Submitting an overseas working request
This page provides details for staff on how to submit an overseas working request either for yourself on behalf of an employee via MyRemoteWork
When do I submit an overseas working request?
Overseas working is when you are undertaking your normal day-to-day duties in a country that is not where you usually work (your usual place of work will be named in your contract, and in most cases will be the UK unless otherwise agreed). If you are attending your regular meetings online, collaborating with colleagues, or conducting ongoing research, these are all classed as ‘overseas working’.
As soon as you know that you want to work overseas for either work or personal reasons you should discuss your plans with your line manager and seek their support. You are also encouraged to review the current government advice on your destination country.
If you are taking a business trip to visit a country for a specific purpose as a representative staff member of Imperial, such as to attend a conference or meeting, promotional fair or one-off short series of talks, that may be related to, but are not your day-to-day duties, you do not need to submit an overseas working request. Information on planning a business trip is available from the Staff Travel and Expenses webpages.
See further information and examples of what is considered overseas working versus business travel.
Imperial’s duty of care to all staff includes being able to offer support and specialist guidance should an unanticipated situation arise. In order to help Imperial support you and maintain its responsibility for your health and safety, we need you to provide information on your overseas working plans.
It is important to note that the work location categories (onsite, hybrid, remote) apply to UK-based staff only and do not encompass overseas working. If you are planning to work overseas, you will still need to submit a request regardless of your UK working pattern or contract type.
What else should I consider when working overseas?
You are responsible for managing your personal related financial or health and safety administration (e.g. expenses, travel health and insurance, emergency contact, risk assessments, etc.). Please refer to the university’s Staff Travel, Safety (off-site working) and Occupational Travel Health webpages.
How do I submit an overseas working request?
After you have gained your Line Manager's support for your planned overseas working, head to MyRemoteWork (hyperlink to be added once system is live) and login with your Imperial SSO (this is your email and normal password).
The first time you login you will be asked for your consent to handle your data, and then directed to create your personal details profile, before being presented with the ‘Create new request’ page.
To submit an overseas working request, complete the new request form with your overseas working details.
Please view the How To Manual for Overseas Working for further guidance on submitting an overseas working request.
Submitting a request on a new employee’s behalf
If you are employing a new member of staff and they will be working overseas you can create and submit an overseas working request on their behalf.
The first time you login to MyRemoteWork (hyperlink to be added once system is live) with your Imperial SSO you will be asked for your consent to handle your data, and then directed to create your personal details profile, before being presented with the ‘Create new request’ page.
When you create the request, the first question will ask you to confirm the ‘Request Type’ by selecting from a drop down menu. Here you can select ‘I am a Line Manager recruiting an employee to work overseas’ and complete the form with details of your employee's overseas working.
What happens when I submit an overseas working request?
Your overseas request will be assessed for risk factors to yourself and to Imperial, such as safety, personal tax liability or payroll obligations, and immigration right-to-work regulations, so that you are aware of any risks that may arise before you travel.
For further detail view the International Mobility Framework which outlines how your requests are assessed.
Your request will be directed to your department’s Final Approver for their decision see list of Final Approvers for Overseas Working.
You can view the status and risk assessment of your request on MyRemoteWork (hyperlink to be added once system is live) in your dashboard, and your accumulative working overseas days for the year, which is particularly relevant for some visa requirements, tax liabilities and breach of local regulations for time spent in country. You will also receive email notifications updating you on the progress of your request.
Should your request not progress within five working days of submission, please contact the International Mobility Team. The team provide support for all staff planning to work overseas and are available for any questions you have.