Where the above process is followed, record the details of the international working arrangements in PeopleXD, to ensure that department HR and central International Working team have oversight, and to enable the University to manage tax, social security, legal, and other risks.
1. New overseas working request - create the UDF
The UDF for overseas working should be created when an overseas working request is first submitted for approval.
1.1 Select UDF Type Appt: Overseas Working from the dropdown.
1.2 Enter the initial information only, as follows:
Field Name (*mandatory) |
Description |
From Date |
Enter the date on which the request was submitted |
To Date |
Leave blank |
Country Location* |
Select the country in which the individual will be working |
State Location |
Enter the state within the country that the individual will be working, if relevant (eg the US, Canada, Australia, China) |
Start Date* |
Enter the start date of the arrangement |
Expected End Date* |
Enter the expected end date, or 3 years from the start date if unknown per the overseas working policy |
Arrangement Type |
Select the applicable option |
2. Request Approved by Head of Department – update the UDF
2.1 Once the arrangement has been approved by the Head of Department (or Division), update the UDF with further information:
Field Name (*mandatory) |
Description |
Approved by |
Enter the name of the Head of Department (or Division) who has approved the request |
Estimated Cost |
Enter the estimated cost of the arrangement, as provided by the International Working team |
On Shadow Payroll |
Select 'Yes' or 'No', as advised by the International Working team |
3. Arrangement has ended – update the UDF
3.1 When the arrangement ends, either due to the employee returning to the UK or the employment ending, update the 'Expected End Date' field, if different from the date originally entered onto the UDF.