Remote Work Authorization: What it is and How to request it

What is Remote Work Authorization?

Remote work authorization refers to Remote’s internal process to assess and confirm that an employee can perform their duties from a location other than the country or place specified in their employment contract, for a limited period of time. This includes personal travel, extended stays abroad, or trips that combine personal and work purposes.

This authorization is subject to the visa or work permit regulations of both the destination country and the employment country and may require specific notifications to the relevant authorities. We can review travel plans and advise the team members and their managers on the appropriate policies.

Business travel on behalf of the company (i.e. for meetings or events) typically follows a separate travel letter request process. However, in some locations where legal reporting obligations apply, a Remote Work Authorization may also be required. If unsure of your requirements, please submit a request to us via live messaging and our Mobility Specialists will guide you accordingly based on the destination and purpose of travel.

When is Remote Work Authorisation required?

Remote Work Authorisation must be requested in the following scenarios:

• Working from a different country than the employment country, even if for a short duration for a personal trip (a "Workation")
• Extending a personal trip with remote work days before or after vacation or holiday time abroad
• Temporary relocation for personal reasons, such as accompanying a partner or family member
• Working from a second home or alternative residence abroad, even intermittently

If you are unsure whether your travel plans require authorization, it is best to submit a request for review to live messaging. This ensures we can proactively address immigration, tax and legal compliance requirements.

Why is authorization required from Remote?

For all EOR employees, we ensure full compliance on the following key considerations:

• Immigration and Visa Compliance: Advising which duties the employee can perform within the conditions of their visa or travel authorization and to avoid inadvertently violating immigration laws.
• Tax and Social Security Implications: Reviewing historical travel requests and assessing whether tax liabilities or social security obligations may arise in the visiting country, including the risk of double taxation.
• Local Legal & Reporting Requirements: Analyzing compliance with local immigration, labour and reporting obligations. This includes verifying the type of work being performed aligns with what is legally permitted, and confirming whether advance notification or registration is required for business visits to the destination country.

Ensuring compliance with these obligations is critical to avoiding penalties, legal complications, and reputational damage.

How can I request Remote Work Authorization?

To begin the process, follow these steps:

1. Log in to your Remote Employee Profile
2. Go to the Request tab and click on New Request.
3. Select Remote Work Authorization and complete the form with accurate details, including:
   • Travel/work location
   • Dates of travel
   • Purpose of the trip
   • Type of visa or travel document
   • Activities to be performed
   • Institutions or organizations visiting
   • Special worksites (e.g., laboratories, manufacturing sites, etc.)
4. Submit your request at least 3–8 weeks before your intended departure to allow adequate time for assessment and compliance review. Should your travel plans fall sooner than 2 weeks from submission, please contact us via help@remote.com as soon as possible.

Should you require a letter to support your travel, please provide the full recipient details in the request. If you are unsure about the need for a travel letter, please review our Travel Support Letter for guidance.

What happens next?

Once you have submitted the request:

• The relevant HR admin/Manager will review and approve or decline your request. We recommend you making them aware of the request before it is submitted.
• The Mobility Team conducts a comprehensive compliance assessment, considering:
  • Immigration eligibility
  • Historical travel and absence data
  • Visa/work permit restrictions
  • Nature of intended activities
  • Any additional compliance requirements

Once the review is complete, you will receive a decision through the platform.

Should there be a need for a Tax/Social Security certificate requirement, the need for a local registration of your travel, or any clarification regarding your travel, we will contact you via email.