Approving an assignment is the easy part. But what about transportation issues? What support will you provide for the spouse and children? IHR consultant Mechteld Nije provides a step-by-step guide.

Holidays/leave

The number of days of leave awarded may be brought in line with standards of the home or host country.

Both are possible, as are compromises between the different countries' practices. This depends on the countries where the organisation is operating. Generally it is recommended to make some additional days available for things like communication with the bank and relatives, and for slightly isolated or more challenging host countries a rest and recreation leave to a country nearby.

Often it is stipulated that the leave is to be taken once a year, in combination with the transport to the home country provided by the organisation.

Regarding public holidays, the host country's practice is commonly followed.
Special leaves, such as compassionate leave in the event that a close relative dies or is seriously ill, should also be taken into account. 

Transport to/from host country and travel days

Companies offer an average of one leave ticket home per year to all members of the assignee's family.

If the family has remained in the home country, usually more trips are granted, varying from two-weekly within a region to three to four times a year for longer distances.

A travelling day generally does not count as a day off and sometimes one recovery day is allowed. Each organisation has its own customs in that respect.

Moving

Packing, moving, transport to the other country by surface or airfreight and insurance during transport are all usually paid for by the organisation, up to a certain limit.
Slightly less common is payment for the storage of the goods left behind. If an own contribution is charged for accommodation, then storage may be supported.

Every organisation that assigns people abroad is familiar with the usual assignee questions about transport of pets, cars, musical instruments, and valuable jewellery.

Mostly, transport of these is not paid for, but decisions on these issues are up to individual companies.

Other allowances

Some organisations pay allowances for redecoration, or for costs of departure such as clothing, foodstuffs and suitcases.

It is worthwhile to take the tax efficiency of these allowances into consideration.

Education of children

Parents like to see their children receive education with no significant break in time, and good education that makes entry into the most desired university or vocational training possible.

Organisations often help by paying for the extra cost of education for children 4 to 19, as foreign school fees are often high (also when tax-efficient compensation is possible).
Good primary schools are generally available in the place of assignment.

If an assignee fails to find a good secondary school, a boarding school may be a solution.

An increasing number of international schools provide good education and are suited to the mother tongue and culture. Otherwise, remedial teaching packages can provide the latter.

Following the return to the home country, it may be necessary to provide some additional coaching in order to ensure successful reintegration.

Dual careers

Spouses or partners of assigned employees frequently have a job of their own. That impacts the mobility of qualified employees, certainly for the younger generation.

An increasing number of companies create certain facilities and sponsoring to help partners find a job in the host country, if feasible, or in any event allow them to develop further professionally.

Medical facilities

Good medical facilities and insurance are crucial for the assigned family.
They must be confident that good medical aid is available should it be needed.

Many insurance companies offer additional international medical coverage in addition to their normal packages. This is usually arranged through a contract with the assignee’s organisation, or could be taken out on an individual basis.

Information and briefing

 Good preparation makes a world of difference for an effective start and the assignment's success.

That includes briefing about the country and a good preparation for the new living and working environment, in order to avoid, for instance, intercultural blunders.
Employees who get too caught up with housing, schooling, or family settling in issues in the start-up phase may lose ground at work.

A period of transfer causes major changes for a family, and organisations often underestimate the importance of smoothing the transition for the whole family.

Assistance and transfer process

Once the terms for assignment are clear, the individual transfer process can begin.
A salary has to be computed, a contract made, country information provided, housing and a school found, a course in intercultural understanding taken.

Good assistance in this process is required, and like clarity of policies, clarity of the steps of the transfer ('who does what') helps.

For example, a late application for a work permit could be a highly disturbing factor for all parties causing delay of the assignment

Career planning and repatriation

Once the assignee and family have started their assignment, assignee and the organisation will have an interest in keeping track of the achievements and the development of the assignee.

An Assignment Plan, stating the mission and targets, should be the foundation of regular performance evaluations and rewards. These will also be the basis of planning for re-assignment or repatriation at the end of the assignment.

It is well known by now that the process of repatriation should not be underestimated, in terms of re-adjustment - financially, socially and professionally - and culture shock.

Communication

Communication is the common thread throughout the entire assignment.

In preparing for the assignment and during and after the assignment, it is important to maintain good and regular contact with the assignee and his family regarding the employee's performance and career planning.

It also provides information about developments back home at the head office.

Conclusion

The success of an assignment is greatly enhanced by clarity of the terms of employment and good assistance. It is worth the investment: a good start is half the work, certainly in the case of successful international assignments.

November 2001
(Updated January 2005)

Mechteld Nije, formerly working with Shell and Deloitte, is now an IHR consultant and interim manager at NijeHRC.