Please note
This page sets out how overseas working requests are assessed by the draft International Mobility Framework that is being trialled by staff in the Dyson School of Design Engineering, School of Public Health and Business School.
For staff not based in the areas listed above, please refer to the current overseas working guidance to submit your request.
The purpose of this webpage is to provide an overview of how overseas working requests made by Imperial staff are assessed using the International Mobility Framework. The end to end assessment of an overseas working request involves a requester’s Line Manager, the International Mobility Team and a department's Final Approver within the requester’s area of work or department.
This framework does not encompass nor is it intended to assess business travel. For more information on business travel and submitting expenses, for a trip within the UK or abroad, please consult the relevant Staff Travel guidance. Or view more information on what is classed as Business Travel or Overseas Working.
This framework will assist the International Mobility Team in supporting any Imperial employees working overseas, while minimising potential associated risks, ensuring compliance with local laws and jurisdictions, and upholding Imperial’s duty of care to our staff. More widely, it also supports Imperial’s own Global Outlook and the delivery of our Enabling Roadmap.
Assessing overseas working requests
As a first step, the employee should discuss their overseas working request with their Line Manager. The Line Manager should then consult the information on this page to determine if they are happy to support the request, considering any departmental impact to the team, and other factors they know to be of relevance.
View the full guidance for line managers on working overseas in the International Mobility Guidance on Overseas Working.
Once the overseas working request is submitted through MyRemoteWork an assessment is done, which includes: Immigration, Tax liability, Social Security requirements or coverage, Pension considerations, Payroll and reporting liabilities, EU Posted Workers Directive (PWD), Permanent Establishment (PE) creation and potential Corporation Tax liabilities.
Requests will be classified as ‘Green, ‘Amber’, or ‘Red’ to indicate how much further information or facilitation is required in order to proceed.
- ‘Green’ requests may be auto-approved by the International Mobility Team and sent straight on to your department's Final Approver.
- ‘Amber’ or ‘Red’ requests may be further assessed by the International Mobility Team, either by contacting the requester for further details or forwarding any comments and considerations onto the department's Final Approver for their review.
Typical criteria for classification of requests
Green
Likely to be approved with no additional action required
- Employee has relevant Right to Work, or undertake relevant Business Visitor activities in host location (via sponsorship, visa, citizenship etc)
- Employee has completed the relevant health and safety risk assessments (e.g. for lone working), and has appropriate insurance and/or healthcare in place
- A total working stay(s) in host location of up to 30 (cumulative) days in a 12-month period
- The overseas working is fully funded, and/or additional costs met by relevant department
Amber
Would require assistance from the International Mobility Team
- Employee has completed the relevant health and safety risk assessment (e.g., for lone working), and has appropriate insurance and/or healthcare in place.
- However, the request is classified as amber if one or both of the following criteria apply:
- A total working overseas stay(s) of up to 60 (cumulative) days in a 12-month period
- The employee has a UK immigration status which could be impacted by time overseas
Red
Unlikely to be approved unless business critical
- The employee plans to teach overseas, or otherwise create direct revenue for Imperial
- There could be a perceived conflict of interest with the host entity
- The Foreign, Commonwealth and Development Office (FCDO) advises against travel. For more information, please refer to the UK government's foreign travel advice.
- A total working overseas stay(s) of up to 90 (cumulative) days in a 12-month period, as this could trigger tax residency
Facilitating overseas working requests
Following this assessment, the International Mobility Team will then determine what resources – if any – are required to facilitate the overseas working request.
Those that fall under the ‘Green Pathway’ will typically not require any additional resources, those classed Amber or Red will be considered as per the categories outlined below:
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Contact Us
If you have any queries ahead of your trip, or once abroad, please contact the International Mobility Team at international-mobility-team@imperial.ac.uk.
We are here to provide you with advice and guidance about your overseas working plans, potential risks or liabilities that you may incur, and to answer any questions that you have about this new process.