hiring Country

Use the dropdown menu to select the country where you plan to hire.

✅ Step 3: Choose the Calculation Method

Select whether to base the calculation on Gross Salary or Total Cost to Employer.

✅ Step 4: Choose Monthly or Annual Projection

Toggle between viewing the cost on a monthly or annual basis.

✅ Step 5: Select Your Display Currency

Choose whether you’d like the calculation in local or billing currency, then enter the salary amount.

✅ Step 6: Click "Get Quote"

Once ready, click the Get Quote button to generate the estimate.

• Note: If the salary entered is below the country’s minimum requirement, the quote will not be generated.

✅ Step 7: View the Net Salary

The quote will display a detailed breakdown. Expand the Gross Salary section to view the estimated net salary.

Please note: This is only an estimate. The final net salary may vary based on tax changes and employee-provided information during onboarding. Playroll does not guarantee net salary amounts.

At Playroll, we provide country-specific benefits for your employees in Romania, at competitive rates meant for larger groups at any scale, to support your growth.  

Playroll takes care of all the mandatory requirements.

Mandatory Benefits Include:

• Health Insurance Contributions
• Pension contributions
• Occupational Medical Checks

Explore in-depth hiring guidance for Romania here.

Optional Benefits Add-Ons:

Private Medical Insurance via SafetyWing

• We offer two tiers of coverage: Standard Plan & Premium Plan. Details and pricing available upon request.

Meal Vouchers via EdenRed 

Employers can opt into a meal voucher program that provides employees with a daily allowance for meals:

Voucher breakdown:

• 40.18 RON per working day
• €5 monthly admin fee
• €20 one-time setup fee

Reach out to our team via support@playroll.com for more details on your options and benefits available to Romanian employees.

All country-specific public holidays are listed within the respective hiring guides, available on the Playroll website under the Hiring Guides section.

Step-by-Step Guide to Viewing Public Holidays

✅ Step 1: Navigate to the Hiring Guides

To view the public holidays for a specific country, navigate to the guide for the relevant country and open the Leave Policies tab. Public holidays are detailed under a dedicated subheading within this section.

✅ Step 2: Find Public Holidays in the Leave Policies

Each Leave Policies section includes a clearly marked heading dedicated to public holidays for that country.

To update your employee’s annual leave entitlement on the Playroll platform, follow the detailed steps below:

Steps to Edit Leave Entitlement

Step 1: Open the Employees Menu

Select the "Employees" category from the left-hand navigation panel.

Step 2: Access the Contracts Section

Click on the "Contracts" sub-category to manage employee agreements.

Step 3: Initiate Contract Changes

Find the employee whose leave you want to update and click the "Make Changes" button.

Step 4: Navigate to Compensation & Legalities

Select "Step 2: Compensation & legalities" to proceed to the section where leave days can be edited.

Step 5: Enter the New Leave Entitlement

Update the leave field with the revised number of days for the employee.

Step 6: Submit the Changes

Click "Sign & add employee" at the bottom of the page to finalize the update.

Step 7: Wait for Signature Approval

A notification will be sent to the authorized signatory. The updated leave will only take effect once the addendum is signed and approved.

If you’ve already approved an employee’s leave request but need to cancel it, you can reverse the approval directly within the Playroll platform by following the steps below.

Steps to Cancel Leave Approval

Step 1: Access the Employees Menu

Click on the "Employees" dropdown located in the left-hand navigation panel.

Step 2: Open the Leave Section

Select the "Leave" sub-category. A notification icon will display if there are pending or recently approved leave requests.

Step 3: View Leave Management Screen

The Leave Management screen displays all employee leave entries, including leave type, duration, and reason (if provided).

Step 4: Review Leave Request Details

Click the "i" icon to review detailed information about a specific leave request.

Step 5: Cancel the Leave Approval

Click the "blue backwards arrow" icon to undo or cancel the leave approval.

If you encounter any issues while attempting to cancel an employee's leave request, please contact the Playroll support team for assistance.