Wide businesses around the world often have to hire new people or transfer skilled workers to newly opened offices.
The right people need to be in the right place for business success. However, relocation can be irresistible for your talent. There is pressure on your global mobility, transfer team or HR team to ensure a smooth transfer experience for employees.
This article walks you through the essential elements of a great employee transfer policy, whether you want to attract new hires or retain existing employees while taking your business worldwide.
What is employee transfer?
Employee transfer is when a company decides to transfer talent to a new place for a better job opportunity, or when a new employee is hired from another place. Employers often relocate employees to new business units or subsidiaries for better business growth.
Moving to a new stressful location for potential long-term home, family and friends saying goodbye এবং and a difficult task. This is exactly why companies formulate deliberate relocation policies, which reduce the risk of losing exceptional talent that they have developed over the years.
What is a corporate transfer policy?
A corporate transfer policy provides financial and administrative support to employees to reduce disadvantages and motivate them to stay productive and take action. Companies use this policy to relocate employees for 6-12 months or more.
The benefits of global mobility and corporate relocation often include:
- Re-decision counseling
- Departure and destination assistance
- Household goods are removed.
These benefits relieve the stress of employees and enable companies to send their best and brightest or hire the best talent for new business activities.
What should be in a transfer policy?
A transfer policy Outlines the benefits available to individual staff members or employees who move to a new work location. An employee transfer policy also outlines the rights of the employee and the employer’s responsibility for financial expenses during the transfer.
When drafting or revising the transfer policy, companies should mention the cost of the transfer and the non-financial benefits.
No two transfers are the same. Employers should be open to dealing with unforeseen expenses. It also mentions a policy that employees should follow in case of unforeseen expenses or situations.
A formal transfer policy addresses the following questions:
- Eligibility: Who is eligible to receive transfer benefits? Are these benefits different based on employment status, type of employment, or distance of transfer?
- Advantages: What are the transfer benefits and limits?
- Claim: How should employees claim relocation benefits?
- Taxes: Does the transfer facility have any tax effect?
- Loss of compensation rights: In case of dismissal or voluntary dismissal, will the employees lose the right to transfer compensation?
- Non-refundable costs: Are there any costs that employers do not cover?
- Transfer support: Does the employer provide information packets about the new location?
- Family Employment Assistance: Does the employer help employees’ family members find new jobs?
- Payment: Do employees have to pay if they decide to leave the company within a certain period of time?
Some companies create sub-policies based on the seniority level of transferred employees. It is best to mention the benefits so that employees know what to expect. A detailed transfer policy brings fewer questions for your HR department.
What is a transfer allowance?
Is a transfer allowance Financial benefits that employees receive before or after the transfer. Companies may pay this allowance in a lump sum or as a payment upon receipt of a receipt.
A transfer allowance covers the following costs:
- Cost of moving, packing, and transportation
- Cost of airfare or train ticket
- Temporary accommodation
- Personal item storage costs
- Ancillary expenses when settling in a new place
Employees need to be mentioned Transfer expenses as taxable income In their IRS W2 forms. If you work with a travel management company (TMC) like Travelperk, many of these will be included as a service for your TMC provider.
What does a transfer package include and what does it cover?
Companies typically pay employees for major transfer costs regardless of the transfer package. Consider covering the following costs in your relocation facility plan.
- Temporary accommodation, travel and meals: These costs help staff during hunting trips home to a new location. Some companies provide childcare costs during the transfer trip.
- Moving household items: Companies typically pay employees for packing, moving, storage, and unpacking fees. However, you can add discounts for cleaning, repairing, purchasing fixtures for new property, assembling furniture and removing fixtures from old property.
- Personal costs: Cover travel, accommodation and food costs for employees and their family members or dependents.
- Agent and legal fees: Help homeowners meet real estate agent fees and legal costs when selling a home.
- Cost of new residence: Include agent fees, survey costs, and referencing costs for renting or purchasing new property.
- Cost of termination of rental agreement: Enable tenant transferees to pay rent-closing costs when vacating rental property before the contract expires.
- Miscellaneous transfer costs: Cover other related costs. For example, you can offer costs such as washing costs, phone line installation changes, and appliance installation fees.
In addition to these costs, Transfer packages provide non-financial support. For example, some companies may provide marital employment assistance, telephone counseling, and new location information packs. Set Clear instructions So that employees can get maximum benefit from transfer services and claims
If you work with a TMC like TravelPerk, this can often be a huge help because employees don’t have to pay for their travel expenses and have to pay later – instead they can do everything through the TMC app or support team.
What is the role of HR in designing a corporate transfer policy?
The human resources team manages the employee transfer program Work with the Department of Business and Finance to ensure strategic business growth. So their role in transfer management is crucial.
Transfer or mobility managers in HR typically perform the following tasks:
- Create and manage policies: Partners with key business stakeholders and major operating offices to write or revise policies or procedures.
- Coordinate with managers: Identify suitable employees for mobility opportunities.
- Select seller: Make a list of external service providers (for example, movers) that employees can trust.
- Work with legal team: Identify potential legal issues and answer tax or immigration-related questions.
The ultimate mission of the HR department is to give a company the value of strategic people. Transfer programs should be evaluated strategically, operationally and financially before transferring their staff.
How is the transfer allowance used and paid?
Transfer is not a one-size-fits-all approach. Companies choose different relocation support plans based on different factors.
These packages are as follows:
- A handful of packages: This transfer facility plan pays a certain amount of money that employees can use for their transfer. Companies providing these packages set a move-specific budget that gives employees the flexibility to spend when moving.
- Tiered package: These packages are customized to suit employees’ experience, seniority level and number of their family members. For example, an entry-level employee may not receive the same benefits as a vice president or other senior executives.
- Cost reimbursement package: This transfer plan pays employees based on the actual expense bill. In this case, employees pay for all running costs and file a request for reimbursement. Some companies may set a compensation limit – which is a wise move.
- Fully covered relocation package: This package completely covers the cost of the entire transfer process. Companies typically offer these packages to senior-level employees.
How to write an employee transfer policy in five steps?
A written transfer policy helps employees find answers to questions. HR teams use these policies to establish processes, outline benefits, and reduce queries from employees.
Here’s how you can write a transfer policy:
1. Start with a plan
You cannot create an employee transfer policy overnight. That is why it is better to plan ahead. Use the planning episode to get the necessary approvals from key stakeholders. Also, talk to the hiring manager and the finance team about the new policy তাদের their input is essential.
2. Create collaboratively
When you write policy, be sure to uphold and reflect company values. This is a good time to collaborate with other teams to outline:
- Removal period
- Possible bonus
- Transfer facility
- Tax differences
- Transfer coverage and benefits
3. Set clear expectations
Use clear and direct language to communicate expectations and benefits to employees. Make sure your policy answers questions about costs and reimbursement. Mention a point of contact (POC) so that employees know who to contact in case of question.
4. Get everyone’s sign off
Once completed, send the first draft to each stakeholder for approval. For example, you may need employers, finance teams, operations teams, and the HR department to approve your transfer policy.
5. Evaluate and optimize
Now, the time has come for the policy to take effect. Use the transfer policy to manage a few transfers. Once you have transferred some employees using the policy, ask for their feedback and optimize the terms of your transfer policy accordingly.
Close your Quick Guide to writing a transfer policy
Consider keeping your policy flexible so that your company can quickly scale its transfer program, and be open to rapid change with new opportunities.
Make sure your transfer policy is as smooth as a hassle-free flight. Call the TravelPerk teamAnd see where they can take your business.