We understand that sometimes you need to work outside of Indiana to support our mission of serving the state, nation, and world through exceptional education, research, and creative activity.
On this page:
Working outside Indiana
Leader’s guide
Learn about the Standard Operating Procedure (SOP) to manage employees working in another state.
Responsibilities
Working outside the U.S.?
If you’ll be working outside of the United States, contact the Office of the Vice President and General Counsel.
Inform your supervisor if you’ll be working outside Indiana for more than 90 consecutive days in a 12-month period, let your supervisor and HR representative know for tax and compliance purposes.
You’re typically not considered an out-of-state employee if you are:
- A faculty member on a semester or full-year sabbatical
- A faculty or staff member on leave of absence
- A campus student worker who maintains a permanent residence outside of Indiana but conducts work in Indiana
- A student who is not considered an employee
- An independent contractor
- An IU employee who lives in another state and commutes to Indiana
If you’re hiring an employee who will work within the U.S. but outside Indiana, you’ll need to
- Notify IU Human Resources
- Indicate the employee’s work location on their HR eDoc
- Work with IU Human Resources about benefit questions for the employee
- Ensure compliance with employment laws and regulations of the state where your employee will be working (IU Human Resources can help you with this for staff and part-time employees)
If you’re planning to work remotely, you’ll need to:
- Work with the hiring unit to ensure compliance with the state laws and Indiana University policies and procedures
- Make any necessary adjustments for your personal income taxes and benefits
- Update your home and work addresses
Benefits
When selecting your medical plan, ensure it provides the necessary coverage and has a robust network of providers in your area. Remember that some states may have different tax rules for benefit deductions and contributions than Indiana.
New to IU? The new employee enrollment page will help you through the process of enrolling yourself and your dependents in your benefits. Be mindful of deadlines, and email askHR@iu.edu if you have any questions.
Taxes, employment law, and I-9 compliance
Working outside Indiana can have significant implications for your taxes, employment laws, and compliance requirements. Here’s what you need to know.
You will not have Indiana taxes withheld from your paycheck if you work solely outside Indiana. Visit the University Tax Services website for further details.
If you are working outside Indiana for more than 90 consecutive days in a 12-month period, inform your supervisor and obtain their approval. They will notify your HR representative, who will then manage the necessary paperwork to ensure compliance with out-of-state tax laws and other regulations. Some states require tax withholding if you reside and work there for a specific duration, so it’s essential to address this.
If your workplace is outside Indiana, the employment laws of that state will apply. Key areas to consider include minimum wage, overtime rules, Fair Labor Standards Act (FLSA) exemptions, accrual of time off, meal and rest break requirements, and leave provisions (e.g., Family and Medical Leave Act [FMLA] and military leave).
- Staff and part-time employees: Contact IU Human Resources for guidance.
- Academic employees: Contact your Academic Affairs office.
If you are a new hire or are re-hired, and you are working in the United States, you must complete a Form I-9. Consult the IU I-9 Training page for instructions if you cannot complete your I-9 in person on campus.
Important reminder: Updating your mailing/home address via One.IU does NOT change your official work location for tax purposes.
Guidelines and policies
Remote work guidelines
When you work outside of a typical IU work location, your department should recognize the importance of:
- A safe and productive work environment
- Expectations regarding work hours and communication protocols
- Compliance with University policies
University HR policies
When working outside of Indiana, note that your state’s laws may influence the application of IU Human Resources policies.
If you are injured on the job
Workers’ Compensation provides benefits to employees who sustain injuries while performing their job duties.
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