Guidance for Managers/Recruiters on Staff Working Overseas

Guidance for Managers/Recruiters on staff working overseas

There are many factors to consider in respect of staff undertaking work overseas from an employment perspective. Depending on the nature and duration of the overseas assignment or if staff work overseas on a permanent basis, there are also potential significant implications for payment of salary, expenses, tax, social security and pension. These matters are determined by factors including the location of the work, residency status, length of time spent overseas etc.

In order to ensure that these matters are appropriately taken account of and relevant arrangements are put in place, we need to thoroughly understand the details of the overseas assignment.

To assist with this, please complete the following questionnaire in respect of the member of staff for whom you have advised they will be undertaking work overseas.

Please provide as much information as possible, and return the questionnaire to Elaine Barber at and copy in your customary HR Adviser.

Please use the following email subject line: ‘International Assignment [NAME/department]’:

Once returned, your responses will be reviewed to determine what further action is needed to set up the necessary arrangements.

Please note that should the working arrangements with respect to overseas working change at any point, you should notify Elaine along with your customary HR Adviser without delay.

International Working Questionnaire

1. Please provide details of the individual or the details of the PI if it is a new position to be advertised.

Name

Department

Job title

Nationality

1. Dates and details of the assignment.

2a. Please specify the start date and end date of the assignment:

Start Date:

Return Date: (if applicable)

2b. Please give details of the type of assignment. For example:

• Will the overseas assignment be continuous?
• Will the assignment consist of numerous trips overseas?
• Will the individual’s time be split between the UK and overseas?

1. Will the individual be making trips back to the UK during the period of the overseas assignment?

• If so, how frequently and for how long?

• Are the visits to the UK to work or for other reasons such as family / holidays?

1. Is the individual required/expected to return to the UK at the end of the assignment? If so, on what date are they due to return to the University?

1. In which country or countries will the individual be undertaking work? If multiple countries, please give a breakdown of proportional time in each country.

1. In which country will the individual be residing, if different to the above?

1. Will the individual continue to work for and be paid by the University of Sheffield during this time, or will they receive any funds from overseas (even if only for a proportion of their time?)

• i.e. Will the individual be working both for the University and another employer during the period overseas?
• Will the individual receive a salary top up from the University (i.e. in cases where the overseas payment is lower than the University salary?)

1. What is the funding source(s) for the position and the travel overseas.

1. If working for an overseas institution what status will the individual have with the overseas institution, i.e. employee/honorary staff/visitor/secondment?

1. What duties will the individual be undertaking for the University overseas? (please provide a brief outline)

1. Is there a work visa in place for the individual during their time overseas? (Note: it is the individual’s responsibility to make the necessary visa arrangements, if required).

1. If the overseas assignment is curtailed for any reason, will this have any implications for their University role?

1. Does the employee want to stay in the USS pension scheme? (If so, and the individual is a member of a pension scheme they must contact the Pensions office at regarding their pension contributions).

Please return the form to Elaine Barber at and copy in your customary HR Advisor.