When an employee performs University work at a location outside the state of Alaska for any length of time, the University has an obligation to comply with tax or other employment laws of the state in which the work takes place. States may require payment of city or local taxes, as well as state family medical leave and/or other costs. In addition to understanding the tax requirements of each state, HR Accounting submits the withholdings collected from employees to the appropriate state and files the applicable state returns. Also, HR Accounting prepares annual reconciliations and submits W2’s to the states in which the employees work.
Departments are charged an administrative fee (approximately $115.00) per employee per quarter by HR Accounting for the tax compliance management of out-of-state employees. The fund and org that was indicated on the request form will be used for the department charges. If the fund and/or org are closed at the time the quarterly JV is prepared, the default labor from NBAJOBS will be used. If the request was submitted due to COVID-19 via a job form, the default labor from NBAJOBS will be used. Notification can be sent via email (ua-hr-accounting@alaska.edu) to update the funding. The 15th of the last month of the quarter (March, June, September, December) is the deadline to submit the change for the quarter.
If a staff member wishes to work remotely, they must notify their supervisor and/or Dee Cardentey, CLA Executive Officer immediately. If a faculty member, they should discuss this with their Department Chair and the CLA Dean. If approved, the employee must submit a remote work agreement. Note: remote work will incur additional costs to the department for administrative costs and potentially additional costs to the employee based on the state from which they will be working remotely