Working Outside of Michigan

Roles and Responsibilities

Employees who will work remotely are responsible for:

  • Working with unit staff to ensure compliance with applicable laws, policies and procedures.
  • Making any necessary adjustments for their personal income taxes and benefits.

Unit staff are responsible for working with the Office of General Counsel and Business and Finance Departments to ensure compliance.

Call the SSC Contact Center at (734) 615-2000 or send an email to sharedservices@umich.edu with specific questions.

For employees who are not "United States workers," e.g., employees in H-1B, TN, E-3 or J-1 status, call the International Center at (734)-764-9310 to discuss immigration compliance.

Employment Law

Considerations include:

  • Minimum wage
  • Overtime regulations
  • Classification as exempt
  • Meal and rest periods
  • Travel-time pay
  • Family/medical leave provisions

When employees are working in another state as their regular location of employment we are required to follow that state's employment laws.

I-9 Compliance

Federal law requires an I-9 for each person employed in the United States. 

Telecommuting Agreement

A telecommuting agreement helps to ensure a safe work environment, compliance with applicable university policies and procedures, agreed upon standard work hours, communication methods, and work expectations.

When there is a departmental-approved work schedule that includes working at a non-University site on a consistent, regularly scheduled basis (e.g. one or more days per week), an employee is considered to be telecommuting.  Ensure a telecommuting agreement is in place for telecommuting employees.  Contact the Office of General Counsel to review the telecommuting agreement to ensure compliance with local laws as applicable. Departments should review these agreements annually at a minimum and renew as appropriate.

Benefits

Provider networks are the primary consideration with respect to off campus benefit enrollment. Employees should select a health plan that will provide them with the desired level of coverage and provider network flexibility in their area.

Personal Tax Liability

Employees may need to consult with a tax advisor regarding their personal tax situation. See also: Travel and/or Moving Expenses. Employees who will live and work outside of the State of Michigan should complete and submit the personal data form.

Employees working for the university in another state may be required to submit a state withholding allowance certificate to the Payroll office.

Direct Deposit

In most instances, employees may update Direct Deposit information using Wolverine Access.

If the employee cannot update Direct Deposit Information online, the Direct Deposit Authorization Form should be faxed or mailed to the Payroll office.

Travel and/or Moving Expenses

Whenever staff members request to but are not required to work from a non-university site, travel and/or moving expense reimbursement is at the discretion of the department. Staff should expect the reimbursement to be subject to personal income tax.

Whenever staff members are required to establish a temporary residence at a remote work location for extended periods of time, they may be eligible for remote location compensation and/or reimbursement for transportation costs incurred.

Safe Computing

As a member of the U-M community, you share in the responsibility for ensuring U-M complies with data protection and privacy laws, regulations, and industry standards, as well as U-M policies and standards that require security safeguards around sensitive institutional data.

Protect yourself and protect the university when using both university-provided and personal devices

Unemployment

When the U-M payroll office withholds taxes for the state in which the employee is working, the employee should file for unemployment in that state. Otherwise the employee should file for unemployment in the State of Michigan. Unemployment benefits vary by state. Benefits for individuals who were employed on auxiliary or agency funds are recharged directly to the appropriate operating unit.

Worker's Compensation and Liability

Consult Risk Management regarding coverage for potential losses or liability.

See the terms in the telecommuting agreement regarding provisions for a safe work environment and reporting requirements.

  • If there is a work-related injury, fill out an injury report form.
  • Risk Management will contact an insurance company in the state to manage the case.
  • Risk Management will determine if workers compensation regulations applied should be based on employment in Michigan or outside of Michigan.
  • If the contract for hire is in Michigan, but the work assignment is to go to work somewhere else temporarily (i.e., 6 months in another country), then workers' comp works the same as if you were working in Michigan.
  • If the contract for hire or place of permanent residence is out of state, commercial insurance will be used.

University Standard Practice Guide Applicability

The Standard Practice Guide is a compendium of the university's general operating policies and procedures. The policies that are contained in the SPG are approved by university leadership and typically apply to the entire institution.

Home Office Tax Deduction

See IRS Publication 587 Business Use of Your Home