The University of Arizona recognizes that with a changing and diverse workforce that units may need to hire employees who will live and work outside the state of Arizona or outside of the United States. However, such employment relationships result in increased risks to the University, and also sometimes directly to supervisors. Other states and countries have increasingly enacted additional obligations and prohibitions on the actions that the University may take with employees. These may include, but are not limited to, different laws related to recruitment, credit and criminal background checks, record keeping, minimum wage, calculation and payment of overtime wages, parental leave, paid and unpaid leave, workplace accessibility, mandatory training, discrimination claims, termination, tax and other paycheck withholdings.
Due to the complexity and cost of complying with state- and country-specific laws and unique tax requirements, employees should not work from another state or country solely for their own convenience. Departments and units should not hire or transfer employees to another state or country without securing legal counsel to understand the obligations and compliance responsibilities as an employer. Departments and units are responsible for covering any costs incurred for legal counsel and visa requirements, if applicable.
What is remote employment?
Remote employment refers to employees who reside outside the state of Arizona and who rarely visit the University’s campuses in Arizona, or its extension locations, to perform their duties. Instead, they work at a remote location or online outside the state of Arizona, such as in other U.S. states or foreign countries.
What is not remote employment?
Remote employment does not refer to an employee who periodically travels on University business but continues to reside and conduct the majority of their work in the state of Arizona. Remote employment also does not refer to an employee who works off-campus or at an extension office and resides and conducts the majority of their work in the state of Arizona.
In order to be hired at the University of Arizona and receive a paycheck through Payroll, the individual must have a Social Security number (and consequently be entitled to work in the United States).
For individuals who cannot be hired as University employees, options may be to hire them as independent contractors or through a cooperative arrangement with a foreign university. For details, consult the Financial Services Manual, section 9.12 Independent Contractor Services.
Pay & Benefits
- The University of Arizona does not currently offer health care plans, retirement savings options, or payroll and taxation services for employees intending to serve as remote employees for the University outside of the United States.
- Units should advise employees working internationally that the University can only issue paychecks in US dollars and cannot direct deposit paychecks into foreign bank accounts.
Procedure & Form
In order to comply with these requirements, departments must:
- Send a completed Remote Hiring Notification (see below) to Recruitment & Outreach before an employee is recruited or hired to work in a state other than Arizona or outside the country. As a courtesy, we will notify Export Control, Payroll, Office of the General Counsel, UA Global, and Risk Management regarding the remote arrangement (as applicable).
- Departments must complete a Restricted Party Screening for all international hires and DCCs prior to extending job offers or receiving official DCC status. To complete the screening, please click here to access the Visual Compliance screening tool or contact the UA Export Control Program.
- Submit an MSS Personal Information transaction changing the employee's business address to the location of the remote arrangement. This enables Payroll to collect the correct state, county, and local taxes for the employee’s location. (This does not apply to international remote arrangements).
Departments who need assistance with the completion of remote I-9 documents may contact Workforce Systems at (520) 621-3664 for guidance.
The Division of Human Resources, the Office of General Counsel, Financial Services and Payroll, Export Control, and Risk Management request that units notify us of planned or completed hires or transfers of employees in remote locations. Notification does not equate with approval to hire or transfer, nor does it eliminate the unit’s obligation to seek counsel and ensure compliance with all state or country specific laws.
Recruitment, Lisa Gundy, Remote Employment Procedures and Form, email@example.com
Payroll, Michelle Meyer, Pay related questions – firstname.lastname@example.org
Export Control, Kay Ellis, Restricted Party Screening questions, email@example.com
Workforce Systems, Abbie Montenegro, Manager Self-Service questions, firstname.lastname@example.org
Benefits, Staci Wilson, Benefits and Retirement questions, email@example.com
Risk Management, Miguel Delgado, Insurance and Contracting questions, firstname.lastname@example.org
UA Global, Jill Calderon, International Travel, email@example.com
UA Global, Dana Bleau, Immigration Services, firstname.lastname@example.org