One of the fun parts of practicing Global Mobility is in the fact that every person you’re moving is unique.
It won’t be long until you find yourself having to review an exception request because the individual need or external circumstance is outside the standard policy.
Do not let exceptions be a norm!
If exception requests are becoming overwhelmingly high, it’s a clear sign that you need to review your internal Policy.
How to Manage Global Mobility Exceptions
Whether you have a formal or informal exception review process, this guide would help in structuring your review.
1) Understand your Policy
All exceptions start as a request for something not covered by the policy.
So as a starting point, it’s important to understand your Global Mobility Policy – what does it allow, what does it not allow, what is ambiguously in between?
It’s always best to consult the Policy owner for interpretation, to understand the principles and spirit behind the policy / program.
2) Categorize
Clearly place the exception request in a category.
If the exception is related to ongoing host country housing support, identify it as a Housing Allowance exception.
If it’s about a Tax Vendor Out of Scope request for additional Tax Filing, categorize it under Tax Services exception, and you could further identify the exception detail as an additional tax filing request.
The benefit of labeling exceptions into its unique categories is to be able to clearly communicate what the exception request is about, and to be able to manage, review, and analyze patterns of historical exceptions at any point in the future
3) Precedence
When handling an exception request, it is good practice to check if a similar exception has been reviewed in the past.
If there is any precedent case, analyze the following:
- The exception request and the details of the case (the circumstances that led to the request)
- The outcome (approved or denied)
- The thought process and exchanges that went into the exception review and its outcome
If there is no precedent case, then make a note of it and evaluate the implications of setting precedence if you recommend to approve the current request.
4) Parameters
Include parameters when communicating an exception result.
If you recommend to approve an exception request, set clear parameters around its applicability:
- Would this qualify as a precent for future cases?
- Is there a given deadline to utilize the approval?
- Is there a criteria to be met for the exception to be valid upon application?
- Does it extend to the benefit of dependents?
If you recommend to reject an exception request, lay out the parameters in which it was denied:
- What were the reasons and policy details considered?
- What are the present circumstances presented that does not qualify for an approval?
Finally and importantly,
5) Document
Track your exceptions in a consolidated file. Documenting properly allows you and your team to review any historical and current exceptions, and it will be helpful in future review.
This also enables your regular review of the Global Mobility Policy, and see if it’s still relevant or if it’s due for an update.
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