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Smarter Tax and Compliance Monitoring for a Mobile Workforce

Topia’s travel and work location monitoring solution provides an audit-ready system of record, capturing where work is actually happening so your organization can remain compliant.
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How Knowing Employee Locations Can Enhance Compliance and Reduce Costs

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Stop Problems Before They Occur

Proactively track day counts, Permanent Establishment risk, and payroll withholding obligations. Configurable alerts warn you before thresholds are breached, keeping your business compliant worldwide.
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Save Time and Money

Cut costs and reduce audit exposure by replacing manual spreadsheets with automated compliance tracking. Topia eliminates hours of admin work while protecting against unexpected fines and penalties.
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Keep Employees Safe and Supported

Gain instant visibility into where employees are working, whether traveling or remote. Topia equips HR and Risk teams with accurate, real-time location data so you can respond quickly in emergencies and protect your people everywhere they work.

Effectively Manage the Risks Posed by Traveling and Distributed Employees

Topia consolidates employee travel and work location data from trusted sources, such as travel booking systems, expense platforms, and mobile devices, into one central platform. This visibility into where work is actually performed enables your company to mitigate tax, payroll, and compliance risks before they become problems.

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How Businesses Use Topia’s Tax and Compliance Engine

Gain Full Visibility into Employee Work Locations

Audit-ready data shows where employees are actually working, whether from an office, home, or on assignment, providing a single source of truth across HR, Finance, and Legal.

Ensure Accurate Payroll Withholding

Simplify both U.S. state-to-state and international payroll withholding. Topia makes it easier to apportion income correctly and deliver accurate data to payroll providers every pay cycle.

Comply with Schengen Area Rules

Track day counts across Schengen countries to help non-EU nationals avoid overstays and immigration breaches, ensuring your organization remains compliant with regional requirements.

Mitigate Permanent Establishment Risk

Identify employees whose work activities may create a taxable presence in a new jurisdiction. Topia gives you early visibility and alerts so you can act before regulators step in.
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How the Solution Works

01

Monitor and Log Employee Locations Using Multiple Data Sources

Topia automatically captures employee work locations from systems you already use, such as SAP Concur, BCD Travel, or HRIS data, while also offering a unified portal for employees. This reduces reliance on manual self-reporting and ensures accurate, audit-ready records of where work is actually happening.

02

Create Configurable Risk Thresholds and Alerts

Set rules that reflect your company’s tax, compliance, and corporate policies. As day counts and thresholds build, Topia issues proactive alerts so you can take action before payroll, immigration, or Permanent Establishment risks turn into costly problems.
03

Use Dashboards and Reporting to Understand Trends

Generate instant, defensible reports for auditors, tax authorities, or internal compliance teams. Interactive dashboards provide full visibility into employee movement while highlighting emerging risks such as “accidental expats” or nexus exposures.

Supporting All Teams Involved in Business Travel Compliance

  • Global Mobility
  • Tax and Finance
  • Payroll
  • Employees
Global Mobility
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Global Mobility

Mobility leaders are now responsible not only for relocations, but also for managing business travel and distributed work. Topia provides the tools and data to protect programs and enhance the employee experience.

How Topia helps

  • Dashboards that show global employee travel patterns in real-time
  • Powerful analytics that identify “accidental expats” and other risks
  • Early alerts that warn as employees approach limits
  • Audit-ready reports with the data needed for auditors and tax authorities
  • Desktop portal for mobile employees
Tax and Finance
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Tax and Finance

Business travel and distributed work can create a range of tax risks for companies. Finance teams need accuracy, speed, and defensible records to reduce risk and avoid costly surprises.

How Topia helps

  • Managing permanent establishment/nexus risk and corporate tax apportionment
  • Customizable rules and limits to reflect your company’s policies
  • Visualize employee locations at a glance with interactive dashboards
  • Identify risks early and take action before they become costly penalties
Payroll
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Payroll

Managing multi-jurisdiction payroll withholding can be time-consuming for internal teams. Topia’s technology can streamline processes and give payroll teams the data they need in real-time.

How Topia helps

  • Streamline withholding across states and countries
  • Define rules and policy thresholds with flexible controls
  • Allocate payroll accurately every pay cycle
  • Integrate with leading payroll providers
Employees
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Traveling or Distributed Employees

Your employees shouldn’t have to deal with the stress of tracking their own compliance. Location monitoring with Topia is automatic and effortless, removing manual tasks while keeping your workforce safe and compliant.

How Topia helps

  • A simple employee portal reduces admin work and ensures accuracy
  • Seamless compliance management for teams on the move
  • Verifiable audit trail for all travel and distributed work
  • Real-time location data provides reassurance in case of emergencies
  • Travel schedules and workdays logged automatically
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Topia and Monaeo Enterprise Work Together to Deliver a Seamless, End-To-End Solution for Global Mobility and Tax Compliance

See how automated mobility data from Topia fuels Monaeo’s tax compliance engine—so your teams can manage risk in real-time and stay ahead of audits and penalties all while enabling proactive compliance, faster decision-making, and peace of mind across tax, HR, and mobility teams.
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Testimonials

BUSINESS TRAVEL AND WORK LOCATION COMPLIANCE
One key area Topia’s solution helps us with is our US state-to-state tax tracking to ensure we can do our payroll withholding accurately. We also use Topia’s work location tracking data to help address risks relating to permanent establishment. This technology solution brings me a lot of value from a global mobility perspective, but also helps our finance, payroll, and tax functions so that we can address business travel compliance issues holistically as a team.
Becky Schlereth, Global Mobility, Travel and Expense Manager
Watlow
BUSINESS TRAVEL AND WORK LOCATION COMPLIANCE
We use Topia’s technology to improve our overall approach to business travel compliance. It’s really important for us to protect both the employee and the company during business trips and to make sure we’re proactively managing risks that can arise.
Becky Schlereth, Global Mobility, Travel and Expense Manager
Watlow
BUSINESS TRAVEL AND WORK LOCATION COMPLIANCE
Topia has been a reliably strong partner for our Vistra global mobility team and end-users, providing accurate, user-friendly work location data. Topia’s team of support professionals is top-notch and always responsive, knowledgeable, and accommodating of our needs.
Paul Rubino, Senior Director, US Expatriate Tax
Vistra
GLOBAL TALENT MOBILITY

The use of Topia has revolutionized our Global Mobility Processes

Greatly enhancing the overall employee experience, but more importantly the experience of our internal stakeholders. Topia has enabled us to include key members of our Talent Acquisition and P&O teams as part of the mobility process, and their feedback has been overwhelmingly positive.
Joost van Vliet, Director, Global Mobility Tax & Governance
Novartis

FAQs

How does Topia help companies stay tax compliant with a distributed workforce?

Topia automatically tracks where employees are working, whether remote, hybrid, or traveling, so you always have an audit-ready record of work locations. By monitoring day counts and compliance thresholds, the platform helps prevent Permanent Establishment risk, payroll withholding errors, and jurisdiction-based tax overpayments.

Can Topia support payroll withholding across U.S. states and international borders?

Yes. Topia provides accurate, defensible data for payroll teams to calculate multi-jurisdiction withholding. Whether employees are crossing state lines in the U.S. or moving between countries, Topia ensures income is apportioned correctly and delivered to your payroll provider each cycle.

How does Topia help with Schengen Area compliance?

Topia tracks employee day counts across Schengen countries so non-EU nationals don’t exceed their allowable stay. Automated alerts notify HR and mobility teams before employees approach limits, helping organizations avoid costly immigration breaches and penalties.

Why is employee location tracking important for business travel compliance?

Without accurate location data, businesses risk unexpected tax liabilities, penalties, or immigration issues. Topia’s location monitoring gives Finance, HR, and Legal teams full visibility into employee movements, enabling proactive compliance and faster responses in audits or emergencies.

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See How Talent Mobility Can Work for You

Empower your employees with flexible work solutions that drive productivity and compliance.
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