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

The future of global mobility is not just about moving people – it’s about moving towards a sustainable future. In a time when sustainability is a top priority for businesses across all sectors, the global mobility industry has a unique opportunity to lead the charge. Rather than seeing relocation as an obstacle to sustainability – given the right circumstances, it can result in a positive impact on the environment. By embracing a holistic view of relocation, the global mobility industry can redefine what it means to move talent across borders, creating a future where business growth and environmental sustainability are not mutually exclusive.

Relocation is a major life event, where nearly every aspect changes at once – from their home and country to the surrounding language and culture. Daily habits are disrupted, and new ones are formed. This is known as habit discontinuity and presents a unique opportunity to encourage sustainable behaviors. During this time, people are more receptive to adopting new habits, making it an ideal time to introduce sustainable habits.

Research by psychology professor Bas Verplanken highlights that our behaviors are largely shaped by habits rather than conscious decisions. His studies reveal that during major life changes, such as relocation, habits are naturally disrupted, making it easier to break old patterns and establish new, sustainable ones. This means that, with the proper support, assignees can be encouraged to adopt more sustainable transportation methods and integrate sustainable practices into their daily lives.

The global mobility industry has the potential to serve as an enabler of positive change, and this is where we, as your Relocation Management Company (RMC), can facilitate and encourage sustainable choices. Through our tailored services and dedicated support, WHR Global (WHR) empowers organizations and assignees to adopt environmentally responsible strategies.

Incorporating sustainability into every stage of the assignment not only facilitates sustainable business practices but also provides the opportunity to track and manage Scope 3 emissions more effectively. By aligning sustainability policies with sustainability training, the assignees gain the knowledge and resources to make sustainable choices and recognize their potential impact. Continuous support ensures that they can implement long-term changes, making sustainability an integral part of every step of the relocation process.

Through practical pieces of advice, such as reassessing your organization’s use of air shipments, WHR can help you drive meaningful change in sustainable global mobility. By guiding the assignee to make more sustainable choices, it is possible to significantly cut Scope 3 emissions without disrupting productivity. Partnering with an experienced RMC ensures that the assignees receive the proper support, guidance, and practical solutions to make sustainable choices easier.

WHR is proud to have achieved a Silver EcoVadis Sustainability Rating in 2024, placing us in the top 15% of companies globally.

We are also a participant in the Science-Based Targets Initiative (SBTi) for sustainability & corporate climate action.

WHR commits to reducing Scope 1 and Scope 2 greenhouse gas emissions by 50% by 2030, compared to a 2018 base year, and to measuring and reducing its Scope 3 emissions.

But what happens when there is an off-hand approach to relocation? Why not just let the assignee decide what sustainability efforts they want to pursue?
This brings us to an essential challenge in sustainability efforts: lump-sum relocation policies.

Relocation undeniably has an initial environmental cost, primarily due to travel and logistical emissions. However, viewing relocation holistically offers opportunities to instill long-term sustainable behaviors. Consider an employee relocating to a new country who chooses to lease an electric car rather than opting for a traditional combustion engine vehicle. In said country, there is an excellent electric car charging network, meaning the assignee does not have to compromise on their comfort. Throughout the whole assignment, the reduction in carbon emissions from daily commuting may be more significant than the emissions emitted from the move itself. This highlights that when sustainability is embedded into relocation policies and assignees are provided with the proper support, relocation can drive positive environmental change – sometimes making it more sustainable than not relocating the employee.

Relocation is more than just moving from one country to another—it represents a significant life event that disrupts established habits and creates an opportunity for change. This shift offers the Global Mobility industry a powerful opportunity to influence sustainable choices. By seizing this opportunity, the industry can play a crucial role in helping companies achieve their ESG objectives and make a positive environmental impact.

For a more in-depth exploration of these insights, we invite you to read ExpatRide’s comprehensive white paper here and join us on our journey toward a more sustainable future.

This article is based on ExpatRide’s white paper Global HR’s Green Opportunity: Using Global Mobility to Drive Environmental Change, which examines the immense potential of the global mobility sector in fostering a more sustainable future.