HUMAN RESOURCES

Yes, you will typically need to use Mauve when hiring an international employee. International employment is complex as a result of varying tax rules, work authorization requirements, employment laws, and benefit regulations. Northwestern relies upon Mauve to ensure compliance with applicable laws when hiring international workers. This applies to workers who should be classified as employees who are running programs, teaching online classes, doing research, and providing other services to the University.

As part of the international hiring process, Mauve (or its sub-contractors/local partners) will enter into employment contracts with designated individuals to provide services to the University in countries where Northwestern does not have a local entity. While Northwestern will generally be responsible for the day-to-day management of the workers, Mauve will ensure compliance with applicable employment, tax, and benefits laws and provide additional employment-related support.

Mauve provides services in a number of countries around the world – please refer to Mauve’s website – Country Finder - for a listing of countries. If you do not see the country listed, please ensure sufficient time to coordinate with Mauve and if needed to identify an alternate solution.

It may be possible to partner with a local university or other entity in retaining the services of an international worker. In such cases, the local university or other entity would employ the individual and assign them to provide services to Northwestern. In this manner, the experience is similar to working with an employer of record like Mauve. The department/unit would be responsible for the identification and vetting of the third-party, negotiating the terms of the engagement, and checking for potential conflicts of interest. Generally, the third-party would hire the worker and be responsible for the local employment requirements. This still may result in fees (and possibly other requirements).

It is the responsibility of the department initiating this arrangement to ensure all necessary requirements are met for the agreement, such as but not limited to, guidance noted by the Office of Research – Export Controls & International Compliance and ASRSP.

Yes, there are different restrictions, sometimes prohibitions, and possibly licensing requirements for hiring individuals located in certain countries. For example, hiring individuals located in comprehensively embargoed or OFAC sanctioned countries may be prohibited by federal law. There may also be restrictions or risks with hiring individuals located in Military End-Use Countries if they are on a Restricted List. These are as follows:

OFAC Sanctioned Countries: These countries change over time but are currently Belarus, Cuba, Iran, North Korea, Russia, Syria, and certain regions of Ukraine (Crimea, Donetsk, Luhansk, and Sevastopol).

Military End-Use Countries: These countries change over time (currently Belarus, Burma, Cambodia, China, Nicaragua, Russia, Venezuela). There are also restrictions for several countries if the collaborator or intended recipient is affiliated with a military end-user or is a military end-use entity. As a result, collaborations or shipments, including material transfer agreements, tech transfer activities, licensing agreements, and joint ventures with these countries require additional due diligence.

Upon receipt of an individual candidate’s name and resume/CV – a restricted party screening will be run. The Office of the Provost will assist with this screening and coordinating with the Export Controls and International Compliance Office.

It is highly recommended to engage an overseas hire for a minimum of three months. If a situation necessitates an arrangement of less than three months, please contact the Office of the Provost and HR.

In exceptional cases, the Office of the Provost will engage Mauve for potential options. Mauve will evaluate each exception to the three-month minimum on a case-by-case basis. In some locations, Mauve may have a solution to support a contract less than three months in length. Additional terms/costs may be applicable if a solution is available.

It also may be possible to set up an agreement with a local university or other entity (please see above).

Yes. The use of Mauve or a similar entity is not unique to Northwestern. The use of an employer of record (or Professional Employment Organization) is a practice being used by other universities throughout the country for overseas employment.

Northwestern Human Resources provides information on the classification of independent contractors. It is important to correctly classify a worker. If a worker is improperly classified, this may result in fines and penalties for the University. Please note that rules directing the distinction between contractors and employees, along with the requirements for operating as independent contractors, may vary in locations outside of the United States. If the result of the Human Resources’ assessment (OnBase Worker Classification) does not definitively indicate whether the individual should be classified as an employee or an independent contractor, the University will err on the side of caution and classify them as an employee to ensure tax compliance.

If you have questions regarding the classification of a worker, please refer to Human Resources.

Yes. A set-up fee will be incurred to utilize Mauve. There also will be a service fee each month on the total invoice. The fees vary depending on the country and specific employment situation.

Each agreement is unique to the individual and/or to the country in which work will be performed. Please allow 2-3 months to process a new agreement with Mauve/employee.

If you are ready to submit a request for the Provost Office to review, please provide information via the Provost Office Smartsheet form.

International employees engaged through Mauve will be paid by Mauve in the local currency. The individual department will be responsible for ensuring funding is available to account for the set-up fee, salary, and applicable taxes, benefits, and other employment-related costs prior to initiating the contract.

Mauve’s website (under “Country Finder”) provides general information regarding employment for a variety of countries. More specific information will be available once Northwestern engages Mauve for a particular employment request.