How Mauve can support the education sector

In today’s increasingly connected world, reputable educational establishments frequently operate partnership networks, overseas campuses, and/or knowledge-exchange programmes. The commercialisation of education means that universities need to stay competitive. This, combined with the significant increase in enrolments over the last 30 years, a decrease in mobility costs, and an easing of logistical complexities has created a competitive global field for universities.

Despite the easing of barriers to global mobility in recent years, universities still face challenges with international hiring or relocation situations. Their unique structure and funding models demand careful planning and partnerships that can meet their specific needs.

At first, hiring staff from other countries can seem difficult. However, by talking to experts and doing your research, your university can expand globally and create a successful global hiring program.

Going global: the unique needs of the education sector

Operational characteristics

Educational establishments cannot be treated the same way as traditional corporate businesses when it comes to global employment. Structure and processes often differ considerably not only between universities, but also between faculties within universities. This can make the management of global assignments complicated.

Internally, each department/faculty often manages their own resources, agendas, and requirements. Multiple departments and faculties can be involved with one case and, as a result, there can be many points of contact.

Universities have different roles to fill, like faculty staff and post-doctorates. The timelines for these roles are set at departmental level and can vary a lot. The funding for projects and positions may also come from multiple sources.

In addition, educational establishments need to consider international payments and transfer of funds. The university may have stringent requirements relating to cross-border payments because of money laundering rules in their constitutions. Foreign exchange rates and associated bank charges can cause potential monetary losses if paid to local bank accounts.

Assignment-level variations

Universities frequently have considerably varying needs at the assignment level depending on the individual position to be filled. It is important to understand the distinction between faculty staff and research staff. There are different employment routes associated with each.

Often, research staff are engaged on fixed-term contracts, while faculty staff have a more permanent arrangement. Further unique requirements associated with universities that can complicate the international assignment include academic tenures, post-doctorates, scholarships, and so on.

The length of assignment can also present further complexities in international and domestic hiring. Some positions may last for just one semester. Other positions may require people to move overseas for research for several years.

For example, Mauve Group employed a professor for an Ivy League university who only taught summer programmes in South Africa. He was engaged on a fixed-term contract to compliantly enable the short assignment length.

It is common for university or research staff to move around frequently, sometimes requiring access to multiple countries within one assignment. Mauve Group supported a research team led by a notable professor conducting an archaeological excavation project in Ancient Thrace – a region now spanning three countries, all of which the team required access to. We supported the team with employment in Greece, while assisting with business visas or short trips to the required countries.

Employment laws vary widely between countries and states. Employers must follow these laws carefully, regardless of how complicated the situation may be. When faced with international assignments, the goal of the employer should always be the same: to ensure the employee is working compliantly while achieving the objectives of the assignment.

Pre-assignment questions to ask

Errors in global employment can arise from not understanding the specifics of a project. In some cases, organisations may apply a solution that isn't appropriate. Global mobility solutions are not the same for everyone. Take time to assess your situation, consult experts, and gather diverse perspectives before making decisions. Use the following questions to gain better insight:

Location

• Where will the individual be located?
• From a duty of care and compliance viewpoint, what is the stability of that location?

Nationality

• Where does the individual come from? This could prompt more questions about visas, tax liability, etc., so it's important to consider!

Relationship

• How is the person connected to your educational institution?
• Is their contract temporary?
• Will they be offered another position with your institution once the original project is complete?

Timescale and scope

• How long will you employ the individual?
• What sort of work will they be doing?
• What are the start and end dates?

Legal, HR, and contracts

• Contract types will vary between assignments. What works best: fixed-term, permanent, or part-time?
• Is the worker considered a contractor or a full employee? If you are unsure about the legal definition of the person’s role, take the 20-Factor Test to confirm. A Mauve Group representative can supply this.
• Are your HR practices and standard terms acceptable in the country of work? What does local legislation say about performance, disciplinary, and termination procedures?

If a university registers in multiple countries, it must still follow the laws of each country. No centralised governing legislation exists that will override local law. Some nations require all branches to act in line with some laws of that country. For example, global educational institutions wishing to establish branches in India must adhere to a set of regulations imposed in 2023.

Tax, payroll, and payments

• Where should the employee be paid?
• What is their salary?
• Are there any bonuses, rewards, or expenses due? Do these align with the expected salary levels or legislated in the future country of work?
• Will payment for their assignment come from your organisation, a local branch or a third party?

The possibility of fluctuating exchange rates should be considered and if payments will be made to or from a local bank account, consider the logistics of this and any losses which may be incurred as a result.

• Where do they pay tax and social security?
• Are you creating any tax liabilities locally through your chosen solution?

Partners

• Does your university have any local partners who can assist with either advice or services? This may be a local university partner or a third-party specialising in local hire/HR such as lawyers, accountants, and so on.

Future plans

• Is this hire/relocation the gateway to more significant regional operations in the future? A temporary solution may need to evolve into a permanent one further down the line.
• Do you need to take steps to strengthen the school's position by establishing a branch or some other form of local entity? It could be more cost-effective to do so if operations are likely to become long-term.

Entity types and structure

If you are considering setting up an overseas branch of your educational institution, think about the legal structure of your existing organisation and what this means for your expansion options.

• Can you register your institution in-country?
• How will you arrange the structure and autonomy between the central organisation and the local subsidiaries?
• Do you need to change the scope of your university at home to include international practices?

Supporting the global assignment

How you can get the assignment done depends on your situation. Local job laws, immigration laws, and tax laws may apply. Check your answers to the questions above and get advice from experts on local laws. Decide which option helps you the most with your goals.

The main routes include:

Employer of Record

A third-party organisation specialising in global employment can provide an Employer of Record (EoR) service. An EoR operates local entities in-country, securely and compliantly managing the employment of your staff. You can retain control over the employee’s day-to-day activities.

EoR companies understand local hiring and taxation laws and can help you handle all the necessary paperwork easily. They will handle several tasks, including local payroll and communication with the authorities. This is cost-effective, and reserves time and resources.

Global Business Expansion

If you're looking to expand business operations to last a long time or be permanent, it may be cheaper to establish a local entity. This is also true if you need to hire many people.

This is also contingent on the specific conditions of the project and its location. Each country offers a variety of entity options, and without comprehensive local knowledge, the process can be intricate. A specialist third-party provider can recommend the most suitable choice.

Global Payroll

Engaging Mauve Group’s Global Payroll service will allow your university to entrust all in-country payroll services to Mauve, which will ensure 100% tax compliance and timely payment of salaries to your workers abroad. Mauve’s local experts establish in-country payroll, including employee registration with the local authorities.

In-house global payroll experts create and file comprehensive reports, as well as securely-held payroll records. These records are accessible 24/7. Mauve also keep up-to-date with of all the latest updates to local tax regulations and incentives. This means we can make any changes when needed.

Consultancy Services

Our global team consults universities, ensuring that work practices, pay, and contracts comply with local laws and regulations. Mauve’s team can also help universities to create fair pay structures and reward programs for their international staff.

Global Visa & Immigration

Mauve Group has a team of experts in global visa and immigration. They can help educational clients understand the rules for visas, immigration, and residency in their new country.

In-house experts guide you on the best immigration options. They handle corporate work permits, global visas, and residency applications. Thus, educational bodies can rely on Mauve for the effective and regulation-abiding relocation of staff members.

Independent Contractor Solutions

If the job is temporary and meets specific rules, universities can consider using Independent Contractor Solutions. Contractors usually work with multiple clients, own their own equipment, and manage their own hours and activities.

If they could be seen as full employees, there are serious penalties for misclassifying workers as independent contractors. Services such as Agent of Record and Independent Contract Verification can guarantee full compliance with your contract agreements.

Establishing a local entity

If your project is going to last a long time and involve many workers, you may consider setting up a local business.  There are many options for setting up entities in each country. Without local market expertise, understanding the process can be difficult. A third-party expert supplier can advise on the best option.

How Mauve can help

Mauve Group is an established global employment solutions provider, offering comprehensive and personalised packages to organisations globally. These range from NGOs, to businesses, to universities.

Mauve Group works in partnership with NACUBO (National Association of College and University Business Officers) and NAFSA (Association of International Educators) in the U.S. Together, they promote and highlight the various hiring pathways and bespoke services which can support global expansion assignments.

We have longstanding relationships with many educational institutions around the world, including Ivy League establishments, universities, colleges, schools, and professional development organisations. Some of our headline clients include Colorado State University, Teach for All, and CQU Australia.

Case study: how Mauve helped a major research university

A major research university with one of the largest enrolments in the U.S. needed a third-party supplier to support its global hiring programme. They wished to hire in a number of global locations, including Pakistan, India, and the UAE. The hires were both local and foreign national workers. These employees were carrying out a variety of activities across both the faculty and research workforces.

After winning a successful tender, Mauve and the university collaborated to assess the extent of the projects. Together, Mauve and the university evaluated each situation on a case-by-case basis and considered the local conditions in each country. It was decided that Employer of Record solutions in each country would be the most efficient route.

Mauve managed the onboarding process for staff. Our teams provided local contracts and enrolled employees in the local payroll using our in-country entities. Mauve also assisted with in-country office searches, so that the university could establish local bases for its activities.

Today, Mauve Group continues to support the university via our Employer of Record service. We manage payroll, reporting, onboarding and offboarding, performance guidance, and ensure compliance.

Contact our team to find out more about how we can assist your university or educational institution to expand its global operations.