Services

International assignments and other types of working abroad

This page provides you information for the International Assignment. The principles are applied in Aalto University to situations where an Employee works abroad for over 1 month. Aalto’s Travel Policy is applied to situations where an Employee works abroad for less than 1 month.
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International assignment process

When the international assignment becomes relevant the employee should discuss both with his/her supervisor and the department Financial Services the purpose of the international assignment and the compensation and costs of it. The employee contacts his/her department’s HR coordinator or HR Manager in order to start preparations for the International Assignment contract.

The preparations for the international assignment process should be started as early as possible, as the process and acquiring the necessary official documents for the assignment may take several months.

Department HR prepares the International Assignment contract between the Employee and Aalto University. The contract defines the conditions for the International assignments.

International Assignment Policy (see the attachment) defines the principles for the Aalto University employee's work abroad. The purpose of the International Assignment policy is to support the assignment process and handling of the issues related to assignments in a correct, equal and timely manner.

International Assignment process is conducted by the department HR in Workday. Although department HR is responsible for the Workday process, the Employee is asked to deliver certain mandatory documents to HR and filling in certain data in Workday by themselves.

NB! During the Covid-19-times, risk assessment approved by the School’s Dean needs to be conducted in every working abroad case!

The official International Assignment contract is for now a paper document. The Contract needs to be signed and International Assignment insurance needs to be taken before International Assignment begins.

 

Support material

  • check-list for the international assignment

Work Abroad for other reasons than one's own work

All work abroad is considered as International Assignment in Aalto.

Supervisor and employee begins discussions of the need of working abroad early enough, preferably months before the working abroad would begin. Discussion will include the terms and conditions as well as the expenses/costs of the work abroad according to the Aalto International Assignment Policy. Local HR prepares the International Assignment process and International Assignment contract. Assignment insurance must be taken. Without assignment insurance employee cannot leave the country!

NB! During the Covid-19-times, risk assessment approved by the School’s Dean needs to be conducted in every working abroad case!

The instructions for social security coverage, taxation and possible work permits during the working abroad are the same as in any regular International Assignment.

Remote work abroad is allowed only due to heavy personal/family reasons e.g. when Aalto employee accompanies his/her spouse on his/her International Assignment. In this kind of arrangement

  1. there should not be any extra costs for Aalto University or the employee's home unit
  2. Aalto employee needs to be insuranced through the spouse's assignment insurance
  3. before leaving Finland, Aalto’s employee needs to receive social security decision, stating that he/she belongs to Finnish social security/pension system during the stay abroad.

Basic guideline is that working at Aalto University as a new employee needs to be started in Finland. Any exceptions to this guideline needs to be agreed with HR manager, Dean and Provost.

More information on the work abroad, please contact your home department/unit HR coordinator.

 

Taxation, social security and work permits on International assignment

The employee's entitlement to the Finnish social security and taxation during the assignment should be solved early enough. The laws and regulations of both Finland and the target country, as well as situation of the employee leaving for an International assignment (e.g. other tasks, family, etc. ) can have an effect on both social security and taxation. The employee is responsible for applying the necessary work and other permits for the target country, and taking them to the unit HR.

In these cases, please contact Finnish National Board of Taxes (vero.fi) on taxation and The Social Insurance Institution of Finland (kela.fi) on social security.

 

IT

You find IT instructions and check-lists for those who work abroad here.

 

 

More information

More information on international assignments can be obtained from  department's HR coordinator.

Comments concerning this page and instructions/policy regarding international assignments are welcomed by [email protected], tel. 050 312 0912, [email protected], tel. 050 5961099.

See also

International mobility of our staff index

International mobility of our staff index

Mikko Raskinen Aalto yliopisto Otaniemi

Human Resource (HR) services contact details

Contact details to Human Resources (HR) services for Joint University services as well as for HR units at Schools and Departments.

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