With our Work Locations feature, HR admins can define specific work locations per country and streamline the process for employees when planning business trips. This ensures that business trips and related compliance steps are handled efficiently.
Setting up a work location
Go to Company Settings and select Work locations.
Click Create new to add a new work location.
Add details for the location
Name: Enter the name of the work location.
Type: Choose from:
Group company: This is a local entity that is part of your group structure.
Local branch: This is a local company registration (PE) of your group structure.
Internal project: This is an internal (non-client) project, such as the implementation of a new HRIS system.
Client project: This is a project abroad for a client, which is performed without a local entity or registration of your group structure.
Country: Select the country where this location is based.
Trip Cost Responsibility: For the tax assessment of business trips, it is important to know if the work location in the destination country bears the cost of business trips to that location. This is the case if the home company charges the cost for the traveler and trip to the destination work location, or if the costs are paid/borne by the destination work location directly.
Answer PWD questions (if required)
If the selected country requires a Posted Worker Declaration (PWD), you’ll be prompted to answer the relevant questions.
The answers will be automatically pre-filled for employees when they submit a trip request for this location.
Employees can still edit the answers if necessary.
Save the location
After providing the required details, click Save.Repeat the process if you need to add multiple locations.
Edit a work location
You can edit an existing work location at any time:
Click on the Edit button next to the location you want to update.
Adjust the necessary information.
Click Save to confirm your changes.
Note: Any changes you make to a work location will only apply to trips that have not yet been submitted and will not affect requests that have already been submitted.
Employee trip submission flow
When an employee submits a business trip request to a country with saved work locations, they will see the question:
"During your trip to [country], are you visiting one of the following work locations (as defined by your company)?"
Employees can then:
Select one of the saved work locations for that country, or
Select 'None' and continue.
If a location is selected, they will see the alert:
Alert: Some answers may be pre-filled based on the selected work location. Please review and complete any missing information to proceed.
Some of the PWD-related questions will be pre-filled based on the information provided by the HR admin in the work location setup. Employees can still review and adjust these answers if necessary.
Economic employer compliance question
In the business trip submission flow, employees may be asked an additional question regarding the economic employer concept to help assess whether the trip could be taxable. The question is:
“During your business trip, are you working directly for the destination company (either they pay your employer for your time or you report to their manager)?”
This question will only appear under certain conditions, such as when the trip is to specific countries, the stay lasts four days or longer, and the nature of the trip suggests that the employee may be integrated into the destination company.
Additionally, more accumulated data will now be considered in the compliance summary to support more accurate assessments, improving compliance with the economic employer concept.
Benefits of using work locations
Faster trip submissions: Employees and HR save time as relevant information is pre-filled.
Consistency: Ensures compliance details are always accurate and up to date.
Reduced manual effort: Less repetitive data entry for both employees and admins.
✅ Tip: Set up all relevant work locations in advance to make taxable business trip submissions smooth for your team.
Frequently asked questions:
What is the purpose of work locations in WorkFlex?
Work locations can be added by HR or admins in the company back-end of the WorkFlex platform. These locations may include local group entities in the destination country, branches, or specific projects. When a trip is booked or submitted to a destination, travellers will be prompted to indicate whether they are travelling to any of the listed work locations. This helps WorkFlex and the client track the traveller's presence at these locations, which is essential for Permanent Establishment (PE) tracking and identifying potential wage tax obligations.
Will the tax statement be adjusted when a work location is used in the assessment?
Yes, when work locations are created and an employee selects them during the assessment, the tax statement will be adjusted accordingly, as it reflects the presence at these locations.
Do you also track project days for employees?
Yes, project days spent by an employee are also tracked. This information is incorporated into the same process as mentioned above for accurate reporting.
What other impacts could the selected work locations have?
If a traveler visits a work location at their destination, the information required for PWD notifications will be automatically pre-filled. This significantly reduces the effort required by the employee when submitting a trip, ensuring a smoother and more efficient process.