Table of Contents
1. Purpose
The purpose of this procedure is to provide a general guideline for parties concerned in Company in relation to assigning Home Office Personnel to an Affiliate Company Office.
2. General
2.1 For assignments of less than four weeks no specific conditions will be set. All reasonable business expenses during such assignments will be reimbursed against expense reports supported by relevant invoices in accordance with CM-MA-806.
2.2 For assignments longer than four weeks the employee shall receive specific assignment conditions including an arrangement to cover the extra costs resulting from his assignment.
2.3 For assignments initially shorter than four weeks, reimbursement of business expenses shall, after four weeks, be converted into payment of a fixed allowance.
2.4 The assignment procedure serves:
2.4.1 To instruct relevant parties in Company i.e. Department Managers and assignees in connection with upcoming assignments to an affiliate office and related assignment conditions.
2.4.2 To set up work instructions, if required, in relation with for example instructions as laid down by local (tax) Authorities in the Country where the employee will be assigned to.
2.4.3 To distinguish the difference in conditions between assignments shorter than 4 weeks (business trips) and longer than 4 weeks (assignments).
2.5 Detailed information relative to assignment conditions are stipulated in Chapter D of the Green Book.
3. Responsibilities
The relevant Department Manager intending to assign an employee to an affiliate office is responsible for supplying sufficient information in order to be able to prepare an assignment agreement.
Human Resources Department of the assigning office is responsible for:
- Gathering all relevant assignment information from the office where the employee will be assigned to and other sources.
- Ensuring that the work instructions of the 'receiving' affiliate office for assigning/relocating employees are followed.
The assignee (employee) is responsible for reading, understanding and following up the work instructions related to the assignment to the specific affiliate office.
4. Procedure
4.1 After having reached agreement on the assignment of a Company employee to an affiliate office the responsible Department Manager will supply Human Resources Department with a PAN-form (Personnel Action Notice). This will include the applicable affiliate office, position title involved, length of assignment, starting date etc.
4.2 Human Resources Department of the 'receiving' office establishes and/or confirms the applicable assignment conditions and/or work instructions.
4.3 Human Resources Department of the 'assigning office' ensures that work instructions, if required, are established and/or confirmed by the 'receiving' office and distributes them to the related Department Manager and assignee.
4.4 Human Resources Department will, based on the approved PAN-form, contact the employee to supply him with relevant information. All assignment conditions shall be confirmed to the employee in an assignment agreement, duly signed by the Company and the employee for acceptance, before the employee starts the assignment. The agreement will be distributed to the relevant parties.
5. Flowchart
6. References
| Document number | Title | Level | |
| 61. | CM-MA-802 | Personnel Action Notice | 2 |
| 6.2 | Chapter D Green Book | Assignment conditions for Company | |