DRAFT International People Placement (IPP) Process (For Discussion Only) January 19, 2017 Presented by: Linda Dionne & Magdalene Lee Page 1
IPP Process CONTEXT: • Many international projects or programs may need to hire local people or have MIT employees work abroad for an extended period of time GOALS: • Provide single point of contact - resources for employee benefits, export control, information technology, data security, visa, taxes, etc. • Gather information from subject matter experts in order to make informed recommendations on how to hire or send MIT employees abroad – Mitigate risk (employment, tax, safety, etc.) and promote legal compliance Page 2
IPP – Core Team Tasks Resources/Experts Lead and Coordinate fact gathering (Core Team) • Handle questions or requests from DLCs Linda Dionne, Magdalene Lee • Coordinate input to address: • Taxes (MIT & Payroll) Long Tran, Drew Wheadon • Central HR Steve Filipiak, Marianna Melnyk • OSP Shawna Vogel Page 3
IPP – Subject Matter Experts Tasks Resources / Experts Other planning and implementation tasks, including: • Employee benefits Maria Barrios, • Determine if all MIT benefits would be available Kristen Panagopoulos • Resolve special administrative issues, if any • For local benefits, determine: costs, type, implementation, Core team governance (local vs. MIT) • Employment law Allison Romantz • Export control Janet Johnston • Environment health and safety Pam Greenley • Personal safety and security Todd Holmes • Insurance Sandy Mitchell • IT and data security Oliver Thomas • Visa (outgoing) TBD – outsource • Personal income taxes TBD – outsource Page 4
Initial Notification Subject Core DLC Matter Team Experts (OMA, HR, VPF, OSP) • DLC sends request to Core Team o Lengths of stay < 30 days – emails, web form, phone, etc. o Lengths of stay > 30 days – intake form • Core team performs initial review and consults subject matter experts o Identify and recommend third-party resources for complex requests • Regular communication with requesters during the review process to ensure timely resolution Page 5
Intake Form: For lengths of stay > 30 days http://icc.mit.edu/manage/people/hiring-internationally-and-working-abroad • General description of the proposed activity & job description of the individual(s) • Who (Asst. Dean/AO) approved (notified?) the request (required prior to submission) • Details about employee (Title, Duration/Dates, % effort) – US Citizen? If no, US permanent resident alien? – Citizenship in other countries? – Other countries employee has lived in past 5 years? – Will employee come to campus after? – Prior employment in last 5 years • Where will employee work in foreign country (home, lab, etc.)? • How is activity funded? Provide SAP account #, if any • If new program, will there be a formal agreement, if existing, is approval of sponsor required? Page 6
Placement Options Generally, the following options will be reviewed for length of stay > 30 days: 1. Direct employment by MIT* o Preferred mode of hiring and placing employees abroad 2. Hire through a Professional Employment Organization (PEO) or host country employment agency 3. Hire by a host country collaborator 4. Hire by a local entity established by MIT 5. Decline the request (after contemplating significant modification of proposed work) * MIT has recently established a new company, MIT International, Inc. that may be used to facilitate and support human resources needs for MIT's work abroad Page 7
Flowchart for Placement Options (a) Country risk assessment is based on individual country tax and Length ¡of ¡Stay ¡ ¡ ¡ ¡ < ¡30 ¡days? ¡ employment laws, MIT activity level in the country, number of MIT employees working there, frequency of travel, etc. (b) Options for PEO or local collaborators (a) # of employees (b) Cost of PEO vs. cost of setting up local entity (c) Possibly IP, supervisory issues (c) If a country does not respect the secondment arrangement (e.g. Russia, China), the employees would be hired directly by MIT Intl or a MIT local entity while working abroad (d) Existing MIT employees will be terminated by MIT and hired by the PEO or local collaborators. (e) Existing MIT employees may need to be terminated by MIT and rehired by a MIT local entity. It is also possible for this group of people to stay with MIT and be seconded to a MIT local entity. Generally speaking, the cost of secondment is higher than placing an employee directly in a local entity. A MIT local entity needs to establish its own payroll structure and benefit plans. (f) Existing MIT employees will be terminated by MIT and rehired by MIT Intl. MIT Intl will participate MIT pension and benefits program as a related, adopting employer so that MIT Intl employees could continue their vesting and eligibility service Page 8
Implementation Checklist Pre-departure preparation Upon completion of assignments Resources to Employees • Update SAP work address • Review benefits issues w/ HR • Debrief on experience • ISOS (advise to sign up) § How? Interview? Survey? • Inform of work-life resources § What are we trying to learn? • Cultural training • Personal income tax (third-party tax advisor) Resources to DLCs • Travel Risk • Export control • EHS • IT & data security • Payroll • Visa (third-party service provider) • Update SAP work address Page 9
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