Work with your Relocation Management Company (RMC) to create and distribute “How To” guides to your talent acquisition and global mobility teams. These guides should include mission-critical things they should know for your company’s core locations.   The Guide should include essential items such as an overview of policies and relocation benefits, legal and compliance requirements (like work visas and tax implications), cultural considerations, cost management strategies, logistics checklists, and effective communication protocols between teams. Additionally, it should outline employee support services, performance metrics, diversity initiatives (if applicable), insights into the global talent market, emergency protocols, and include success stories to inspire collaboration and streamline the relocation and hiring processes across multiple locations.

For example:
Your company regularly hires executives to work in your Netherlands Global Center of Excellence. Are your teams applying for the Netherlands’ 30% ruling? Is your talent acquisition team responsible for ensuring each applicant meets the 30% ruling’s requirements before presenting the job offer? For example, your talent acquisition representative must ensure the candidate has specific expertise, is recruited greater than 150 km from the Netherlands border, and more.

Due to the highly specialized nature of your business, you are recruiting internal and external candidates for a position in the U.S. Is your talent acquisition team familiar with U.S. visa types, such as the L-1 visa for intracompany transfers, or the H-1B visa for specialty occupations? Your talent acquisition teams should know the basic requirements for each visa type before attempting to source foreign talent.

Your RMC should proactively provide guidance on the level of relocation support needed by country for your core locations. For example, this 2023 Destination Services Benchmark Report indicates the minimum, average, and recommended level of destination support by country, family size, and employee level. The report also indicates if leases should be personal or corporate, how long it takes to receive a security deposit return, and which components are most challenging.

Your global mobility team and RMC may also choose to implement pre-decision calls. In relocation management, pre-decision calls ensure that the candidate understands the relocation package they’ll be receiving. It is also an opportunity to discuss the potential challenges both personal and financial that the employee may not have considered.

A pre-decision program might also include a candidate assessment, home valuation, mortgage pre-qualification, and a look-see trip to help the employee make an informed decision and reduce the risk of a failed relocation. Insights from pre-decision calls can help recruiters present a more realistic picture of the role and location, ensuring that candidates are well-informed before making a commitment.

Additionally, it’s also an opportunity for your RMC to promote your company, your benefits package, and alleviate any concerns the employee or family may have.

Pre-decision calls also prevent discrepancies or misunderstandings once the employee accepts the offer and begins the relocation process. For example, after the pre-decision call the employee knows exactly which package they will receive, how much each relocation allowance will be, and more. Oftentimes there is a disconnect between the relocation package quoted by a talent acquisition or HR business partner compared to the relocation package actually implemented by the RMC. This may boil down to human error or someone operating on an old/outdated policy. These discrepancies can be minimized when the RMC is both explaining the relocation package pre-decision and implementing the relocation package post acceptance.

When candidates feel supported from the beginning, they are more likely to have a positive relocation experience, leading to higher retention rates. A collaborative approach between talent acquisition and global mobility helps foster this support.

Leveraging technology and data is essential for aligning global mobility with talent acquisition.

Integrated systems can provide real-time insights into the availability of talent, relocation costs, and employee preferences. This data-driven approach enables better decision-making and enhances the efficiency of both mobility and recruitment processes. Tools such as applicant tracking systems (ATS) and mobility management software can streamline operations and improve communication between teams.

For example, in ADP your organization can build and manage a talent pool of applicants who are willing to relocate for open positions. However, your organization shouldn’t overlook existing employees who are willing to relocate for an intracompany transfer. Existing employees should already understand your products, services, and expectations, thereby reducing hiring and training costs.

According to benchmarking by SHRM, the average cost to hire an executive is $28,329 USD. However many employers estimate the total cost to hire a new employee can be three to four times the position’s salary. This is a combination of hard costs, such as recruiters, and soft costs such as the time it takes for department leaders and managers to support the hiring and training process.

One way to tap into your existing talent pool is to speak with your IT department about adding custom fields, objects, and reporting to your HRIS system. This would enable existing employees the ability to indicate in their HR profile if they’re willing to relocate for a new position. Within custom reporting, you can add filters to narrow your talent pool to high-performing employees who are willing to relocate, combined with past performance reviews already loaded in the HRIS.

Creating a continuous feedback loop between Global Mobility and Talent Acquisition is essential for refining processes and enhancing the employee/candidate experience. To gather valuable insights, conduct post-relocation surveys that not only includes questions about overall satisfaction, and support from the Global Mobility team, but also asks about the recruitment process and how well mobility expectations were communicated. Analyze this feedback to identify common issues, such as insufficient pre-relocation information and possible gaps in communication/support.

Based on the findings, refine relocation policies, improve training programs, and enhance technology accessibility for relocation resources. Regularly convene both teams to discuss insights and develop initiatives that enhance the employee experience, such as webinars or Q&A sessions. Implement ongoing support through check-ins at various intervals post-relocation to address any concerns. By sharing improvements made from employee feedback, organizations foster a culture of continuous improvement, demonstrating that they value employee input, ultimately leading to enhanced employee satisfaction and retention.

In conclusion, the alignment of global mobility and talent acquisition teams is crucial for organizations to ensure efficient hiring and successful talent mobility.

Organizations can foster collaboration and enhance the effectiveness of these teams:

• by distributing relocation guides
• reviewing talent acquisition metrics
• implementing pre-acceptance checkpoints
• conducting pre-decision calls
• optimizing HRIS systems
• conducting regular training sessions

Achieving alignment leads to the swift and compliant hiring of specialized employees, reduces risks, improves time-to-fill metrics, and ultimately enhances overall candidate satisfaction and immigration compliance. Continued efforts and investment in aligning these teams will contribute to a more streamlined and successful talent acquisition process.

These five tools allow you to answer a few short questions about your company’s global mobility program and will send you a custom report based on your answers

RFP – Relocation Request for Proposal Generator

For HR and global mobility professionals, year-end is a pivotal time to ensure accurate reporting of taxable relocation benefits. A well-prepared process not only supports compliance and minimizes costly errors, but also delivers a transparent, stress-free experience for both your organization and relocating employees. This guide walks you through each step, offering practical strategies and best practices to help you coordinate with your relocation management company (RMC), payroll, and tax providers, communicate effectively, and meet all compliance requirements.

For HR and global mobility professionals, year-end is a pivotal time to ensure accurate reporting of taxable relocation benefits. A well-prepared process not only supports compliance and minimizes costly errors, but also delivers a transparent, stress-free experience for both your organization and relocating employees. This guide walks you through each step, offering practical strategies and best practices to help you coordinate with your relocation management company (RMC), payroll, and tax providers, communicate effectively, and meet all compliance requirements.

For HR and global mobility professionals, year-end is a pivotal time to ensure accurate reporting of taxable relocation benefits. A well-prepared process not only supports compliance and minimizes costly errors, but also delivers a transparent, stress-free experience for both your organization and relocating employees. This guide walks you through each step, offering practical strategies and best practices to help you coordinate with your relocation management company (RMC), payroll, and tax providers, communicate effectively, and meet all compliance requirements.

1) Kick Off Year-End Planning (Mid-October)

The journey to a successful year-end begins early. By mid-October, HR teams should initiate discussions with payroll and tax providers. This is the time to review any changes in reporting requirements, confirm year-end cutoffs, and identify special circumstances that may require corrections (such as W-2C forms). Early engagement sets the tone for a proactive, error-free process and ensures all stakeholders are aligned.

2) Coordinate Data & Reporting Cycles (January-October)

Consistency is key throughout the year. Maintaining regular reporting cycles, monthly, quarterly, or as determined by your organization, ensures that expense data remains current and discrepancies are caught early. Leveraging your client portal to keep relocation expense records up to date and monitoring for issues helps prevent last-minute surprises and supports a smooth year-end close.

3) Submit Final Payroll Files & True-Up (November)

November marks the critical phase of submitting final payroll files and completing true-ups. Double-check all relocation-related compensation entries and address any last-minute changes or corrections. This step is essential for ensuring that all data is accurate before finalization, reducing the risk of costly amendments later.

4) Finalize Year-End Data (December)

As the year draws to a close, HR teams must confirm that all year-end data is both accurate and complete. Reviewing final reports and coordinating with external tax providers (if applicable) ensures that nothing is overlooked. This diligence is crucial for compliance and for providing employees with reliable information.

5) Distribute Employee Reports (By January 31)

Timely communication is the final step. By January 31, relocation tax reports should be distributed to employees, accompanied by FAQs and clear explanations. Ensuring employees understand their reports and have access to support for questions fosters trust and reduces confusion. Providing clear instructions for any required actions empowers employees to respond confidently.

Summary

By following this step-by-step guide, you’ll deliver a smooth, compliant, and transparent year-end experience for your organization and your employees. Early planning, consistent data management, and clear communication are the keys to success.

Let this playbook be your companion as you navigate the year-end process with confidence.

These five tools allow you to answer a few short questions about your company’s global mobility program and will send you a custom report based on your answers

RFP – Relocation Request for Proposal Generator

Developing a formal group move policy is crucial for ensuring consistency, setting expectations, and controlling costs during large-scale employee relocations. Your group move policy should define eligibility, benefit tiers, support services, and timelines, and may include incentives like retention bonuses. Key differences from traditional relocation policies include fixed timelines, alignment with group move objectives, expanded benefit bands, additional support for families, negotiated supplier fees, provisions for employees who decline the move, home pricing considerations, and attention to the impact on local communities and real estate markets.

Timelines are another critical piece. Group moves often happen in phases, and it’s important to establish key milestones early on. Having a well-structured communication strategy is also essential. Employees need timely, consistent information about what’s happening, how it affects them, and what support will be provided. Without a clear message, uncertainty can quickly lead to disengagement or even attrition.

This is where partnering with a Relocation Management Company (RMC) like WHR can bring substantial value. RMCs specialize in managing complex relocations and can act as an extension of your HR team.

From project planning and policy design to vendor coordination and employee support, an experienced RMC brings structure and scalability to what might otherwise be an overwhelming process.

Working with an RMC allows you to:

• Offload day-to-day logistics and vendor management so you can focus on strategic decisions
• Develop a tailored group move policy that reflects both industry benchmarks and your company’s goals
• Provide employees with hands-on guidance through the entire move, improving acceptance rates and reducing stress
• Access real-time data and reporting tools to track progress, manage costs, and adjust plans as needed

1) Pre-Announcement Planning

A solid relocation policy forms the foundation of successful corporate group moves. Understand your organization’s relocation budget, benefits for relocating employees, and plans for those who choose not to relocate. Confidence in your plan and relocation packages contributes to employee satisfaction.

• Employee surveys measuring their satisfaction with WHR’s service, technology, supplier partners, and the relocation benefits your organization offered
• Cost summaries, including multi-currency budget-to-actual spend, budget cost accrual reports, average cost per completed relocation;
• Policy exception requests, including approved and denied exceptions; and more!

Even with a solid policy and experienced partners in place, group moves can go off track without the right attention to detail. Common pitfalls include a lack of clear objectives, poor planning, and underestimating the emotional toll of relocation, especially on families; a lack of clear messaging from leadership; applying a one-size-fits-all approach to policy design; and overlooking critical destination details, such as housing shortages or school enrollment challenges.

To increase your odds of success, consider these best practices:

• Start planning early – give your team and employees time to prepare
• Involve your RMC from the beginning – they can provide site assessments, feasibility studies, and communication strategies
• Design policies that are fair, flexible, and aligned with employee demographics
• Communicate regularly and transparently – don’t leave employees guessing
• Use feedback and data to make informed adjustments along the way

At the end of the day, a well-executed group move is more than a transition – it’s a statement about your company’s values, culture, and commitment to supporting your people. When done right, it can strengthen employee engagement, preserve business continuity, and lay the groundwork for future success.

Relocating a large group of employees is complicated and challenging, but it does not have to be stressful. It is important to select a relocation provider with thorough group move experience that can manage the employee transitions while simultaneously supporting ongoing business goals and objectives. This is particularly true in the new location, to offer employees a sense of team support in every aspect of starting their new careers in a new state together.

RMCs assist in defining move objectives, advising on communication plans, designing effective policies, and managing logistics. WHR’s global footprint ensures the capability to handle group moves of all sizes and complexities. RMCs also establish procedures to assess employee relocations, determine relocation policies, and project acceptance rates.

Select a provider with extensive experience, user-friendly technology tools, relocation policy design expertise, and a transparent reporting process. At WHR, our team is committed to delivering exceptional service and peace of mind to your relocating employees. From policy development to planning and execution, we help your company achieve its corporate objectives during a group move.

If your organization is planning a group move, or even exploring the possibility, our team at WHR is here to help. With extensive experience in managing large-scale relocations, we’ll work with you to develop a strategy that ensures a smooth, thoughtful, and successful move for both your people and business.

These five tools allow you to answer a few short questions about your company’s global mobility program and will send you a custom report based on your answers

RFP – Relocation Request for Proposal Generator

Relocation Policies and Rental Assistance | Whitepaper

• Best practices including employee needs, policy guidelines and Incent-to-Rent
• Benefits for both the Employee and the Employer
• Dilapidation in rental properties
• Partnering with a RMC for guidance, coordination and enhanced experience

• Understand Your Employees’ Needs and Preferences
• Set Clear Policies and Guidelines
• Incent-to-Rent
• Placing Caps on Rental Assistance
• Encourage employees to negotiate a Diplomatic Clause
• Establishing a partnership and hiring an RMC

Moving to a new city or country can be stressful, costly, and complicated.
A comprehensive rental assistance benefit can help ease relocation stress and ensures the employee feels supported throughout the process

Smooth Transition to New Housing
Securing housing is often one of the biggest challenges in a relocation.  Relocation assistance often includes help finding housing, whether it is by providing rental assistance, offering temporary accommodations, or helping with house-hunting services. This ensures employees do not face the stress of searching for a home in an unfamiliar city or country, especially when rental properties are in high demand. Knowing that housing support is available allows employees to focus on other aspects of their move, such as setting into their new job and community.

Reduced Stress
Relocating is inherently stressful, and housing is one of the most stressful aspects of the move. Receiving rental assistance helps to ease the stress, allowing employees to feel more comfortable in their new environment. This sense of security can lead to a smoother transition, both personally and professionally.

Improved Satisfaction and Loyalty
Providing rental assistance as part of the relocation package shows that the company values the employees’ well-being and wants to make their transition as smooth as possible. This support can increase employee satisfaction, demonstrating that the company cares about their long-term success. As a result, employees are likely to feel more appreciated and loyal to the company.

Help With Lease Agreements
Leases can be confusing, especially when moving to a new city or country. With Rental Assistance, employees benefit from support with lease negotiations, ensuring they understand the lease agreement’s terms. Additionally, they can also receive legal support to help with local laws, especially when relocating internationally. This assistance helps to ensure that employees understand their obligations and rights as tenants.

What is Dilapidation?

On a rental property, “dilapidation” refers to the damage a tenant leaves a property in at the end of a lease, meaning that they are responsible for any damages beyond normal wear and tear and must return the property to its move-in condition as outlined in the lease agreement. This usually includes repairs, decoration, or restoring any alterations made to the property during their tenancy.

Landlords often issue a “Schedule of Dilapidations” detailing the necessary repairs and their associated costs to the tenant at the end of the lease. Dilapidation is typically more of an issue with international assignments since they are for a set duration.

4 key points about dilapidation in rental properties include:
1) Tenant Responsibility
2) Lease Agreement
3) Schedule of Dilapidations
4) Normal Wear and Tear

How to avoid Dilapidation?

Your employees can reduce the risk of dilapidation by minimizing the wear and tear of the property, saving them money in costly repairs at the end of the lease.

Prevent dilapidation charges at the end of the lease by:

• Having a Well-Written Lease
• Conduct Regular Inspections

Incorporating a comprehensive rental assistance program into relocation policies is essential for supporting your employees through the relocation process.

By addressing the challenges of securing suitable housing, managing lease agreements, and facilitating a smooth move, organizations can enhance the overall employee experience. A well-executed program not only reduces employee stress, but also strengthens talent retention and productivity, reinforcing the company’s commitment to employee well-being. As workforce mobility evolves, including a comprehensive rental assistance benefit in
your policy will remain a key factor in ensuring successful relocations and assignments.

RFP – Relocation Request for Proposal Generator