Staffing at a Foreign Location

Options for Staffing a Project at a Foreign Location

The chart, Staffing Options for UW Programs Operating in Foreign Locations, provides a detailed description of the staffing options listed below. Note that some of these options are available only to those UW programs that have an established legal presence in the host country.

  1. Sub-contract with a registered local entity in the host country

From a UW employment perspective, this is the least risky method to accomplish program objectives in a host country, if sub-contracting is feasible. Examples of a registered local entity include a foreign university or a registered NGO (i.e., non-governmental organization). See the chart, Staffing Options for UW Program Operating in Foreign Locations, for more information about sub-contracting as a staffing option. If a sub-contract will be used, contact the Office of Sponsored Projects for assistance.

  1. Engage foreign national as an independent contractor

Independent contractors are widely used HR resource to add expertise to a project. However, there is a potential for violation of host country employment laws if an independent contractor functions as an employee. Most countries adhere to the same distinctions between “employee” and “independent contractor” as does the U.S. Use UW Form 1632 to assess a position in order to avoid the risk of misclassifying. See the chart, Staffing Options for UW Program Operating in Foreign Locations, for more information about engaging a foreign national as an independent contractor. Contact the International Contract Specialist in UW Procurement on the Global Single Points of Contact list for assistance.

  1. Contract with a host country HR vendor (e.g., “Account Temps” in the U.S.) to provide staff

Although there is an additional cost for the HR vendor’s services, this option facilitates rapid staffing of a new program and doesn’t require HR expertise on the part of the UW program. See the chart, Staffing Options for UW Program Operating in Foreign Locations, for more information about the in-country HR vendor option. The UW program is responsible for identifying a HR vendor in the host country.

  1. Hire foreign national directly

It may sometimes be necessary to hire a foreign national directly for a short period of time (e.g., less than a month) to assist with program work. However, this option should not generally be used for long-term employment unless the UW program has established a legal presence in the host country. Direct hiring, without legal registration may violate host country law and put the UW out of compliance with the requirement to withhold host country employment and social taxes. See the section, Establishing a Legal Presence at a Foreign Location, to determine if your project may need to be legally registered in the host country. Contact the UW AAG for International Operations to discuss the process for registering and the potential need to retain local counsel.

Foreign nationals hired directly are paid through a field advance issued to a UW custodian. See the chart, Staffing Options for UW Program Operating in Foreign Locations, for more information about hiring foreign nationals directly. Contact the International HR Specialist on the Global Single Points of Contact list for assistance for assistance.

  1. Employ foreign national as a UW employee

The process to hire a foreign national as a UW temporary or monthly paid pro staff must follow the UW Hires process:
  • There must be a job description for the position.
  • The position must be reviewed by UW Compensation.
  • There must be a recruitment for the position or a waiver, as applicable.

Pro Staff International Job Codes

Pro staff international job codes can be used for international or expatriate hires who are stationed or function primarily outside of the U.S. In order to accommodate widely varied rates of pay in foreign locations, these job codes have a grade of X and do not have a market salary range. The UW Hiring Process Guide can be found at the UW HR web site. Contact the International HR Specialist on the Global Single Points of Contact list for assistance.

Workplace Expectations & Conduct for UW Employees at Foreign Work Sites

Employment laws vary widely from country to country. However, certain UW policies and expectations must be implemented and followed in any international location where UW employees are working, including but not limited to:

HR issues such as corrective action, accommodation, layoffs and dismissal are handled for UW employees abroad on the same basis as they are for UW employees who are based in the U.S.

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