Category: Global Relocation Challenges

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Nine Tips to Ensure Form I-9 Compliance in Case of a Site Audit

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Nine Tips: All U.S. employers must ensure proper completion of Form I-9 for every individual they hire for employment in the United States, including both US citizens and non-citizens, with very few exceptions. Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment. How can you be sure your company is fully compliant in case of a site audit?

Here are nine tips to ensure Form I-9 compliance:

Documentation Tips

  1. Ensure all new employees complete Section 1 of Form I-9 by their first day of employment.

Note that Form I-9 cannot be completed before the individual has received and accepted their job offer.

  1. Employers must use the most recent version of Form I-9 published by the U.S. Citizenship and Immigration Service (USCIS).

The latest edition includes changes to the Form’s instructions and its List of Acceptable Documents. The form was most recently updated on 7/17/2017.

  1. The employer must complete Section 2 of Form I-9 within three business days of the new employee’s first date of employment.

An important point to note is that if an employee is being hired for less than three business days, employers must complete Section 2 on the employee’s first day of employment.

Filing, Reorganization, and Inspection Tips

  1. Keep Form I-9 on file for three years after the hire date or one year after termination, whichever date is later.

In the event of an inspection by U.S. Immigrations and Customs Enforcement (ICE), you must have forms available for all employees within the required maintenance period. Investigating officers will usually ask for a current payroll list to confirm the company’s existing employees.

  1. In the event of a corporate reorganization, change, merger, or acquisition, employers must assess Form I-9 requirements.

Employers who have purchased or merged with another company may either choose to treat employees continuing in employment as “new hires,” meaning that a new Form I-9 must be completed for all employees, or they may choose to treat them as “continuing in employment.” The latter allows the employer to obtain and maintain the previously completed Form I-9s for each employee. Those who choose the “continuing in employment” option assume any risks or liabilities of the previous employer in relation to the I-9s, such as errors or omissions, or missing forms. Employers should audit the documents in the event of any corporate change.

  1. For inspections, ICE will usually arrive and present an I-9 Notice of Inspection (NOI) outlining documents it needs to inspect.

The NOI generally requires the employer to present the requested documentation within 72 hours. The NOI may grant an exception to this requirement on rare occasions. Documents often requested include Form 1-9s, payroll records, Articles of Incorporation, business licenses, names of any contractors or subcontractors, and proof of E-Verify enrollment (if any).

Resource Tips

  1. Your immigration attorney should help you develop a specific plan to prepare your company for an audit.

Industry experts with knowledge and experience in managing site audits are an invaluable resource and can provide guidance on what a site audit entails, including how to utilize technology, conduct internal audits to verify compliance, and educating sponsored and unsponsored employees on how to respond in case of a site visit.

  1. Refer to USCIS Handbook for Employers M-274 if you have questions about Form I-9 compliance.

This handbook includes USCIS guidance on employer best practices for completing, storing, and maintaining Form I-9s. You can find answers to questions such as how to correct a Form I-9. The USCIS updates the handbook semi-regularly, so be sure you are accessing the most recent version.

  1. If you are not sure about the best practices for your global immigration program in general, contact an industry expert.

Industry experts with knowledge and experience in managing Form I-9 compliance and site audits are valuable resources and can help you with your compliance and site audit plan, as well as understanding these nine tips.

Conclusion

Global Mobility Solutions’ team of global relocation experts have helped thousands of our clients with Form I-9 compliance requirements. We can help your company understand how to be in compliance and how to respond to a site audit. Contact our experts online or give us a call at 800.617.1904 or 480.922.0700 today.

Request your complimentary relocation policy review

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Administration Establishes National Vetting Center

A Vietnamese businesswoman in her 30s looking away in front of the US Capitol building in Washington, DC.

The Trump Administration has established a National Vetting Center. The Center’s purpose is to improve coordination among federal departments and agencies as they work together to identify threats to national security and safety. The Administration has given the Department of Homeland Security and other agencies up to six months to establish the Center based on guidelines and the Administration’s approval.

Why is a National Vetting Center Needed?

The Administration is working to enhance national security. The National Vetting Center allows for an integrated approach to the use and management of all data. The Center is designed to work across several areas relating to national security. Intelligence and other information on individuals that may present a threat to national security or other areas such as border security and public safety, can be coordinated, shared, and used among agencies and departments.

Which Federal Departments and Agencies Participate in the Center?

Several federal departments and agencies will participate in the Center, including:

  • Department of Homeland Security
  • State Department
  • Attorney General
  • Justice Department
  • Central Intelligence Agency
  • Defense Department

The Center will operate under the oversight of a National Vetting Governance Board. As a result, the Board will serve as the senior interagency forum for considering issues that affect the National Vetting Center and its activities.

What is the National Vetting Center’s Main Focus?

The Center’s main focus will be on visa applicants, immigrants, and others looking to enter the US. Additionally, other individuals who are already in the US, or may be subject to deportation proceedings, will be included.

Conclusion

The Global relocation experts at Global Mobility Solutions (GMS) have the knowledge and expertise to help your company understand what the National Vetting Center is and how it might impact your company’s relocation program.

Our experts can also help your company determine how to structure your company’s relocation program in light of the National Vetting Center to meet business requirements while offering your employees the best relocation experience. Contact our team of experts to discuss how we can help you with your company’s relocation program, or call us at 800.617.1904 or 480.922.0700 today.

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Switzerland Employers Must Communicate Job Openings in Occupations with Higher than Average Unemployment

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Employers must communicate Switzerland job openings in occupations that have higher than average unemployment rates starting July 2018, according to a December 8, 2017 Federal Council decision. The Federal Council may issue a list of the occupations subject to mandatory communication of openings in early 2018. The Federal Council’s requirement for mandatory advertisements will start July 1, 2018 for positions that have 8% or higher unemployment, and then increase on January 1, 2020 for positions that have 5% or higher unemployment.

What is the Switzerland job openings issue?

An initiative called “Against Mass Immigration” was adopted by Switzerland on February 9, 2014. This initiative called for quota limits on immigration. However, the Swiss Parliament passed a compromise immigration law in 2016, hoping the country could continue to have its enhanced access to the European Union’s single market. The new law required employers to advertise job openings in occupations with higher than average unemployment at job centers and to prioritize local residents prior to recruiting from outside the country. Since the implementation of the “Against Mass Immigration” effort is coming to an end after four years, the new requirement aims to continue to give local job seekers priority in job openings in sectors with higher than average unemployment.

Who does this requirement affect?

Employers based in Switzerland planning to hire workers from outside the country.

What is the new requirement?

Under the new requirement, employers must advertise their job openings with the local job center and then wait five business days before advertising these openings through other venues. The local job center must forward applications from local job seekers who meet the requirements of the job opening within three business days. Companies must invite local candidates that meet the requirements of the job opening to an interview. They must also report the job openings they are able to fill through this channel to the job center. The temporary withholding of job opening information helps job seekers who are registered with the local job center to get priority access to the job advertisements.

Conclusion

Global Mobility Solutions’ team of global relocation experts have helped thousands of our clients with country-specific employment requirements, and we can help your company understand how to comply with Switzerland’s new job opening and advertising rules. Contact our experts online or give us a call at 800.617.1904 or 480.922.0700 today.

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Expatriate Health Insurance

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Expatriate health insurance is an important consideration for both clients and assignees. Employees relocating to international locations for extended periods of time should have access to quality health care. Options and costs may vary greatly depending on assignment location. Employers may need to consider the range of relocation benefits they provide for their mobile workforce to account for expatriate health insurance needs. There are three specific factors that clients and their relocating employees should consider when examining their options:

1. Uninsured Employees May Incur Large Healthcare Costs and Need Expatriate Health Insurance

\Now Health International, an international insurance provider, conducted a survey that included a question about expatriate employee’s attitudes about health insurance coverage. As reported by Relocate Magazine, the survey found 25% of respondents did not have health insurance because they were currently healthy and believed they would not fall ill. Many respondents live and work in many well-developed locations such as Hong Kong, Singapore, and Thailand, and several believe they have coverage in their new country’s state healthcare system. However, many countries are working to limit medical care for expatriates to only accident and emergency coverage. This trend could leave expatriates with large, unreimbursed healthcare costs if they do become ill.

2. Medical Care Quality Varies by Country

Some countries provide good expatriate healthcare options, based on the medical resources they provide and their level of industrialization. In its most recent Expat Explorer 2017 Survey, HSBC found that healthcare standards and the ease of setting up healthcare are seen as best in France, Malaysia, and Australia. As noted in the survey, better healthcare standards is a key reason that 58% of expatriate retirees have moved to France, and 53% of all expatriates in France say their physical health is better than it would be at home. Other countries such as Taiwan provide a national health insurance system which expatriates can join and are well-known for high satisfaction with healthcare affordability. Alternatively, countries such as the US, which spends a large amount on healthcare, may have according to the Organization for Economic Cooperation and Development.

3. Expatriate Health Insurance Costs May Seem Prohibitive

Talent Management and HR reports that employers should offer health insurance benefits because it is a strong factor in employee attraction and retention. This applies to expatriates as well. The fact that assignees are located in an international setting does not reduce their interest in health insurance. Insurance companies such as Expacare provide several international health and medical insurance plans for expatriates. Although many employers might believe expatriate health insurance would be cost prohibitive, several have found options that meet their needs. With many countries looking to limit access to their national health insurance programs, out of pocket medical costs might be even more prohibitive if expatriates are left without health insurance coverage.

Conclusion

Employers should consider expatriate health insurance as they develop their relocation program. Assignees should have access to health care without worrying about prohibitive out of pocket costs. A wide range of options are available. The global relocation experts at Global Mobility Solutions (GMS) have the knowledge and expertise to help your company understand the options available for expatriate health insurance. Our experts can also help your team understand and communicate information about health insurance to your assignees to provide them with the best relocation experience. Contact our team of experts online or call us directly at 800.617.1904 or 480.922.0700 today. Request your complimentary relocation policy review
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Administration is Still Considering Removal of H-4 Work Permits

USA Green Card or permanent resident card and employment authorization card

Sources in a recent San Francisco Chronicle article say the Trump administration is still considering plans to stop issuing H-4 work permits to spouses of H-1B visa holders. No new regulation has yet been passed or introduced, however, supporters of the H-4 program believe the removal of the H-4 work permits could have a negative impact on the economy and workforce mobility.

Since 2015, spouses of H-1B visa holders waiting for green cards have been eligible to work in the U.S. on H-4 dependent visas. If the administration succeeds in revoking these work permits, thousands of immigrant spouses may lose the ability to work in the U.S., reducing their families’ incomes and creating issues for employers who hope to bring talented workers to their organizations.

What is the H-4 Work Permit Issue?

An organization comprised of IT workers called “Save Jobs USA” says the government should not be able to grant work permits to immigrants through a rule rather than congressional approval, and has filed a lawsuit against The Department of Homeland Security to stop the issuance of the H-4 work permits.

What does this mean for you?

The lawsuit is proceeding, but it is important to note that no new regulation has been introduced or proposed. The deadline for the administration to take a position on the lawsuit was January 2, 2018, however, extensions and comments are in process. H-1B spouses can still apply for work permits and, even if the work permit program is rescinded in the future, implementing new regulations will require a potentially lengthy notice-and-comment period.

Conclusion

Global Mobility Solutions’ team of global relocation experts can help HR teams understand and prepare for issues related to H-4 Work Permits and other immigration issues. Contact our experts online or give us a call at 800.617.1904 or 480.922.0700 today.Request your complimentary Visa Program Assessment

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Top 3 Considerations When Implementing Relocation

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Keys to working smarter, faster, and more cost-effectively

HR, Recruitment, Payroll, Accounts Payable, IT Security, and other relocation stakeholders commonly face a never-ending variety of evolving and often overwhelming challenges when it comes to the implementation of benefits administration, which includes relocation outsourcing decisions.

As employee benefits become more complex, critical, and increasingly subject to regulatory compliance requirements, employers must accurately assess their team’s capacity when it comes to implementing relocation programs.

Global Mobility Solutions (GMS) recently compiled the data on thirty four (34) recent implementations it managed, representing key industries and includes several multinational companies (including and not limited to manufacturing, technology, healthcare, and energy). This study was derived from initial and post-implementation surveys that are focused on implementation Critical Success Factors (CSF).

Top 3 Critical Success Factors

  1. Implementation Management
    Assessing an organization’s goals and creating a realistic road map of key milestones is a critical part of delivering an effective implementation. The process begins by identifying the right mix of internal/external resources and flexible technology that support a collaborative approach to implementation that stays on track. This study confirms that proper planning and management is an essential to any successful relocation implementation.
  2. Cycle Times
    All organizations, large and small, have finite resources, making the maximization of productivity and cycle times a CSF. Properly planned and executed implementations reduce typical and customary cycle times.
  3. Time Investment = Real Dollars
    The old adage of “time is money” has a direct association to relocation program implementation. This is evident by the time investment required to complete implementation by multiple disciplines within an organization, such as Human Resources, Payroll, Accounts Payable, preferred vendors and the RMC.

Modern Mobility Made Easy™
What this means for you and your relocating employees
Our findings conclude that organizations with solid implementation oversight and supporting technology experience shorter cycle times, spend less and have a better overall experience. Global Mobility Solutions, a leader in corporate relocation since 1987, provides companies like yours with proven leadership, time tested procedures and advanced technology to ensure that no more than 10% of their time is spent on implementing a relocation management program. GMS completes new implementations within 5 to 22 days, while maintaining 98% planning accuracy and 100% implementation satisfaction. To learn how to quickly and easily implement your relocation program, all within your planned budget, by requesting an implementation demo.

Request a relocation implementation demo from Global Mobility Solutions

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Germany Implements ICT Directive

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Will you or your transferees be affected?

What has changed?

Effective immediately, Germany Implements ICT Directive – the German parliament has implemented an ICT Directive which intends to regulate the conditions for entry and residence of thirty-country nationals within the intra-company transfer (ICT) process.

Who is affected?

  • Employees working at the same group of companies for at least six (6) months being sent to Germany on an intra-company transfer
  • Employees working at the same group of companies for less than six (6) months intending to be sent to Germany on an intra-company transfer
  • Clients transferring employees to the same group of companies from another EU country to Germany

What to expect

The ICT Directive provides two different categories: firstly, third-country nationals who want to enter Germany directly from their home country (third-country); secondly, third-country nationals who already hold an ICT residence permit in another European Union (EU) Member State and are transferred to Germany for short or long-term transfer within the same group of companies.

The law divides it as follows:

1) ICT card for intra-company transferred workers (third-country nationals) must fulfill the following requirements:

  • Transfer must take place within the same company group
  • The employee must be either a leader (e.g. manager with leading function) or a specialist
  • Employee must have been with the company for at least six (6) months
  • The transfer must be for more than ninety (90) days, but cannot exceed three (3) years
  • An approval from the Federal Employment Agency must be obtained in advance
  • For the duration of the transfer, the assignee must have a valid assignment contract with his/her home employer and return to the home entity after the transfer
  • The remuneration (salary and monetary benefits) and working conditions (working time, leave, wage advancement in case of illness, etc.) must be comparable with a local employee

2a) Short-term mobility for intra-company workers (third-country nationals) must fulfill the following requirements:

  • Application in Germany up to ninety (90) days within 180 days
  • The assignee has a valid residence permit issued by another EU Member State pursuant to the ICT Directive
  • Proof that the domestic branch office belongs to the same company/group
  • Must have a valid passport
  • Confirmation on the entitlement to enter and residence for the purpose of intra-company transfer issued by the Federal Office for Migration and Refugees (Bundesamt für Migration und Flüchtlinge BAMF)

2b) Mobile ICT Card must fulfill the following requirements:

  • Transfer must take place within the same company/company group
  • The assignee must either be a leader (e.g. manager with a leading function) or a specialist
  • The assignee has a valid residence permit issued by another EU Member State according to the ICT Directive
  • The transfer is for more than ninety (90) days
  • An approval from the Federal Employment Agency must be obtained in advance
  • For the duration of the transfer, the assignee must have a valid assignment contract with his/her home employer and return to the home entity after the transfer
  • The remuneration (salary and monetary benefits) and working conditions (working time, leave, wage advancement in case of illness, etc.) must be comparable with a local employee

If the application was submitted at least twenty (20) days before the start date of the assignment and the assignment has already been submitted to the authorities of the other EU Member State on the first application, the stay and assignment in Germany will be allowed for a period of up to ninety (90) days before the decision was made by the German authorities.

Please note there will be a period of transition as Germany Implements ICT Directive and the authorities will need some time to get use to the new process. We anticipate having more details on the practical implementation and application procedures to share with you in the near future.

 

Modern Mobility Made Easy™

Planning ahead

To learn more about Germany Implements ICT Directive or any other issues that affect you or your mobile employees, be sure to speak with one of the Global Consultants at Global Mobility Solutions. From pre-decision to visa and immigration to language and cultural training, GMS has the award-winning programs and innovative technology to make relocating your employees and tracking their expenses simple and worry-free.

Request your complimentary Visa Program Assessment

Provided by Global Mobility Solutions network partner Emigra World News

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Canada Making Changes to Citizen Act

Are you ready for the changes to the Canada Citizen Act?

The following information is important to all human resource and mobility managers that work in Canada and are looking to hire and relocate talent from other countries. This does not pertain to short-term assignments during which an employee might simply retain the citizenship of their country of origin. This matters to those who you will be onboarding for full-time work in Canada and where the employee hopes to make a permanent home in your country.

What has changed?

Fundamental changes to the Canada Citizen Act (or “Citizenship Act”) were announced on June 19, 2017. The changes were made to reduce previously existing barriers to citizenship and eliminate potential differential treatment of dual citizens. Certain changes will be effective immediately, whereas others will be implemented later on this year.

Who is affected?

  • Dual citizens in Canada
  • Individuals applying to Canada for citizenship, including minors without a Canadian parent

What to expect

Highlights of the immediate changes include:

  • Dual citizens living in Canada who are convicted of crimes such as treason, spying, and terrorism offences will no longer face revocation and will instead be subject to the criminal justice system, as with all Canadian citizens who face criminal charges
  • Intention to continue to live in Canada once granted citizenship is no longer required, thereby allowing citizens flexibility and movement for personal reasons
  • Minors can now apply for citizenship without a Canadian parent, as the age requirement for citizenship has been removed
  • Statelessness has been added as a stand-alone ground that can be considered for a discretionary grant of citizenship
  • Reasonable measures to accommodate the needs of persons with disabilities will now be considered
  • Citizenship will not be granted to individuals serving conditional sentences

Changes Expected to Take Effect in Fall 2017

  • Applicants must be physically present in Canada for three (3) out of five (5) years before applying for citizenship (as opposed to four (4) out of six (6) under the previous policy)
  • Applicants must file Canadian income taxes for three (3) out of five (5) years (as opposed to four (4) out of six (6) under the previous policy)
  • Applicants are no longer required to be physically present in Canada for 183 days in four (4) out of the six (6) years preceding their application
  • Applicants may count each day they were physically present in Canada prior to becoming a permanent resident as a half-day toward meeting the physical presence requirement for citizenship, up to a maximum credit of 365 days
  • Applicants between fourteen (14) and fifty-four (54) years must meet the language and knowledge requirements for citizenship (as opposed to eighteen (18) to sixty-four (64) under the previous policy)

 

Modern Mobility Made Easy™

Planning ahead

To learn more about the amendments to the Canada Citizen Act, or any other issues that affect you or your mobile employees, be sure to speak with one of the Global Consultants at Global Mobility Solutions. From pre-decision to visa and immigration to language and cultural training, GMS has the award-winning programs and innovative technology to make relocating your employees and tracking their expenses simple and worry-free.

 

Do your relocation policies align with the latest visa and immigration changes from around the world?

Request your complimentary Visa Program Assessment

Provided by Global Mobility Solutions network partner Emigra World News

 

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New Documentation Requirements for Household Goods Moves into the United Kingdom

The City of London, financial district of the Metropole, just after sunset with illuminated buildings and cloudy sky, United Kingdom

The United Kingdom has pushed forth changes and new regulations for shipping household goods to England, Northern Ireland, Scotland, and Wales. The UK has implemented these changes, even though their exit from the European Union is not complete, thus making the old C3 (Relief) form no longer valid.

Now, in order to obtain Relief under the Transfer of Normal Residence (ToR) to the UK, a transferee and his or her personal effects need to meet the following criteria:

  • Transferee must have resided for at least 12 months in country of origin outside the EU, prior to shipment packing date
  • The consignment consists of all normal, household effects that have been used by the transferee for at least 6 months prior to shipment packing date.
  • Transferee is moving his or her normal home to the UK
  • There are no effects which would be liable to duty or tax
  • The effects are expected to arrive no more than 6 months prior or 12 months after the transferee’s arrival date in the UK
  • The transferee intends to reside and use all effects for at least 12 months in the UK

The Relief does not apply to:

  • Taxable or dutiable goods such as alcohol, tobacco, business materials
  • Furnishings from secondary home
  • Inheritance goods

In order to apply for tax relief on household goods, one must complete the ToR1 form, which can be obtained by visiting this link: https://www.gov.uk/government/publications/application-for-transfer-of-residence-tor-relief-tor01 


Mobility Made Easy™
What this means for relocation managers and transferees

At Global Mobility Solutions (GMS), we strive to get you the latest information to help you relocate your mobile workforce from point A to point B as easily, efficiently, and stress-free as possible. The new rule for shipping household goods to the UK will determine what items are eligible for tax relief. This will affect the final cost of a relocation to the UK and can influence what a transferee may decide to bring along to his or her new assignment. Be aware, applying for the ToR takes a lot of time and goods can’t be imported without the ToR, so plan accordingly by speaking with your relocation management company and household goods providers.

To ensure that your relocation policies are up-to-date and take into account the new documentation requirements on household goods for the UK, ask for your complimentary policy review today!

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Managing Mobility Costs

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Department heads all over the globe are constantly asked to identify cost-saving opportunities within their departments. Human resources, employee mobility, talent acquisition, and procurement are no exceptions. As you scrutinize your budget, try utilizing these three steps to help better manage and ultimately reduce your relocation expenses:

Cost Estimates

Managing mobility costs starts with understanding what those expenses are. First estimate what costs should be involved with your vision of a successful mobility program. A cost estimate will provide you with a clear picture of the potential costs of individual relocation assignments. You can then use these cost estimates to correctly establish a budget prior to initiating any relocations.

One effective way to determine your cost estimates is by utilizing cost estimate technology. There are many software programs that by using the latest upgrades will help you:

  • Save time
  • Reduce human error
  • Ensure compliance

Policy Reviews

By reviewing your relocation policies, either internally or with an outside relocation management company (RMC), you will be able to identify cost-saving opportunities and eliminate expensive exceptions. When reviewing your mobility management policies, you should:

  • Do so in conjunction with cost
  • Benchmark against other companies within your industry
  • Leverage technology for key services (i.e. Virtual destination tours, online school reports, etc.)

Example:

Using online language tools can reduce relocation costs by roughly $5,000 - $20,000.

Tracking and Reporting

Lastly, you want to ensure that you are continuously tracking all expenses and reporting any overages or savings. Get a detailed account of how your cost estimates match up with your actual spending. Then the whole process repeats itself. Once you have your data:

  • Take action – Make any necessary adjustments to your budget, policy, or both
  • Review – Go over the detailed reports to identify more cost-saving opportunities
  • Incorporate technology – Save time and money by offering key services online

Global Mobility Solutions (GMS) is an award-winning RMC and, since 1987, has been helping companies save time and money with regard to their corporate relocations. As a courtesy service, GMS will review your current relocation policies and provide expert feedback to ensure that your policies are competitive within your industry and to identify any cost-saving opportunities, so you can focus on managing mobility costs.

Click here for your free relocation policy review

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