4. Process

Where a Department is considering any of the circumstances as set out in the scope of this guidance, Heads of Departments should contact their HR Adviser in the first instance for an initial discussion. It is important that advice is sought before any commitment is given or any terms are negotiated with an existing or future employee.

In light of the financial challenges posed by Covid-19, professional services departments will need to make an application for Business Critical spends to seek approval from the Vacancy Review Group to pay for the specialist advice required for external expertise (typically £5,000- £6,000 initially). Where a decision cannot be reached at this level, it will be escalated to an appeals group similar to that managing recruitment appeals. Academic departments will need to seek approval from the relevant Dean before proceeding.

There is no central team that can support Departments with the administrative tasks required to undertake the process of engaging an employee overseas. Therefore Departments should expect to lead on this process and will need to identify an individual to liaise with the employee and expert adviser.

Once approval has been sought, the HR Adviser will engage with the external provider for the initial costs estimate. The Department will then lead on the process thereafter. An example of the initial steps a Department would need to make (including typical costings) can be found on the example of costs webpage.

Notes

Working overseas is defined as an employee of the University of York conducting business / work on behalf of UoY whilst living temporarily or otherwise in a non-UK country.