Sample Remote Work Guidelines

Sample_Documents

DISCLAIMER: This is a sample template provided for informational purposes only. It does not constitute legal, tax, or financial advice. Organizations should consult their own legal and tax advisors and tailor this document to reflect their specific business needs, geographies, and applicable laws.

Document Header

Title	Remote Work Guidelines
Document Type	Remote Work Guidelines
Category	Perquisites & Programs
Company	<Company Name>
Version	v<Version Number>
Effective Date	<Date>
Last Review Date	<Date>
Next Scheduled Review	<Date> (every <Number> months)
Document Owner	<Role/Function> (e.g., Total Rewards)
Approvers	<Approver Titles> (e.g., CHRO, CFO, General Counsel)
Applicable Geographies	<Country>, <State/Province>, <Region>
Related Policies	Flexible Work Policy; Expense and Travel Policy; Information Security; Code of Conduct; Data Privacy; Global Mobility; Health & Safety

Purpose and Objectives

Define clear, equitable, and compliant guidelines for remote work that align with <Company Name>’s talent strategy and business needs
Provide Total Rewards and HR professionals with policy parameters for compensation, benefits, and perquisite administration in a remote context
Support employee flexibility while managing legal, tax, security, and operational risks across <Country> and other applicable jurisdictions
Establish a consistent framework for eligibility, approvals, equipment, allowances, timekeeping, and performance management
Outline governance, metrics, and review cycles to ensure the program remains competitive and compliant

Scope and Applicability

In Scope

Regular full-time and part-time employees of <Company Name> in <Country> and other approved jurisdictions
Remote work, hybrid work, and temporary telework arrangements approved under these guidelines
Compensation, perquisites, benefits administration, and expense rules associated with remote work
Data security, privacy, health and safety expectations while working from non-office locations

Out of Scope

Independent contractors, interns, temporary agency workers, and vendors engaged via <Vendor Name> or similar third parties
International assignments managed under the Global Mobility program unless explicitly aligned under the cross-border provisions herein
Emergency work-from-home directives during declared crisis events (governed by Business Continuity policies)
Permanent work-from-anywhere arrangements without established payroll, tax, and legal infrastructure in the applicable location

Applicability

This document applies where local law permits. If conflicts arise, local law, collective bargaining agreements, or works council agreements supersede to the extent required.
Local addenda may supplement these guidelines in <Country>/<State/Province> to reflect statutory requirements.

Program Principles and Policy Summary

Business-Aligned Flexibility: Remote work supports talent attraction, retention, and productivity while meeting customer and operational needs.
Compliance by Design: Approvals consider tax nexus, payroll feasibility, immigration, data privacy, and labor law requirements.
Equity and Transparency: Pay, benefits, and perquisites follow location-based and role-based frameworks with documented decision criteria.
Security First: Access, devices, and data handling align with <Company Name>’s security standards at all times.
Measurable Outcomes: Success is monitored through workforce, financial, and compliance metrics with regular review.

Eligibility and Work Arrangements

Eligibility Criteria

Role must be suitable for remote or hybrid work based on defined job-family criteria maintained by <Function/HRBP>.
Performance at or above <Rating Threshold> in the most recent cycle, with no active disciplinary action.
Employee must have reliable internet connectivity meeting minimum standards of <Mbps> down / <Mbps> up and a safe, private workspace.
Manager and department head approval required; cross-functional sign-offs as specified in the Request and Approval Workflow.
Location must be an approved jurisdiction with established payroll, benefits, and statutory compliance capabilities.

Types of Remote Arrangements

Hybrid: Employee splits time between an approved <Company Name> site and a remote location with expected on-site presence of <Days/Week> days.
Remote-Eligible (Within Country): Employee works primarily from home or a non-office site within <Country> with occasional on-site visits as needed.
Temporary Telework: Short-term arrangement up to <Number> weeks to accommodate personal circumstances or office disruptions.
Cross-Border Remote: Case-by-case approval for work outside home country, subject to Global Mobility, Tax, and Legal approvals.

Geographic Limitations and Tax Compliance

Remote work may be restricted to specific jurisdictions to manage tax nexus, permanent establishment, workers’ compensation, and payroll withholding risks.
Relocation across state/province or country lines without prior approval is prohibited and may lead to payroll noncompliance; employees must notify HR at least <Number> days in advance of any address change.
Payroll adjustments, statutory benefits, and leave entitlements may change with location; HR/Payroll will confirm impacts prior to approval.
Legal Notice: Approval is contingent on <Company Name>’s ability to lawfully employ and pay the employee in the proposed location.

Work Location, Time, and Attendance

Primary Work Location and Relocation

Primary Work Location is the address on file where the employee performs the majority of work.
Changes to Primary Work Location require prior approval and may trigger pay and benefits recalibration.
Employees must maintain accurate addresses for tax, payroll, and benefits purposes.

Working Hours and Core Coverage

Standard workweek for full-time employees is <Hours> hours. Core collaboration hours for distributed teams are <Start Time>–<End Time> <Time Zone>.
Flexibility in start/end times is manager-approved, ensuring adequate coverage for customers and teams.
Meetings across time zones should rotate when feasible to distribute inconvenience equitably.

Timekeeping and Overtime Management

Non-exempt employees must record all hours worked daily using <Time System Name>; overtime must be pre-approved.
Exempt employees record time per local practice for leave and capacity planning.
Off-the-clock work is prohibited. Meal and rest breaks follow applicable <State/Province> law.

Travel to Office and Travel Time

Required on-site presence, including periodic team meetings or training, is part of role expectations.
Travel from home to the designated office is generally non-reimbursable commuting. Business travel beyond standard commuting distance may be reimbursable per the Expense Policy.
Hybrid employees should plan predictable on-site days; managers communicate schedules at least <Number> weeks in advance.

Compensation, Benefits, and Perquisites

Location-Based Pay Approach

<Company Name> administers pay using location differentials tied to labor market tiers to ensure external competitiveness and internal equity.
Tier assignment is based on the employee’s Primary Work Location.
Pay changes due to location moves are effective on the payroll period following approval, unless otherwise required by law.

Location Tier	Description	Base Pay Differential vs. Tier A
Tier A	High-cost, high-wage markets (e.g., <City/Region>)	0%
Tier B	Moderate-cost markets	-<Percentage>% (e.g., <Percentage>% to <Percentage>% band)
Tier C	Lower-cost markets	-<Percentage>% (e.g., <Percentage>% to <Percentage>% band)

Illustration: An employee moving from Tier A to Tier C may have base pay adjusted by -<Percentage>% at the start of the next pay period, subject to pay range minimums and local law.
Promotions, merit increases, and equity grants follow established compensation cycles and may be informed by location-based market data.

Home Office Stipends and Equipment

One-Time Setup Stipend: Up to <Amount> gross for approved items incurred within <Number> days of remote approval. Stipend may be taxable and grossed-up at <Percentage>% where applicable.
Recurring Internet/Utilities Allowance: Up to <Amount> per month for business usage, aligned to substantiation requirements in <Country>/<State/Province>.
Company-Issued Equipment: Standard kit includes <Laptop Model>, monitor(s), keyboard, mouse, and headset. Replacement cycles follow <Years>-year refresh.
Items must meet ergonomic and safety guidelines. Employees are responsible for proper care; equipment remains <Company Name> property unless otherwise stated.

Reimbursable Examples	Non-Reimbursable Examples
External monitor, ergonomic chair, keyboard, mouse, webcam, docking station, task lighting	Furniture upgrades for personal preference beyond ergonomic standards, home renovations, non-business décor
Incremental internet costs attributable to business usage per local rules	Base home internet plans without incremental business need if not permitted by local law
Surge protector, laptop stand, privacy screen	Coffee subscriptions, snacks, pet care, childcare services

Tax Reminder: Stipends and reimbursements may be taxable benefits depending on jurisdiction. Consult <Tax Advisor Name> and process through Payroll to ensure proper reporting and withholding.

Expense Reimbursement Rules

All expenses must be pre-approved and submitted via <Expense System Name> within <Number> days with itemized receipts.
Currency, tax rates (e.g., VAT, GST), and exchange rate rules follow the Expense Policy.
Mileage, travel, and lodging reimbursements comply with per diem or local statutory caps where applicable.

Benefits and Leaves Impact

Health, welfare, and retirement plan eligibility is based on employing entity and work location. Moves across jurisdictions may change plan options or employer contributions.
Leaves and statutory entitlements (e.g., paid sick time) vary by <State/Province> and must be followed. HR will provide updated leave balances upon approved location changes.
Workers’ compensation coverage must be available in the Primary Work Location jurisdiction; remote work without coverage is not permitted.

Equity and Incentives Considerations

Equity eligibility and taxation vary by jurisdiction; remote work in <Country>/<Region> may affect tax withholding and reporting (e.g., tax residency, source rules).
Sales and incentive plan measures remain unchanged unless market coverage or travel patterns materially shift; adjustments require <Function> approval.

Data Security, Privacy, and Safety

Information Security and Acceptable Use

Employees must comply with <Company Name>’s Information Security and Acceptable Use policies at all times.
Use <VPN Solution> for all remote access; multi-factor authentication is mandatory.
Store data on company-approved systems only; local storage on personal devices is prohibited unless explicitly permitted and encrypted.

BYOD vs Company-Issued Equipment

BYOD participation requires enrollment in <Mobile Device Management Tool> and agreement to remote wipe in case of loss/theft.
Sensitive data processing should occur on company-issued devices unless a documented exception is approved by IT Security.

Health, Safety, and Ergonomics

Employees must maintain a safe, ergonomically sound workspace. <Company Name> may require completion of an ergonomic self-assessment.
Report work-related injuries immediately per the Health & Safety policy; availability of workers’ compensation coverage is jurisdiction-dependent.
Electrical safety, adequate lighting, and clear egress must be maintained.

Monitoring and Privacy Notice

<Company Name> may monitor access, network, device health, and productivity tools consistent with applicable privacy laws and internal policies.
Monitoring is designed to protect systems and data, not to surveil lawful off-duty conduct. Employees will receive jurisdiction-specific notices as required.

International and Cross-Border Remote Work

Short-Term Work While Traveling

Up to <Number> business days per rolling <Number>-day period outside the home jurisdiction may be permitted with manager and HR approval, subject to export controls, data laws, and tax thresholds.
No client-facing work in restricted countries; VPN and security constraints apply at all times.

Long-Term Remote Outside Home Country

Requires approvals from HR/TR, Legal, Tax, Payroll, and Global Mobility. Consider payroll setup, employment law, PE risk, and benefits feasibility.
Compensation, benefits, and allowances may change materially; new employment contracts or secondee arrangements may be required.
Warning: Unauthorized long-term cross-border work can trigger tax liabilities for both employee and <Company Name>.

Immigration and Right-to-Work

Employee must maintain valid work authorization in the location of work. Remote work does not substitute for required visas or permits.

Roles and Responsibilities

Employees
- Maintain accurate primary address; follow security, timekeeping, and safety requirements
- Request approvals before changing work location; submit expenses timely
- Protect confidential information; report incidents or injuries promptly
Managers
- Assess role suitability and performance; ensure coverage and productivity
- Approve or decline requests based on business needs and policy criteria
- Monitor fairness and consistency; partner with HR on pay and location impacts
Total Rewards
- Define location tiers, pay differentials, and allowance frameworks
- Partner with HRBP and Finance on market data and cost models; maintain documentation
- Provide guidance on taxability, gross-up, and payroll treatment in coordination with Payroll and Tax
HR Business Partners
- Advise on eligibility, performance factors, and employee relations
- Coordinate with Legal and Compliance on jurisdictional requirements
Payroll
- Ensure accurate tax withholding, reporting, and workers’ compensation setup by location
- Implement pay changes, stipends, and gross-ups per approved requests
Legal and Compliance
- Assess employment law, privacy, and PE risks; draft addenda and notices
- Maintain cross-border and local addenda where required
IT and Security
- Provision, secure, and support devices, VPN, MDM, and access controls
- Enforce encryption, patching, and incident response standards
Finance and Tax
- Evaluate cost implications, tax nexus, and budget alignment
- Approve stipend budgets and validate tax treatment
Facilities
- Define on-site capacity for hybrid teams; coordinate ergonomic resources and shared workstations

Processes and Workflows

Request and Approval Workflow

Employee reviews local addendum and completes Remote Work Request in <HRIS/Workflow Tool> with address, schedule, and proposed start date
Manager reviews business need, coverage plan, and performance standing; provides recommendation
HR/TR reviews role eligibility, location tier, pay differential, and stipend eligibility
Legal/Tax evaluates jurisdictional risks including payroll setup, PE, data privacy, and export controls
Payroll confirms withholding, workers’ compensation, and statutory reporting feasibility
IT/Security validates device, VPN, and access requirements; Facilities reviews on-site capacity for hybrid roles
Approvers (e.g., <Manager Title>, <HRBP>, <TR Lead>, <Legal>, <Payroll>) record decisions; employee receives written outcome and any contract addenda

Effective Date and Documentation

Approved arrangements become effective on <Date> or the next practicable payroll period following completion of all steps.
Signed remote work addendum, address verification, and equipment checklist must be stored in the personnel file and/or <Document Management System>.

Exception Management

Submit exception requests in writing with business rationale and duration
Total Rewards and Legal assess risk and cost; Finance confirms budget
CHRO or delegate approves time-bound exceptions with specified review checkpoints

Recordkeeping and Audits

Maintain logs of approvals, addresses, pay changes, and stipends for at least <Number> years or longer where required by law.
Conduct periodic audits of IP addresses, access logs, and expense claims to validate location compliance.

Program Governance, Metrics, and Controls

Governance Body: A cross-functional Remote Work Steering Committee chaired by <TR Leader Title> meets quarterly.
Key Metrics
- Participation rate by function and location tier
- Time to decision for requests (median days)
- Pay equity indicators across tiers (e.g., compa-ratio distributions)
- Attrition and offer acceptance rates by arrangement type
- Security incident rates and audit findings
- Program cost per employee, including stipends and equipment depreciation
Controls
- Mandatory annual recertification of employee addresses and arrangements
- Quarterly payroll/tax reconciliation by location
- System-enforced approvals and documentation checkpoints
- Segregation of duties between requesters, approvers, and processors

Implementation Guidelines

Phased Rollout

Pilot with <Number> departments across <Regions> for <Number> months; collect baseline metrics and feedback
Refine policy and tooling; finalize location tier mapping and stipend catalogs
Enterprise rollout with training for managers and employees; launch knowledge base resources
Stabilize operations; activate quarterly governance cadence and KPI dashboards

Change Management and Training

Provide manager toolkits, decision trees, and conversation guides.
Offer employee training on ergonomics, data privacy, and time management.
Publish FAQs and location-specific addenda in <Intranet Site>.

Technology Enablement

Configure <HRIS/Workflow Tool> for routing, digital signatures, and audit trails.
Integrate with <Payroll System>, <ITSM>, and <Expense System Name> for end-to-end process orchestration.

Review and Approval Process

Effective Date: Policy effective <Date>.
Review Cycle: Scheduled review every <Number> months or upon material legal or business changes.
Approvals: Policy changes require approval from <TR Leader Title>, <CFO/Finance Leader>, and <General Counsel>.
Interim Updates: Local addenda may be updated by <Legal/HR> to reflect statutory changes, with notification to stakeholders.

Risk, Compliance, and Legal Considerations

Tax Nexus and PE: Remote presence can create corporate tax obligations; coordinate with <Tax Advisor Name> prior to approvals.
Wage-Hour Compliance: Ensure non-exempt overtime, meal/rest break rules, and posting requirements align to the work location.
Data Residency and Privacy: Certain data may not be accessed from specific countries; consult Data Privacy for restrictions.
Health and Safety: Validate workers’ compensation coverage and any required telework notices per <Country>/<State/Province> law.
Works Councils/Unions: Engage in required consultations in <Country/Region> prior to implementation.

Equity and Inclusion Considerations

Apply consistent criteria to avoid adverse impact; monitor uptake by demographic and job family within legal and privacy constraints.
Provide reasonable accommodations in partnership with <ADA/Disability Program Name>.
Ensure hybrid meeting practices are inclusive (camera, audio, facilitation norms).

Budgeting and Cost Management

Allowance Budgets: Annual program budget of <Amount> for stipends; department caps of <Amount> per headcount.
Gross-Up Policy: Taxable stipends grossed up at <Percentage>% where permitted; Finance reviews annually.
Depreciation: Company-owned equipment depreciated over <Years> years; replacement based on asset lifecycle and condition.
Cost-Benefit Tracking: Compare facility footprint savings versus program costs quarterly.

Frequently Used Decision Criteria

Role requires physical presence or regulated environment
Security classification of data accessed
Customer coverage and time zone overlap needs
Availability of payroll, statutory benefits, and insurance in requested location
Impact on team equity and internal pay relativity

Glossary (Terms and Definitions)

Remote Work: Performing job duties from a non-office location on a regular basis.
Hybrid Work: A schedule blending on-site and remote work in a recurring pattern.
Primary Work Location: The address where the majority of work is performed for tax and payroll purposes.
Temporary Telework: Short-term remote arrangement for a defined period.
Location Tier: Labor market classification used to calibrate pay by geography.
Pay Differential: Percentage adjustment to base pay associated with location tiers.
Perquisite (Perk): Employer-provided benefit not strictly required to perform work; may be taxable.
Business Expense: Necessary and ordinary expense incurred for business purposes; may be non-taxable with proper substantiation.
Exempt/Non-Exempt: Classification under wage-hour law determining overtime eligibility.
Nexus: Degree of presence that may trigger corporate tax obligations in a jurisdiction.
Permanent Establishment (PE): Tax concept where business presence in a country triggers corporate taxation.
Data Residency: Legal requirement controlling where data may be stored or accessed.
BYOD: Bring Your Own Device program allowing use of personal devices for work.
MDM: Mobile device management software to secure and manage devices.
Core Hours: Designated period when team members are expected to be available for collaboration.
Right-to-Work/Work Authorization: Legal permission to work in a jurisdiction.

Communication to Employees and Managers

What This Means for You

Working remotely at <Company Name> is designed to balance flexibility with our commitment to customers, teams, and high performance. If your role is eligible and you receive approval, your primary work location will be your home or another approved site in your jurisdiction. You will collaborate with your manager to set a predictable schedule, including core hours when your team is online. When on-site presence is needed for training or team events, we will give you advance notice.

You will receive the equipment you need to work securely and comfortably. We provide a standard device kit and a one-time setup stipend for essential home office items. Some expenses may be taxable depending on local law, so reimbursements are processed through Payroll and the Expense System to ensure correct treatment. If you are unsure whether an item is covered, ask your manager or check our expense examples.

If you plan to move, even within the same country, tell HR before you relocate. Your pay and benefits can change if you move to a different labor market tier or across state/province lines. We use location-based pay to keep compensation fair and competitive. Your HR and Total Rewards partners will explain any impacts before changes take effect.

We take data security seriously. Always use the company VPN and approved tools, and never store company files on personal devices unless specifically allowed by IT Security. If something goes wrong, like a lost device or suspected phishing, report it immediately.

For non-exempt employees, recording time is essential. Log all hours in <Time System Name>, get approval for overtime, and take your required breaks. Exempt employees should follow local practices for time away and capacity planning.

If you are considering working outside your home country, contact your manager and HR well in advance. International work, even temporarily, can raise tax, legal, and immigration considerations. We will partner with you to determine what is possible and to avoid unexpected issues.

Finally, remote work is about outcomes and connection. Set clear goals with your manager, communicate proactively, and participate fully in team routines. Share feedback on what is working and where you need support. Our goal is a program that helps you do your best work while honoring our commitments to security, compliance, and fairness.

How to Get Started

Review the eligibility criteria and discuss with your manager how remote or hybrid work fits your role and team needs
Submit a Remote Work Request in <HRIS/Workflow Tool> with your address and preferred start date
Complete the ergonomics and security training modules assigned to you
Work with IT to receive equipment and set up VPN and required tools
Confirm your schedule and any on-site expectations with your manager
Keep your address current and follow the Expense Policy for any home office purchases

If you have questions, contact <HR Contact/Email> or visit <Intranet Site> for FAQs, checklists, and local addenda. We’re here to help you work effectively and safely, wherever you sit.

Document Information:

Document Type: Remote Work Guidelines
Category: Perquisites & Programs
Generated: August 28, 2025
Status: Sample Template
Next Review: <Insert Review Date>

Usage Instructions:

Replace all text in angle brackets < > with your company-specific information
Review all sections for applicability to your organization
Customize content to reflect your company's policies and local regulations
Have legal and HR leadership review before implementation
Update document header with your company's version control information
At bottom of the document you find a short example on how the content could be communicated to end-users, for instance employees.

This sample document is provided for reference only and should be customized to meet your organization's specific needs and local legal requirements.