3505 PR.01 Out-of-State Work Locations Procedure

Revision Date: 
August 3, 2018

Contents

1.     Overview

2.     Prospective Hires – Pre-Requisition Stage

3.     Prospective Hires – Hiring Stage

4.     Current Staff Employees – New Location Assignment

This procedure describes and specifies the required University approval process for hiring a staff employee for, assigning a staff employee to, or authorizing a staff employee’s flexible work arrangement for, a work location outside Connecticut.  It supports Policy 3505 Out-of-State Work Locations.

A new position that will have a work location outside Connecticut must receive approval, pursuant to Policy 3505 Out-of-State Work Locations, prior to posting the job requisition.  The approval processes, described below, vary slightly depending upon whether the proposed work location is in one of the University Approved States.

A.  Approval process when proposed work location is in a University approved state

The requesting department is responsible for providing specific employee information to their Human Resources (“HR”) Generalist and Lead Administrator, and final approval is contingent upon receipt of this information.  The information required should be submitted via Form 3505 FR.01 Out-of-State (U.S.) Hiring & Placement Questionnaire.  As needed, the HR Generalist or Lead Administrator may request further information from the department.

The HR Generalist and Lead Administrator review the request, and either approve or deny it.  If they deny the request, either the HR Generalist or Lead Administrator informs the department (hiring manager and any other applicable supervisor) of the denial.  If they approve the request, the HR Generalist signifies the approval through the Workday requisition approval process.  This information integrates into STARS.

Once the request integrates into STARS, the Requisition Entry Team/Staffing audits and approves the STARS requisition.  Once completed, the HR recruitment process may begin.

B.  Approval process when proposed work location is not in a University approved state

This section covers proposed work locations in states not on the University Approved States list, including locations outside the United States.  The requesting department is responsible for providing specific employee information to their HR Generalist and Lead Administrator, and final approval is contingent upon receipt of this information.  The information required should be submitted via either Form 3505 FR.01 Out-of-State (U.S.) Hiring & Placement Questionnaire or Form 3505 FR.02 Out-of-State (International) Hiring & Placement Questionnaire.  As needed, the HR Generalist or Lead Administrator may request further information from the department.

The HR Generalist and Lead Administrator review the request, and either approve or deny it.  If they deny the request, either the HR Generalist or Lead Administrator informs the department (hiring manager and any other applicable supervisor) of the denial.  If they approve the request, the HR Generalist provides the completed Hiring & Placement Questionnaire to the Requisition Entry Team/Staffing.  The Requisition Entry Team/Staffing reviews and forwards the completed Hiring & Placement Questionnaire to the Out-of-State Work Location Committee (the “Committee”) to initiate the approval process. 

The Committee reviews the request, and either approves or denies it.  If approved, the Committee makes a recommendation to, and seeks approval from, the Controller.  The Controller reviews the request, either approves or denies it, and informs the Committee of the decision.  If approved, the Committee makes a recommendation to, and seeks approval from, the Vice President for Human Resources & Administration, or designee.  The Vice President for Human Resources & Administration, or designee, reviews the request, either approves or denies it, and informs the Committee of the decision.

The Committee informs the HR Generalist and the Requisition Entry Team/Staffing whether the request is approved or denied.  If the Committee denies the request (or if either the Controller or Vice President for Human Resources & Administration, or designee, deny the request), the HR Generalist informs the department (Lead Administrator, hiring manager, and any other applicable supervisor) of the denial.

If the Committee approves the request (also with approval of the Controller and Vice President for Human Resources & Administration, or designee), the HR Generalist signifies the approval through the Workday requisition approval process.  This information integrates into STARS.

Once the request integrates into STARS, the Requisition Entry Team/Staffing audits and approves the STARS requisition.  Once completed, the HR recruitment process may begin.

For newly approved states or international locations, the Requisition Entry Team/Staffing updates the original request via the HR system, and forwards that request to the Payroll Department to set up the new location in the payroll system.  HR updates the University Approved States list.

Whenever possible, hiring departments should assess position openings and determine whether they require out-of-state work location approval prior to initiating the requisition process.  In certain instances, however, a department may seek to hire a candidate to work in a location outside Connecticut after the requisition has been posted.

In such instances, the hiring manager should communicate to their HR Recruiter, HR Generalist, and Lead Administrator the identity of their final candidate and interest in extending an offer of employment for an out-of-state work location.  The HR Recruiter then seeks approval for the out-of-state work location.  The approval processes, described below, vary slightly depending upon whether the proposed work location is in one of the University Approved States.

A.  Approval process when proposed work location is in a University approved state

The requesting department is responsible for providing specific employee information to their HR Recruiter, HR Generalist, and Lead Administrator, and final approval is contingent upon receipt of this information.  The information required should be submitted via Form 3505 FR.01 Out-of-State (U.S.) Hiring & Placement Questionnaire.  As needed, the HR Recruiter, HR Generalist, or Lead Administrator may request further information from the department.

The HR Generalist and Lead Administrator review the request, and either approve or deny it.  If they deny the request, either the HR Generalist or Lead Administrator informs the department (hiring manager and any other applicable supervisor) and HR Recruiter of the denial.  If they approve the request, the HR Generalist informs the HR Recruiter.

Once the request is approved, the HR Recruiter circulates the employment offer form, which indicates the state of employment and business need.  Once completed, the HR hiring and onboarding process may begin.

B.  Approval process when proposed work location is not in a University approved state

This section covers proposed work locations in states not on the University Approved States list, including locations outside the United States.  The requesting department is responsible for providing specific employee information to their HR Recruiter, HR Generalist, and Lead Administrator, and final approval is contingent upon receipt of this information.  The information required should be submitted via either Form 3505 FR.01 Out-of-State (U.S.) Hiring & Placement Questionnaire or Form 3505 FR.02 Out-of-State (International) Hiring & Placement Questionnaire.  As needed, the HR Recruiter, HR Generalist, or Lead Administrator may request further information from the department.

The HR Generalist and Lead Administrator review the request, and either approve or deny it.  If they deny the request, either the HR Generalist or Lead Administrator informs the department (hiring manager and any other applicable supervisor) and HR Recruiter of the denial.  If they approve the request, the HR Generalist informs the HR Recruiter.

The HR Recruiter provides the completed Hiring & Placement Questionnaire to the Committee to initiate the approval process. 

The Committee reviews the request, and either approves or denies it.  If approved, the Committee makes a recommendation to, and seeks approval from, the Controller.  The Controller reviews the request, either approves or denies it, and informs the Committee of the decision.  If approved, the Committee makes a recommendation to, and seeks approval from, the Vice President for Human Resources & Administration, or designee.  The Vice President for Human Resources & Administration, or designee, reviews the request, either approves or denies it, and informs the Committee of the decision.

The Committee informs the HR Recruiter whether the request is approved or denied.  If the Committee denies the request (or if either the Controller or Vice President for Human Resources & Administration, or designee, deny the request), the HR Recruiter informs the department (Lead Administrator, hiring manager, and any other applicable supervisor) and HR Generalist of the denial.  The HR Recruiter also initiates discussions regarding alternate candidates for consideration and additional recruitment planning.

If the Committee approves the request (also with approval of the Controller and Vice President for Human Resources & Administration, or designee), the HR Recruiter circulates the employment offer form, which indicates the state of employment and business need.  Once completed, the HR hiring and onboarding process may begin.

For newly approved states or international locations, the HR Recruiter updates the original request via the HR system, and forwards that request to the Payroll Department to set up the new location in the payroll system.  HR updates the University Approved States list.

On occasion, a department may determine it necessary to assign a current staff employee to, or an employee may request to have a flexible work arrangement for, a work location outside Connecticut.  In the case of a flexible work arrangement request, the employee must first obtain his or her manager’s approval and follow the process pursuant to Policy 3503 Staff Workplace Policies, section 3503.601.3 Flexible Work Arrangements.  In either case, the direct manager should initiate a request for an assignment outside Connecticut through their HR Generalist (HR Generalist Directory) for approval in advance of the reassignment.  The approval processes, described below, vary slightly depending upon whether the proposed work location is in one of the University Approved States.

A.  Approval process when proposed work location is in a University approved state

The requesting department is responsible for providing specific employee information to their HR Generalist and Lead Administrator, and final approval is contingent upon receipt of this information.  The information required should be submitted via Form 3505 FR.01 Out-of-State (U.S.) Hiring & Placement Questionnaire.  As needed, the HR Generalist or Lead Administrator may request further information from the department.

The HR Generalist and Lead Administrator review the request, and either approve or deny it.  If they deny the request, either the HR Generalist or Lead Administrator informs the department (hiring manager and any other applicable supervisor) of the denial.  If they approve the request, the HR Generalist informs the department of the approval and initiates the Workday Job Change (change location) business process.  Once completed, the HR change location process may begin.

B.  Approval process when proposed work location is not in a University approved state

This section covers proposed work locations in states not on the University Approved States list, including locations outside the United States.  The requesting department is responsible for providing specific employee information to their HR Generalist and Lead Administrator, and final approval is contingent upon receipt of this information.  The information required should be submitted via either Form 3505 FR.01 Out-of-State (U.S.) Hiring & Placement Questionnaire or Form 3505 FR.02 Out-of-State (International) Hiring & Placement Questionnaire.  As needed, the HR Generalist or Lead Administrator may request further information from the department.

The HR Generalist and Lead Administrator review the request, and either approve or deny it.  If they deny the request, either the HR Generalist or Lead Administrator informs the department (hiring manager and any other applicable supervisor) of the denial.  If they approve the request, the HR Generalist informs the department of the approval and provides the completed Hiring & Placement Questionnaire to the Committee to initiate the approval process.

The Committee reviews the request, and either approves or denies it.  If approved, the Committee makes a recommendation to, and seeks approval from, the Controller.  The Controller reviews the request, either approves or denies it, and informs the Committee of the decision.  If approved, the Committee makes a recommendation to, and seeks approval from, the Vice President for Human Resources & Administration, or designee.  The Vice President for Human Resources & Administration, or designee, reviews the request, either approves or denies it, and informs the Committee of the decision.

The Committee informs the HR Generalist whether the request is approved or denied.  If the Committee denies the request (or if either the Controller or Vice President for Human Resources & Administration, or designee, deny the request), the HR Generalist informs the department (Lead Administrator, hiring manager, and any other applicable supervisor) of the denial.

If the Committee approves the request (also with approval of the Controller and Vice President for Human Resources & Administration, or designee), the HR Generalist informs the department of the approval and initiates the Workday Job Change (change location) business process.  Once completed, the HR change location process may begin.

For newly approved states or international locations, the HR Generalist updates the original request via the HR system, and forwards that request to the Payroll Department to set up the new location in the payroll system.  HR updates the University Approved States list.