Approval Process: Domestic Employment     Approval Process: International Employment

Employment Considerations

  • Minimum Wage
  • Overtime Regulations
  • Classification as exempt
  • Meals and rest periods
  • Travel-time pay
  • Family/medical leave provisions (federal versus state)
  • Anti-Discrimination provisions
  • Posting requirements

When employees are working in another state as their regular location of employment, we are required to follow that state’s and/or country’s employment laws. Resource: https://www.dol.gov/agencies/whd/state

I-9 Compliance

For newly hired employees in the United States, we must be able to verify identity and employment authorization to meet Federal laws. For questions contact the HR Service Center at AskHR@oregonstate.edu.

Flexible Work Arrangements

Fully remote, hybrid and/or irregular/flex work schedules are flexible work arrangements that may be appropriate for certain positions depending on the functions, responsibilities, and needs of the university. A Flexible Work Arrangement Agreement (FWAA) is a document that defines the terms of the specific flexible work arrangement requested by the employee and approved by the employee’s supervisor, and appropriate university leadership. FWAA are required for situations in which an employee is performing assigned duties that would normally be carried out on-campus or at a university worksite during a standard work schedule of the employee’s unit. The FWAA defines the specific flexible working arrangement that has been authorized for the employee to work on a consistently scheduled basis and the way assigned duties will be completed.

Benefits

Provider networks for health insurance are the primary consideration with respect to out of state worker benefit enrollment. For example, the PEBB Providence Statewide plan has a national network. Employees need to select the best plan that OSU offers for their circumstances. While employees will have coverage, they may have higher out-of-pocket costs if they reside out of state and do not select the National Network Plan.

Benefits considerations for employees approved to work out of country will need to be evaluated on a case by case basis. For questions contact, employee.benefits@oregonstate.edu.

Personal Tax Liability

  • Employee personal tax situation may be impacted. Employees should consult with a tax professional regarding their own personal tax situation.
  • Employees will be required to submit state withholding allowance paperwork for the state they work in.

Institutional Tax Liability

Presence of employees may trigger registration and taxation requirements for OSU, depending on the jurisdiction and numbers of employees.

Direct Deposit

Employees who do not select direct deposit may be impacted depending on the employee’s bank. To ensure that monthly pay is received timely by the employee while working remotely, it is highly advised for remote employees to set up direct deposit for payroll. Paychecks will be mailed by USPS for employees without direct deposit. It is expected that employees working remotely keep their current mailing address up to date. For questions contact Paymaster@oregonstate.edu.

Travel and/or Moving Expense

If an employee requests to work from a non-university site that is not required by the employer, the employee is not entitled to reimbursement by OSU for travel and other expenses to attend work unit meetings.

Safe Computing

OSU is committed to providing a safe and secure computing environment for the OSU Community. We must also comply with privacy and consumer protection laws. To learn more about how to protect yourself and sensitive information you may be working with, visit https://uit.oregonstate.edu/infosec/secure-remote-work. You may also contact the OSU Service Desk at http://is.oregonstate.edu/help or by calling 541-737-8787.

Unemployment

Unemployment benefits and qualifications vary by state. For questions contact employee.relations@oregonstate.edu.

Worker’s Compensation Liability/SAIF (Risk)

OSU must have insurance coverage in the state the employee is working in. Laws vary from state to state. For questions contact Insurance and Risk Management Services at Risk@oregonstate.edu.

Equipment

Employees have an obligation to safeguard university property in remote locations. Please see Department Loan Equipment Agreement.