CHART for EMPLOYEES WORKING OUTSIDE MASSACHUSETTS – Domestic and International

MIT Employees Working Outside Massachusetts (Domestic or International), P&P Section 7.10

Topic	DOMESTIC WORK LOCATION -- Working in US but outside MA
Holidays	MIT holidays generally are observed (same dates) If a state observes other holidays, supervisor may request substitution of holidays for employees working on a project in that state Employees working outside MA for personal reasons observe MIT holidays (unless unusual circumstances)
Vacation & Other Time Off	Regular vacation and time off policies apply, unless a policy provides otherwise (e.g., no MA sick leave if working outside MA) If state requires more time off (e.g., under a state parental leave law), supervisor requests exception
Benefits	Regular MIT benefits apply Employees who participate in an MIT health plan and who work outside New England for > 3 consecutive months must notify Benefits (benefits@mit.edu or call 617-253-6151 or toll-free at 855-253-6151); if they later move back to New England, they must notify Benefits again
Other Exceptions	Requests for other exceptions, including pay policies and practices, follow process below
Process for Exceptions	Supervisor discusses reason for exceptions with AO or departmental HR rep AO or departmental HR rep requests exception from HRO Exception must be approved by VP for HR and by VP for Finance (or their designees); HRO will coordinate this process If employees are paid on sponsored programs, Vice President for Research (or designee) must also approve exception; HRO will coordinate this process Supervisor communicates exceptions to employees Any later changes (modifying or ending exceptions): Request through same process
Approvals and Notifications	Approvals Departmental approval required for work in other states Notifications If employee moves out of state (for work or personal reasons) for > 3 consecutive months, AO or departmental HR rep must notify Payroll (payroll@mit.edu) to change the work address Employee must record new home address in Atlas If employee participates in an MIT health plan and moves outside New England for > 3 consecutive months, employee must also inform Benefits (see above) If employee later moves to another US state or back to MA, AO/departmental HR rep must notify Payroll; employee must change home address in Atlas; employee may need to inform Benefits Joint responsibility (DLC and employee) to ensure that home and office addresses are changed and notifications made to Payroll

Topic	INTERNATIONAL WORK LOCATION – Outside US
Holidays	Employees generally observe holidays of work location Employees generally are granted at least 12 holidays per year Supervisor follows process for exceptions (below) if holidays have different dates than at MIT or if host country observes more than 12 holidays
Vacation & Other Time Off	Employees generally get same amount of vacation as if they were working in MA or the legally required amount of vacation in host country, whichever is greater If host country holidays + vacation days = more time off than for MIT employees in MA, supervisor may request a decrease in vacation if consistent with local law Supervisor may also request additional time off consistent with local practices (e.g., for annual leave back to US)
Benefits	To the extent feasible, MIT employees working outside US participate in the MIT benefits plans AO or departmental HR representative is encouraged to contact their HRO as soon as possible Employees who participate in an MIT health plan and who work outside the US for > 6 consecutive mos. must notify Benefits (benefits@mit.edu or call 617-253-6151 or toll-free at 855-253-6151); if they later move to another country or to the US, must notify Benefits again
Other Exceptions	Requests for other exceptions, including pay policies and practices, follow process below
Process for Exceptions	Supervisor discusses reason for exceptions with AO or departmental HR rep AO or departmental HR rep requests exception through HRO; HRO will contact the Office of the Provost or Executive Vice President & Treasurer Exception must be approved by Provost or EVPT (or their designees) If employees are paid on sponsored programs, Vice President for Research (or designee) must also approve exception; HRO will coordinate this process Supervisor communicates exceptions to employees Any later changes (modifying or ending exceptions): Request through same process
Approvals and Notifications	Approvals Departmental approval required for international work EVPT or Provost (or designees) must also approve international work > 30 consecutive days AO or HR rep must notify their HRO or Office of EVPT when they learn of international work; this can be done by emailing hro-international@mit.edu HR, EVPT and Provost’s office will coordinate on issues, including benefits, related to work abroad Programs/activities in effect 12/2018 are deemed approved, though Provost or EVPT can later modify or revoke approval; any future changes require approval Notifications If employee works outside the US > 30 consecutive days, AO or departmental HR rep must notify Payroll (payroll@mit.edu) Employee must record new home address in Atlas If employee participates in an MIT health plan and moves outside the US for > 6 consecutive months, they must contact Benefits (see above) If employee moves to another country or back to the US, AO/departmental HR rep must notify Payroll; employee must change home address in Atlas; employee may need to inform Benefits Joint responsibility (DLC and employee) to ensure that home and office addresses are changed and notifications made to Payroll