myBama
Human Resources

Out-of-State Employment

To ensure compliance with applicable laws, the out-of-state employment request process applies to all employees (faculty, staff and students) requesting to work for The University of Alabama from an out-of-state work location. Any employee approved to work outside of Alabama will be subject to the laws and regulations of other states with respect to the employer/employee relationship. This includes states/territories that may have different overtime laws, workers’ compensation, and other laws that govern employment. Therefore, any employee who is approved for an out-of-state work location will be expected to comply with the laws of the state in which the employee is working.

Out-of-State Work Location Request Form

All employees are responsible for notifying their supervisor before performing work from an out-of-state work location, and supervisors must then notify their Vice President and Human Resources so that this arrangement can be vetted and approved to move forward.

InfoOne-Year Limitation

No Out-of-State Work Location Request Form should be submitted for a period longer than one (1) year.

Flexible Work Arrangements, including out-of-state work locations, must be reviewed annually. Employees who plan to continue working from an out-of-state location for an extended period of time must receive approval each year.

For current employees, supervisors must submit and receive approval for the Out-of-State Work Location Request Form in DocuSign in advance of work being performed from an out-of-state location. The following steps are required for review and approval:

  1. Prepare Required Information for DocuSign

    The form is required for all employees who plan to perform work from an out-of-state location. Hiring Manager should review the sample form to collect required employee and/or applicant data and draft responses to specific questions before initiating a DocuSign form.

  2. Initiate DocuSign, and Input Name and E-mail Address for Signatures

    The following signatures are required on each form in the following order:

    • Supervisor/Hiring Manager (Initiator)
    • Dean or Assistant / Associate Vice President
    • Vice President, or VP’s Designee (limited to supervisor one level below VP per FWA policy)

  3. DocuSign Routes for Departmental Signatures

    DocuSign form will route to required contacts as input by Supervisor/Hiring Manager.

    If you are aware of data input error(s) or encounter other issues, contact Jennifer Richardson at (205) 348-8211 for immediate assistance with the DocuSign form.

  4. DocuSign Review by Committee

    The review committee includes representatives from Human Resources, Office of Counsel, Compliance, Ethics, and Regulatory Affairs, Risk Management, and Tax.

    The committee must approve the out-of-state work location before the proposed arrangement may move forward.

  5. DocuSign Form Completion

    Supervisor/Hiring Manager will receive notice of completed form:

    • If out-of-state work location is approved, then proceed with next steps.
    • If denied, applicant and/or employee will not be permitted to work from an out-of-state location.

  6. Continue with Steps After Approval Below

    The employee and/or applicant (after hire) must:

    For staff employees, the Hiring Manager must initiate a Flexible Work Arrangement form and attach a copy of the completed DocuSign form with out-of-state approval.

submit Out-of-state work location request form (DocuSign)

exclamationDuplicate DocuSign Envelopes

Clicking the button to open the DocuSign request form link will generate a blank envelope, so only open the form when prepared to submit. Supervisors may review the sample form for employees prior to initiating a request.

For applicants, the assigned recruiter or HR Business Partner, in coordination with the hiring manager, will provide the necessary information to the same committee of reviewers as described above. All committee reviewers must approve the out-of-state work location for the arrangement to move forward. A sample form for applicants is available to review.

Steps After Approval

Complete Flexible Work Arrangement Agreement

All staff employees approved to work remotely from an out-of-state work location are also subject to the Flexible Work Arrangement Policy and must submit the corresponding Flexible Work Arrangement Request Form. A completed copy of the approved Out-of-State Work Location DocuSign form must be attached to this request. Additional information about Flexible Work Arrangements is available on the HR website. Direct questions about this policy or process to the employee’s assigned HR Business Partner.

Update Local Mailing Address

All employees approved to work remotely from an out-of-state work location should ensure their local mailing address is accurate. The local mailing address is used to send official University mailings and correspondence, so it’s important to keep it updated in myBama. Along with official correspondence needs, an employee’s listed state of residence may also impact individual payroll taxes, employee benefits and more. All employees are encouraged to review and update local mailing address information in myBama Employee Self-Service. Direct questions to the HR Service Center at (205) 348-7732 or email hr@ua.edu.