The European Commission's recently announced a plan for a unified posted worker declaration portal. It marks a significant shift in how cross-border work will be managed in the EU. While the initiative promises to reduce administrative burden, the current costs and complexities reveal why businesses need efficient solutions now more than ever.

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The true cost of posted worker compliance

The numbers are staggering. Recent studies show that businesses typically spend between €150-200 per posting on administrative costs alone. For the German mechanical engineering industry, this translates to a minimum of €31 million yearly in administrative costs for their 205.000 registered postings. These costs break down into three main components:

• 17% for collecting and gathering data
• 33% for entering company and employee data
• 51% for compilation of documents including translations

Current manual processing times vary strongly across the EU. While Estonian declarations take 21 minutes, Italian submissions take 61 minutes, and Greek submissions consume up to 87 minutes. Multiply this by hundreds or thousands of postings, and the resource drain becomes clear.

At WorkFlex, we've revolutionized this process through intelligent automation that drastically reduces both time and costs. Our platform automatically assesses the need for posted worker notifications upon receiving business trip requests and, if required, drives the data gathering and submits them without additional manual intervention. The system seamlessly adapts each notification to country-specific requirements, eliminating the need for in-house expertise in various national regulations.

What traditionally takes between 20 minutes and 1.5 hours per submission, can be completed automatically through WorkFlex - with no additional effort beyond the initial travel request. This automation brings per-posting costs well below the industry average of €150-200, while ensuring complete compliance across all EU jurisdictions. For businesses facing the challenge of managing cross-border work, this transforms posted worker compliance from a resource-draining burden into a streamlined, automated process.

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The digital transformation of enforcement

While the new portal promises to reduce these burdens by up to 73% through standardization, it also creates unprecedented transparency for authorities. By centralizing data through the Internal Market Information System (IMI), labour inspectorates will gain powerful tools for identifying and investigating non-compliant companies. As the Commission's puts it: the system will "contribute to the protection of posted workers" through "effective and adequate inspections."

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Why this matters more than ever

In 2022, the EU recorded about 1.9 million posted workers with 2.3 million declarations and 4.7 million individual postings. These numbers grew 14% between 2021 and 2022 (excluding road transport), highlighting the expanding scope of the challenge. While the new system promises to streamline the process, companies still face the fundamental challenge of gathering and managing the required information efficiently.

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The hidden complexity

Despite the promise of simplification, the underlying compliance requirements remain unchanged. Companies must still:

• Accurately track all cross-border movements
• Gather comprehensive documentation across 300+ different information points currently required by various Member States
• Ensure real-time compliance with varying national requirements
• Maintain auditable records
• Manage translations and local requirements

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The solution: Automation and centralization

This is where modern compliance management platforms like WorkFlex become crucial. By automating data collection, streamlining submissions, and centralizing record-keeping, WorkFlex helps businesses to reduce their posting-related costs significantly below the current €150-200 per posting average. Our platform eliminates the need for manual data entry, and ensures consistent compliance across all EU jurisdictions, now and in the future.

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Looking ahead: A strategic approach

While the portal's implementation timeline extends to 2026 and beyond, with voluntary adoption by Member States, the writing is on the wall: digital enforcement is the future. Companies that wait to modernize their compliance approach risk finding themselves under increased scrutiny in this new digital landscape.

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The time to act is now

The shift toward digital enforcement means that the "wait and see" approach to posted worker compliance is no longer viable. As authorities gain better tools for monitoring and enforcement, the cost of non-compliance will likely far exceed the investment in proper management systems.

For businesses operating across EU borders, this development should serve as a catalyst to reassess their posted worker compliance strategies. The question is no longer whether to comply, but how to do so efficiently in an increasingly digital enforcement environment.

This strategic shift in enforcement capabilities makes it clear: companies need robust, automated systems to manage their posted worker obligations effectively. With solutions like WorkFlex, businesses can turn what is currently a significant administrative burden into a streamlined, cost-effective process while ensuring full compliance with evolving regulations.

As Thailand grows as a hub for remote work and digital nomadism, the Thai government has introduced the Destination Thailand Visa (DTV). This new visa, especially the DTV1 (workcation) type, facilitates legal, extended stays for remote workers who want to experience Thailand's rich culture. For employers, especially those with employees interested in workations, understanding the DTV1 Visa and its regulations is crucial to avoiding compliance issues related to visas, social security, and tax.

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Importance of the DTV Visa and Compliance Risks

The DTV Visa is tailored for remote workers, digital nomads, freelancers, and entrepreneurs. It does not cover individuals intending to work directly for Thai companies; these individuals need a separate work permit and visa. This distinction is key for both employers and employees to understand, as incorrect usage could lead to compliance issues.

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Overview of the DTV Visa

Launched on July 15, 2024, the DTV Visa caters to individuals aiming to work remotely or participate in “Thai Soft Power” activities (e.g., Thai boxing, cooking classes, sports training). The visa is available to spouses and dependent children of DTV holders as well. Key features include:

• Validity: Five years, renewable

• Cost: Approximately 270€ (10,000 THB)

• Entry: Multiple entries allowed

• Eligibility: Digital nomads, freelancers, and entrepreneurs working remotely

• Income requirement: Proof of sufficient funds or income to sustain oneself during the stay

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Duration of Stay

The DTV Visa permits five-year multiple entries, with up to 180 days per stay, extendable once for another 180 days at the Immigration Office, totaling 360 days. After this period, individuals can re-enter the country to reset their stay period. Extensions require a 10,000 THB fee, and re-entry fees are waived. Note that individuals staying in Thailand for more than 180 days per year may become Thai tax residents, triggering tax obligations.

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Application Process

Applying for the DTV Visa can be complex, and the application fee is non-refundable. Working with a professional agency, such as WorkFlex, can help avoid common pitfalls and expedite approval.

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Working in Thailand with the DTV Visa

No work permit is required for DTV Visa holders employed by non-Thai entities under the workcation provision. However, working for Thai companies requires a separate work permit and visa. According to Thai tax laws, individuals staying in Thailand for over 180 days become tax residents, resulting in personal income tax obligations, which may also lead to employer wage tax requirements.

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Employer considerations

1. Social security: With the Digital Nomad Visa, the EE and ER declare that the Employee is working in Thailand for the Employer, as in order to get the visa a document is needed issued by the employer that the employee is allowed to work from Thailand for this time frame. The social security risk tied to Thailand's DTV Visa arises from the fact that Thailand operates under the principle of territoriality, meaning any work conducted within the country could subject employees to Thai social security contributions, regardless of whether they are employed by a non-Thai company. This becomes particularly problematic for employers from countries like Germany, which does not have a social security treaty with Thailand. As a result, employers may face the obligation to remit social security payments to both countries, creating a dual social security burden.  
   For German employers, while they can rely on the Ausstrahlung rule (§4 SGB IV) to maintain German social security coverage for their employees abroad, this does not exempt them from the possibility of simultaneous obligations in Thailand. Employees working remotely from Thailand for extended periods, under the DTV Visa, may trigger Thai social security liabilities due to the absence of a bilateral social security agreement.

2. Compliance and documentation: Employers should ensure that employees meet all DTV Visa requirements, including income verification and proof of employment. It is essential to consult with legal experts to ensure compliance with Thai and home country regulations.

3. Tax implications: Employers should adjust payroll processes to accommodate tax obligations in both Thailand and the employee’s home country. Additionally, corporate tax considerations like Permanent Establishment (PE) may arise, requiring further assessment.

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Other visa options in Thailand

Thailand offers various visa types beyond the DTV Visa:

• Non-Immigrant B2 Visa: For those working or conducting business in Thailand.

• Non-Immigrant B3 Visa: For frequent business travel.

• DTV Visa (Digital Nomad Visa): For digital nomads and freelancers, valid for up to a year, with possible renewal.

Each visa type has specific requirements, and employers should ensure their employees apply for the correct visa based on their planned activities.

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Conclusion

The DTV Visa is a major development for digital nomads and remote workers, providing a structured, legal way to live and work in Thailand. Employers can facilitate a smooth transition for remote employees by staying informed and consulting with legal experts.  

In an increasingly globalized world, managing international work compliance is critical yet complex. Over the past few quarters, WorkFlex has rolled out significant new developments to simplify that complexity, bringing compliance support like no other to global work situations. Whether it’s work-from-anywhere trips, business trips, or cross-border commutes, WorkFlex goes beyond merely assessing compliance risks. Our team actively implements critical measures—submitting PWD notifications, obtaining A1/CoC certificates, and securing travel authorizations and visas—so clients can trust their global workforce is always in compliance, with no hidden fees. Here’s a look at our latest advancements in delivering seamless, efficient compliance solutions worldwide.

 Posted Worker Directive (PWD)‍

• We can submit PWD notifications in all 31 countries, including regional submissions in Switzerland and Spain.
• On average, we submit PWD notifications within 24 hours of receiving the trip request on the WorkFlex platform.
• We have successfully supported three PWD audits conducted by local authorities in Austria and Switzerland.
• Following regulatory and procedural adjustments for PWD compliance in Romania and the Czech Republic, we have updated the WorkFlex platform.
• Sharing necessary information has become easier than ever for travelers, thanks to streamlined data gathering for PWD submissions on the WorkFlex platform.

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A1/Certificate of Coverage (CoC)‍

• We can obtain A1/CoC certificates in 24 countries.
• For 60% of all trips, we successfully obtained the A1/CoC within 5 days after the trip request on the WorkFlex platform. No other provider has managed to achieve such a rate so far, as issuing an A1 or a CoC typically takes months. For example, in the United States, it takes 3 months, while in the Netherlands, it takes 2 months.
• We have successfully obtained special A1 certificates for multistate workers, self-employed statutory directors, and employees with private old-age insurance coverage.

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Travel Authorizations and Visas

• We have successfully obtained Swiss work visas (Arbeitsbewilligung) for accumulated secondments exceeding 90 days.
• We have also obtained Swiss Sunday-work authorizations.
• In September alone, we requested travel authorizations and visas for Australia, Canada, China, India, Italy, Jordan, Kenya, Namibia, the Netherlands, Saudi Arabia, South Africa, South Korea, Sri Lanka, Tunisia, the United Kingdom, and the United States.
• Our processing speed has improved significantly; a Chinese express visa was issued within three days of submitting the trip on the WorkFlex platform.
• … and even faster: an Australian travel authorization was issued within five hours of trip submission.
   

With these powerful capabilities, WorkFlex is setting a new standard for global mobility compliance. By offering a unified solution that covers both risk assessment and the full spectrum of compliance services, we enable our clients to travel confidently across borders with ease. As WorkFlex continues to innovate and adapt to changing regulations worldwide, we remain committed to making global mobility simpler, faster, and more secure.

Ready to empower your team with streamlined compliance solutions? WorkFlex is here to support every step of the way.

As 2025 approaches, it’s crucial to stay ahead of the evolving cross-border compliance landscape. 💡

Join us for an insightful webinar where global mobility experts will share findings from a comprehensive survey of 300 companies, shedding light on emerging trends in cross-border workforce compliance.

➡️ Key topics to be covered:

• Emerging trends in cross-border employment and employee mobility, including business travel, workations, commuters, matrix managers, expatriates, virtual assignments, and remote work.
• In-depth analysis of business travel trends and associated compliance challenges.
• Best practices and insights on the most widely adopted work-from-anywhere policies and their impact on global mobility

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➡️ Speakers:

• Christine Kraft, Senior Manager Global Mobility, Vialto Partners
• Paul Bennett, Co-founder and CEO, PerchPeek
• Pieter Manden LLM MBA, Co-founder WorkFlex

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Stay informed and gain practical insights to optimize your global mobility programs for 2025 and beyond. 🌎

What is a cross-border commuter?

A cross-border commuter is an individual who lives in one country but works in another country. This arrangement often involves daily or weekly commutes across national borders. The status of a cross-border commuter can affect tax obligations and social security coverage, which may vary between the home and work country depending on the country combination and the distribution of workdays between the two.

Hear about what cross-border commuters are and what are the compliance aspects of managing them from WorkFlex co-founder, Pieter Manden LLM MBA.

The complexities of managing commuters

Commuting employees often create significant compliance challenges for organizations. Historically, the daily routine for cross-border commuters was simple: get into a car, drive across the border to work, and return home the same day – every day. However, this straightforward sequence has been disrupted. The number of “classic” commuting days have decreased significantly. Nowadays, commuters may work from home on some days, stay overnight in their employer’s country on others, or go on business trips and work-from-anywhere trips to different destinations. As a result, tracking the days spent across countries has become increasingly important to address tax and social security implications.

HR departments often struggle to accurately track the location of these employees. And even if they would, it is difficult to understand how the actual presence impacts the tax and social security status of the commuter. The regulations in this regard are very complex. The lack of tracking data and the complexity of the regulations lead to compliance risks, as we will address in more detail below. Additionally, commuters are often not informed and feel not guided in what they are supposed to do and where they are supposed to be.

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What are the compliance implications for cross-border commuters?

1. Social security​

It is complex to determine whether a cross-border commuter is supposed to pay social security contributions in the work country, the home country, or maybe even in both. This depends on specific agreements between the two countries, the contract status, and the actual number of days spent in each country. Paying social security contributions in the wrong country will lead to a significant administrative burden to recover paid contributions in the one, and remit contributions in the other country retrospectively. This exercise is likely to result in financial damages for professional support, interest and penalties, and potentially double payment of contributions.

Within the European Union, commuters used to be able to remain socially insured in the work country as long as they worked a maximum of 25% at home. Over the past years, more than 20 EEA countries have entered a Framework Agreement concerning cross-border telework within the EU/EEA/Switzerland, which came into force on 1 July 2023. Commuters between countries that have both entered into this framework agreement, can work up to 50% in the home country yet remain socially insured in the work country.

Clearly, it is important to track that the commuter does not exceed this maximum of 25% resp. 50% in the home country. An additional layer of complexity in tracking working days arises when employees travel to other destinations - whether for business trips or work-from-anywhere arrangements. Days spent in destinations outside the work and home countries should also be counted toward the overall balance of employee working days and considered for social security implications

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2. Tax

The tax status of commuters can be even more complex than the social security status. In principle, tax treaties prescribe that income from employment is taxable in the country where the work activity takes place. For commuters, this means that workdays in the work country are taxable in the work country, and workdays in the home country are taxable in the home country. This results in a so-called spit payroll. Without tracking where the commuters actually worked from, it is impossible to run a split payroll in a compliant manner.

As an exception to the main rule above, some tax treaties have included a special commuter arrangement. Examples of tax treaties that include such a commuter arrangement are the treaties between Germany and Austria, Germany and Switzerland, Germany and Luxembourg, Belgium and France, and France and Switzerland. The special commuter agreement generally provides for the possibility that the commuters income is only taxable in the work country, if certain conditions are met. These conditions differ per tax treaty. A commuter between Germany and Austria needs to both live and work within the so-called border zone, and is only allowed to work a maximum of 20% (45 days) outside of this border zone. The tax treaty between Germany and Luxembourg does not speak of a border zone. Here, a commuter should limit the working days outside the work country to 34 days per year. For commuters between France and Switzerland, this number is 45 days – yet a special exception for 40% telework from home is allowed. Without appropriate instructions to the commuters and tracking the actual presence, the aforementioned thresholds can be easily exceeded. This results in having to retrospectively correct payroll. Just as with correcting the social security contributions, this exercise is likely to result in financial damages for professional support, interest and penalties, and potentially double payment of contributions.

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WorkFlex solution

WorkFlex has developed an automated software solution that streamlines commuter management for HR teams while enhancing the employee experience for commuters.
With our solution, employers receive:

• Ongoing compliance management based on real-time commuter presence data
• Proactive warnings in case of non-compliance
• Easy tracking and report generation

The objective of the WorkFlex commuter solution is to track the presence of employees in their home and employment countries, or any other locations, such as business trip destinations or work-from-anywhere locations, and to continuously assess their tax and social security status. Additionally, WorkFlex will help both HR and the commuter to easily understand if and how the actual presence should impact the social security country and/or the payroll split.

Two main indicators are monitored on an ongoing basis:

• Ongoing tax compliance status: This metric evaluates the accuracy of the commuters´ reported tax status (payroll split), by comparing it to their actual and projected presence in each country. It determines where employment taxes should be paid - whether in the home country, work country, or split between both (with specific percentages for each). This assessment helps ensure compliance with international tax regulations based on the employee's work patterns and locations.
• Ongoing social security status: This indicator checks if the country where the commuters is socially insured, actually matches the legal requirements. It compares the status claimed by the employer or employee (whether it's assigned to the home or work country) against the employee's actual time spent and expected future presence in each country.

With WorkFlex’ commuter solution, HR teams can effortlessly navigate the complexities of managing cross-border commuters. Our platform simplifies the process by automatically monitoring legal requirements across different countries and ensuring that all commuter presence data is accurately captured in the system. This means less administrative hassle for your team and more time to focus on strategic initiatives. Trust WorkFlex to streamline your commuter management and enhance compliance, allowing you to attract and retain top talent in a globalized workforce.

The UK ETA (Electronic Travel Authorization) will be a mandatory requirement for travelers from countries that do not need a visa to enter the UK. This includes all EU member states, as well as the US, Canada, Australia, and others.

Key details about the ETA:

• Affected travelers: Citizens worldwide, with varying start dates for the ETA requirement (see below).
• Cost: £10 (approximately €11.85)
• Validity: Two years from the date of issue

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What is an ETA?

An Electronic Travel Authorization (ETA) is a mandatory travel requirement for visitors entering the UK from countries that do not require a visa. This includes every individual, regardless of age, meaning that even children and babies must have their own separate ETA.

The ETA is a digital authorization linked to the traveler’s passport and serves as a preliminary permission to travel to the UK. However, it is important to understand that possessing an ETA does not automatically grant entry into the UK. Upon arrival, travelers will still need to seek permission to enter from a UK border officer.

The ETA is designed to enhance border security and streamline the entry process for eligible travelers by allowing the UK government to conduct pre-travel checks. While the ETA simplifies the process for travelers from eligible countries, it’s crucial to apply for it in advance of your trip to ensure compliance with UK entry requirements.

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Who needs an ETA to travel to the UK?

In a nutshell, all citizens who can travel to the United Kingdom without a visa will need to obtain an ETA. Introduction of the system takes place in periods, with first batch of countries included in the pilot project using ETA since November 2023, to EU countries being eligible from April 5, 2025. Let's take a look at the timeline.

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Countries for which ETA is already required

The United Kingdom launched its ETA system in November 2023 for an initial pilot phase for citizens of Qatar. In February 2024, Saudi Arabia, Bahrain, the United Arab Emirates, Kuwait, Oman and Jordan (now removed from the program) joined the ETA program.

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Countries for which ETA will become available in November 2024

Nationals of 49 countries and territories will be able to apply for ETA authorisation from November 27, 2024. They can travel to the UK with an ETA from January 8, 2025.

Antigua and Barbuda. Argentina, Australia, The Bahamas, Barbados, Belize, Botswana, Brazil, Brunei, Canada, Chile, Colombia, Costa Rica, Grenada, Guatemala, Guyana, Hong Kong Special Administrative Region (including British national overseas), Israel, Japan, Kiribati, Macao Special Administrative Region, Malaysia, Maldives, Marshall Islands, Mauritius, Mexico, Federated States of Micronesia, Nauru, New Zealand, Nicaragua, Palau, Panama, Papua New Guinea, Paraguay, Peru, Samoa, Seychelles, Singapore, Solomon Islands, South Korea, St Kitts and Nevis, St Lucia, St Vincent and the Grenadines, Taiwan (if you have a passport issued by Taiwan that includes in it the number of the identification card issued by the competent authority in Taiwan), Tonga, Trinidad and Tobago, Tuvalu, United States, Uruguay.

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Countries for which ETA will become available in March 2025

Nationals of European Union, EEA and additional countries will be able to apply for ETA authorisation from March 5, 2025. They can travel to the UK with an ETA from April 2, 2025.

The countries include Andorra, Austria, Belgium, Bulgaria, Croatia, Cyprus, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Norway, Poland, Portugal, Romania, San Marino, Slovakia, Slovenia, Spain, Sweden, Switzerland, Vatican City.

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Who cannot get an ETA

Not everyone is eligible to apply for an ETA. Citizens from countries that are not visa-exempt, meaning they do not have the privilege of entering the UK without a visa, must apply for a standard visa instead. The ETA system is not available for these nationals.

Citizens from the following countries need a visa and cannot apply for an ETA:

Afghanistan, Albania, Algeria, Angola, Armenia, Azerbaijan, Bangladesh, Belarus, Bolivia, Bosnia and Herzegovina, Burkina Faso, Burundi, Cambodia, Cameroon, Central African Republic, Chad, China, Congo, Cuba, Dominican Republic, Ecuador, Egypt, Equatorial Guinea, Eritrea, Ethiopia, Gabon, Gambia, Georgia, Ghana, Guinea, Haiti, India, Indonesia, Iran, Iraq, Ivory Coast, Jamaica, Jordan, Kazakhstan, Kenya, Kosovo, Kyrgyzstan, Laos, Lebanon, Lesotho, Liberia, Libya, Madagascar, Maldives, Mali, Mauritania, Mongolia, Montenegro, Morocco, Mozambique, Myanmar, Nepal, Niger, Nigeria, North Korea, North Macedonia, Pakistan, Palestinian Territories, Philippines, Russia, Rwanda, Senegal, Serbia, Sierra Leone, Somalia, South Africa, Sri Lanka, Sudan, Syria, Taiwan, Tajikistan, Tanzania, Thailand, Togo, Tunisia, Turkey, Turkmenistan, Uganda, Ukraine, Uzbekistan, Vietnam, Zambia.

You also do not need an ETA if you:

• Have a British or Irish passport
• Have permission to live, work, or study in the UK.
• Have a visa for entering the UK.
• Are not an Irish citizen but legally reside in Ireland and do not require a visa to enter the UK with your passport.

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Costs and validity of the ETA

The ETA will cost £10 (approximately €11.85) per applicant. Once granted, the ETA will be valid for two years and can be used for multiple trips to the UK. This is particularly beneficial for businesses that frequently send employees to the UK, as the ETA covers multiple entries within its validity period.

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What can you do with an ETA?

For companies sending employees on business travel or workation, the ETA permits stays in the UK for up to six months. During this time, employees can engage in various business activities such as meetings, conferences, or short-term projects. The ETA also covers entry for training purposes and can be used for workation, tourism or family visits.

However, it’s important to note that the ETA does not allow for long-term work or employment. If your employees are planning to work in the UK for an extended period, or if they fall under certain categories like creative workers or those on long-term assignment, they may need to apply for a different type of visa.

How to apply for an ETA

Applying for an ETA is a process that can be completed online. Applicants will need to provide personal information and details about their travel plans. The application also involves answering a series of security and health-related questions. Once submitted, the application is usually processed within 72 hours, and the ETA is electronically linked to the traveler’s passport.

Given the simplicity of the application process, it’s tempting to handle ETA applications internally. However, for businesses that manage frequent travel for multiple employees, it might be more efficient to outsource this task. WorkFlex offers a streamlined service for obtaining ETAs, ensuring that all applications are handled promptly and accurately, thus avoiding potential delays or issues at the border.

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What you, as an employer, should do about ETA now

As the introduction of the UK-ETA looms closer, employers need to start preparing now. Here are a few steps to ensure a smooth transition:

1. Educate your employees: Inform all employees who travel to the UK about the new ETA requirement. Make sure they understand who needs an ETA, how to apply, and what the process involves.
2. Plan ahead: Factor in the 72-hour processing time for ETAs when planning trips. Ensure that all necessary ETAs are applied for well in advance of travel dates.
3. Budget for costs: While the cost of an ETA is relatively low, it’s still an added expense. Decide whether your company will cover this cost for employees or if they will need to pay it themselves.
4. Update expatriate programs: If your company has long-term assignments in the UK, consider how the ETA requirement will impact these plans. You may need to adjust your expatriate programs to include support for visa and ETA applications.

Conclusion

The introduction of the UK ETA represents a new layer of complexity and administrative burden for international travel to the UK, especially for companies involved in frequent business travel or workations. By understanding who needs an ETA, the application process, and what activities are permitted under an ETA, businesses can avoid potential disruptions and ensure a smooth travel experience for their employees.

For companies looking to streamline the process, WorkFlex offers comprehensive visa and ETA services, ensuring your employees are travel-ready without the administrative burden. Contact us today to learn more about how we can assist you with all your travel authorization needs.

As business travel surges back to pre-pandemic levels and work from anywhere becomes a widely accepted norm, compliance risks have become an increasingly critical issue for organizations. Since the pandemic, the enforcement of remote work-related regulations across the globe has tightened significantly. While many companies have recognized the importance of assessing and mitigating compliance risks when their employees travel abroad, others continue to underestimate the dangers of inadequate handling and documentation. This is a risky oversight, as non-compliance with regulations such as immigration, visa, labor law and tax, can lead to severe legal and financial consequences for both employers and employees.

Although companies often manage to keep compliance breaches out of the public eye—understandably not wanting to make headlines for such issues—the risks are very real, and the impact can be substantial. Below, we will examine real-life examples of what can happen when compliance is ignored during business trips or work-from-anywhere arrangements.

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Why is business travel and work-from-anywhere compliance a big deal?

The pandemic highlighted how effectively authorities can collaborate across borders to enforce travel restrictions. While the pandemic may have passed, this global interconnectedness among authorities has only strengthened. For instance, systems like the EU’s Entry/Exit System and the U.S. ESTA now provide authorities with unprecedented levels of information about international travelers. Additionally, the European Labour Authority now helps EU member states conduct joint cross-border inspections. These inspections address complex cross-border fraud and irregularities by pooling resources and information from various enforcement agencies. This increased collaboration and data-sharing make it much more difficult for individuals to travel "under the radar," even for brief trips.

A notable example of this diligence is the enforcement of the Posted Worker Directive (PWD). Under this regulation, employees traveling for work to another EU country must be registered with local authorities to avoid legal penalties and fines. In 2023 alone, Luxembourg’s Labour Authority (ITM) imposed fines totaling 8.9 million euros for non-compliance with worker posting rules. The number of inspections also surged, from 10,000 in 2022 to over 17,300 in 2023. As more resources are dedicated to on-the-ground checks and penalties for posting offenses remain steep, compliance with PWD requirements is becoming increasingly critical—not only in Luxembourg but across the EU.

Even in celebratory contexts, compliance remains essential. During the 80th anniversary of D-Day in Normandy in 2024, British paratroopers participating in the commemoration were still required to show their passports. This illustrates that compliance is mandatory, regardless of the purpose of the trip.

These examples underscore the critical importance of adhering to compliance regulations, regardless of the destination, duration, or purpose of the trip. As authorities enhance their monitoring and enforcement efforts, the risks associated with non-compliance continue to escalate. In the following sections, we will delve into real-life examples of companies and employees who faced significant consequences after failing to comply with regulations during business and work-from-anywhere travel.

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Compliance risks in business travel and work-from-anywhere: Cases of trips gone wrong

There are seven key risk areas related to business travel and work-from-anywhere compliance: visa and work entitlement, permanent establishment, wage tax, social security, the Posted Workers Directive, labor law, and data security.

Each of these dimensions poses its own risks and requires specific risk mitigation measures, which you can explore in the WorkFlex remote work compliance handbook. We explore real-life examples of trips gone wrong, highlighting several of these key risk areas below.

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Permanent Establishment risk

A Permanent Establishment (PE) is a concept in international tax law where a business is considered to have a relevant presence in a foreign country, making it subject to local taxes. This designation can occur when business activities in the host country are substantial enough that local authorities view the company as having a taxable entity there. Several high-profile cases have involved companies like Netflix and Bosch facing large penalties due to their employees' work activities in foreign countries.

Netflix’s €2 million tax bill in India

Netflix ran into this issue in India in 2023. Even though they didn’t have an office in India, local authorities argued that the company had created a PE simply by having employees there. As a result, Netflix faced a €2 million tax bill. This shows how even a small business presence in a country can result in major financial consequences. India is known for its eagerness to find new sources of tax revenue, so companies need to be extra careful.

Bosch’s €320 million settlement in Italy

Bosch faced an even bigger problem in Italy. Italian tax authorities determined that Bosch had established a PE because some employees were working on local projects, mostly at Fiat’s premises. Bosch was hit with a €1.4 billion tax bill, and to avoid even more serious penalties, including potential jail time for employees, the company settled for €320 million. This case shows that PE risks are real, and failing to manage them can be extremely costly.

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Visa and work entitlement risks

When employees go on a business trip or work-from-anywhere trip, it’s highly important to acknowledge they or the company have ensured that the proper visa has been obtained to (a) enter the country and (b) perform work activities there. Immigration requirements depend on the traveler's nationality, the duration of the trip, and its purpose. Noncompliance with country-specific requirements may lead to the business traveler or workationer being denied entry, but it can also result in very significant penalties, as the examples below show.

Infosys and the U.S. visa penalty

One of the most well-known cases of visa-related issues involves the Indian IT giant Infosys mistakenly using the wrong type of visa for its U.S. employees. Instead of going through the more complicated and expensive process of getting H1B visas, they opted for easier-to-get B1 visas. This small mistake resulted in a €31.5 million penalty, the largest ever for a visa violation in the U.S. What’s striking is that only 0.02% of the company’s working days in the U.S. involved the wrong visa. Yet, the fine was massive, proving that even small missteps can lead to big problems.

Blocked at the U.S. border

Another risk comes when employees don’t fully understand the visa they are traveling on. A Canadian contractor who regularly traveled to the U.S. for business meetings found themselves blocked at the border despite using a visa exemption that had worked in the past. They had to sign a withdrawal of their application and were forced to miss their flight. This example highlights the unpredictability of border control. Employees need to be well-prepared to explain their purpose of travel and how it aligns with their visa.

Australian teacher detained in Thailand

An example of a work-from-anywhere trip ending badly—resulting in jail—occurred in Thailand. An Australian teacher, temporarily in Thailand on a tourist visa, was arrested for doing online work for his Australian employer. He mistakenly believed that because he wasn’t being paid in Thailand, remote work for an Australian employer will not seem relevant for the authorities. However, after a neighbor reported him, he was detained by officials. This case underscores how easily remote workers can find themselves in serious trouble if they do not have the correct visa, even when their work is purely online and for a foreign company.

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Data breaches during international trips

Another serious risk associated with business trips and work-from-anywhere trips is the heightened likelihood of data breaches.

When working remotely, employees are four times more likely to experience a data breach compared to those who work on-site. Due to lack of knowledge and instructions, many travelers tend to use unsecured public Wi-Fi and store passwords in unprotected documents, which makes them easy targets for cyberattacks. In 2024, the average cost of a data breach was $4.88 million, showing how expensive it can be for employers to fix these issues.

This highlights the need for strong cybersecurity measures: data transfer impact assessment before employees go on a business trip or work-from-anywhere trip, as well as proper guidelines on best practices for managing data securely when working from overseas.

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Lack of work-from-anywhere policy: the perfect environment for ‘hush trips’

Failing to address specific compliance issues, such as the risk of permanent establishment and data security, can prove costly. However, forbidding employees from taking work-from-anywhere trips can be equally problematic. In organizations where such trips are explicitly banned or the topic of work-from-anywhere policy is just not addressed, many employees take matters into their own hands, working from abroad without informing their employer—a practice commonly known as "hush trips." A clear indicator of this trend is the frequent discussions on Reddit forums.

On Reddit, users often ask questions anonymously, and many openly share their plans for extended trips abroad while continuing to work remotely. Common discussion topics include tax obligations, visa requirements, and concerns about Permanent Establishment (PE) risks. For example, one user asked if staying in Portugal for six months would trigger tax issues for her Irish employer, while another wondered if working in China for five months on behalf of a U.S. company could result in a PE issue. In other discussions, users even shared tips on hiding their international location from their employers, including using specific software on company devices.

These conversations reveal that many employees fail to fully grasp the serious implications their ‘hush trips’ can have on their employers. Even when Reddit users acknowledge the risks, many are still willing to take the chance in order to enjoy working from abroad. For employers, these secretive trips pose significant risks—not only from tax and legal perspectives but also in terms of fulfilling their duty of care toward their employees.

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Conclusion

The examples above show that no travelers, regardless of the trip's length or purpose, are immune from scrutiny by authorities. This highlights the critical need for a robust travel policy and trip management process in every organization, covering trip approvals, compliance risk assessments, and the implementation of risk mitigation measures. In the worst cases, failure to ensure that employees travel compliantly can result in significant penalties, fines, or, as in the case from Thailand, even imprisonment.

WorkFlex is committed to helping clients achieve 100% compliance for business trips and work-from-anywhere arrangements. Our solutions enable employers to navigate the complexities of compliance with an all-in-one, automated approach, avoiding the severe consequences of non-compliance.

In companies with global employment, one-size-fits-all solutions simply don’t cut it. At WorkFlex, we understand that no two employment relationships are the same, especially when it comes to cross-border and international workforce. That’s why our all-in-one HR compliance management platform has enhanced capabilities to address four unique employment types – commuters, expats, matrix employees, and remote employees–, ensuring that compliance is never compromised when your employees go on a business trip or work temporarily from abroad.

These special cases require extra caution, and with WorkFlex, we help your business stay compliant while managing the complexities of these employment scenarios with ease.

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Commuters

Commuters live in one country but work in another. This is a common situation in Europe, for instance, where many people live in one country and commute daily to work in another. A notable example is employees who reside in France but work in Switzerland, drawn by economic or personal preferences.  

For these workers, when doing a business trip or working temporary from abroad, tax and social security compliance needs special attention. WorkFlex's risk assessment engine takes these scenarios into account, ensuring that cross-border workers are always compliant with the appropriate tax and social security regulations when going on a trip.

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Expats

Expats are employees temporarily assigned to live and work in a different country. Imagine a German employee who is sent to Japan for two years to help build the company’s operations there. In such cases, expats often remain socially secured in their home country, but their taxation may shift to the host country, either partially or entirely.  

Navigating the tax and social security requirements for expats on a business trip or work-from-anywhere trip requires careful handling. WorkFlex flags these cases and ensures all the necessary documents are prepared, so your expat employees are compliant in both their home and host country, as well as the destination country when doing a business trip or temporary work from abroad trip.  

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Matrix managers

Matrix managers are balancing responsibilities across functional and project-based tasks in different countries.  For example, a director based in Spain may oversee the Latin American market. When these employees travel to the countries they manage, they may trigger not only payroll obligations from day one - especially if their work is directly connected to the local business - but also extended PE risks, data security risks, and more.

Our platform precisely handles the business trips and work-from-anywhere requests of matrix employees, ensuring that every workday in a foreign market is accounted for and compliant with local regulations.

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Remote employees

Remote employees, either employed through an Employer of Record (EoR) model, or directly remotely, add another layer of complexity. In this scenario, an employee lives and works in a different country from their employer but does not regularly commute. For example, a Greek employee may be hired through an EoR by a German company.  

WorkFlex ensures that all cross-border and legal obligations are flagged when your remote workers travel, even when employees are employed remotely, either direct or through a third-party.  

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Why special cases require special attention

Each of these employment scenarios presents unique compliance challenges, especially when it comes to business trips or work-from-anywhere (workation) arrangements. Failing to account for these differences can expose companies to unforeseen compliance risks and legal penalties.

At WorkFlex, our risk assessment engine doesn't just recognize these special cases; it actively manages them. We flag these scenarios, evaluate potential compliance risks across seven risk dimensions (VISA / work entitlement, permanent establishment, wage tax, social security, Posted Worker Directive, labor law and data security), and ensure that the correct measures are taken to stay compliant.

With the click of a button, our platform generates relevant documents, maintains an audit trail, and ensures your business operates smoothly across borders—no matter how complex the employment relationship.

Stay ahead of global HR compliance challenges with WorkFlex, and make sure every type of employee is covered, no matter where or how they work.

Workplace flexibility has become a cornerstone of modern business practices nowadays. While flexible work arrangements are often associated with office-based roles, frontline employees—those working in sectors such as retail, manufacturing, healthcare, and transportation—are increasingly seeking more adaptable work schedules. Implementing flexibility for office workers is relatively straightforward; with the right tools in place, these employees can work remotely without limitations on time or place.

However, the WorkFlex team has frequently encountered objections from employers who argue that introducing a work-from-anywhere scheme would be unfair to frontline employees. While offering flexibility to frontline workers is indeed more complex, it is both possible and necessary. Companies must find effective strategies to provide frontline employees with the flexibility they desire, as doing so is essential for enhancing job satisfaction, retention, and talent attraction.

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The necessity of flexibility for frontline workers

The demand for flexibility spans all job sectors. Recent analyses indicate that a significant factor driving employees to leave frontline positions is the lack of flexible work options. That underscores the urgent need for companies to innovate and offer flexibility, even within the constraints of on-site roles.
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Balancing operational needs with employee flexibility

To successfully integrate flexibility into frontline roles, companies must carefully balance operational requirements with employee needs. Several strategies have proven effective in achieving this balance:

1. Flexible start times: Allow employees to choose their start times within a specified range, helping them accommodate personal commitments.
2. Shift swapping: Enable employees to swap shifts with managerial approval, offering additional flexibility for managing personal responsibilities.
3. Rotating shifts: Offer varied shift times to attract a diverse talent pool, including those seeking part-time or non-traditional hours.
4. Varied workweeks: Implement different workweek structures, such as three 12-hour days or four 10-hour days, to cater to different preferences.
5. Job sharing and gig shifts: Utilize creative solutions like job sharing or integrating gig workers to ensure flexibility while maintaining coverage.
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What employees want: Insights from research

Understanding what employees value in terms of flexibility is crucial for designing effective work arrangements. Research by Gallup reveals key insights into employee preferences:

Preferred flexibility options:

• Choice of work days: Flexibility in choosing their own work days is highly valued by frontline employees, instead of following a rigid schedule.‍
• Condensed workweek (e.g., four days): A condensed workweek with longer workdays appeals to many employees as it allows for extended time off on a weekly basis.‍
• Increased PTO and vacation time: With office employees being eligible for work-from-anywhere schemes, more paid time off and vacation days are top priorities for frontline workers.

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Less Appealing Options:

• Flexible hours: While still important, the appeal of flexible start/end times and short shift lengths is declining. The percentage of employees valuing flexible start and end times dropped from 36% in 2022 to 34% in 2023, and those valuing choice over hours worked decreased from 35% in 2022 to 31% in 2023.

These preferences suggest that while traditional forms of flexibility, such as flexible hours, remain relevant, employees increasingly prioritize options that allow them to better balance their work and personal lives, such as choosing their own work days, length of the workweek, and vacation time.

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Success stories of flexibility in action

Several companies have successfully implemented flexibility strategies for their frontline employees:

1. Amazon’s "Anytime shifts"

Amazon’s "Anytime Shifts" model offers remarkable flexibility for its employees:‍

• ‍Build your schedule on your terms: Employees can work as few as four hours per week and design their schedules to fit their needs.
• Notifications and adjustments: Workers receive shift notifications and updates via their phones, making it easier to stay informed.
• Easy shift management: Employees can cancel shifts in advance without facing questions or penalties.
• Autonomous scheduling: There’s no need to request days off; employees manage their own schedules.

This approach allows Amazon’s frontline workers to tailor their schedules around their personal lives, enhancing job satisfaction. Learn more about Amazon’s Anytime Shifts.

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2. Wickes’ flexible working for store managers

Wickes, the UK’s home improvement retailer, has taken significant steps to introduce flexibility in its store management roles. Following a six-month pilot across 14 stores, Wickes has now rolled out flexible working across its 230 stores nationwide. Partnering with Timewise, Wickes conducted research to understand the barriers to flexible working for store managers and designed a flexible working model that supported managers in delivering their roles with greater flexibility and control over their working patterns.

During the trial, some managers opted to change their working patterns to four longer days in-store, while others chose to flex their hours across the week to better suit their lives. The results were overwhelmingly positive, showing no negative impact on store performance or Key Performance Indicators (KPIs). In fact, 96.5% of store managers participating in the pilot reported being ‘satisfied’ or ‘very satisfied’ with their working hours, a significant increase from 66.5% before the pilot. Learn more about Wickes’ flexible working model.

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Practical tips for implementing flexibility

For companies looking to adopt flexibility for frontline employees, here are actionable tips:

• ‍Understand diverse employee needs: Conduct surveys or focus groups to understand what different segments of your frontline workforce value in terms of flexibility. For example, young parents may value flexible working hours that allow them to do a school run in the afternoon. Students might appreciate the option to work a more condensed workweek, enabling them to balance their job with university lectures. Tailor interventions to these needs for maximum effectiveness.
• Define your flexibility philosophy: Establish a clear philosophy that accommodates diverse employee needs: what is the goal we want to achieve with our flexibility practices? What is in the centre of our philosophy? What outcomes do we expect? This helps in crafting inclusive policies that balance various roles.
• Assess and test flexibility options: Evaluate your operational needs alongside employee preferences to determine which flexibility options to test. Pilot these options and gather feedback.
• Develop a communication strategy: Communicate new flexibility options clearly to supervisors and employees. Provide training and support to ensure smooth implementation. Make sure you address questions various stakeholder groups may have, including frontline employees and office employees, as well as their respective managers.
• Evaluate and track success: Develop systems to track key metrics such as hire rates, turnover rates, and employee satisfaction. Use this data to make informed decisions about the continuation or adjustment of flexibility policies.
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Conclusion

Flexibility is a vital component of modern employment practices, even for roles traditionally requiring physical presence. By adopting innovative strategies and learning from successful examples, companies can enhance job satisfaction, improve retention, and foster a more engaged workforce. Balancing operational needs with flexibility is not only feasible but essential for thriving in today’s competitive job market. With thoughtful implementation and open communication, organizations can create a flexible work environment that benefits both employees and the business as a whole.

Every year, millions of people travel to and from the United States. It is one of the most popular countries in the world for immigration, business, and tourism. If you are not a U.S. citizen, you usually need a visa to enter the country.

Getting a U.S. visa can seem difficult because there are many types of visas and specific rules for each. Whether you’re traveling for business, pleasure, study, or to reunite with family, knowing the different visa types and their requirements is very important. WorkFlex is here to help you with this complex process, ensuring an easy application experience. In this guide, we provide a detailed overview of the main visa categories and how WorkFlex can assist you in securing the right visa for your needs.

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Types of U.S. Visas and Their Requirements

ESTA

The Electronic System for Travel Authorization (ESTA) allows nationals from certain countries to travel to the U.S. for tourism or business for up to 90 days without obtaining a visa. Applicants must apply at least 72 hours before departure. ESTA is valid for two years or until the passport expires.  

ESTA is suitable for short-term tourism, business visits (while only under specific conditions only), or transiting through the U.S. However, those who have visited countries designated as State Sponsors of Terrorism are not eligible and must apply for a visa instead.  

Eligible Countries for ESTA

Citizens from countries including the UK, Australia, Japan, South Korea, and most European nations can apply. See the full, up-to-date list of countries eligible for ESTA in the website of U.S. authorities.

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ESTA and Business travel

When is an ESTA Enough for Business Trips?

Certain conditions have to be met for ESTA to be the right type of visa for a business trip:

• Trip duration: The trip must be 90 days or less. ESTA covers multiple entries, but each stay must not exceed 90 days.
• Traveler's nationality: Only citizens of VWP countries are eligible. These include most European countries, as well as nations like Australia, Japan, and South Korea.
• Purpose of visit: The visit must be strictly for business purposes as defined below. Employment or payment from a U.S. source is not allowed under ESTA.
• Valid passport: Travelers must have an e-passport with a machine-readable zone on the biographic page.

ESTA-eligible business activities planned for the trip include:

• Business Meetings and Consultations: Attending meetings with business associates or consulting with business clients in the U.S.
• Conferences and Conventions: Participating in conventions, conferences, trade shows, or seminars.
• Contract Negotiations: Negotiating contracts without direct engagement in productive employment.
• Short-Term Training: Undertaking short-term training that does not involve hands-on work that directly benefits a U.S. employer.

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When ESTA is Not Enough for Business Trips?

If your business travel involves any of the following, you would need to apply for a B-1 Business Visa instead of using an ESTA:

• Employment or direct income from a U.S. source.
• Staying in the U.S. for more than 90 days.
• Engaging in productive work or hands-on tasks that benefit a U.S. employer.

How WorkFlex Can Assist with ESTA

WorkFlex provides the following services to help you with your ESTA application:

• ‍Application Guidance: Step-by-step instructions on completing the ESTA application correctly. ‍
• Eligibility Check: Ensuring you meet all requirements for an ESTA. ‍
• Issue Resolution: Assistance with any issues that may arise during the application process.
  

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Tourist and Business Visas

B-1 Visa (Business Visitor)

^‍For temporary business-related activities such as meetings, conferences, and negotiations. Applicants must demonstrate a legitimate business purpose and strong ties to their home country. Typically, this visa is granted for up to 6 months.

For business travel, the B-1 Visa is typically required. This visa is suitable for attending conferences, meetings, or negotiating contracts. It does not permit employment or receiving payment from a U.S. source. For longer-term work assignments, other visas like the H-1B or L-1 might be necessary depending on the nature of the work and the relationship with the sponsoring company.

B-2 Visa (Tourist Visitor)

‍For tourism, visiting family and friends, and medical treatment. Applicants need to show intent to return to their home country after their visit. Also this visa is typically granted for up to 6 months.  

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Student and Exchange Visas

F-1 Visa

For academic students enrolled in the U.S. educational institutions. This visa requires a proof of admission, financial support, and intent to return home after studies.

M-1 Visa

For vocational or non-academic students attending technical or vocational schools.

J-1 Visa

For participants in exchange programs, including students, researchers, and professionals. Requires a sponsorship by a designated exchange program.  

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Work Visas

H-1B Visa

For foreign professionals with specialized skills and a job offer in the U.S. Requires employer sponsorship and meeting specific wage requirements. Typically valid for up to 3 years, extendable to a maximum of 6 years.

L-1 Visa

For employees of multinational companies being transferred to U.S. offices. L-1A for managers (up to 7 years), L-1B for employees with specialized knowledge (up to 5 years).  

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Other Specialty Visas

O-1 Visa

For individuals with extraordinary abilities in arts, sciences, sports, or business. Requires demonstration of extraordinary ability and recognition in the field.

E-1 and E-2 Visas

For treaty traders and investors from countries with trade agreements with the U.S.

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‍How WorkFlex Can Assist

Navigating the U.S. visa process can be overwhelming, but WorkFlex helps every step of the way.

Applying for ESTA on your behalf

If an ESTA is sufficient for your specific trip, WorkFlex can do the whole application for you – saving you the manual hassle and time spent for filling out the application forms. Based on the information provided by the employee, WorkFlex inputs all necessary details into the application form, uploads the required documents, and ensures that the visa is sent to both the employee's email address and the HR department.

Handling other types of visa

In case another visa is needed WorkFlex is here to help. Our experienced team provides comprehensive support, including:

• Visa Consultation: Personalized advice to determine the most appropriate visa type for your needs.
• Application Assistance: Guidance through the application process, ensuring all forms and documents are correctly completed and submitted.
• Interview Preparation: Tips and mock interviews to help you prepare for your visa interview with confidence.
• Ongoing Support: Assistance with any issues that arise during the application process, and updates on the status of your application.

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Conclusion

Traveling to the U.S. involves careful planning and preparation, particularly when it comes to securing the right visa. An ESTA can significantly simplify short-term business travel to the U.S. for eligible nationals. For trips involving longer stays or employment activities, a traditional business visa like the B-1 would be necessary.

WorkFlex is here to help you navigate these requirements and ensure a smooth travel experience. Contact us today to start your journey towards obtaining a U.S. visa with confidence and ease.

The European Travel Information and Authorization System (ETIAS) is the new entry regulation for visa-exempt travelers entering Europe. Although ETIAS is not yet operational, its implementation will begin with the EU Entry/Exit System (EES) launch on November 10, 2024, and continue into mid-2025 when ETIAS itself will be fully rolled out.

In this article, we will cover everything you need to know about the upcoming ETIAS requirements, including the application process, eligibility, and important details about its implementation.

Please note: The ETIAS system is not yet live. The official website will start accepting applications in mid-2025. Any website claiming to offer ETIAS services before this date may be fraudulent.

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What is ETIAS?

The European Travel Information and Authorization System (ETIAS) is set to become the new entry requirement for visa-exempt travelers entering Europe. Similar to the electronic authorization system in the United States (ESTA), ETIAS requires visitors with visa-free access to the EU and Schengen member countries to register in the system when traveling to these member states. Once the new system is in place in mid-2025, nationals of approximately 60 countries and territories who do not need a visa to travel to any of the 30 European countries, will have to apply for an ETIAS travel authorisation before starting their trip.

It's important to remember that ETIAS is not a visa; it is more accurately described as a visa-waiver. Like the American ESTA, ETIAS is a travel authorization for travelers who do not require a visa to visit Europe. Under ETIAS, these visitors will undergo additional security checks before being permitted to enter the EU.

There are two main reasons why ETIAS is being introduced:

1. Increasing security: Amidst global challenges, the system aims to identify travelers who may pose a security threat to the EU and prevent them from entering before they arrive at the border.

2. Improving border management: The system seeks to enhance the management of EU country borders and improve travel efficiency.

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Who is required to apply for ETIAS?

Nationals of countries that are visa-exempt when traveling to the EU will need to apply for an ETIAS travel authorization. This includes citizens from the United Kingdom, United States, Canada, Australia, New Zealand, and many other countries. A full list of eligible countries can be found on the official EU website.

While nationals from these visa-exempt countries will need to obtain ETIAS authorization, travelers from certain other countries will still require a Schengen Visa to enter and travel through the 27 Schengen countries. Countries requiring a Schengen visa (and not eligible for the ETIAS visa waiver) include India, China, Russia, Belarus, Turkey, and others. For a full list of countries requiring a Schengen visa, consult the official EU resources here.

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How to apply for ETIAS

Eligible travelers must apply for an ETIAS through the official EU website. Alternatively, businesses with high travel volumes often outsource the application process to services like WorkFlex, which handles ETIAS and similar visa waivers on behalf of your employees.

To apply for ETIAS visa waiver, applicants must have a valid travel document, such as a passport, to which a visa may be affixed. This travel document should not expire within three months of the intended departure and should be no older than 10 years. Please note that not all travel documents are accepted for ETIAS, with specific country requirements available here.

The application process is designed to be straightforward. Submitting the form should take no longer than 10 minutes, and most application decisions will be delivered within minutes. However, processing times can extend up to 4 days if additional checks are required.

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Is entry into the EU guaranteed with ETIAS?

It's important to note that obtaining an ETIAS does not guarantee entry into the Schengen Zone, nor does it grant the right to work in these countries. Applications can be refused for several reasons, including if the applicant:

• Used a travel document that was reported lost, stolen, misappropriated, or invalidated.

• Is considered to pose a security, illegal immigration, or high epidemic risk.

• Fails to respond to a request for additional information or documentation within the given deadline, or fails to attend an interview.

• Has previously been refused entry and stay, accompanied by an alert recorded in the relevant information system.

• Provides data, statements, or documents that raise reasonable doubts about their reliability and veracity.

If an application is refused, the applicant will not be permitted to travel to the EU. However, every person has the right to appeal, and the appeal will be processed by the authorities of the country that refused the application.

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Practicalities of ETIAS

Validity Period of ETIAS

Approved ETIAS applications will be valid for up to three years or until the associated passport expires, whichever comes first. ETIAS is effective for short-term stays of up to 90 days within any 180-day period. If your travel document expires before your ETIAS authorization, you will need to reapply for ETIAS once a new travel document is issued.

Cost of ETIAS

The cost of an ETIAS application will be EUR 7. However, travelers under 18 and over 70 years of age can obtain ETIAS free of charge.

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Conclusion

The European Travel Information and Authorization System (ETIAS) represents a significant shift in the way visa-exempt travelers will enter Europe starting in 2025. By requiring these travelers to register through an easy and quick online process, ETIAS aims to enhance security and improve the efficiency of border management across EU and Schengen Zone countries.

As the implementation of ETIAS approaches, staying informed and preparing in advance will ensure a smooth transition into this new travel authorization system. For further details and the latest updates, follow the WorkFlex Visa Services announcements and the official EU resources.

In the evolving landscape of business travel, a new trend is making waves—'Bleisure', a blend of business and leisure. This concept allows employees to extend their business trips for leisure purposes, creating a more enjoyable and fulfilling travel experience. As the practice gains popularity, it becomes crucial to address its legal aspects and integration into corporate policies effectively.

Based on insights of global mobility experts – Dorothee Schweigart, Director of Compliance and Research Center at Workflex, and Daniel Bartoli, Head of Business Travel at Freenow, a leading mobility app active throughout Europe – in this article we will delve into what Bleisure means, provide a clear definition, share examples, and discuss how to seamlessly incorporate Bleisure into travel guidelines.

By the end of this article, you'll have a comprehensive understanding of Bleisure and practical insights from our experience in crafting policies that support this modern approach to business travel. Let’s explore how companies can embrace and regulate Bleisure to enhance the travel experiences of their employees.

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What is Bleisure? Defining the Blend of Business and Leisure Travel

The term "Bleisure" combines "business" and "leisure," signifying the fusion of business travel with leisure time. Bleisure can include extending a business trip to allow for personal time, often termed as a "workation," where the trip includes both professional engagements and dedicated time for relaxation or exploration.

While the concept might seem straightforward, its implementation and definition can vary significantly across different companies.

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The Growing Importance of Bleisure Travel

The COVID-19 pandemic served as a significant catalyst for the rise of Bleisure. With restrictions impacting regular travel, employees began to value flexible travel options more than ever.

Why is bleisure becoming so popular? To illustrate, imagine a typical scenario where business workshop is scheduled mid-week in Barcelona. Employees traveling from Hamburg can extend their stay over the weekend with minimal additional leave, effectively blending their business obligations with leisure, enriching their travel experience.

This integration of leisure time with business travel not only satisfies the wanderlust of the modern professional but also brings substantial benefits to employers. Companies embracing Bleisure demonstrate a commitment to employee satisfaction, which can lead to increased retention, enhanced employer branding, and a more motivated workforce.

Recent studies, including one by the Global Business Travel Association (GBTA) and research at Freenow, show a notable uptick in both interest and implementation of Bleisure policies. A staggering 82% of travel managers reported increased interest in Bleisure, with business travelers expressing a keen desire for guidelines that support combining business travel with leisure activities.

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Distinction Between Bleisure and Traditional Business Trips

Understanding the distinction between traditional business travel and Bleisure is crucial for both employees and employers looking to adapt to new travel norms.

Traditional business trips are well-defined: the employer organizes the itinerary, which typically includes meetings, accommodations, transport, and allowances for meals. These trips are tightly scheduled with little to no free time for personal activities, and everything from the hotel booking to the class of travel is governed by strict corporate policies.

How does bleisure differ from business trips

In contrast, Bleisure offers a more flexible approach, where the structured schedule of business obligations can be extended to include personal leisure activities. This autonomy changes the dynamics of the trip significantly. While on a business trip, accommodations and activities are usually predefined; during Bleisure, employees have the freedom to choose where to stay and how to spend their free time, whether that's in a hotel, an Airbnb, or even a coworking space. The flexibility has its implications on the compliance risks and other aspects of the trip that we explore further in the article.

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Addressing the Challenges and Opportunities of Bleisure

Despite its popularity, the adoption of Bleisure is not without challenges. Businesses must navigate the complexities of tax implications, social security issues, and compliance with local laws—factors that can complicate the extension of business trips. Additionally, companies need to foster an environment where employees feel comfortable engaging in Bleisure without fear of negative repercussions, ensuring open dialogue and clear guidelines.

As we explore further, we will delve into how businesses can effectively incorporate Bleisure into their travel policies, ensuring a win-win scenario for both the company and its employees.

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Considerations for Bleisure policy creation

Creating effective Bleisure policies involves clarifying the parameters of what is permissible and what responsibilities the employee bears during the leisure portion of the trip. This might include specifying guidelines on allowable expenses, the process for extending stays, and the expectations regarding remote work.

Legal and Tax Considerations

• Visa and Work Permits: Employees need to ensure their stay is legally permissible under the visa regulations of the host country. In the European Union, for example, movement is generally more straightforward due to freedom of movement for residents, but specifics can vary based on the nature of the stay and the activities undertaken.

• Tax Liability: The potential to create a tax liability in the host country depends on the nature of the work performed during the Bleisure days. Generally, short stays do not change tax obligations, but this can vary, especially if significant business activities are conducted.

• Social Security: For European travelers, an A1 certificate is required to confirm that home country social security law applies when working temporarily abroad. Companies need to ensure that these certifications are in place for the entire duration of the trip, covering both business and leisure days.

• Health Insurance: While employees are covered by corporate travel insurance during the business portion of the trip, health coverage for the leisure days might require additional arrangements. Companies often encourage employees to use European Health Insurance Cards (EHIC) or arrange for extended coverage to ensure that medical needs are met throughout the entire trip.

• Employment Practices: Employees should avoid engaging in significant contractual activities that could impose new legal obligations or business risks on the company during their leisure time.

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Other considerations

• Data Security: With the increasing concern for data protection, ensuring secure connections during workations is paramount. Employees should be cautious about using unsecured public Wi-Fi networks, especially when handling sensitive company data. Companies need to provide guidelines and possibly even technical solutions to help employees maintain high security standards while working remotely.

• Financial Implications and Responsibilities: During the Bleisure portion of a trip, financial responsibilities shift. The employer covers expenses directly related to the business aspects, such as flights, accommodations, and per diems for the official duration of the trip. Any additional days taken for leisure, including extended stays or personal activities, must be financed by the employee. This clear delineation helps prevent confusion over expense responsibilities.

Summing up, to effectively integrate Bleisure into corporate travel policies, companies must address these logistical and compliance challenges comprehensively. This includes updating travel guidelines to accommodate the dual nature of Bleisure trips, training employees on the new policies, and ensuring that all legal, tax, and insurance requirements are clearly communicated and understood.

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Start drafting your company’s bleisure policy

As more employees seek to combine business with leisure, it becomes imperative for organizations to adapt their travel policies accordingly. Addressing compliance risks is not just about allowing for flexibility; it’s about doing so responsibly and sustainably. Here’s how companies can ensure they are prepared:

1. Set Clear Guidelines

The first step in managing Bleisure compliance is to establish clear and comprehensive guidelines that define what is permissible. This involves deciding:

• Who can participate: Not all roles are suited for remote work, and not every trip may lend itself to an extension for leisure purposes. Set clear expectations and guidelines on what job roles are eligible for this benefit.

• Activities allowed: Clarifying what employees can do during the Bleisure portion of their trip, whether they are allowed to work remotely or if they should be on vacation, is essential.‍

• Duration and Location: The length of the business trip should influence the permissible duration for Bleisure extensions. Companies must also consider the destinations they deem appropriate for such arrangements.

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2. Communicate and manage risks

Communicating the risks and the measures taken to mitigate them is crucial. Employees should be made aware of the potential legal and safety risks involved in extending their business trips. This includes understanding the implications of local laws, tax obligations, and health and safety standards.

Employers should also prepare for potential emergencies:

• Injury or Illness: What support systems are in place if an employee gets injured or falls ill during the Bleisure portion of their trip?

• Travel Delays or Crises: How should employees handle unexpected travel delays or political crises in their Bleisure destination?

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3. Scenario Planning

Incorporating scenario planning into travel policies can help organizations anticipate and address possible complications. By envisioning various situations, from straightforward extensions to complex legal dilemmas, companies can build robust policies that protect both the business and its employees.

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4. Documentation and Compliance

Ensuring that all Bleisure activities are well-documented is key to compliance. This includes keeping records of communications about the extension, details of the business and leisure activities, and any managerial approvals. Such documentation not only helps in compliance but also aids in resolving any disputes or misunderstandings that might arise.

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Implement the Policy with Effective Tools

To implement these guidelines effectively, organizations might need to consider tools that can help track and manage Bleisure activities. Such tools ensure that both the employer and employee adhere to agreed terms and help in documenting all aspects of the trip for compliance and auditing purposes.

Compliance management tool

WorkFlex addresses the administrative and compliance challenges of Bleisure travel by providing streamlined, integrated solutions for managing the entire duration of a trip. Key contributions by WorkFlex include:

• Comprehensive Trip Documentation: WorkFlex treats each trip as a complete entity, ensuring that all aspects, from business activities to leisure extensions, are thoroughly documented. This holistic approach facilitates smoother management and compliance with both internal policies and regulatory requirements.

• Efficient Management of Compliance Documents: WorkFlex assists in the application and management of necessary documents such as the A1 certificate or Certificate of Coverage for the whole trip. This ensures that employees are properly covered under social security for the entire duration of their travel, regardless of whether they are working or on holiday.

• Dashboard for Documentation and Requests: The platform offers a user-friendly dashboard that allows employers to apply for, manage, and present all relevant travel documentation efficiently. This is particularly useful when dealing with inquiries from tax and social security authorities.

• Flexibility in Travel Planning: WorkFlex’s tools also allow for flexibility in handling the return journey. If the business aspect predominates the trip, the return can be adjusted without complicating the tax implications, thanks to clear documentation and policy adherence.

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Mobility management tool

FreeNow simplifies Bleisure travel by merging private and business mobility needs into a single, user-friendly app:

• Comprehensive Mobility Options: FreeNow covers a wide array of transportation choices including taxis, scooters, e-bikes, mopeds, and public transport across nine countries and 170 cities. This extensive coverage ensures that business travelers can easily find suitable transport options, enhancing their travel experience.

• Flexible Travel Policies: Businesses can configure their travel policies within the FreeNow app to include specific references such as project attributes and cost centers. Importantly for Bleisure, the app allows companies to set restrictions like time blocks or deactivate certain fleets based on risk assessment.

• Incentives for Travelers: FreeNow also offers incentives such as cashback on taxi rides and the ability to collect miles through partnerships like Miles & More. These rewards can be used for personal travel, adding value to the Bleisure experience.

• Single App Convenience: With FreeNow, there is no need to juggle multiple apps or set up separate profiles for different travel needs. Everything from booking a ride for business to exploring a city during a leisure extension can be managed within the same app, providing ease and efficiency.

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Empowering Employees Through Bleisure

By blending business travel with leisure, companies not only enhance the travel experience but also empower their employees to manage their time and work environment. This flexibility is particularly appealing in the modern workforce, where work-life balance and personal well-being are increasingly prioritized.

However, integrating Bleisure into traditional travel policies requires careful consideration of various logistical aspects. It's essential to ensure that both the business and leisure components are clearly defined to avoid confusion over what is covered under corporate policies and what falls under personal responsibility.

Thailand's stunning landscapes, lively cities, spectacular beaches, warm climate, affordability, and vibrant digital nomad scene make it one of the most visited countries in the world. Many nationals from various countries can visit Thailand without a visa. However, it is essential to comply with the legal stay periods and notify Thai authorities accordingly to avoid consequences such as fines, blacklisting, or even detention.

In this guide, learn everything you need to know about a visa-free stay in Thailand without compliance worries.

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Maximum duration of visa-free stay in Thailand

There are over 90 countries whose passport holders are part of Thai exemption schemes or bilateral agreements, allowing them to enter the country without a visa or with a visa on arrival for up to 60 days, increased from the previous limit of 30 days in June 2024. The visa exemption is granted at most twice in a calendar year when entering over land or by sea, but there are no limitations when entering by air. Visa exemption applies to tourism, business, and ad-hoc work purposes.

This list includes EU countries, the United Kingdom, the United States, and many others. The Thai authorities update the list of eligible countries regularly, and you can follow the latest developments on their website.

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How to apply for a visa extension in Thailand

To apply for a visa extension, you will need to visit a nearby Thailand Immigration Bureau office. For a more efficient process without long waiting times, in most regions, you can submit the required documentation online and receive your extension without visiting an immigration office.

What documents to prepare

Documents that you must prepare to apply for a visa extension:

• Passport (with the entry stamp you got when arriving to Thailand).

• Completed TM7 form, the application for extension of temporary stay

• Passport-sized photo that’s been taken less than 6 months ago

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Submitting documents online with e-Extension

e-Extension is an online application system that allows you to extend your stay in Thailand efficiently, without spending time in long queues in any immigration office.

The Thai e-Extension visa procedure is currently available in selected regions: Bangkok, Chiang Mai, Pattaya, Nonthaburi, Pathum Thani, Phuket (Blue Tree only), Samut Prakan, and Surat Thani (Koh Phangan and Koh Samui only). The list of available regions is updated regularly, so please visit the official e-Extension website for any announcements.

The e-Extension portal allows you to submit all required documents and pay the visa fee online. If the application is approved, you will receive the e-Extension via email.

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Submitting documents at the Thailand Immigration Bureau on-site

If the e-Extension service is not available in the region you are visiting, you will need to schedule a physical appointment at the Thailand Immigration Bureau to submit the documents. There are several offices across the country, covering each major region. See a list of Thailand's Immigration Bureau office addresses here.

At the immigration office, authorities will ask you to submit the list of documents mentioned above. While the visa extension process is often completed on the same day, it is recommended to start as early as possible to avoid long lines.

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How much does a visa extension cost

The application fee is 1900 Baht (around EUR 50).

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Staying in Thailand for more than 60 days

Staying in Thailand for more than 60 days is possible. One of the best options for this is the Digital Nomad visa, introduced in June 2024, which allows self-employed remote workers to stay in Thailand for up to five years. However, it's important to note that the process can be more complex, with varying rules based on your nationality, purpose of stay, and other factors.

If you're interested in learning about the options available to you, we would be happy to provide support, ensuring your Thai experience is free of bureaucratic headaches.

In today’s rapidly changing business world, the idea of a flexible work culture, or flex work, has become crucial for employer competitiveness. Recently, Flexa, a company empowering the flexible workplace, and WorkFlex hosted a webinar "Future-Proofing Your Workforce: How to Build a Flexible Culture to Stay Competitive" to explore this crucial topic, highlighting the benefits, challenges, and best practices for implementing flexibility in the workplace.

In this article, we share Flexa's and WorkFlex's insights on creating a flexible working policy—what flexible working is, the key components of a flexible working culture, the benefits, challenges, and solutions of implementing such a company culture, and the compliance and legal considerations employers should address when enabling flexible working practices.

What is flexible working

Flexible work, also known as flex working, is one where employees have the autonomy to choose how, when, and where they work. At its core, flexibility is built on trust—trusting employees to manage their responsibilities without constant oversight. This trust fosters a more engaged, productive, and satisfied workforce, making it a key element in modern business practices.

Key components of flexible working culture

Flexa’s approach to measuring workplace flexibility involves six key areas: location, hours, benefits, work-life balance, autonomy, and role modeling. With 85 million data points from a variety of organizations, from massive corporations to very small companies, Flexa provides a comprehensive overview of what flexibility means to employees and how companies can adapt to these expectations.

1. Location flexibility

The ability to work from various locations, including home, co-working spaces, or even different countries, is a significant aspect of flexibility. Work-from-anywhere policies allow employees to balance personal commitments with professional responsibilities seamlessly.

2. Time flexibility

Flexible hours and asynchronous work models enable employees to choose their working hours, enhancing their work-life balance. According to data from Flexa, retrieved from employers across Europe, there is a growing shift in focus from strict hours to output and results.

Interestingly, 51 percent of people have said that they don't mind whether they have flexible working hours or not. Flexa’s analysis shows a strong correlation between flexibility in location and autonomy and the preference for flexible hours. Thus, location flexibility plays an even stronger role in flexible working policy compared to time flexibility.

3. Variety of benefits

People are increasingly looking for ways to balance their work with their personal lives. Benefits that provide more choice over how we work and live become more and more popular. Traditional perks like free beers on Fridays or similar benefits now feel a bit old-fashioned. Enhanced benefits, such as parental leave, childcare support, and work-from-anywhere schemes, are crucial in supporting a flexible work culture. These benefits help employees manage their personal lives while staying productive and engaged at work.

4. Autonomy

Giving employees control over their work fosters a sense of ownership and responsibility. When employees can manage their tasks without being micromanaged, it leads to higher motivation and better performance.

5. Work-life balance

Supporting employees' well-being is essential. Providing opportunities for a balanced life helps in reducing burnout and increasing overall job satisfaction.

6. Role modeling by leadership

Senior leaders must embody the principles of flexibility. When leadership practices what they preach, it sets a standard for the entire organization and encourages employees to embrace flexible working arrangements.

Benefits of a flexible working culture

Implementing a flexible work culture offers numerous advantages that can significantly enhance a company's performance and employee satisfaction. By embracing flexibility, businesses can attract a diverse talent pool, improve retention, and boost overall productivity. Let's explore some of the key benefits in detail:

1. Improved hiring and retention

Flexible policies attract a diverse and wide-ranging talent pool. The benefits of a diverse workforce are clear: a more innovative, creative, and collaborative culture. However, without flexibility, achieving this diversity can be challenging.

For example, Flexa has observed that companies previously struggling to hire senior-level women or individuals from diverse backgrounds have seen significant improvements in diversity with flexible work policies. To illustrate, data shows that 86 percent of people want some form of flexible working, and this figure rises to 97 percent when looking specifically at women or people of color. Thus, implementing flexible working policies not only broadens the talent pool but also makes it more diverse. 

2. Increased employee satisfaction and productivity

Employees are more satisfied and motivated, leading to better performance and lower turnover rates. When company culture adopts a mindset like, "I don't care if that piece of content took you five hours or three hours to write. What matters is whether the work gets done, and if we're making progress," it significantly boosts motivation among the team.

3. Enhanced business performance

A focus on results rather than rigid schedules fosters innovation and resilience. With flexibility, trust, and autonomy, employees become more connected to the business and are more involved in its success.

Implementing a successful flexible working policy: Challenges and solutions

1. Managerial resistance

While the benefits of flexible work policies are clear, implementing them comes with challenges, particularly managerial resistance. Managers often fear a loss of control. To address this, it's essential to understand their concerns: What are they worried about? What do they think will happen if they approve flexible working requests for everyone?

These fears are often unfounded, as data shows that flexible working can be just as productive, if not more so, while also being more engaging and motivating for employees. It's important to identify which teams are most resistant and understand their specific challenges. For example, sales and customer success teams, which are very customer-facing, may find it harder to adapt to flexible working.

Additionally, managers often fear the complexity of managing different working patterns. Therefore, it’s advisable to implement a company-wide flexible working policy rather than individual arrangements, as this simplifies management and ensures consistency.

2. Consistency in flexible working arrangements

Implementing a blanket flexible working policy across the organization can simplify management and ensure fairness. This approach helps managers handle flexibility more easily, as everyone, including the managers, follows the same guidelines. While it's not feasible to grant every flexible working request, the goal should be to make as many people as happy as possible while still meeting business requirements. Addressing these concerns through training and demonstrating the business benefits of flexibility is crucial for successful implementation. 

3. Impact on early-career employees

Young professionals often need more guidance, and structured onboarding along with regular check-ins can help mitigate this issue. This is where manager training becomes crucial. It's possible for first-time employees or recent graduates to grow, learn, and adapt to work if they have the right manager and tools. However, without proper support, it can be challenging.

Additionally, transparency in the hiring process is essential, especially for fully remote positions. It’s important to ask candidates how they would feel about potentially never meeting their teammates in person, ensuring they are fully aware of what remote work entails.

Compliance and legal considerations of temporary work from abroad

One of the most demanded aspects of flexible working policies is the opportunity to work temporarily from abroad. However, this benefit is also one of the most complicated in terms of compliance. Fortunately, all compliance aspects can be effectively managed by defining specific terms in the work-from-abroad company policy and implementing appropriate risk mitigation measures. Answering several important questions to set up your company policy is a good starting point.‍

1. How many days per year can employees spend abroad?

This can range from 10 to 180 days per year – reviewing the policies of over a hundred employers, WorkFlex has seen a significant variation. For instance, while Adidas allows 10 days, some companies permit up to 180 days. A common threshold is around 30 days, which many employees find comfortable. With 30 days, employees can enjoy multiple extended holidays or work an entire month from another location.

Interestingly, companies with zero-day allowances don't necessarily prevent employees from working abroad; it often means employees take "hush trips" without informing their managers, exposing employers to significant compliance risks. This is not the ideal culture to promote, so being proactive with a proper policy is essential.

2. What is the geographical scope of your flex work abroad policy?

Companies generally adopt one of three policies: 1) Limiting work to the EU (including the UK and Switzerland), 2) Allowing global remote work, 3) Adopting an "EU Plus" model. The"EU Plus" model allows employees to work within the EU and their home country. For example, a developer from India working in the UK could also work from India. This approach ensures the benefit extends to employees with family in other countries, not just those who want to extend holidays in nearby European destinations.

3. What are the specific terms and conditions for flex work abroad?

Establish clear guidelines on what employees need to adhere to while working remotely to avoid any compliance headaches. For example, employees should consider the following: what to keep in mind when entering the destination country, what documentation to carry while abroad, what aspects to consider in terms of working hours, weekends, and holidays to comply with local labor laws, and what to consider regarding internet and data security.

WorkFlex assists its clients in developing best-practice work-from-abroad policy and employee guidelines to manage compliance. By providing expert guidance and reviewing the practices of other employers, WorkFlex helps companies find the best fit for their unique needs.

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Practical steps to start implementing a flexible work culture

By setting clear policies and addressing the above-mentioned compliance considerations, companies can foster a transparent and flexible work environment. Start with implementing some first steps:

1. Survey employees: Understand their needs and preferences through surveys and focus groups.

2. Set realistic policies: Define clear and achievable flexibility policies based on the gathered data. Consider any compliance risks and necessary mitigation measures that are related both to work from home, as well as temporary work from abroad.

3. Trial periods: Implement policies on a trial basis, review their impact, and make necessary adjustments.

4. Transparent communication: Clearly communicate policies and expectations to all employees.

Conclusion

A flexible work culture is not just a trend but a strategic approach to building a resilient, engaged, and productive workforce. By understanding the key components, measuring flexibility, and addressing challenges head-on, companies can create an environment where both the business and its employees thrive.

For more insights and support on developing flexible work policies, Flexa and WorkFlex can help. Visit Flexa's website to measure your current flexibility score and get support on implementing or improving your flexible working culture.

For managing remote work abroad 100% compliantly and with ease, as well as best-practice work-from-anywhere policy templates reach out to WorkFlex team.

Embarking on international (business) travel is thrilling, but it often involves a critical hurdle -securing a travel visa. Unfortunately, this process can be complex, and facing a visa denial can be daunting. Let’s talk about that feeling of nervousness everyone gets every time they are applying for a visa. It’s understandable, there is always a potential risk of rejection.And rejection can be a tough pill to swallow.

Especially requesting a business travel visa can be particularly stressful due to the tight deadlines, even more complex documentation & uncertain outcome. A denied business visa can disrupt important business meetings, conferences, or negotiations, potentially affecting business relationships and opportunities. The stakes, and therefore also the pressure to get it right, are often higher than with leisure travel visas. Further, business travel often involves significant financial investments in flights, accommodations, and other expenses. A denied visa can result in financial losses, adding to the stress of the situation.

Let’s talk about that feeling of nervousness everyone gets every time they are applying for a visa. It’s understandable, there is always a potential risk of rejection. And rejection can be a tough pill to swallow. But let’s not get too worked up about it just yet. In this blog post, we will discuss 5 common reasons for a visa denial. So you can get ready, do your due diligence, and hope for the best. Or you can contact our WorkFlex Visa Services team who will do all the work for you, maximizing your chances of receiving approval.

Let’s dive into it.

Reason 1: Errors in the Application

One of the primary reasons for travel visa denial are errors in the application. Even minor mistakes in your visa application can lead to denial. This includes inconsistencies in personal information, travel details, or discrepancies between your application and supporting documents. Double-check all entries for accuracy before submission.

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Reason 2: Lack of Sufficient Documentation

Another main reason why travel visa applications get denied is insufficient documentation. Embassies require a comprehensive set of documents, including proof of identity, travel itinerary, accommodation bookings, and more. To avoid this issue, ensure all required documents are accurately compiled, up-to-date, and presented in an organized manner.

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Reason 3: Inadequate Interview Performance

The visa interview is critical. Prepare thoroughly, practicing responses to potential questions. During the interview, be honest, clear, and concise. Demonstrating preparedness and sincerity can significantly impact the outcome.

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Reason 4: Doubts on Intent to Return

Visa officers assess whether applicants have strong reasons to return to their home country after their visit. Demonstrating ties such as employment, family, property ownership, or ongoing educational commitments can mitigate concerns. The stronger your ties, the less likely your visa will be denied on these grounds.
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Reason 5: Previous Visa Violations

A history of visa violations or overstays could adversely affect your current application. Address these issues upfront in your application and provide a reasonable explanation or evidence of change.

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Conclusion: Addressing the Core Issues

In summary, while there are numerous factors at play in visa denials, the most critical errors often arise from inaccuracies due to uncertainty (such as incomplete or incorrect documentation, inconsistencies in information, or suspicious travel itineraries) and a lack of sufficient documentation. Understanding these prevalent pitfalls and taking proactive measures to address them can significantly improve your prospects of obtaining a travel visa successfully.

For those looking to ease the stress of dealing with visa applications, outsourcing this task to professional services can be a smart move. Immigration consultants or visa agencies are experts in handling visa procedures. They provide personalized help and support, making the application process smoother. By relying on their knowledge and experience, you can improve your chances of getting your visa approved.

Consider reaching out to trusted immigration consultancy firms or visa services to take the hassle out of visa applications and ensure a smoother journey abroad.

Navigating the visa requirements for your business travels can be quite the puzzle. Do you find yourself asking what type of visa you need or if you even need one at all? And what exactly sets apart a work permit from a business visa?

In today's world, where business trips are becoming shorter but more frequent, and the global business landscape is increasingly interconnected, it's easy to get lost in the maze of visa regulations. To help clear the confusion, here's a concise guide to determine whether you fall under the category of a business visitor or if you might require a work permit or business visa.

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Understanding Business Visas and Work Permits in Detail:

Business Visa:

• Issued for permissible business activities like meetings, conferences, or exploring business opportunities.
• Focuses solely on facilitating business logistics and relations, excluding labor or services.

Work Permit:

• Granted for foreign nationals engaging in paid work or contracted labor.
• Designed for employment purposes, including full-time, part-time, or project-based work.
• Often work permits may require extensive documentation and personal appearances at embassies.
• Obtaining a work permit generally involves a longer and more complex process compared to acquiring a business visa
  

In essence, the choice between a business visa and a work permit hinges on the nature and duration of activities planned in the host country. While work permits suit long-term employment arrangements, business visas offer a streamlined solution for short-term business engagements.
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Summary: Differentiating Between Business Visas and Work Permits

1. Nature of Activities:

  - Work Permit: Primarily intended for employment purposes, a work permit authorizes foreign nationals to work and earn income in a host country. It is tied to a specific job and employer.

  - Business Visa: Designed for individuals engaging in business-related activities such as meetings, conferences, negotiations, or exploring investment opportunities. It does not entail actual employment.

2. Employment Arrangements:

  - Work permits are directly linked to employment, while business visas are for individuals conducting business activities without formal employment.

3. Length of Stay:

  - Business visas typically offer temporary short-term stays, often ranging from 30 to 90 days within a 180-day period. Work permits can be granted for longer durations.

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So in more practical words:

You're likely classified as a Business Visitor if:

- Your trip lasts less than two weeks.
- You've visited the destination country fewer than three times in the last year.
- Your activities during the trip are limited to attending meetings, conferences, trade fairs, or negotiating deals.
- You maintain a residence outside the country you're visiting.
- Your manager operates from a different country.
- Your employment and salary are tied to a company outside the host country.

However, you may need a Work permit or Business Visa if:

- Your trip exceeds two weeks.
- You've frequented the country more than three times in the past year.
- Your work activities extend beyond occasional meetings to day-to-day operations.
- Your activities might lead to profit generation.
- You require technical equipment for your tasks.
- You're managed by someone within the host country.
- Your sole residence is in the country you're visiting.
- Your salary originates from a company within the host country.

When in doubt, it's always wise to consult with your Global Mobility team or Human Resources department before finalizing your travel plans.
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WorkFlex can also help you with this
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For those falling under the category of Business Visitor, it's essential to note that even though a visa might not be necessary based on your nationality or other factors, you still need to ensure compliance with certain requirements:

- Sufficient financial resources to cover expenses during your trip.
- A well-defined itinerary for your time in the host country.
- Adherence to the duration required for the purpose of your visit.
- A valid passport along with additional supporting documents such as an employer validation letter, an invitation letter from your host country, details of accommodation, proof of residence and health coverage in your home country, and a copy of your itinerary.

Understanding the nuances between business visas and work permits empowers individuals and businesses to navigate international travel and employment requirements effectively, ensuring compliance and seamless operations across borders. We hope this concise guide assists you in determining whether you require a work permit for your upcoming business trip. Remember, if you're uncertain about any aspect, it's best to seek advice from your Global Mobility advisor, HR department, or legal counsel before proceeding.

Still have many open questions surrounding visa and business visa?

Check out our other resources or speak directly to one of our consultants


Contact us

What are visa agents? 

Visa agents are professionals or agencies specialized in assisting individuals, businesses, and organizations with the process of obtaining visas for international travel. These agents serve as intermediaries between travelers and the relevant government authorities responsible for issuing visas.

Visa agents offer a range of services to streamline the visa application process, including:

1. Consultation: Visa agents provide guidance and advice on visa requirements, application procedures, and necessary documentation based on the traveler's destination country and purpose of travel.

2. Documentation Assistance: They help travelers prepare and organize the required documentation, such as passport copies, photographs, invitation letters, financial statements, and travel itineraries, ensuring that all necessary paperwork is completed accurately and in accordance with the visa requirements.

3. Application Submission: Visa agents facilitate the submission of visa applications on behalf of travelers, either by submitting them directly to the appropriate consulate or embassy or by assisting travelers in completing online application forms.

4. Follow-Up and Updates: They monitor the progress of visa applications and provide regular updates to travelers on the status of their applications, including any additional requirements or requests for information from the visa issuing authorities.

5. Problem Resolution: In the event of complications or issues with visa applications, such as delays, rejections, or requests for additional documentation, visa agents liaise with the relevant authorities to resolve the problem efficiently and minimize disruptions to travel plans.

Overall, visa agents play a crucial role in simplifying the visa application process, saving travelers time and effort, and ensuring compliance with the requirements of the destination country. They provide valuable expertise and support to individuals, businesses, and organizations seeking to navigate the complexities of international travel.

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What are the benefits of visa agents?
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Visa agents play a crucial role in facilitating business travel visas for several reasons:

1. Expertise and Experience: Visa agents are professionals with in-depth knowledge and experience in navigating the complexities of visa application processes. They understand the specific requirements and nuances of each country's visa regulations, ensuring that applications are completed accurately and efficiently.

2. Time-Saving: Business professionals often have demanding schedules and cannot dedicate the necessary time to research and complete visa applications. Visa agents streamline the process, saving time for both individuals and organizations by handling administrative tasks and ensuring applications are submitted promptly.

3. Reduced Errors: Visa applications require precise information, and even minor mistakes can lead to delays or rejections. Visa agents minimize the risk of errors by guiding applicants through the application process and reviewing documents for accuracy before submission.

4. Stay Updated with Regulations: Visa requirements and regulations can change frequently, posing challenges for businesses to stay informed. Visa agents stay up-to-date with the latest regulations and changes, ensuring that applications comply with current requirements and minimizing the risk of unexpected issues.

5. Personalized Support: Visa agents provide personalized support and assistance throughout the visa application process. They address any questions or concerns, offer guidance on required documentation, and provide updates on the status of applications, providing peace of mind for travelers and employers alike.

Overall, visa agents offer valuable expertise, time-saving benefits, error reduction, regulatory compliance, and personalized support, making them essential partners for businesses seeking to navigate the complexities of business travel visas efficiently and effectively.

Why WorkFlex is more than a visa agent:

WorkFlex surpasses the traditional role of a visa agent by offering a comprehensive suite of services tailored to streamline global travel compliance for corporations. While visa agents typically focus solely on facilitating visa applications, WorkFlex provides a holistic solution for businesses' travel compliance needs. Here's why WorkFlex stands out:

1. Integrated Compliance Platform: WorkFlex offers an all-in-one global compliance platform that extends beyond visa services. In addition to visa management, WorkFlex provides solutions for travel insurance, A1/CoC (Certificates of Coverage), PWD (Posted Worker Directive) compliance, and Duty of Care packages. By integrating these services into a single platform, WorkFlex offers businesses a seamless and efficient solution for managing various compliance requirements related to international travel.

2. Risk Assessment and Automation: WorkFlex leverages advanced technology to conduct risk assessments and automate document generation processes. By analyzing travel itineraries and destination requirements, WorkFlex helps businesses identify potential compliance risks and ensure that all necessary documentation is generated accurately and efficiently.

3. Direct Visa Application: Unlike traditional visa agents that may act solely as intermediaries between travelers and visa issuing authorities, WorkFlex takes a hands-on approach by directly handling visa applications. This direct involvement ensures that applications are submitted promptly and accurately, minimizing the risk of delays or rejections.

4. Expert Guidance and Support: WorkFlex provides expert guidance and personalized support throughout the visa application process. From initial consultation to application submission and follow-up, WorkFlex's team of professionals is available to assist businesses and travelers with any questions or concerns, offering peace of mind and ensuring a smooth travel experience.

In summary, WorkFlex distinguishes itself from traditional visa agents by offering a comprehensive compliance platform, advanced technology solutions, direct involvement in visa applications, and expert guidance and support. By addressing businesses' broader travel compliance needs, WorkFlex provides a one-stop solution for streamlining global travel operations and ensuring regulatory compliance.

Interested in getting to know more information about WorkFlex Visa Services?

Check out our website or directly speak to our team

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The correct paperwork is crucial to doing business across borders. Apostille, corporate legal, and export documentation to eliminate risk, delay, and needless cost.

Are you tired of visa applications turning into bureaucratic nightmares? Say goodbye to endless queues and paperwork, and welcome the era of E-Visas – your passport to hassle-free travel. In this guide, we'll explore everything you need to know about E-Visas, from what they are to how to get them, so you can prepare for your next adventure with ease.

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Understanding E-Visas:

In a world where time is of the essence, E-Visas emerge as the ultimate solution for travelers seeking convenience and efficiency. But what exactly are E-Visas?

E-Visas, or electronic visas, are digital alternatives to traditional visas. Instead of visiting a consulate or embassy, travelers can apply for visas online, complete with payment, and receive approval via email. It's a game-changer for anyone looking to streamline their travel preparations.

Difference Between an Online Visa and a Traditional Visa

The main difference between an online and a paper-based (traditional) visa is that you don’t need to visit an embassy or consulate at all for visa applications over the internet— the entire visa process is done remotely (online), even the visa payment and the issue document. Another significant difference is that traditional visas are issued for short-term and long-term purposes, while eVisas are temporary.

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Which Countries Issue Online Visas?

This list is heavily dependent on your passport and the reason for your trip, among other factors. For example, many nations do not provide E-Visas for business travel; they are solely available for tourists. Also, visas for long-term purposes such as student, work, or family visas, require you to submit a paper-based application and visit the embassy or consulate several times before receiving your permit. Nonetheless, generally speaking, we can state that the tendency is an increasing number of e-visas.
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The benefits of E-Visas:

1. Speed and Convenience: No more waiting in long queues or making multiple trips to visa offices. E-Visas can be obtained from the comfort of your own home, often within just a few days.

2. Accessibility: With E-Visas, the entire application process is digitized, making it accessible to travelers from all corners of the globe. Say goodbye to geographical barriers and hello to seamless travel experiences.

3. Cost-Effectiveness: E-Visas typically have lower processing fees compared to traditional visas, making them a budget-friendly option for travelers looking to save some extra cash for their adventures.

In conclusion, E-Visas represent a significant leap forward in the world of travel, offering speed, convenience, and accessibility like never before. By embracing E-Visas, you can bid farewell to the hassles of traditional visa applications and embark on your journey with confidence.

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How to obtain an E-Visa:

The process of obtaining an E-Visa varies from country to country:

1. Research: Start by researching the visa requirements for your destination country. Not all countries offer E-Visas, so it's essential to confirm eligibility beforehand.

2. Application: Visit the official website of the country's immigration department or consulate and locate the E-Visa section. Follow the instructions to complete the online application, providing necessary details such as passport information and travel itinerary.

3. Document Submission: Prepare the required documents, including a passport photo and a copy of your passport. Ensure that all documents meet the specified criteria to avoid delays or rejection.

4. Payment: Pay the processing fee online using a secure payment gateway. Once payment is confirmed, your application will be processed by the immigration authorities.

5. Approval: Await approval of your E-Visa via email. Once approved, simply print out the E-Visa and carry it with you during your travels.

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Tips for a Smooth E-Visa Experience:

1. Plan Ahead: While E-Visas offer faster processing times, it's still advisable to apply well in advance of your travel dates to avoid any last-minute complications.
2. Double-Check Requirements: Each country has its own set of requirements for E-Visa applications. Make sure you thoroughly read the instructions and provide all necessary documents to avoid delays.
3. Stay Informed: Keep an eye on your email inbox after submitting your application. Communication regarding your E-Visa status will be sent to the email address provided during the application process.
4. Print Your E-Visa: While most countries accept digital copies of E-Visas, it's always a good idea to carry a printed copy, just in case.

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In the realm of digital travel permits, two terms often surface: E-Visas and Electronic Travel Authorizations (ETAs). While they both facilitate entry into specific jurisdictions, understanding their differences can help travelers navigate the visa landscape more effectively.

E-Visas: Streamlined Solutions for Seamless Travel

E-Visas, or electronic visas, are digital versions of traditional visas. They are obtained through an online application process, typically involving submission of passport information, travel itinerary, and supporting documents. Once approved, travelers receive their E-Visas via email, which they can print and present upon arrival at their destination.

Key Features of E-Visas:

- Applied for online
- Requires submission of detailed information and documents
- Approval granted via email
- Often suitable for short-term visits
- Generally designed for single-entry use

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ETAs: Simplifying Entry with Electronic Authorization

On the other hand, Electronic Travel Authorizations (ETAs) operate slightly differently. An ETA is a digital travel permit that allows foreign visitors to register electronically without the need for a traditional visa. While similar to E-Visas in their digital nature, ETAs typically involve a simpler application process and are often used for short-term visits.

Key Features of ETAs:

- Electronic registration for entry
- May not require extensive documentation
- Approval granted digitally
- Often valid for multiple entries
- Designed for short-term visits without the need for a traditional visa stamp

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Understanding the Distinctions

The primary distinction between E-Visas and ETAs lies in their application processes, documentation requirements, and intended use. E-Visas are more comprehensive, requiring detailed information and documentation, while ETAs offer a streamlined alternative for travelers seeking entry for short-term visits. In summary, E-Visas and ETAs represent innovative solutions in the realm of digital travel permits, offering travelers convenient alternatives to traditional visa processes. By understanding the differences between these two systems, you can navigate the visa landscape with confidence and embark on your travels with ease.

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Choosing the Right Option

When planning your travels, it's essential to research the entry requirements of your destination country to determine whether an E-Visa or ETA is the appropriate option. Factors such as duration of stay, frequency of travel, and specific visa policies will influence your decision.

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At WorkFlex, we are at the forefront of helping companies offer compliant temporary work from abroad. Understanding how work from anywhere influences job satisfaction, employment decisions, stress levels, and productivity is crucial to us and the companies we serve. We have asked the employees of our clients and they paint a clear picture of the benefits of  work-from-anywhere schemes.

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Elevated Job Satisfaction

Our findings confirm that work from anywhere schemes are a significant booster for job satisfaction. An overwhelming 96% of the respondents agree or strongly agree that the ability to work from abroad has markedly increased their job satisfaction. This flexibility is a clear path to a happier and more fulfilled workforce.

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A Critical Factor in Job Decisions

When choosing a new job, 97% of the survey participants rated the availability of work from anywhere schemes as an important factor. This sentiment emphasizes that work from anywhere schemes can significantly tip the scales when candidates make employment decisions.

Stress Reduction and Boosted Productivity

Stress reduction and productivity are closely linked, and our survey indicates that 52% of the participants strongly agree that work from anywhere schemes have contributed to reducing their stress levels, while another 35% agree, making it a total of 87% in favour of temporary work abroad positively impacting their work-life balance and productivity.

Note: It's important to acknowledge that, of course, employees speak positively about this benefit. This perspective is shared through the lens of our survey respondents, who primarily consist of employees. HR professionals, who may be more attuned to organizational dynamics, are encouraged to consider these insights in the broader context of their workforce management strategies.

If you are curious which experiences HR professionals made with the topic of work from anywhere, check out the case study of idealo or flix.

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Conclusion

The data speaks volumes: work from anywhere schemes are more than a perk; they are a transformational element of modern employment that can lead to greater job satisfaction, be a decisive factor in employment choices, and contribute to lower stress levels while boosting productivity. These findings are an affirmation for WorkFlex's mission to support companies in crafting work from anywhere schemes that are not only compliant but are instrumental in building a happier and more efficient workforce.

As the workplace continues to evolve, it is clear that flexible working arrangements such as temporary work from abroad are not just a temporary trend but are becoming a staple of the modern work environment.

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*Source: The insights presented are derived from a survey conducted by WorkFlex, which encompassed 71 clients across various industries, totaling 377 individual responses.

After 23 years, sv.net, which allowed companies to apply for the A1 certificate electronically, is now being replaced in Germany.

What does this mean for companies? When will this change overtake effect? How exactly will the process change for companies? What are the costs for using the new software?

You can find the answers and more in this blog post, so thatHR and companies are optimally prepared for the upcoming shutdown of sv.net and the switch to the SV reporting portal on March 1st, 2024. This article also provides a comprehensive insight into the key aspects of the A1 certificate. It also sheds light on why the A1 certificate alone is insufficient to make work and business trips compliant and what compliance risks companies must be aware of.

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First of all: What is an A1 certificate?

The A1 certificate, also known as the A1 certificate, is a document that regulates a person's social security rights within the European Union (EU) and the European Economic Area (EEA). It is important for people who work or are temporarily employed in an EU or EEA country. The A1 certificate shows which social security system applies to these persons and prevents them from having to pay into different social security systems twice. Employees, civil servants and the self-employed regularly require an A1 certificate if they are working temporarily across borders within the EU, Iceland, Liechtenstein, Norway, Switzerland or the United Kingdom of Great Britain and Northern Ireland. This applies to both business trips and workations.

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How to apply for the A1 certificate in Germany until February 29, 2024:

To apply for the A1 certificate, employers and the self-employed have had to submit the application electronically since 2019. There are two main ways to do this: either they use payroll software such as DATEV or LOGA, which forwards the application in a straightforward manner, or they use the sv.net application to submit the application directly electronically. In both cases, the application is automatically forwarded to the responsible social insurance institution.

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Shutdown of sv.net - what does this mean for companies from March 1, 2024?

After 23 years, “sv.net“will be replaced by “SV-Meldeportal”, which enables electronic data exchange with social insurance institutions. Over 500,000 employers carryout around 25 million transactions via sv.net every year. Previously, sv.net was offered by health insurance companies for the exchange of social insurance notifications.

The SV-Meldeportal allows the electronic exchange of notifications, contribution statements, certificates, and applications for employers and the self-employed. Registration in the SV-Meldeportal is required, preferably with an Elster organization certificate or via the BundID.

From March 1, 2024, the A1 certificate for Germany can only be applied for in the SV-Meldeportal. Use of the portal is free of charge until March 31, 2024, after which a user fee will apply, except for the self-employed.

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How exactly will the process change for companies?

The IT Planning Council of the federal and state governments has decided to implement the "Uniform Company Account" based on ELSTER. Companies can set up accounts via the websitemein-unternehmenskonto.de, using the company's tax number. Each company account consists of one or more user accounts that are assigned to individual persons. Upon registration, each user account receives an ELSTER organization certificate by post, which is used not only for the initial registration, but also for each login to the SV-Meldeportal.

From 2024, self-employed persons and employees who wish to use the SV-Meldeportal exclusively for applying for and retrieving A1 certificates can alternatively register and log in via the BundID account. This extended registration in the SV-Meldeportal offers employers secure and user-specific access to the applications and data.

It is important to note that a separate registration is required for each branch, each with its own ELSTER company certificate. However, branches can be merged via mandate management.

In general, data cannot be transferred directly from sv.net to the SV-Meldeportal. Every company must register with the SV-Meldeportal. This also applies to companies that previously applied for their A1 certificates via an integration with payroll accounting software - now they have to do this via the SV-Meldeportal. Automatic forwarding of the data is currently not possible. This means a lot of manual work for companies.

‍A little tip: With the all-in-one software from WorkFlex, you can create A1 certificates within a minute, saving valuable time and money.

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Overview of the registration process

The registration process follows these steps:

1. call up the SV registration portal

2. complete registration for use via "My company account"

3. authenticate in the SV-Meldeportal with the ELSTER certificate

4. enter company number and company data

5. receive letter of authorization with activation code by post

6. enter the activation code

7. release the SV-Meldeportal for use

After successful registration, the SV-Meldeportal can be used without restriction. The ELSTER certificate with which the company has registered is required for each login.

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What are the costs for using the SV-Meldeportal?

The use of the social insurance notification portal is subject to variable fees that vary depending on the number of company numbers required by the company for the transmission of social insurance notifications. There are two user groups: the single-client variant and the multi-client variant. Reduced fees apply until March 2024. Companies that register before March 31, 2024 are free of charge for the years 2023 and 2024. Fees will apply from January 1, 2025. If you register before this date, the multi-client variant automatically applies, which enables data exchange for several company numbers. In the fall of 2024, users must choose one of the two variants for which a fee will be charged from January 2025. The costs are 36 euros plus VAT for a single company number and 99 euros plus VAT for multiple company numbers, each for a period of 36 months. There is no limit to the exchange of social security notifications.

More data security with the SV reporting portal

The significant difference to sv.net is that data security is considerably higher for companies and employees due to registration via the ELSTER organization certificate on the SV-Meldeportal. Other countries such as the Netherlands, Belgium, Sweden and the United Kingdom have already been introducing much more advanced and thorough processes for years to ensure that data is better protected. Germany is now following suit with the SV-Meldeportal.

Apply for A1 certificates with WorkFlex

If you are looking for an uncomplicated and automated solution for applying for your A1 certificates, WorkFlex software is the perfect solution. With our software, you can apply for A1 certificates in less than a minute - without any extra effort for business trips.

Through our integrations with travel booking tools such as TravelPerk, Navan etc., all relevant compliance documents for business trips are automatically generated by WorkFlex - without any extra effort for HR or the business traveler.

If an A1 certificate is required for a workation, the employee only has to enter the relevant data on the platform. This takes about 2 minutes. After the manager's approval, we take care of creating all the necessary documents. With WorkFlex, you can make the A1 certificate process 95% more efficient and save valuable time. It also minimizes the risk of processing errors - in the event of an error, WorkFlex assumes liability.

German Webinar on the topic:

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IMPORTANT: An A1 certificate does not protect against compliance penalties

An A1 certificate alone makes a business trip or workation legally compliant.

Although the A1 certificate is a crucial document for compliance in the case of workations and business trips, it alone is not enough to make a workation or business trip "legally compliant". There are several other compliance risks that companies must check and observe in relation to workations and business trips to avoid high penalties and fines.

Companies are aware of the legal situation concerning business trips. However, the legal situation abroad is often unclear, particularly in the context of the increasingly popular "workations". One challenge is that the relevant laws and regulations were not written specifically for"workations". On the contrary, they were written long before the concept of temporary work abroad even emerged.

In general, companies need to consider all 8 risks individually for each workation or business trip: Establishment Risk, Payroll Tax, Social Security, Insurance, Labor Law, Visa & Work Authorization, Posting of Workers Directive (PWD), and Data Protection.

If you would like to know more details about the individual risks, their complexity, and their legal and tax consequences, please take a look at our Compliance Handbook

- or talk directly to one of our WorkFlex consultants to get a more in-depth consultation tailored to your needs!

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In the era of remote work and digital connectivity, the world has become our office, with boundaries stretching from the sandy beaches of Mexico 🏖️ to the bustling cities of the United States 🌆 and Argentina 🇦🇷. However, for those of us residing in Central European Time (CET) and working with teams based in this time zone, bridging the gap with colleagues across multiple time zones can be a challenging task.

Working from amazing destinations such as Mexico, the US or Argentina would entail being between 4 and 9 hours behind the Central European Time (CET)!

So, how do you ensure that you're not just keeping up but thriving in a global workforce where the early bird catches the worm? Get ready to rise and shine, Americas, because we've got some valuable tips to help you navigate the world of work across time zones.

☀️ Get Up Early, Stay Ahead: Whether your company use asynchronous or synchronous communication methods, the sooner you wake up, the better. This helps ensure effective communication without causing disruptions to everyone's daily routines. 

🗣️ Transparent Communication is Key: Being transparent about your schedule is crucial. Let your team know where you are, which tasks need immediate attention, and which ones can be managed flexibly. By indicating your most accessible hours and when you may be less responsive due to the time difference, you ensure that everyone is on the same page.

⏰ Embrace the Down Time: One unique advantage of working across time zones is the opportunity to use the downtime effectively. Many employees find that working when others are off is incredibly productive, thanks to uninterrupted focus and fewer interruptions.

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🤝 Prioritize Tasks: Organize your workday by prioritizing tasks. Focus on important or time-sensitive assignments during the overlapping hours with your European team to facilitate real-time collaboration and foster a sense of unity.

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📅 Regular check-ins: Scheduling weekly check-ins with your team or manager tobe updated is essential. These check-ins help maintain open communication andensure everyone is on the same page despite the time difference. 

⏰ Use Time Zone Converters: Utilize online tools or applications to easily convert time zones. This will help you coordinate meetings and deadlines more effectively.

🌿 Self-Care Matters: Working with a significant time zone difference can be mentally andphysically demanding. Ensure you take care of your health and well-being bymaintaining a balanced work-life routine. Consider blocking out certain hours in your calendar to allow for rest and rejuvenation.

By following these tips and embracing the opportunitiesthat come with it, you can tap into higher levels of productivity whileenjoying the amazing landscapes and experiences that the Americas have tooffer. So, rise and shine, America, and let your proactive, persistent, andoptimistic spirit soar across time zones, making your mark on the world ofwork! 🚀🌍

So, whether you choose to seize the dawn or embrace the night, your workation in Asia can be a rewarding adventure. It's all about finding your rhythm and making the most of every moment. 🌏✨

We wish you a wonderful workation! WorkFlex employees have worked remotely from India, Indonesia, Thailand, Japan, Korea, Singapore and many more countries in Asia.
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Check out our other blog entries on workation advice.

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Can you picture yourself waking up on a sandy beach in Thailand? What about taking your lunch break in the bustling Gangnam district in Seoul? Yet, there is an issue hindering these unique moments: time differences. Effectively managing work when dealing with significant time differences, such as those EU employees face when taking a workation from Asia, requires a strategic approach to ensure productivity and team cohesion.  

Working from destinations such as Japan, Thailand, or South Korea entail being between 7 and 9 hours ahead of Central European Time (CET)! Let’s face it, also quite a challenging time difference. 😅

But since each person has their own way of working and its productivity peak, so depending on if you are an early bird or a night owl some destinations will fit better than others. Working from Asia can actually be the solution for the one's that feel more productive working late at night - the Night owls 🌃🦉

Generally, “night owl” people are more goal-oriented, creative, and indulgent and can also benefit from time differences for higher levels of productivity. 🚀

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Here are 7 tips that can help you work from Asia to make sure you can make the most from your workation:

🗓️ Adapt your schedule:  
If possible, align your work hours with the core working hours of your team in the CET zone, this will mean working during the evening but by adjusting your daily routine, a good coordination flow can be achieved. Try to schedule meetings during the CET morning hours to align with your team's working hours in the CET zone. After 4 pm, it can be quite late, so keeping your afternoons flexible is a good strategy.

🚫 Don't look at your mails & messages right in the morning:
To avoid feeling like you're working all day and night, it's essential to give yourself some time in the morning to relax and clear your mind. Starting work too early can lead to burnout.

☀ Enjoy the whole morning:
Instead use the time for exploring, trying local food, or going shopping. During the morning is pretty convenient to enjoy your working days. But also, you can simply spend some time laying in bed, after all, you don’t need to wake up early to go to the office.

🏢  Check if co-working spaces are open 24/7: It's easy to forget that not all co-working spaces have round-the-clock access, so make sure you find one that suits your working hours and preferences.

🚶Take breaks and prioritize well-being:  
Nights can be tough even for night owls, so take breaks when needed and prioritize a healthy work-life balance. ⚖️

📊  Balance your workload:
Avoid overloading yourself with work before starting your day. Consider splitting your week into a mix of "normal life days" and "tourist days" to maintain a healthy work-life balance.

🛏️ Wind down before bed:  
To ensure a good night's sleep and clear your mind, try to stop working at least 30-60 minutes before going to bed. Establishing a bedtime routine like meditation, a short walk, or journaling can be helpful in winding down after work.

So, whether you choose to seize the dawn or embrace the night, your workation in Asia can be a rewarding adventure. It's all about finding your rhythm and making the most of every moment. 🌏✨

We wish you a wonderful workation! WorkFlex employees have worked remotely from India, Indonesia, Thailand, Japan, Korea, Singapore and many more countries in Asia.

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Check out our other blog entries on workation advice.

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WorkFlex’s current two solutions cover two types of temporarily work from abroad, namely Workation and Business Travel.

The new work horizon made these two distinct yet intertwined concepts prominent. As business travel has long been a cornerstone of professional life. It involves individuals journeying to different locations for work-related purposes such as meetings, conferences, and client visits.  

On the other hand, Workations have been the rising star in employees’ demanded benefits, occupying the second place after salary in recent polls. While there are huge similarities between these two mobile work from abroad, still, it is pretty straightforward to distinguish between them from both employers’ and employees’ perspectives. Complications mainly erupt when employers try to measure and mitigate key compliance exposures for both concepts.  

In this blog post, we'll explore the differences between business travel and workation from an HR and employer perspective, shedding light on what employers need to be mindful of and how to effectively regulate these practices.

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How to distinguish between Business Travel and Workation

Distinguishing between business travel and workation is not hard at all as there are multiple differentiating factors such as considering the primary intent of the trip, the duration of stay, the location and setting, work schedule flexibility, expense allocation, the nature of formal business meetings, and adherence to company policies. However, one can say that main determining factors are the sponsorship and trip objective.

Expenses incurred during business travel are generally reimbursed by the employer and are directly related to work activities. However, expenses during workation are typically borne by the employee, as the primary purpose is leisure while it really entails a blend of work and personal enjoyment.  

Intersecting yet different compliance exposures for employers in business travels and workations

Defining and assessing compliance risk dimensions for business travels and workations by employers and HR personnel could be overwhelming and very expensive. Especially, if they want to implement a solution by applying risk mitigating measures for each risk dimension.  

The common regulatory compliance exposures for both business travels and workations could be piled in the following categories:

1- Tax Implications
2- Social Security
3- Labor Law and PWD
4- Work Entitlement
5- Data Protection

Despite the fact that these risk dimensions are common for both solutions, they significantly differ when it comes to its assessment. Tax implications for instance could be stricter for workations and more lenient for business travels, given the fact that BTs usually involve shorter trips than workations. Short-term business travel, such as attending meetings or conferences, usually does not create a Permanent Establishment. Most tax treaties have provisions that exempt short-term activities from triggering PE. Such as Paragraph 6 of Article 5 of the OECD Model Tax Convention which serves as a basis for many bilateral tax treaties. This paragraph specifically addresses exemptions for certain short-term activities.  

On the contrary, work entitlement, labor law and PWD could be stricter for BT and more lenient for workations, given the fact that the main purpose of the workation trip is leisure and the business activities comes as an auxiliary.  

Yet, there are other aspects that must be taken into consideration by employers for each solution separately such duty of care and expense management for business travels and performance management for workations.  

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Business Travel: A Strategic Corporate Endeavor

1. Duty of Care: The safety and well-being of employees during business travel is paramount. Employers must establish comprehensive duty of care measures, including emergency assistance and medical support. Also, a travel health insurance is necessary to the extent of being mandatory in this case, especially in case of the absence of a social security treaty between the home and destination country. That’s why Workflex provides a THI to each BT request as soon as it concludes its compliance summary.  

2. Expense Management: Employers shall consider implementing robust systems for managing and reimbursing travel expenses. This includes clear guidelines on what expenses are eligible for reimbursement and a streamlined process for submitting and approving expense reports.

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Workation: Balancing Flexibility and Work

Performance Management: One of the employers’ main concerns is clearly define expectations for work deliverables during workation, including deadlines and communication protocols. Also, the time difference plays a vital part in defining communication protocols deliverables in this regard. While HR could assess this on a case-by-case basis in small companies, it is impossible to regulate it in big enterprises. WorkFlex presents the solution in granting the line managers the ability to assess different situations and work expectations for their team members by enabling them to approve or reject employees’ request by a click of a mouse in a robust, automated and time-saving software product.  

In conclusion, finding the right balance between business travel and workation is essential. Most importantly, keeping a robust, efficient system for enabling employees to do both with ensuring compliance and avoiding legal and administrative exposures could be overwhelming.  

At WorkFlex, we don't just assess compliance risks; we proactively implement solutions to ensure a seamless experience for both business travels and workations.

Our comprehensive approach encompasses everything from thorough compliance risk assessments to the issuance of travel health insurance. We go the extra mile by incorporating essential risk-mitigating measures, including Transfer Impact Assessments (TIAs) for robust data protection, detailed visa instructions for hassle-free travel, and social security certificates to address critical regulatory considerations. Moreover, we bear legal-financial responsibility in case a workation or a business travel went wrong.

Check out our brand new “NO TOUCH” business travel solution here.

When the winter chill has you dreaming of warmer horizons but your vacation days are limited, workations might be your answer. This harmonious blend of work and vacation enables you to temporarily set up your office in sun-soaked destinations, providing not only relief from the cold temperatures but also a unique opportunity to explore faraway lands, dive into new cultures, learn anew language, and immerse yourself in the daily life of a distant country.

Here are our handpicked workation destinations outside Europe, carefully chosen for their warm weather, affordability, beachy vibes, and high quality of life:

Let's dive into the top 5 workation destinations overseas:

‍Colombia 🇨🇴
Colombia has it all, and there's something for every traveler. From the buzzing techno parties in Bogota to the serene beaches in Palomino.

Look for flexible workspaces in popular cities like Medellin or Bogota. These often provide a conducive environment for work and networking. Take advantage of weekends or short breaks to explore Colombia's diverse landscapes, from the Amazon rainforest to the Caribbean beaches.

🌃 𝗕𝗼𝗴𝗼𝘁𝗮: If you're a techno music enthusiast like Anneke, Bogota is the place to be. The city's nightlife is on fire with some of the best techno parties that'll keep you grooving all night long. Don't miss out on this electrifying experience!

🏞️ 𝗠𝗲𝗱𝗲𝗹𝗹𝗶́n: Medellin is not just about the city; it's also about the breathtaking nature nearby. Head to El Peñón de Guatapé for stunning views and a climb you won't forget. Getting there by bus from Medellin is easy, and the journey is as scenic as the destination.

🏖️ 𝗖𝗮𝗿𝘁𝗮𝗴𝗲𝗻𝗮: This city is a work of art itself. Every corner is a splash of color, and the city tours will take you through its vibrant history. If you're into art and colors, Cartagena is a must-visit destination.

🌴 𝗦𝗮𝗻𝘁𝗮 𝗠𝗮𝗿𝘁𝗮: This city offers a unique co-living experience at Belafonte.With a co-working space, reliable internet, air conditioning, and even rooftop pool access, you can balance work and relaxation. Plus, the opportunity for yoga and dance classes! Don't miss visiting Santa Marta and exploring the nearby Minca for hiking adventures.

🏖️ 𝗣𝗮𝗹𝗼𝗺𝗶𝗻𝗼: A gem close to the Tayrona national park, Palomino boasts a beautiful beach.The tubing tour on the Rio de Palomino is a must-try adventure. You can even sleep in tiny cottages right on the beach, with breathtaking sunsets as your backdrop.

While Colombia has made great strides in improving safety, it's essential to stay vigilant. Stick to well-traveled areas and be cautious with belongings.

More questions around working in Colombia? Don't hesitate and write Anneke van Krevel via LinkedIn.

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Mexico🇲🇽

With its amazing beaches, Mexican cuisine, laid-back lifestyle, picturesque cities, and fantastic opportunities for road trips and hikes, Mexico is a great workation destination - also to refreshen your Spanish skills - or our 𝗣𝗿𝗼 𝗧𝗶𝗽: Learn some basic Spanish skills to get in touch with the locals and culture as well as to pay local prices. Your efforts will earn smiles from the ever-friendly locals!

Mexico is one of the most popular digital nomad destinations, therefore co-working spaces are also becoming popular in major cities! Also, ensure a stable internet connection by checking reviews or asking locals for the best Wi-Fi spots to guarantee stress-free working! 

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Especially Playa del Carmen is recommended by our BDR and Workation Pro Christina Graf, who began to work remotely due to her love for Mexico. Playa del Carmen won her heart as it is the home of 𝗺𝗮𝗻𝘆 𝗱𝗶𝗴𝗶𝘁𝗮𝗹 𝗻𝗼𝗺𝗮𝗱𝘀 (thus, perfect internet connection), but it also has great 𝗠𝗲𝘅𝗶𝗰𝗮𝗻 𝗲𝗻𝗲𝗿𝗴𝘆. Whether you're sipping coconut water by the shore or cold-calling from a terrace with a view, Playa del Carmen seamlessly merges work and play. 🏖🌴

Here are Christina's 𝘁𝗼𝗽 𝘁𝗶𝗽𝘀 for making the most out of your Workation in Playa del Carmen:

🤫 𝗔𝘃𝗼𝗶𝗱 𝘀𝘁𝗮𝘆𝗶𝗻𝗴 𝗼𝗻 𝗤𝘂𝗶𝗻𝘁𝗮 𝗔𝘃𝗲𝗻𝗶𝗱𝗮: It is loud, busy, expensive and not good to work from. Seeking a quieter workspace? Swap the buzz of Quinta Avenida for the serenity behind 15.Avenida.

🌄 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗬𝘂𝗰𝗮𝘁𝗮́𝗻: See the upside of the time zone differences and embrace your new schedule to uncover more of Mexico's treasures. Dive into journeys from Holbox to Bacalar, discover the secrets of cristal-clear cenotes, stand amazed at Chichen Itza, and dive into the cultural tapestry of Valladolid and Merida.

☕ 𝗖𝗮𝗳𝗲́ 𝘄𝗶𝘁𝗵 𝗮 𝘃𝗶𝗲𝘄: Yearning for fresh inspiration? Playa's got your back. Swing by ChouxChoux Cafe, Peace and Bowl, Basic Foodie, Marley Coffee, and Fresco Habito for a taste of local vibes and a dash of productivity.

🌮 𝗘𝗮𝘁 𝘆𝗼𝘂𝗿 𝘄𝗮𝘆 𝘁𝗵𝗿𝗼𝘂𝗴𝗵 𝗠𝗲𝘅𝗶𝗰𝗼: Tough work calls for delightful bites! From local wonders to global flavors, Playa del Carmen has your taste journey sorted. Christina's favorite places are Ay Taco, Peace & Bowl, Falafel Nessya, Don Mario Les Amis, and El Doctorcito

Mexico's kitchen is one of the only kitchens protected by the UNESCO. Don't be afraid to eat local food from the street stalls. Embrace the local culture by trying traditional dishes, learning basic Spanish phrases, and participating in local events or festivals! This way your workation allows you to really get away from your routine in the home-office.

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Other great cities to visit and work from in Mexico are:
- Puerto Escondido
- Mexico City
- Oaxaca
- La Paz in Baja California
- Monterrey

You are afraid of the time difference?
It can actually be used greatly to your advantage! Start early, so that you basically have the whole day off to explore Mexico's wonders during your off-hours, whether it's visiting ancient ruins, exploring cenotes, or enjoying vibrant street markets.

If you have more questions on that, don't hesitate to reach out to Christina Graf who regularly works from Mexico.

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‍Thailand 🇹🇭
Thailand, with its friendly locals, dreamy beaches, paradise islands and bustling cities has long been a popular destination for tourists and digital nomads. The cheap flights, excellent street food and first class hotels and restaurants make it the ideal spot for a workation.

The climate is warm all year round, and the dry season is especially popular to escape winter in the Northern hemisphere. But Thailand is more than parties, beaches and boat tours. It also offers a great opportunity to immerse yourself in a rich culture.

Particularly Bangkok stands as a magnet for travellers of all types. One of the biggest airports in Southeast Asia makes it a hub for business and leisure, with as much as 22 Million visitors per year. It offers various advantages for digital nomads:

• High-speed internet and Wi-Fi in almost all public spaces
• Big digital nomad and expat community
• Fast public transport (AirTrain and Metro) to avoid the crazy traffic
• A never-ending number of attractions to explore
• Co-working spaces

When in Bangkok, make sure to check out these locations:

1.  Grand Palace: Immerse yourself in Thai history and culture at this iconic landmark
2. Wat Arun: Experience the stunning beauty of the Temple of Dawn, especially during sunset
3. Chatuchak Weekend Market: Shop for unique finds and enjoy the vibrant atmosphere of one of the world's largest markets
4. Chao Phraya River: Take a boat ride to witness Bangkok's skyline and discover riverside attractions
5. Lumpini Park: Escape the urban hustle and bustle with a stroll in this green oasis
6. Khao San Road: Enjoy the lively atmosphere, street performances, and diverse nightlife options
7. Take a tuk-tuk ride: Dive into the local experience with this iconic mode of transportation
8. MBK Center: Explore one of the many malls and enjoy the atmosphere of luxury
9. Octave rooftop: See Bangkok from above like nowhere else at this elegant rooftop bar
10. Floating Market: Visit one of these unique markets where local goods are sold on boats

Thailand perfectly blends tradition and progress and offers many reasons to place it on top of your travel list.

More questions around Thailand? Reach out to our BDR Nathalie Eder

And last but not least: Indonesia - Bali 🇮🇩‍

Bali, the perfect blend of nature, culture, and a vibrant digital nomad community, offers an ideal backdrop for work and relaxation. From Uluwatu's pristine beauty to Canggu's energetic vibe and Ubud's spiritual atmosphere, Bali caters to diverse preferences.

Enjoy seamless work-life integration with co-working spaces, high-speed internet, and a lively expat community. Bali isn't just a destination; it's a hub for self-discovery, offering workshops in breath work, Kundalini, dance, and yoga. For a break, explore Bali's renowned surf spots or unwind on picturesque beaches with breathtaking sunsets. Immerse yourself in Balinese traditions, attend local ceremonies, and savor authentic delicacies.

Beyond work, Bali's landscape invites adventures, from volcanoes and rice fields to temples and nearby islands like Gili and Nusa Penida. Bali captivates with its harmonious blend of work and leisure, making it an irresistible destination.

Our Growth Marketing Manager Anna Dung has worked several months from Bali. Here she has summarized her learnings:
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‍Best places to stay & work:
- Ubud is known for its art and cultural heritage with the Tegallalang Rice Terraces and the Sacred Monkey Forest Sanctuary

- Seminyak is a trendy area known for its upscale shopping, dining, and nightlife.

- Canggu, the haven for digital nomads

- Lovina, on Bali's north coast, is known for its black sand beaches and dolphin-watching tours. It offers a more relaxed and quieter atmosphere

Our Must Visit’s:
‍- Jatiluwih Rice Terraces: These UNESCO-listed rice terraces in central Bali provide stunning panoramic views. It's a peaceful area to explore and learn about traditional Balinese agriculture.

- Tanah Lot: A sea temple perched on a rock formation, providing spectacular sunset views. The temple is a significant cultural and pilgrimage site.

- Nusa Penida is known for its pristine beaches, unique landscapes, and popular sites like Kelingking Beach, Angel's Billabong, and Broken Beach.

- Uluwatu Temple offers stunning views of theIndian Ocean. It's famous for its traditional Kecak dance performances at sunset.
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🏡Logistics of Bali Living:

Accommodation: Rooms with pool, aircon, and breakfast range from €25-35 per night. Monthly stays can cost around €450.

Coworking Space: Daily rates of €10-15, with cheaper monthly passes.

Scooter Rental: €3-5 per day, more cost-effective for long-term rentals.

Private Driver: A day's service costs around €45 for up to 6 people.

Street Food: Nasi Champur or Mie Goreng can cost €2-4.

!Attention! 🌧️ Rainy season starts in November and ends in Feburary/March. During the rainy season it can rain a lot - and sometimes it doesn’t only rain for 1 hour. Starting inMay/June the island gets more crowded & prices rise. More and moreAustralians are escaping the winter. InAnna Dung’s and Anna Scheck’s opinion: March-May and September-November are the best times to work remotely from Bali.

More questions around Bali? Reach out to our Bali Experts Anna Scheck or Anna Dung via LinkedIn

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South Africa  🇿🇦

South Africa, with its diverse landscapes and rich cultural heritage, has become a sought-after destination for workations. Here are some reasons why South Africa should be at the top of your travel list:

Most importantly for work, South Africa has well-established infrastructure, including reliable internet connectivity, co-working spaces, and amenities conducive to remote work.

And the other big plus compared to other overseas destinations: The Time Zone advantage. If your team is normally working in European time, you would have a maximum of 2 hour difference.

Also, for the free time South Africa offers a variety. The country provides ample opportunities for outdoor activities, including wildlife safaris, hiking trails, and water sports, allowing workationers to balance work with recreational adventures. For not so outdoorsy persons, South Africa offers also a unique blend of cultures, languages, and traditions, providing a culturally enriching experience for workationers due to ist rich history. For that, make sure to engage with locals to gain insights into South Africa's rich history and diverse cultures. Attend cultural events or visit museums during your downtime

If in Cape Town, explore the unique neighborhoods, indulge in the local cuisine, and take the cable car to TableMountain for breathtaking views. Plan weekend getaways to nearby destinations like the Winelands or the Garden Route for a refreshing break from work.

Pro Tip for Accommodations:
Ensure your accommodation has a generator or solar panels. Cape Town experiences frequent power outages, sometimes lasting for several hours. Having a reliable power source is crucial for uninterrupted work.

Airbnb offers several beautiful houses with solar panels and private pools for a relaxing midday break. Neighbourgood has been recommended as a co-living option.

What to see in and near Capetown in your freetime:

🌈 Bo-Kaap: Capture stunning photos of the colorful houses

🏖 Clifton Beach: Enjoy the white sandy beach with mountains as a backdrop

⛰ Hiking: Tackle Table Mountain, Lions Head, and Signal Hill at sunset‍

🌿 Kirstenbosch Botanical Garden: Relax in this beautiful botanical garden‍

🚗 Chapman's Peak Drive: Drive along this scenic route

🌊 Cape of Good Hope: Witness the meeting point of the Atlantic and Indian Oceans‍

🐧 Boulders Beach: Encounter penguins in their natural habitat

🍷 Stellenbosch: Try wine tasting in this charming town

🚗 Garden Route: Explore this picturesque coastal drive ‍

🦁 Safari: Embark on a safari adventure for a unique wildlife experience

From stunning beaches to majestic mountains and vibrant cities,South Africa boasts diverse landscapes that provide an inspiring backdrop for work. The country provides ample opportunities for outdoor activities, including wildlife safaris, hiking trails, and water sports, allowing workationers to balance work with recreational adventures.

More questions around South Africa? Don't hesitate and write Anna Dung and Anneke van Krevel via LinkedIn.

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Remember, the key to a successful workation is finding the right balance between work and leisure, allowing you to not only meet your professional commitments but also create lasting memories in these incredible destinations. Happy workationing! 🌴✨

But don't forget to check with your employer beforehand to make sure to have an A1 certificate and valid travel health insurance when going on workation. Safe travels!

The time-difference is holding you back? We also have great recommendations for European Destinations, in which you can escape the cold! ‍

Now you know where to go? Check out our workation tips to make the most of your workation!

·     How to organize a workation - Insights from a serial workationer

·     The ultimate 5 Step Guide to your Workation

·     7 Mistakes to avoid on your Workation!

With the right balance, you can turn your workation into a memorable experience, leaving the winter chill far behind. Cheers to new adventures and the freedom to work from wherever the sun shines brightest! 🌞✈️

Looking to escape the autumn/winter blues? But you don’t have enough vacation days left? Workations might be your answer.

What exactly is a workation?
‍It's the brilliant fusion of work and vacation, that enables you to work temporarily from sun-soaked destinations. It’s not a fully-fledged holiday where you can start on the cocktails at 11am, because you will still have emails to do and tasks to action, but it does offer a change of scenery with warmer temperatures and the chance to relax away from home outside working hours.

Why these destinations?
In a nutshell: Because of sunny weather, warm temperatures, affordability, beach, and a high quality of life—and on top a maximum of 1-hour time difference!

Now let's delve into our favorite winter escape options in Europe that are tailor-made for a workation:
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Andalucía 🇪🇸
With its amazing beaches, Spanish cuisine, laid-back lifestyle, picturesque cities, and fantastic opportunities for road trips and hikes, Andalucía is a great workation destination. From the vibrant shores of the Costa del Sol to the tranquil beaches of Costa de la Luz, the region invites visitors to indulge in the sun-kissed paradise and embrace the coastal charm.

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Especially Sevilla and Malaga are recommended by us, but all cities offer several co-working spaces, laptop friendly cafés, as well as hotels prepared for remote working travellers.

Other great cities to visit in Andalucía are:
- Granada with the breathtaking Alhambra
- Córdoba with its mesmerizing Mezquita-Catedral
- Ronda & the Puente Nuevo
- Cadiz & the Pueblos Blancos
- Jerez de la Frontera: The Birthplace of Flamenco

Also, make sure to dive into the world of tapas, where each bite is a burst of Spanish goodness. Whether savoring paella by the beach or enjoying traditional Andalusian gazpacho, the region's cuisine is a delightful journey for the taste buds.

From siestas under the warm sun to leisurely strolls through charming streets, the region encourages a slower, more relaxed approach to daily living, which helps immensely to get rid of the winter blues.

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‍Athens 🇬🇷
The Greek capital is known for its abundant sunshine throughout the year. With approximately 2,500 to 3,000 hours of sunshine annually, it allows visitors to engage in various outdoor activities, such as exploring its vast historic sites, strolling along picturesque streets, and enjoying al fresco dining in the local Greek taverna, all without the discomfort of winter chill. Picture yourself taking a break to wander through the historic Plaka district or visiting the Acropolis and Parthenon after work.

Also consider extending your stay to uncover the allure of Greece's islands: Santorini, Kos, Paros, and Crete beckon with their distinct charms, offering a refreshing contrast to Athens' urban vibrancy.

Moreover, a noteworthy advantage of considering Greece for a workation during the winter months are the lowered costs. Islands like Santorini, Mykonos, and Crete, known for their peak-season popularity, become more accessible and affordable during the winter, allowing workationers to enjoy the charm and beauty of these destinations without the typical high-season costs.

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𝗠𝗮𝗱𝗲𝗶𝗿𝗮 🇵🇹 
Often referred to as the Hawaii of Europe, Madeira is a paradise for those seeking beautiful hikes in their free time, excellent internet connectivity, and, of course, local delights like "Bolo do Caco" and "Poncha".
‍"Bolo do Caco," a round-shaped bread traditionally cooked on a flat basalt stone, is often enjoyed with garlic butter or as a sandwich. "Poncha," a traditional Madeiran cocktail, is a delightful mix of local sugarcane rum, honey, and citrus flavors.

While Madeira might not boast pristine sandy beaches, its allure lies in the rugged coastline, towering cliffs, and volcanic landscapes. Madeira is a haven for hiking enthusiasts, boasting an extensive network of scenic trails that traverse lush forests, dramatic cliffs, and picturesque landscapes. From the challenging trek to Pico Ruivo, the island's highest peak, to the serene Levada walks, every hike unfolds a tapestry of natural splendor.

Madeira is committed to sustainable tourism and ecotourism initiatives, emphasizing responsible travel practices. This ensures the upkeep of the island's natural beauty, including the Laurissilva Forest, a UNESCO World Heritage Site, and the enchanting Laurissilva-topped mountains.
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The island also comes alive with vibrant celebrations, including the famous Funchal Carnival, where colorful parades and lively performances showcase Madeira's rich cultural heritage.

In conclusion, Madeira beckons as a European gem, where nature, culture, and remote work seamlessly intertwine.

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Canary Islands 🇮🇨
In general, the canary islands are a dream for digital nomads: Beach, surf, fast internet connection (35Mbps) and a great international community. Especially the Islands Tenerife and Fuerteventura are great to leave the winter blues behind? Why?

In Tenerife, you'll need to choose between the North and the South. Both areas have distinct communities. The North is greener, more rugged, slightly colder, and less touristy, with beautiful coastlines and impressive hikes in Anaga National Park. The South is sunnier but also more touristy, with many large hotels. We'd always opt for the North, with our favorite place being Puerto de la Cruz!

Picture yourself start your day with a refreshing dip in the 𝐁𝐚𝐣𝐚𝐦𝐚𝐫'𝐬 𝐍𝐚𝐭𝐮𝐫𝐚𝐥 𝐒𝐰𝐢𝐦𝐦𝐢𝐧𝐠 𝐏𝐨𝐨𝐥𝐬. Explore the hidden gem of Masca, resembling Vietnam's Ha Giang Loop. Enjoy the "Golden Hour" at Costa El Sauzal. Arrive early, pack a picnic, and stay late for a mesmerizing sunset experience.

For authentic cuisine, visit "Restaurante Playa Casa Africa." For something unique, try "Restaurante La Ola." Looking for local, budget-friendly fare? Head to "Guachinche Bibi y Mana."

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While Fuerteventura may not have the most stunning landscapes among the Canary Islands, it is an absolute haven for digital nomads! Corralejo, in particular, hosts numerous events like meet-ups, breath work sessions, yoga classes, hikes, and parties. Great conditions for (kite-) surfing 🏄
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Our Growth Marketing Manager Anna Dung spent 5 weeks there and met many incredible people.

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‍And last but not least: The 𝗔𝗹𝗴𝗮𝗿𝘃𝗲 🇵🇹
‍The Algarve region is a workationers or digital nomad‘s dream. Here, you'll find stunning beaches, robust internet connectivity wherever you go, a thriving digital nomad community in Lagos, and breathtaking sunsets. It's an ideal spot for surfing and hiking, making it the perfect place to balance work and leisure.

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Yes, these places are all not really well kept secrets but winter season means its not their high, which, in turn, means less tourists and lower prices!

Now that we've explored some enticing workation destinations, each boasting warm weather and a maximum one-hour time difference, the possibilities are at your fingertips. You don't need to jet off to far-flung corners of the world; even Southern Europe can provide the warmth and change of scenery you crave. Whether it's the stunning beaches of the Algarve, the laid-back charm of Andalucia, the sunshine-soaked streets of Athens, the natural beauty of Madeira, or the vibrant communities of the Canary Islands—these destinations beckon to remote workers seeking a reprieve from the winter blues.

So, if the monotony of your daily routine has you yearning for a change, why not consider a workation? Pack your laptop, embark on a journey to warmer horizons, and let the blend of work and leisure rejuvenate your spirit.

And don't forget to check with your employer beforehand to make sure to have an A1 certificate and valid travel health insurance when going on workation. Safe travels!

Now you know where to go? Check out our workation tips to make the most of your workation!

·     How to organize a workation - Insights from a serial workationer

·     The ultimate 5 Step Guide to your Workation

·     7 Mistakes to avoid on your Workation!

With the right balance, you can turn your workation into a memorable experience, leaving the winter chill far behind. Cheers to new adventures and the freedom to work from wherever the sun shines brightest! 🌞✈️

What is a social security treaty?

A social security treaty is an agreement between two countries which establishes a common framework to coordinate social security schemes. Thanks to these treaties, it is possible to eliminate dual social security coverage as well as to address issues such as the payment of social security taxes and the transfer of benefits between countries.  

The effects of the treaty materialize once a document is issued by the home country’s authorities. This document (A1 or CoC depending on the country) is the proof of the employee paying social security in their home country and being already covered by that country’s social security scheme.

What is the risk of no social security treaty between countries? How does this impact remote workers?

If there is no social security treaty in place between two countries, employees may end up paying social security premiums in two (or more) countries for the same work and also they might miss the benefits they have earned during the time they have been working from different countries. In other words, the existence of these treaties are a relief from a compliance point of view, the lack of them may be a headache.

In practice, when an employee works remotely from another (destination) country and there is no agreement in place, significant challenges arise. For instance, in addition to the mentioned above, the talent and the employer could culminate in contributing to the destination country's social security system by paying social security premiums.

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All in all, in the ongoing new reality of remote work, understanding the nuances of social security agreements is crucial for both employers and employees. This requires certain awareness of the potential consequences and the importance of always being provided with documents like the A1 or CoC.  

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Your employees undoubtedly love the freedom to go on workations! To avoid compliance risks, we highly recommend implementing a workation management process. Book a demo with WorkFlex today to see how we can help you streamline this process and mitigate potential risks.

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The recently published KPMG report states that CEOs expect to return to the office within 3 years.

However, other studies show that employees want exactly the opposite:

• Only 6% want to work exclusively in the office (Source: Gallup)
• 93% expect to work from any location (Source: Deloitte)
• Flexibility in the workplace is the second most important factor for employee retention (Source: McKinsey)

But how can these two approaches be reconciled? What should HR do? What will the working model of the future look like?

We organized a webinar to answer these questions so that you as an employer can remain competitive in the future.

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Check out our exclusive webinar on work in the Post-Covid-Era!

Together with industry experts we discussed:

👉 Will we work 100% remote, hybrid or mobile abroad in the future?

👉 What challenges will the HR team increasingly have to overcome?

👉 How can the HR team maintain team collaboration and corporate culture in a remote or hybrid working environment?

👉 How can the HR team support the transition to this new working reality?

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Our esteemed experts:‍

• Prof. Dr. Stefan Remhof: Co-Founder & CEO EDNEO AG, MP People Mobility Alliance, International Management Professor at IU International University
• Johanna Große Daldrup: Manager torq.partners
• Pieter Manden LLM MBA: Co-Founder WorkFlex
• Cara Benecke: WorkFlex Team Lead Customer Success

Here are seven tips to make your workation greener:

1. Discover Closer Destinations 🌍: Ever thought that paradise might be closer than you think? Before jetting off to far-flung destinations, discover hidden gems in your neighboring countries. It's eco-friendly and a great way to boost local tourism.

2. Stay Longer ⏳: Already soaking up the sun on vacation? Why rush back? Extend your stay and work remotely. Fewer flights mean less carbon footprint, and you get to immerse yourself deeper in the local culture.

3. Opt for Green Transportation 🚂: Rethink if that flight is truly necessary. Trains or buses are often more sustainable alternatives and provide a unique travel experience. And once you're there, embrace public transport, bicycles, or your own two feet. If driving isa must, go electric! 🚴♂️🔌

4. Choose Eco-Friendly Accommodations and Activities 🏡🌳: Look for eco-friendly lodgings that have sustainable practices in place, such as water conservation, renewable energy usage, and waste reduction. Only do activities that have minimal environmental impact. For instance, choose kayaking over jet skiing.

5. Power Down & Unplug 🔌: Turn off lights, appliances, and air conditioning when not in use. Consider using a fan instead of air conditioning. Unplug devices – televisions, laptops, phone chargers, and even microwaves suck electricity all daylong. When not in use, pull the plug to save energy.

And here's a pro-tip: Declutter digitally! While working, try to reduce unnecessary downloads and excessive device usage. This not only conserves energy but also enhances productivity.

6. Watch your waste 🚯
Workations often mean short stays, leading to single-use items and excessive packaging. To avoid this, you could:

·      When planning your stay, look out for properties that no longer offer single-use plastic products, such as mini shampoos.

·      Pack a reusable water bottle, cutlery, coffee cup, straw, etc.

·      Swap bottles for soap bars. They're compact, and their eco-footprint is roughly 25% lighter.

·      Embrace local markets for fresh produce, reducing the need for packaged goods. If you have leftovers, consider taking them for later or composting them.

·      Familiarize yourself with the local recycling and composting laws.

7. Neutralize Your Travel Footprint 🌱
There are several ways to offset your CO2 emissions, such as Reforestation andAfforestation projects, Renewable Energy Projects, or carbon capture and storage technologies that capture and remove existing CO2 from the hemisphere.

With these tips, you can work productively while also doing your part for the environment. A sustainable workation benefits everyone – you, the local community, and our planet. 🌍🍃
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In today's digital age, the traditional office setup is rapidly evolving. With the rise of remote work, teams are now spread across different continents, operating in various time zones. Thanks to the 100% remote model, the WorkFlex Team is working together from 8 different time zones. We love the flexibility and freedom that we get through working from anywhere and anytime.  

This new work arrangement brings, however, its own set of challenges, but with the right strategies, teams can collaborate seamlessly and efficiently. Here are seven tips for working asynchronously from 10 or more different countries from our WorkFlex Co-Founder Patrick Koch:

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‍1. Leverage Asynchronous Tools:
Tools like Teams Messages and Vidyard/Loom videos are invaluable for teams spread across different time zones. These tools allow team members to communicate and collaborate at their own pace, without the need for real-time interaction. People can watch the videos whenever it works best for them, and not when a meeting is scheduled. Whether it's a quick message update or a detailed video explanation, asynchronous tools ensure that everyone stays informed and connected. On top of that, everything is written down or recorded, so that no information gets lost.  

‍2. Set Clear Goals and Priorities:
With team members working at different hours, it’s crucial to have clear goals and priorities – may it be in the form of OKRs, Deadlines, Asana To-Do’s. This ensures that tasks don't fall behind and deadlines are consistently met. Regular check-ins and updates can help in keeping everyone aligned and focused on the bigger picture.

3. Over-communicate:
Communication is harder when working remotely. Therefore, when working asynchronously, it's always better to communicate too much rather than too little. Clear updates, feedback sessions, and open channels of communication ensure that all team members are on the same page, reducing the chances of misunderstandings or missing information. Further, create spaces where you can say “Thank You”, which is especially important in remote settings.  

4. Block Out Uninterrupted Work Times:
With the potential for constant notifications and updates, it's essential to have periods of focused, uninterrupted work. Blocking out specific times in your calendar can help you concentrate on tasks without distractions, making you more productive and efficient.

5. Trust Over Control:
Lastly, even though loss of control might be difficult and scary sometimes as a manager but learn to delegate! Trusting your team members is crucial in an asynchronous work environment. Instead of monitoring their hours, focus on the quality and timeliness of their work. You will see the effects anyway in their performance! Empowering team members with trust fosters a positive work culture and encourages responsibility and accountability.

6. Centralize Information with Digital Tools:
Having a central repository for information and documents is vital for teams working from different locations. Tools like cloud storage and document management systems ensure that everyone has access to the information they need, anytime and anywhere. Make sure that this is also explained in the Onboarding, so every new joiner knows where to look.  

7. Stay Flexible and Adaptable:
Working with a diverse team from various countries means encountering different cultures, work habits, and challenges. Being flexible and open to change is essential to navigate these differences and create a harmonious work environment. This also helps to work through varying national and religious holidays.  

In conclusion, working asynchronously from multiple countries might seem daunting, but with the right strategies and tools, it can lead to a highly productive and cohesive team. We at WorkFlex, could never live without it. We love to have such as international team with people working from Germany, USA, South Africa, Spain, Portugal, Greece, Latvia, Egypt, Netherlands, or many more countries when we include the workation destinations of our team.

There is nothing more to say than:  
Embrace the challenges, celebrate the diversity, and watch your team thrive in this new age of work! 🚀

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We've dissected data from over 10,000 temporary work from abroad cases as a Benefit across 100+ companies to reveal eye-opening insights and valuable learnings. 💡

Discover trends that are shaping the future of work and gain fresh perspectives on flexible work arrangements. Check out our infographic now and stay ahead of the curve!

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Wrong timing

The right timing is super important for the success of a Workation. Make sure that you don't plan your workation during the high season at your destination. For one thing, prices go up a lot, and for another, it gets very crowded everywhere. Make sure that you don't have any important deadlines at work and that your to-do list is not totally overloaded. Otherwise, this will quickly lead to stress - and that's definitely not the point of a workation 😉 By the way, speaking of timing: Remember to check the time zone of your destination when planning your workation or work appointments. It would be totally frustrating if you have to work at odd hours to keep in touch with your team or clients. Make sure you have a schedule that allows you to work effectively while having time to explore the destination.  

Don't have an adjustment period

In addition to the arrival day, we strongly recommend that you take at least one other day completely off. This will give you the opportunity to settle into your home office abroad in the best way possible and get everything ready. Use this extra day to test the internet and make sure you have a stable connection. Explore your surroundings, go shopping and get all the essentials you need for your work stay. This will ensure that you can focus on your work and not be distracted by organizational or logistical issues. So take this time to set yourself up in the best way possible and enjoy the smooth transition into your workation!

Don't plan enough time for Workation!

If you only go on Workation for a few days and do not plan a day off, this can often lead to stress. You will be on site, but you will not have enough time to experience your Workation to the fullest. By choosing a longer duration for your Workation, you can ensure that you are not only working productively, but also have a work-life balance. A duration of 2-3 weeks will allow you to both achieve professional goals and take full advantage of the "Vacation" aspect. This leaves you with plenty of weekends and off hours to make the most of your time. You can go to the beach, take a hike, go surfing or visit museums and sights. It is important that you have enough time not to limit your workation to work, but also to fully enjoy the leisure activities and opportunities to explore locally.

Traveling without protection

Home office abroad is wonderful - but this also brings compliance risks: corporate tax, payroll tax, social security, income tax, labor law, work authorization...🤯 The compliance risks of temporary work from abroad are often underestimated, but can lead to additional fees, taxes and administrative work - not only for your employer! That's why it's even more essential to minimize these risks beforehand. At WorkFlex, we offer a cost-effective and efficient solution for this with our software. Curious? Click here to find out more about our workation management software, feel free to download our exclusive white paper here.

Wrong packing  

You definitely need to pack differently for a workation than for a normal vacation. It is important that you prepare well. But what exactly do we mean by that? Pack comfortable clothes that you will wear in your home office. You'll be working most of the time, so it's important that you feel comfortable in your clothes. Remember to pack a few dressy tops in case you have important meetings or presentations. After all, you want to make a professional impression. In addition, we recommend that you bring some technical items that will make your work easier. For example, a second monitor can be very handy to work more efficiently. A laptop stand will help you maintain an ergonomic posture and prevent back and neck pain. If you plan to work from a coworking space or a coffee shop, noise-canceling headphones should definitely be on your packing list. They'll help you focus on your work, even if it's a bit noisy around you. Also, make sure you have all the essential cables and adapters with you so you can easily connect your devices. Nothing is more frustrating than realizing you have the wrong adapter for your outlets. Speaking of outlets, be sure to pack a power strip! Last but not least, think about your health and well-being. Maybe pack a small fitness band or a yoga mat to allow for some exercise and relaxation in between.

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Do not have an Internet backup

A stable Internet connection is essential for your workation. Even if you are in Europe, where good Internet connections are usually available, it is still advisable to always play it safe. Without a reliable Internet connection, your workation can be a real challenge. Make sure to get information about the Internet speed from your landlord, hotel reception, or other sources before you arrive. A speed test will give you a good idea of the quality of your local connection. To be on the safe side, we recommend that you always have enough mobile data available as a backup. This allows you to react flexibly and fall back on a hotspot in case the landline connection fails or is unreliable. Therefore, plan enough mobile data in your tariff or get a local SIM card with a sufficient amount of data.  

Booking the wrong accommodation

Make sure your accommodation is a place where you can switch off and relax. During your workation, it is especially important that you get enough sleep and rest to maintain your energy and concentration. For this reason, we recommend that you do not stay in a dormitory in a hostel. There are often too many factors there that can affect your sleep, such as noisy roommates or irregular bedtimes. Accommodation with your own room (e.g., in a CoLiving) or apartment will give you the privacy and space you need to retreat and feel comfortable. If you plan to work from your housing, it is important that you have a suitable workspace. Make sure there is enough space for your laptop, papers, and other work supplies.

Overall, a workation is an exciting way to combine work and travel and discover new horizons. By avoiding these seven mistakes, you can ensure that your Workation goes smoothly, and you get the most out of this unique experience. Use these valuable tips and advice to make your Workation an unforgettable experience and be productive at the same time. So pack your bags, find the ideal time, and get ready for a workation that will broaden your horizons!

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Workation Step 1: Find a good time

Before you start looking for the perfect destination for your workation, it is important to find the right time frame. Take time to thoroughly review your calendar and make sure there are no important professional meetings or deadlines during or soon after your workation. Working abroad should give you the opportunity to work productively, but also still leave room that you can enjoy your time abroad. Not only should professional deadlines be considered, but also private obligations and events. Make sure there are no upcoming medical appointments, family gatherings, or other commitments scheduled during this time period.

Calendar checked? Then move on to the 2nd step.

Workation Step 2: Find the perfect destination

Choosing the right destination for your workation is undoubtedly one of the most exciting steps and you are spoiled for choice! That's why we've prepared some questions to help you decide. Consider your personal preferences and priorities to find the perfect destination!

- Would you rather be in the mountains or by the sea?

- Do you prefer a place with warmer or colder temperatures?

- Do you want to be in busy cities to get new impressions and be inspired? Or do you prefer quiet and secluded places in nature?

- What has made you particularly happy on past trips?

When deciding a destination, you should also consider the time differences. Especially for your first workation we recommend to go to destinations with a maximum time difference of +/- 2 hours. Larger time differences often require longer acclimatization periods and are more suitable for experienced workation experts. Another important consideration when choosing a destination are the local holidays. These can greatly affect prices for accommodations. Being aware of those can save you from unpleasant surprises that stores might be closed or activities on hold. Also, pay attention to prices for air or train connections to make sure that your destinations are affordable and comfortable to reach.

By answering these questions and considering the various aspects around it, you can easily find the perfect destination for your workation.

Workation Step 3: Find the right accommodation

Now that you have decided on a time frame and destination for your workation, it's time to find accommodation that meets your needs for your home office abroad. When looking for the ideal place to stay, there are a few essential things to consider: First of all, a fast and stable internet connection is key.

Make sure the accommodation has a reliable Wi-Fi connection with a minimum speed of 30 Mbps. In some cases, the internet speed is already specified in the accommodation description. If not, don't hesitate to contact the landlord in advance and ask for a speed test. Nevertheless, we always recommend having enough mobile data on your phone as a backup, so you can give yourself a hotspot in case of need.

Another important aspect is the workplace: look carefully at the photos and make sure that there is a suitable area where you can work from. If there are no pictures, contact the landlord and ask for additional information.

A comfortable and functional workspace is critical for productive work.

The location of the accommodation is also important. Are supermarkets, restaurants and maybe even the beach within easy walking distance? Is there public transportation nearby if you feel the need to explore the surrounding area? Also consider if a rental car is necessary to be flexible and make the most of your workation.

By considering these aspects, you lay the foundation for an efficient and pleasant working environment during your workation - with a place that does not only meet all the technical requirements, but also offers an inspiring environment to boost your productivity and creativity.

Workation Step 4: Plan your free time activities

During your workation you will spend a large part of your time working, but it is equally essential to make the most of your free time and enjoy the "vacation" aspect of your workation. To avoid wasting time there on planning your free time activities, we recommend doing some research in advance.

Ask yourself how you want to spend your free time and what activities, attractions, etc. are there for you to enjoy. Plan your activities similarly to a traditional vacation. However, you should be careful not to take on too much. Keep in mind that your time is limited and you still have work commitments. Find a healthy work-life balance to best manage your Workation. Set realistic goals and plan enough time for rest and relaxation.

This way you can enjoy your workation and at the same time make sure you don't miss the highlights and attractions of your destination. Long story short:

Don't plan too much - but don't plan too little either... 😉

Workation Step 5: Plan your budget

Last but not least: The budget planning! It is important to keep track of all costs of your workation so that you have your budget under control. Here are some important aspects you should consider when planning your finances:

First of all, you need to keep an eye on the cost of your accommodation. Compare the prices of different places to stay and make sure they meet your requirements and budget. Also, keep in mind that longer stays are usually cheaper than shorter ones - maybe it is worth to stay one or two nights longer if there is a week-discount.

Travel costs are another factor you need to consider. What means of transportation do you want to use? Be it plane, train or car, you need to plan accordingly. Compare prices and book early to get the best deals.

Also think about the cost of leisure activities. Make a list of the activities you would like to do and research the appropriate prices. Consider which activities are really important to you and which may be outside your budget. When it comes to local transportation, you'll also need to keep the costs in mind. Consider whether you will need a rental car or whether there is good public transportation to get you everywhere. Factor the cost of transportation into your budget.

Depending on how long you plan to work from abroad, it may be worth subletting your apartment to boost your travel funds. Also check to see if you can pause certain contracts, such as gym memberships, to save money.

Budgeting is crucial to ensure that you can enjoy your workation within your budget. Keep track of your expenses, plan ahead, and look at your financial boundaries.

This was our ultimate guide to planning your workations. The ability to work flexibly from anywhere in the world opens up new horizons and enriches your life both professionally and individually. Get excited about the many benefits of a workation, whether it's increasing your productivity, expanding your network, or drawing inspiration from new environments. What are you waiting for?

Start planning your workation today and experience the freedom to work where others vacation.

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‍‍‍Jasmin Laakmann is a Consultant at WorkFlex. Originally from Germany, she relocated to Portugal a few years ago. For Jasmin, the flexibility to work from anywhere is not just a perk, but a crucial factor in her decision to work for a company, so that she can visit family and friends more often for longer times.

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In this blog article, we will delve into

• Jasmin’s reasons for workflexing,
• Her best practices for time management,
• Her advice on Wi-Fi infrastructure & other essentials,  
• Her experiences on her most recent 2 months workation in India.

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‍Why do you value working from anywhere as a benefit?

For me, a German living in Portugal, this benefit is key. The freedom to work from anywhere is more than a workation where I can work from the beach.

In the 10 months I have worked for a company that allowed work from anywhere, I've taken advantage of this benefit mainly to visit family and friends back home. Especially, after holidays like Christmas or Easter, I love to extend my stay in Germany without taking extra time off. This would simply be a waste as my family members also need to go back to work. Further, workflexing allowed me to still contribute to my team and clients without postponing meetings or tasks.  

Workflexing is also great for extending your stay at a far destination. I recently went on a two-month trip to India, where I combined working & traveling. Without the flexibility of working remotely, I wouldn't have been able to take such a long trip. Also, it was great to split my time off to avoid the "work overload" that often comes with returning from a long break.

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How do you organize your time when working abroad?  

Before workflexing it is always exciting as there are many unknowns: Will there be a good internet connection? How do I manage the time zones? Will I feel alone? How do I manage to spend enough time with my friends but also get my work done? But I have to say, all those worries can be overcome with good planning and finding a routine. The rhythm might depend on your type of person: whether you like to travel faster or rather stay in one place. I prefer to stay in one place and only do trips on the weekend.  

1. Combine work with some days off, especially if it's a longer destination.  

2. Ask yourself some questions beforehand:  What is it I am seeking in that country? Is it to get some sun, do certain activities, meet friends, etc. and do factors like my working hours and time differences allow me to do these kinds of things? If not, a vacation might be the better option.

3. Stay and work longer from abroad: To fully enjoy your stay and get to know a country, consider staying longer than you would usually do on a vacation. Also, the employer should be happy about this. How will your work mood look like if you are staying for a few days, and how will it look like if you have 3 weeks or longer?

With these in mind, it is easy to not mix leisure and working times or have FOMO that you do not have enough time to explore and feel like you missed out on seeing the country. Instead, you can spend real quality time with friends and family there and work without distractions.

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‍What are your workflexing essentials?

When working abroad, the most important thing is a stable, working internet connection.  

I learned this the hard way on my first day working from India. Even though I extra booked a place that promised stable Wi-Fi (asked the host & read reviews) and even arrived a day earlier to try it out as I was super nervous about it, the power went out during my first meeting. Of course, there was a power cut due to construction work. I know that it can happen anywhere, but I learned that for workflexing it's best to not only check the Wi-Fi beforehand but to also:  

• always have a SIM Card with enough data  
• familiarize yourself with alternative places in the surrounding area (some cafés with good Wi-Fi, Airbnb, hotel lobby, etc.)
• look for quiet surroundings (especially when you have calls and meetings)

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My ideal perfect place to work from is somewhere outside with a nice view. I know it's not for everyone, but I feel more motivated when I am more connected to nature than trapped in a dark room.

My advice for the perfect length of a workflexing trip depends on how far the destination is and why you are going. For a closer place without a major time difference,
I would not take time off, as there is still time in the evenings or weekends to wander around.  

If it's a long-distance destination, I would stay longer in this country to make the long travel worthwhile. Either you stay
a minimum of 4 weeks abroad or, my recommendation, combine work with some time off.  

Also, the reason why you would like to work temporarily from abroad is essential when deciding how long you want to stay. I always want to stay as long as I can to be with friends & family. Others use it more to travel around or to live like a local – my colleague Jascha has shared his advice for that.

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What does it mean to work with a +5:30 hour time difference in India?  

🏄‍ The day starts with time off. This can be challenging because you need to manage your energy level. But it also means you start your workday peacefully and with no rush to finish it off quickly because you fear missing out on something.

🍽 Your lunch break becomes your dinner break. Not much of a big deal. It works really well for me.

🌚 You work while it's dark. I have also always preferred to work or study late at night. So, no big deal for me. Plus, you already see a lot of sunlight for the first half of the day. And to be honest, for countries like India, it is perfect to use the morning to explore because it gets too hot after.

🧘 After work means straight to bed. This is harder. I had to find a nice routine to make the switch from work to bedtime, but I managed. I mean also sometimes, you could still go out when you finish work at 11 pm because you did not have to get up early in the morning.  
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So, even though I also was afraid of the time zone differences, I did not struggle much with finding a routine there as it also has advantages to start working only around lunchtime and seize the day before.

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Conclusion

Workflexing has given Jasmin the freedom to travel and spend time with her family and friends while   still contributing to her company. It has allowed her to find her work-life balance and enjoy the best of both worlds. After seeing the benefits of working from anywhere, she would never work for a company that does not allow its employees to see their families without taking extra days off.

In a workforce that gets more diverse every day, with families situated all over the world, workflexing helps to attract the best talent worldwide.

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‍Want to learn more about offering workations as a benefit to your employees as well?

‍‍Get in touch with Jasmin or other WorkFlex consultants!

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“Temporary work from abroad” is a hot topic. Employees love the idea of working whilst temporarily being abroad for private purposes. As a result, many employers are working on defining a policy for it. That’s good news. The bad news is that most of the policies are quite conservative. They are very much about what is not possible. For example, “You cannot work from abroad for longer than two weeks.” Or, “you cannot work outside the EU”. Company-wide limitations like this are usually driven by a fear of tax and legal non-compliance.

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However, we can and should do better. After all, these compliance risks largely depend on specific situations —where is the employee from? What is the destination country? What is the employee’s role, and what activities will be performed during the international stay? Quite frankly, installing company-wide limitations is like shooting with hale. Instead, let’s shoot for the moon!

Temporary work from abroad is a great opportunity for employers to stand out. Comprehensive data is still limited, however small surveys indicate that many employees would be very interested in temporarily working from abroad.

Simon-Kucher & Partners, a German-headquartered consultancy, surveyed more than 7,000 people across China, France, Germany, the Netherlands, Russia and the United States. The vast majority of these respondents suggested they would add a couple of weeks of ‘workation’ to their holiday if given the opportunity — these figures were led by the Chinese respondents where 70% would enjoy temporary work from abroad as a benefit. In Germany and the Netherlands, this number was around 40%, and roughly 30% in the UK.  

A survey performed by HubbleHQ, a UK-based workspace management platform, shows similar results. Overall, 42% of the employees surveyed would want to use their company’s remote working policy to work from abroad. However, for employees aged 41 to 51 years or above, the percentage of positive responses is below 38%. This is interesting because the key decision-makers of most companies are often older than 41 years of age. In many businesses, these decision-makers are in the outlier age group between 51 and 60 years, where the positive response rate was barely 20%. While businesses would hope that their decision-makers remain impartial to such biases, it wouldn’t be hard to assume that this may be a reason for conservative temporary work from abroad policies.

In comparison, 39% to 47% of the age group between 26 and 40 years gave a positive response for a temporary work from abroad option.This is the same group that is twice as likely to quit their job than baby boomers if their expectations around flexible working conditions are not met. With this in mind, it’s likely that employers who are quick to adopt flexible work policies are more likely to win the war for talent.

This is why employers should be looking to make temporary work from abroad a permanent feature of their employee benefits schemes. The pandemic has made sure flexible working is here to stay, so use it to your advantage. It’s cost-effective and will help you stand out as a progressive and attractive employer. Let’s make temporary work from abroad a benefit beyond boundaries!

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The Workation Alliance is an organisation founded in 2022 to connect companies that offer workations as a benefit to their employees. The mission of the Alliance is to promote the benefits of workations and help member companies overcome the challenges associated with offering this unique benefit. In just six months, the Workation Alliance has already attracted over 30 well-known companies as members. These members come from a wide range of industries and geographies and all share the common goal of providing their employees with an innovative way to improve their work-life balance.

Recently, the Workation Alliance hosted its first open webinar, aimed at sharing data and insights on the benefits of workation in the future. Hosted by Pieter Manden LLM – Global Mobility expert and founder of WorkFlex - the webinar featured experts from companies such as Allianz, Bosch, and Clevis, who shared their experiences with offering temporary work from abroad. If you missed it, you can now watch the full recording below.
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Workation is the act of traveling while working remotely. It provides a great opportunity for employees to have a change of environment, which can lead to increased productivity, creativity, and motivation. Previously reserved to freelancers and the self-employed, this concept is now also possible for employees since the pandemic changed the way we work.

The benefits of workations are not only limited to employees, offering this can also be very beneficial to the employers. It can provide a competitive advantage in terms of attracting and retaining talent and it can also lead to cost savings for the company by lowering employee turnover rates – because happy employees want to stay with you.

One of the key speakers at the webinar was Daniel Zinner – Associate Partner at Clevis Consulting and founder of the People Mobility Alliance, who discussed how Covid-19 has revolutionized the way global mobility works in corporations. Previously, the only way to work internationally was on an international assignment approved by the company. The options were then limited to where the company had subsidies and a project need for the individual. However, in the last three years, the approach has shifted towards an individualized approach, and the focus has shifted towards technology that could empower the administration to support people in this.

Gudrun Kipp from Robert Bosch was one of the key drivers in offering Workations at Bosch. They realized very early on that workation was not a short-lived trend, but something that is here to stay. In just one year since implementation, they have already had over 2000 requests, and employees would like to work abroad for even longer than they are currently allowed to. Gudrun's advice is to involve senior management as early as possible as it accelerated implementation massively for them.

Oana Haiek, Global Mobility at Allianz, shared that getting to where they are now in offering workation has been a continous learning process. However, it is so worth it when they receive feedback from employees on how much they enjoy the freedom that workation gives them.

All three agreed: workation is a trend that is here to stay. The experiences shared by Allianz, Bosch, and Clevis demonstrate the benefits that workation can bring to both employees and companies. As the world continues to adapt to the changing work environment, it is essential to consider new approaches such as workation to improve productivity, job satisfaction, and employee well-being.

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Do you want to offer workations compliantly in your company but skip the effort of creating a workation management process?

Book a Demo with one of our WorkFlex experts and find out how No-risk Workation can help you to offer this benefit without compliance risks.

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Jascha Ehleben is a Consultant at WorkFlex. He's a serial workationer and the prime example of practice what you preach when it comes to work from anywhere. Since joining WorkMotion as an SDR in April 2022 he has been on 9 Workations in Europe and Asia.

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Workationing has been a popular trend for quite some time now. It's the best of both worlds: you get the chance to travel and explore a new place, but still stay connected to your work (and you don't have to use all of your holidays).  

But there are a lot of things to consider when planning to work from abroad. Why should you consider going on a workation? Where should you stay? How to pick the right place to work from?

Last year I have been on workation to 9 different countries. Here are my top tips.

Why go on a workation?

Let me start off by saying that a workation cannot replace holidays. The two are not the same and should not be treated as such. If you have a vacation - you rest and don't work; if you work - you work.  

BUT, that doesn't mean that you cannot enjoy some of the benefits that you would have on vacation - like exploring a new country, with all the excitement and adventure that comes with it – while still being just as productive as you would be when working from home.  

But what exactly are the benefits of working while you're away? These are my top five reasons to take your job on holiday:

• You can travel to new places and learn about their culture and history. Getting out there and exploring will help you learn about different destinations around the world.
• Refresh your mind and recharge your energies. Traveling and exploring new places in my free time provides me with new perspectives and inspiration which translates into more creativity and higher productivity when I am working.
• Escape the cold winter. Rather than spending 4+ months of the year with rain, grey skies and the cold, I can spend my days in countries where it's still warm enough to spend time outdoors (and where it doesn't get dark before I even finish work).
• Meet friends and family that live abroad. Many of my friends and co-workers live in different countries and I normally wouldn't get to see them very often.
• And make new friends along the way. Especially when staying in hostels and co-living spaces, it's so easy to meet people from all over the world. I have met so many amazing people on my travels from different backgrounds and different cultures, that I never would have come across otherwise.
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How to get the best out of your workation?

Find accommodation that works for you

Choosing accommodation is a big decision. Will you be going solo or with friends? What’s your budget? How much privacy do you want or need for your work?

• Hostels and co-living spaces are great for meeting other travellers, especially when you are travelling alone, I would recommend staying in these places to connect with others and avoid getting lonely.
• When you need quiet time and to relax alone, so then an Airbnb or hotel might be better.  
• If you want to meet local people you can also book a room in an Airbnb (here you can often get great recommendations for the best local food and activities).  For me, as someone who travels for long periods at a time, balance is key - so I suggest trying out different things to see what works best for you and mix it up!

Find the right workspace

When deciding about where to work, it’s important to consider the type of work you do. Some jobs are more suited to working in public spaces than others.  

• If your job requires a lot of calls or meetings, then you may want to avoid finding a workspace in an open coffee shop and opt for somewhere quieter, like a co-working space, an airbnb with a dedicated workspace or even a hotel room.
• Working from shared spaces in hostels or cafes can still be a nice option to switch things up on days where you just need to work on some simpler tasks on your laptop without having calls.

The important thing to consider for both is to make sure that wherever you choose has reliable WiFi before settling down with your laptop and latte (unless you want the stress of running around with all your stuff to find a better connection for a spontaneous call)!

Make sure you have a good balance between work and fun activities

It’s important to make sure you have a good balance between work and fun activities. You might be travelling but you still need to get your work done!

• Manage your expectations: during your working hours, you still have to try to get as much done as you normally would and don't expect to constantly be on adventures.
• Use time zones to your advantage: if you start later you can go explore in the mornings or have a nice breakfast. If you start earlier, you can have more free time after work
• Use your weekends: I like to take an extra day off on Monday or Friday, rent a car and really explore the location. These kinds of trips are always the highlight of my workation because you can see so many new places every weekend and just spontaneously decide to see nature or a new city, so you always have different impressions that you wouldn’t get at home.

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Try out different things, find what works for you and enjoy the freedom
Even if you're not interested in being a digital nomad (or your job doesn't allow it), having a workation once in a while could be beneficial for your mind, body and soul. Personally, working from abroad has made me more productive, more focused and less stressed.

While there might be challenges, there are so many opportunities as well. The most important thing to remember is to be realistic. Enjoy yourself and make the most of this unique experience.

Hopefully you find some of these tips useful and learn something new. And, who knows? Perhaps this will inspire you to take the plunge yourself and plan your own workation!