- Book a Speaker
Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vivamus convallis sem tellus, vitae egestas felis vestibule ut.
Error message details.
Reuse Permissions
Request permission to republish or redistribute SHRM content and materials.
Temporary Assignments Policy
[Company Name] may periodically re-assign employees to other work locations for temporary duty based on business need. The purpose of this policy is to complement [Company Name]'s relocation policy and its business travel policy. Under this policy, temporary assignments are not less than 60 days and not more than 180 days.
Temporary assignments are subject to a written agreement detailing the terms of the assignment and the approximate duration. The distance of the new work location must be greater than 50 miles from the employee's regular work location. If the distance is less than 50 miles, the assignment is handled under the business travel policy.
Allowances during Temporary Assignment
Travel costs to and from the temporary work location by public transportation, personal vehicle or rental car will be reimbursed by [Company Name]. For public transportation, travel arrangements must be made through [Company Name]'s contracted travel service and costs will be paid directly by [Company Name]. For personal vehicle use, reimbursement will be made based on the standard mileage rate of [current IRS rate] per mile. All rental vehicles should be reserved through our contracted travel service.
Costs for return visits to the employee's home location every two weeks during the temporary assignment will be covered.
Per Diem and Lodging
The employee will receive per diem and lodging allowances during the temporary assignment. If known in advance that the duration of the assignment will be for more than three months, arrangements with a corporate apartment provider will be handled through our travel service. If the duration is unknown, the employee will be required to stay at a hotel scheduled through our travel service.
Payment of Expenses
Any expense that is authorized by [Company Name] will be paid through accounts payable. Expenses for lodging, meals and incidental expenses paid by the employee should be submitted weekly to the accounting department for reimbursement.
Tax Considerations
Reasonable expenses incurred due to temporary assignments are considered proper business expenses that can be deducted by the company and are not considered taxable income to the employee. Thus, actual expenses reimbursed to an employee are not subject to federal or state withholding.
Artificial Intelligence in the Workplace
An organization run by AI is not a futuristic concept. Such technology is already a part of many workplaces and will continue to shape the labor market and HR. Here's how employers and employees can successfully manage generative AI and other AI-powered systems.
Related Content
Why AI+HI Is Essential to Compliance
HR must always include human intelligence and oversight of AI in decision-making in hiring and firing, a legal expert said at SHRM24. She added that HR can ensure compliance by meeting the strictest AI standards, which will be in Colorado’s upcoming AI law.
A 4-Day Workweek? AI-Fueled Efficiencies Could Make It Happen
The proliferation of artificial intelligence in the workplace, and the ensuing expected increase in productivity and efficiency, could help usher in the four-day workweek, some experts predict.
How One Company Uses Digital Tools to Boost Employee Well-Being
Learn how Marsh McLennan successfully boosts staff well-being with digital tools, improving productivity and work satisfaction for more than 20,000 employees.
HR Daily Newsletter
Stay up to date with the latest HR news, trends, and expert advice each business day.
Success title
Success caption
What Is A Temporary Assignment?
Temporary assignment.
A temporary assignment is a short-term work arrangement where an employee is assigned to a different role, department, or location within their organization for a specified period. This arrangement is typically intended to fulfill a specific need or project and is expected to end after a predetermined time.
Temporary assignments serve multiple purposes for both the organization and the employee:
1. Fill short-term staffing needs
2. Provide cross-training opportunities
3. Cover absences or leaves
4. Support special projects or initiatives
5. Facilitate knowledge transfer between departments
6. Assess an employee's potential for permanent role changes
Key Characteristics
Temporary assignments can last anywhere from a few days to several months, depending on the organization's needs and the nature of the assignment.
The scope of work in a temporary assignment may differ significantly from the employee's regular duties, often involving new responsibilities or a different level of authority.
Some temporary assignments may require the employee to work in a different office, branch, or even country.
Compensation
Depending on the nature of the assignment, there may be adjustments to the employee's compensation, such as temporary pay increases or additional benefits.
Return Arrangements
Typically, there is an understanding that the employee will return to their original position or a similar role once the temporary assignment concludes.
Benefits of Temporary Assignments
For Employees:
1. Skill development and diversification
2. Exposure to different aspects of the organization
3. Networking opportunities
4. Potential for career advancement
5. Break from routine work
For Employers:
1. Flexibility in resource allocation
2. Cost-effective solution for short-term needs
3. Improved cross-departmental understanding
4. Identification and development of talent
5. Enhanced employee engagement and retention
Challenges of Temporary Assignments
Adjustment Period
Employees may need time to adapt to new roles, teams, or work environments
Workload Management
Balancing responsibilities from the temporary assignment with ongoing duties from the regular position can be challenging.
Knowledge Transfer
Ensuring smooth transitions at the beginning and end of the assignment requires effective knowledge transfer.
Team Dynamics
Temporary changes in team composition can affect group dynamics and productivity.
Career Impact
There may be concerns about how the temporary move affects long-term career prospects.
Legal and Policy Considerations
Contract Amendments
Temporary assignments may require formal amendments to employment contracts.
Organizations must ensure compliance with labor laws regarding job descriptions, compensation, and working hours.
Union Agreements
In unionized environments, temporary assignments must adhere to collective bargaining agreements.
Tax Implications
For assignments involving relocation, there may be tax considerations for both the employer and employee.
Best Practices for Managing Temporary Assignments
1. Clearly define the assignment's objectives, duration, and expectations
2. Provide thorough onboarding and training for the temporary role
3. Maintain open communication with the employee throughout the assignment
4. Ensure proper handover procedures at the beginning and end of the assignment
5. Recognize and reward employees for successful completion of temporary assignments
6. Use feedback and performance data from temporary assignments in career development discussions
Improve Employee Retention
Capabilities
Power your people. every day..
Product Comparison
Short-Term Assignments: Key Considerations and Essential Information
By Tracy Langlois, CRP, GMS
Short-term work assignments have been steadily increasing over the years and certain factors like the pandemic have shined a light on vulnerabilities within numerous industries. For instance, the demand for travel nurses has never been higher, as certain staffing agencies need to fill voids and provide additional support at hospitals all over the US. Other companies are asking employees to train new hires at different locations or attend workshop programs and conferences out of state. Those working in media may need to spend days, weeks, or months in different locations covering news stories. HR representatives are focusing on talent mobility, which may require employees to take on short-term work assignments for specialized training and upward growth within a company.
No matter the industry or reason, employers are recognizing the value of short-term assignments, as well as the logistical steps required to smoothly transition their employees from point A to B. With that in mind, CapRelo put together an overview of short-term assignments, so your company knows what is needed to assist your employee during the hectic transition of a short-term assignment.
What is a Short-Term Assignment?
A temporary assignment is defined as a work stint lasting for one year or less. A short-term assignment can be a series of shorter rotational assignments or an assignment that requires an employee to stay in one place for the entire duration. Similar to temporary duty assignments in the military, short-term assignments are not permanent and are meant to carry out a specific purpose. Companies may send one employee or a whole team out on temporary assignments, depending on the industry and work goal.
What is the Purpose of a Short-Term Assignment?
There are plenty of different reasons why companies would send their staff out on short-term assignments. For instance, an employee may need to assist a branch that’s struggling to perform and help them to increase their sales numbers. It’s also not uncommon for staff to oversee different departments during a company merger, requiring temporary assignments to ensure company policies are being carried out consistently across the board. Perhaps limited resources have prevented staff at different locations from being properly cross-trained, necessitating the need for temporary work trips.
Whether three weeks or three months long, short-term assignments typically require companies to cover lodging, food, transportation, and other travel-related expenses with stipends.
Benefits and Challenges of Short-Term Assignments
While short-term assignments sound like a breeze, they can pose some serious challenges for both the employee and the company itself. International short-term assignments can pose tax and immigration issues if companies don’t comply with the laws and regulations in each country. Secondly, some countries have turbulent landscapes, which could potentially put staff at risk. Employees may also get stranded in the assignment country due to canceled flights or COVID-related concerns, further implicating the company when temporary assignments do not go according to plan.
On the flip side, a company can create a robust talent mobility strategy with initiatives that reward current and new hires willing to take on short-term assignments. For instance, paying employees during travel time can lead to higher retention rates. Companies can also train staff across locations to improve their skills, eliminating any consistency errors. A change of scenery might help employees to improve productivity as well, especially in locations that offer plenty of sunshine and warm weather for post-work relaxation.
How Can Companies Assist Employees?
Companies should have well-defined relocation policies in place before sending employees out on temporary assignments. The policy should include details on the relocation services and benefits which will be provided to employees and who will be assisting them with these services. It is important to note for international cases that proper immigration documentation is required before the start of the assignment. Letters of assignment (LOA)s should also be created for employee and company signature and should include specifics on the location and duration of the assignment and specific benefits. Companies should have a dedicated budget in place to assist with short-term assignment relocation expenditures; a comprehensive cost estimate including tax costs can be prepared in advance to ensure appropriate approvals can be obtained. A survey of HR professionals conducted in partnership with CapRelo found that 33% of participants stated their relocation policies have been updated to accommodate employees’ mental health and well-being, which is another factor that should be taken into consideration to help employees cope better with their new surroundings.
Do You Need a Relocation Program?
So, you’re ready to send your employees out on short-term assignments, but don’t know where to start? Whether you need help transferring one employee intra-country , or flying a whole team across the globe for specialized training, we can help.
At CapRelo , we provide relocation solutions for companies that need them, covering a host of services including cost estimate preparation, corporate housing, auto shipment, property management, travel services, immigration coordination, and much more.
Our team specializes in seamless transfer operations and sorts out all of the logistical steps before your employee’s short-term assignment so you can have peace of mind knowing that they are in the best of hands. Allow us to take one more thing off your plate and contact our highly qualified team at CapRelo today to get started.
Short-Term Assignment FAQs
- Are Short-Term Assignments International? Short-term assignments can be either domestic (within a country) or international (across country borders). Certain companies like Amazon, FedEx, and Apple are known for leading the way with the most corporate travel, requiring employees to rack up airline miles to fulfill their job duties.
- How Does the IRS Define Short-Term Assignments? The IRS defines short-term assignments as work in one location that can be reasonably completed in one year or less (and is). Employees typically file taxes with their home state. If a work assignment lasts for longer than a year then it is considered an indefinite assignment, prompting an employee’s tax home to change.
- What is Relocation Tax Assistance? Before 2018, any moving-related payments or reimbursements to employees were not included in their annual reportable wages. These expenses did not require withholding taxes and would have been paid by the employee and later deducted. The Tax Cuts and Job Act of 2017 changed the way payroll handled relocation expenses. Nowadays, employers can offer relocation tax assistance or tax gross-ups. A tax gross-up simply means that a company provides a larger payment sum to the employee to compensate for the taxes that will be withheld from their payment if that employee is relocating somewhere new.
- Do Family Members Join Employees on Short-Term Assignments? When it comes to temporary assignments, most companies do not assist families to join the employee in the new location if the assignment is expected to have a duration of six months or less. Assignments greater than six months may include company support for family accompaniment. Some companies will offer to pay for visits home after a certain amount of time has passed for employees who are not accompanied. This could be anywhere from 8 to 12 weeks after the start of the assignment but depends on the company’s unique policies.
- Share on Facebook
- Share on Twitter
- Share on LinkedIn
- Share with Email
Insights + Resources
Evolving trends in global mobility: a shift toward flexibility and innovation, companies are requiring return to office: trends and challenges ahead, electric trucks face roadblocks amid push for cleaner fleets, what nar’s new commission rules mean to relocation.