Purpose

Oregon State University supports flexible work arrangements outside of the United States in certain situations where it supports business strategy, including academic and research priorities.

Exceptions

The following situations do not require an approval request.

  • Academic faculty who are on sabbatical and are traveling outside of the US as part of their sabbatical.
  • Employees who are on a 9-month appointment and travel outside of the US during the summer.
  • Academic faculty and graduate employees who are traveling internationally on short-term field research or on business trips to collaborate or consult with international partners outside the US are not covered in this guidance.

Questions about a specific situation can be sent via email to flexibleworkarrangement@oregonstate.edu.

Flexible Work Arrangement Approval Process: Employees requesting work outside the United States

Due to differing safety regulations, labor and payroll laws outside the United States, employees and supervisors seeking approval for a flexible work arrangements outside the United States can expect to engage in significant consultation throughout the approval process.

  1. Employee and supervisor meet to discuss the specifics of the flexible work arrangement and to determine whether a flexible work arrangement is suitable for the employee’s position and the business needs of the unit.
  2. Employee and supervisor complete Sections A, B, C, and D of the Flexible Work Arrangement Agreement (FWAA) form.

  3. The supervisor emails the completed FWAA form to flexibleworkarrangement@oregonstate.edu. The FWAA form should be emailed at least three (3) months prior to the employess’s proposed flexible work arrangement start date. Additional time is preferred if possible.
  4. The Associate Vice Provost/Senior Director for Employee and Labor Relations (AVP/SDELR), or designee, reviews the FWAA form and will liaise with the Senior Vice Provost for Faculty Affairs (SVPFA), Chief Human Resources Officer (CHRO), Office of the General Counsel (OGC), and others as appropriate. Note that personal legal or tax advice will not be provided to employees.
    1. In some cases, there will be additional costs associated with the review of the flexible work arrangement being sought. Estimated costs will be communicated to the supervisor and employee.
    2. The supervisor and employee must confirm they would like to proceed given potential cost liabilities.
      1. There may be costs associated with engaging outside counsel, a third-party accounting firm, and/or Professional Employer Organization (PEO) working in the destination country to address compliance.
      2. There may be costs associated with procuring appropriate work visas, with provisioning health and other insurances, and with reimbursing employees for incremental tax obligations incurred by working outside of the U.S., and for the expense of specialized tax preparation to calculate these obligations.
      3. Costs of compliance, which may be ongoing and subject to change, depending on tax and employment law changes within the destination country, are the responsibility of the employee’s unit or College/Division.
  5. The AVP/SDELR, or designee, sends a summary of risks and responsibilities/recommendations to the employee and supervisor. Employee and supervisor questions and requests for additional information will be responded to as quickly as possible.

  6. If the employee and supervisor agree to proceed, and with support from the AVP/SDELR, o rdesignee, the FWAA form is forwarded to the Dean or Vice President/Provost or designee for final review and approval.

  7. The Dean or Vice President/Provost (or designee) reviews the FWAA form and the AVP/SDELR’s summary of risks and responsibilities/recommendations and either approves, denies, or approves with modifications the request for a flexible work arrangement outside the United States. The Dean or Vice Provost will notify the supervisor, employee, and School/Department Head/Chair/Unit Head of their decision via email.
  8. If the flexible work arrangement is approved, the supervisor will upload and route the FWAA form for signatures in DocuSign. The DocuSign signing order must be set up as follows:

    1. Employee
    2. Supervisor
    3. Dean/VP
    4. Employee and Labor Relations Officer
  9. Upon approval, organization of the international assignment will be initiated by the supervisor and a Senior Employee and Labor Relations Officers who will engage experts, as necessary, from within the Payroll, Benefits, General Counsel, and other applicable offices.

Questions

For additional information, contact flexibleworkarrangement@oregonstate.edu.