Here's a scenario that plays out in organizations everywhere. An employee asks to work from Barcelona for six weeks to help a family member. Another needs to relocate temporarily for a medical procedure. Someone else wants to test out living in Austin before committing to a permanent move. These requests land on managers' desks with no clear playbook for what to say yes to and what raises red flags.
The problem is not the requests themselves. Remote work has proven that it can work. The problem is the inconsistency across managers and departments. One manager approves everything. Another denies identical requests. HR gets pulled into debates about fairness. Legal worries about compliance implications in different jurisdictions. Finance needs to understand tax and payroll consequences. Nobody quite knows who should be making these decisions or what criteria matter most.
This guide exists to solve that exact problem. It provides a flexible framework for handling temporary remote work requests under 90 days. The focus sits on core principles and necessary actions rather than prescribing specific tools or team structures. Organizations can adapt this approach to their size, industry, and operational reality while maintaining consistency and compliance across all requests.
Step 1. Create a centralized intake process
The first mistake organizations make is letting temporary remote work requests scatter across channels. One employee sends an email to their manager. Another drops a message in Slack. Someone else mentions it during a one-on-one. By the time HR gets involved, critical details are missing, and nobody remembers who said what.
A centralized intake process solves this chaos. It captures every request in one place with consistent information. It ensures nothing gets lost in email threads or forgotten in chat conversations. The form itself can be referenced in the company's remote work policy so employees know exactly where to go when they need to make a request.
Action
Create a simple submission form that employees can access easily. This does not require expensive software or complex systems. A Google Form works perfectly fine. So does a shared document or a dedicated form in your existing HR platform. The tool matters far less than having a single, predictable entry point that every employee knows about and can use.
Key information to collect
The intake form needs enough detail to evaluate the request without overwhelming employees with bureaucracy. Here are the essential fields that should appear on every temporary remote work request:
- Employee name and department. Basic identification and context for who is making the request
- Current work location. Where the employee normally works (office location, existing remote setup, etc.)
- Temporary work location. The specific city and country where the employee wants to work temporarily
- Start and end dates. Exact dates for the temporary arrangement (must be under 90 days for this process)
- Reason for request. A brief explanation that helps reviewers understand the context and urgency
- Manager name. Direct supervisor who will need to approve from an operational perspective
- Work schedule expectations. Whether the employee plans to maintain their current hours or adjust for time zone differences
This information creates the foundation for the evaluation steps that follow. Without it, decision-makers are flying blind.
Step 2: Assess feasibility and compliance
This is where good intentions meet legal reality. An employee wants to work from Portugal for two months. Sounds simple until you realize that temporary work across borders triggers immigration rules, tax considerations, and compliance requirements that vary wildly by country. Skip this assessment, and the company could face penalties, tax liabilities, or worse.
The feasibility check needs to happen before any approvals get issued. This review can be handled by a manager with international experience, a People Team representative, or an HR compliance partner. The goal is straightforward: determine whether the request is legally and logistically possible within the timeframe and budget constraints.
Action
Start by confirming that the employee is legally authorized to work in the new location. For international moves, this means checking their passport, visa, and any work authorization requirements for the destination country. If the move is within the same country, the process is usually much simpler. The level of complexity depends on both where the employee is going and their nationality. Many countries allow visa-free entry for tourists but prohibit work activities on tourist visas. Other countries require specific work permits even for short-term remote work. Some nations have introduced digital nomad visas specifically for this scenario. The rules change constantly and vary by citizenship. Research the specific requirements for the employee's nationality and destination country combination.
Key questions to ask
These questions help surface potential obstacles early on and clarify who's responsible for costs and administrative tasks. Consider each question carefully before moving to the approval stage:
- Does the employee's nationality allow them to work in the temporary location without a visa for the requested duration? Some passport holders enjoy visa-free work privileges in certain countries for short stays. Others need advance authorization regardless of duration.
- If a visa is required, will the employer pay for it? Work visa fees range from minimal to several hundred dollars. Application processes can take weeks or months. Decide upfront whether this cost falls to the company or the employee.
- Are any specific agreements or certificates needed? European countries may require an A1 certificate to maintain home country social security coverage during temporary assignments. Other regions have different documentation requirements.
- Will there be any tax implications for the company or the employee? Even short-term work in another jurisdiction can trigger tax obligations. Some countries have minimum thresholds measured in days. Others start counting from day one. Consult tax advisors if the answer is unclear.
- Does the temporary location create permanent establishment risk? If the employee conducts business development, signs contracts, or represents the company officially, this could create taxable presence in the new location.
- Can the employee maintain their regular work schedule, considering time zone differences? A six-hour time shift might make real-time collaboration impossible, depending on the role and team structure.
This assessment creates the foundation for an informed approval decision. Document the answers and any concerns that surface during this review.
Step 3. Obtain necessary approvals
Once the request clears the feasibility review, it enters the approval chain. This is where different stakeholders weigh in to ensure the decision aligns with operational needs, business priorities, and policy requirements. Even if a request is legally feasible, it might pose challenges for team dynamics, project deadlines, or strategic initiatives.
The approval process should move quickly but not carelessly. Delays frustrate employees who need answers to finalize travel plans or housing arrangements. But rubber-stamping every request without proper review creates precedent problems and compliance risks. The goal is structured speed with clear accountability at each decision point.
Action
Route the completed request form to the appropriate approvers based on their role and expertise. A simple email with the form and feasibility assessment attached usually works fine. Include a deadline for responses to prevent requests from languishing in inboxes. Most organizations set a 3-5 business day turnaround for each approval level unless the request involves complex international compliance questions that need external legal review.
Make the routing sequence clear from the start. Does the direct manager approve first, then HR reviews? Or does HR screen for compliance before the manager weighs in? Either approach works as long as everyone knows the order and their role in the chain. Avoid parallel approvals where multiple people review simultaneously without coordination. That setup leads to contradictory decisions and confusion about who has final authority.
Key approvers
Different stakeholders bring different lenses to the approval decision. Each serves a specific purpose in protecting the organization while respecting employee needs. Here are the primary approvers and what they evaluate:
- Direct manager. Ensures the work can be performed effectively from the temporary location without disrupting team productivity, client relationships, or project timelines. The manager assesses whether time zone differences create unreasonable constraints on availability and whether the employee needs access to physical resources or in-person meetings.
- Business unit leader. Confirms the arrangement aligns with broader business goals and strategic objectives. This leader identifies potential conflicts like major client visits or department-wide initiatives and ensures consistency in how temporary remote work gets handled across their division.
- HR/people team. Reviews the request for policy compliance, precedent implications, and administrative requirements. HR tracks patterns across requests to identify whether the organization needs to update policies or provide better guidance to managers.
- Legal/compliance (when needed). Steps in for international requests or situations involving regulatory complexity. Legal reviews immigration requirements, tax implications, and employment law considerations that could create liability for the organization.
Document who approved what and when. If questions arise later about why a particular arrangement was permitted, this record provides clarity and protects decision-makers from second-guessing.
Step 4: Communicate the Decision
Speed matters here. The employee is waiting to book flights, secure housing, or make other arrangements that depend on this answer. Silence creates anxiety and forces people to make backup plans that waste time and money. Aim to communicate the final decision within 24-48 hours of the last approval being collected.
Action
Send a formal email to the employee with a clear subject line like "Remote Work Request Decision: [Location] [Dates]." Keep the message direct and professional. Avoid vague language or hedging that leaves room for interpretation. The employee should understand the decision immediately after reading the first sentence.
If Approved: Confirm the exact dates and location in writing. Include any conditions or requirements like maintaining regular working hours, staying reachable during core business hours, or using specific communication tools. Attach a simple approval letter that the employee can reference if questions arise later. This document also protects both parties if disputes emerge about what was actually approved.
If Denied: State clearly that the request cannot be approved at this time. Provide a brief, respectful explanation that references the specific concern (compliance risk, operational needs, business timing). Avoid generic rejections. The employee deserves to understand why their request did not meet the approval criteria.
Step 5. Catalog and follow up
Approving the request is not the end of the process. It's the beginning of an ongoing compliance obligation. Without proper tracking, organizations lose visibility into who is working where and for how long. That blind spot creates a serious risk.
Action
As an extension of the intake form, create a centralized tracking system where all approved temporary remote work requests get logged. A simple spreadsheet works perfectly for most organizations. Google Sheets, Excel, or Airtable all handle this requirement without needing specialized software. The key is making sure every approved request gets entered immediately with complete information.
Key data to track
Your tracking system should capture the following fields for each approved request:
- Employee name. Full name for easy identification
- Temporary location. City and country where they'll be working
- Start date. First day of the temporary arrangement
- End date. Last approved day in the temporary location
- Total days approved. Calculate this automatically to simplify reporting
- Cumulative days in location. Running total of all days the employee has worked in this specific location during the calendar year
Risk mitigation
The cumulative days calculation is critical for compliance. Many countries trigger tax residency or permanent establishment risk after an employee spends 180 days there in a calendar year. Some jurisdictions use even shorter thresholds. Monitor these totals actively and flag any employee approaching dangerous territory. Set alerts at 120 days so you can intervene before problems emerge.
Follow-up
Send a reminder to the employee one to two weeks before their approved end date and confirm they are planning to return to their regular work location as scheduled. This simple check prevents situations where employees assume extensions are automatic or forget about the agreed timeline. It also gives you advance notice if circumstances have changed and they need to request an extension through the proper channels.
Example temporary remote work request form
Below is a ready-to-use template for collecting temporary remote work requests. Organizations can adapt this format to their specific needs and systems.
Employee information
Employee Name: _________________________________
Employee ID: _________________________________
Department: _________________________________
Job Title: _________________________________
Email Address: _________________________________
Direct Manager Name: _________________________________
Request details
Current Work Location (City, Country): _________________________________
Temporary Work Location (City, Country): _________________________________
Requested Start Date: _________________________________
Requested End Date: _________________________________
Total Number of Days: _________________________________
Reason for request
Please provide a brief explanation for this temporary remote work request:
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Work schedule and availability
Will you maintain your current work schedule? ☐ Yes ☐ No
If no, please specify your proposed working hours:
Monday-Friday: _____________ to _____________ (include time zone)
Will you be available for video meetings during core business hours? ☐ Yes ☐ No
Legal and compliance information
Do you hold citizenship or permanent residency in the temporary work location? ☐ Yes ☐ No
Do you currently have legal authorization to work in the temporary location? ☐ Yes ☐ No
Have you worked in this location previously during the current calendar year? ☐ Yes ☐ No
If yes, how many total days: _________________________________
Technology and equipment
Do you have reliable internet access at the temporary location? ☐ Yes ☐ No
Will you be using company-provided equipment? ☐ Yes ☐ No
Employee acknowledgment
By submitting this request, I acknowledge and agree to the following:
☐ I will maintain regular working hours and remain available during core business hours.
☐ I will ensure the security and confidentiality of all company data and information.
☐ I understand this is a temporary arrangement and must return to my regular work location by the approved end date.
☐ I will notify my manager immediately if circumstances change or I need to extend this arrangement.
☐ I understand the company may deny this request or terminate the arrangement at any time based on business needs or compliance concerns.
☐ I will comply with all applicable laws and regulations in both my home location and temporary work location.
Employee Signature: _________________________ Date: _____________
**For internal use only**
Feasibility Assessment Completed By: _________________________________
Compliance Review Status: ☐ Approved ☐ Requires Legal Review ☐ Denied
Notes: _________________________________________________________________
Approvals
Direct Manager Approval: ☐ Approved ☐ Denied
Manager Signature: _________________________ Date: _____________
HR/People Team Approval: ☐ Approved ☐ Denied
HR Signature: _________________________ Date: _____________
Business Unit Leader Approval (if required): ☐ Approved ☐ Denied
Leader Signature: _________________________ Date: _____________
Final Decision: ☐ Approved ☐ Denied
Decision Communicated to Employee: Date: _____________
Organizations can convert this template into a digital form using Google Forms, Microsoft Forms, Typeform, or their existing HR management system. The key is capturing consistent information across all requests while keeping the process simple enough that employees actually complete it properly.
Disclaimer: This information does not, and is not intended to, constitute legal or tax advice and is for general informational purposes only. The intent of this document is solely to provide general and preliminary information for private use. Do not rely on it as an alternative to legal, financial, taxation, or accountancy advice from an appropriately qualified professional. The content in this guide is provided "as is," and no representations are made that the content is error-free.
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