GENERAL ADVICE

WORKING ABROAD 

The diversity of the situations you are likely to meet when you are assigned abroad is extremely wide. We will first deal with the general framework of international mobility (whatever the duration, the status, the destination...) then, more specifically, with a long-term transfer.

A. PRELIMINARY REMARKS

Before the departure, it is necessary to keep up with the daily problems you will have to face in the country. Each assignment shall therefore involve a prior study.

It appears necessary to underline the importance of feeling acquainted with the mentalities, practices and local customs to which the workers on international assignment will be faced. Vexing or shocking the person you are discussing with, even if you did not intend to do so, can have serious repercussions for yourself as well as for the company.

Furthermore, working together means that each person can understand, decode the message of the speaker and can adapt to it while avoiding misapprehensions and annoyances and respecting cultural beliefs. Speaking English or a common language is not sufficient to understand each other.

That's why, it is advised to take care of your behavior during lunches, discussions or talks with native people or in the case of line relations with the local staff (orders to communicate). You should pay attention on local customs such as sending presents, inviting local officials to a lunch or a private reception (weekend or other... in the USA) or giving the business card with two hands (in Asia) and so on.

The elements contained in the 'local lifestyles' and 'cultural profiles per country' from international-mobility.com may constitute a solid information base. Documents like special documents about a country or appropriate multicultural training can be instrumental in a better knowledge.

Finally, as numerous Human Resources Managers point out, humility comes before international mobility. Saying 'I can do because I have already done it' is not a self-evident truth. Jumping from Africa to Asia for example is not so simple.

To that point, keywords are and always will be :

OPEN MIND - PRACTICAL KNOWLEDGE - ADAPTABILITY !

B. PROCEDURES

Here are numerous and various subjects to deal with :

  • local environment
  • housing
  • potential removal
  • transports
  • activities
  • health environment
  • cost of living and purchasing power in the host country.
  • monthly average budget to live decently
  • children's schooling
  • social welfare and its operating system
  • tax status
  • culture, habits and way of life
  • atmosphere toward an immigrant of any nationality
  • international community present in the field (or nationality of the worker)
  • job opportunity for the spouse
    (90% of the spouses do not work abroad, the matter is hard to solve. Some 'job exchanges are sometimes implemented' by companies, bodies and consulates).

1. Before the departure

Movings or transfers abroad necessitate multiple and varied procedures.

Here are the information you must have prior to any transfer abroad :

  • culture, habits and social practices ;
  • currency, exchange rates regulations, exchange rates, usual inflation rate and commercial practices. Never forget your pocket calculator : it will sometimes be very useful ;
  • movements of people and goods (in some countries, areas are prohibited for aliens);
  • health, possible risks, health facilities, costs of care, practices as regards those care, local habits, and so on ;
  • means of information there (newspapers of the country of origin, international radio and/or foreign televisions that can be received, and so on) ;
  • spare-time activities there ;
  • clubs or associations in the country of assignment ;
  • do not forget to inquire about weekends and bank holidays in the visited countries.

It is highly recommended to gather all the documents required for the trip and for the administrative formalities to fulfill at the local level.

TO BE PREPARED BEFORE DEPARTURE

Typical list : DOCUMENTS TO TAKE WHEN GOING ABROAD (to be adapted according to the country)

(* means that the document mentioned shall also be taken for short-term trips)

  • passport with visa (if requested) or national identity card if it is enough*
  • work permit (in most cases, it is compulsory to get it before departure)*
  • residence permit if it is issued before departure (and if necessary)*
  • possible contract of employment or endorsement
  • order for an assignment*
  • family record book (if the whole family leaves)
  • possible military record, necessary for the consular registration for some countries
  • possible national insurance form if affiliated (E 106 or E 108 for Europe)*
  • possible medical record (translated into the language of the host country if possible, or at least in English)
  • international vaccination certificate (if necessary, sometimes required by the local authorities)*
  • driving license (preferably international ; it is better to leave the national one in the country of origin)
  • possible tax clearance certificate, banking and social documents*
  • certified copies of the insurance contracts
  • possible certified copies of the diplomas
  • passport photos*
  • transport tickets (plane tickets, and so on)*
  • proofs of a hotel or housing booking or other*
  • address book*
  • certificate proving that the vehicle went through customs if necessary*

But the following points shall also be taken into account :

  • In some cases, documents as official reports of divorce judgments (for divorced women), marriage certificates, and so on may be requested.
  • Sometimes the 'tax clearance certificate' shall be asked to the tax authorities. In some countries, a temporary or final tax return shall be given within 20 days before departure and you shall apply for a tax clearance certificate. It will be given after the payment of taxes.
  • Do not forget that even if you have a place of residence in your country of origin, you shall pay council tax.
  • Check your situation as far as immigration and customs are concerned. Fulfill the appropriate formalities. Do not forget to fill in the necessary forms. Be careful : the free movement of goods in some areas (European Union countries for example) does not apply to all goods, and so on.
  • Check that you have all necessary and useful insurances (civil, movable, immovable coverage, car insurance and a possible additional social insurance.
  • Make sure that you have an appropriate assistance contract and that the insurer can be easily reached from the host country.
  • Ask for a parental authorization (allowing a minor to leave a country) for all children (even when they come with their parents !). Failing that, and if the border authorities let them leave (what is not sure), they will certainly not be able to enter the host country since some countries are very strict regarding this matter. They can also be mentioned on their parents' passport.
  • It is imperative to make the necessary steps for children's schooling.
  • Do not forget to confirm your flight before the time limit, which is generally 72 hours beforehand.

IMPORTANT : It is highly recommended to any traveler or employee on international mobility not to forget to give a copy of all the documents taken to a relative or a reliable friend !

2. On arriving

It is necessary to learn about the local duties before departure.

The steps to the local authorities vary according to countries. Thus, it is necessary to get information at the consulate of the countries concerned.

The main steps are :

  • at the immigration department, to get :

ü       a residence permit (if it has not been issued before departure - not very often) and its renewal

ü      a work permit if you do not have it yet, or its renewal.

The following documents may be requested :

      • the return or continuation transport ticket
      • extract from police records
      • doctor's certificate.

As far as the issue of the work permit is concerned, the following documents will often be required :

  • contract of employment or endorsement
  • certified copies of diplomas
  • Id card or passport with a stay visa
  • CV
  • doctor's certificate (examination sometimes required with a doctor registered with the consulate)
  • sometimes return or continuation transport ticket
  • an employer's letter proving the hiring
  • appropriate form from the consulate.

Make sure that the family will be able to get visas and other documents necessary for leaving (doctor's certificate among other things) and for the stay.

  • to the traffic control police or the competent authorities (in numerous countries). Some have very strict laws as regards traffic. Thus, it is advisable to :
    • learn about local traffic habits ;
    • make the steps required for using a vehicle (insurance and all legal documents) ;
    • take care with the driving license : in some countries, a foreign license is not valid ; it is necessary to have an international driving license or to take a driving test in the country (if the length of the stay exceeds 6 months, in general).
  • the registration of the vehicle
  • the consular registration to the consulate of the country of origin (free and useful formality)..

In any case, be careful with time limits and their combination, and so on.

You shall also take care since there may be prohibited areas in some countries. You shall also take care since there may be prohibited areas in some countries. Get information about it. But it is useful to know that sometimes the authorities give you information that are not updated, and so on. The risk is to be put under house arrest during the investigation and then be expelled to a place chosen by the local officer.

3. Various procedures

Accidents

There are numerous difficulties in case of accidents abroad.

Thus, it is advisable to leave with copies of four types of documents :

  • a model of an information sheet that the employee shall send to the company in case of accident as soon as possible ; it specifies all information that may be requested by the National Insurance body(ies) to which the employee is affiliated ;
  • possible forms for subsequent reimbursement in case of disease.
  • possible forms to send to the insurance company
  • the name and address of the insurance company and the references of your contract.

These easy precautions make things easier in case of difficulties and represent a saving of time as regards compensation for example and also will help you avoid having to write too many letters.

4. When returning home

As for the departure, there are some formalities to fulfill. It is necessary to adapt to the obligations of the country of origin and of the host country.

Before the departure

IMPORTANT
These recommendations apply for long-term and medium-term stays.

  • Ask for the appropriate forms of acquired rights certificates and aggregation of periods of insurance to the possible local social affiliation bodies.
  • A certificate of change of residence (issued by the employer) will often be requested ; in most cases, the contract of employment specifying the expiration date of the assignment will only be required.
  • A detailed and estimated inventory of personal goods and furniture will be made in view of the move (except in some free movement areas, apart from some goods : vehicles, works of art, weapons, and so on)
  • be careful with the specific rules that apply to the importation of non-taxed products (how long you have had them and so on).
  • do not forget to terminate in time the contract of storage if you resorted to it.
  • the local authorities may request a tax clearance certificate. Most tax authorities use deduction at source.
  • notify the departure to the different bodies (clubs, and so on) and possible bodies of voluntary membership in both the country of origin and the host country, and so on.

When arriving (case of the return in the country of origin)

  • to give out one's new address.
  • together with the company services :
      • to reapply for membership of a social protection system, or made the appropriate declarations ;
      • to undergo a medical examination.
  • to fill in the tax returns in time.
  • present the possible military certificate to the authorities of the place of residence, if they demand it.

CONCLUSION
It is important to know one's rights and duties in order to avoid many troubles.

C. FURTHER ADVICE

The following advice may seem to be insignificant or unnecessary, but each one of them becomes important in the field.

  • To keep in a secure place (of a relative or a friend) in the home country a certified true copy of any kind of formal documents. It will be particularly useful in case of loss or theft.
  • It is not recommended for travelers, except in some specific countries, to take coins or cash... In most countries, credit cards are accepted. The latter are easy to use but beware : prices are sometimes surcharged when you use them ! Moreover, you had better check which card is recommended (visa, masterCard, diners, and so on.), cash withdrawal charges : some are calculated, as a percentage of the amount of money withdrawn and others constitute a lump sum whatever the amount of the withdrawal. In that case, it is advised to avoid frequent low-amount withdrawals. Travelers checks are widely used as well, although they are less practical. However, if you are led to use them, make sure you do not keep them together with their numbers. Keep a copy of the numbers in a relative or a friend's place.
  • Regarding international credit cards, some provide assistance provisions, which are included in the cost of the card, in the case you pay your transport pass with it.
  • Be careful : if you open a bank account abroad, the practices with regard to the attribution of a credit card vary according to the country. In certain States, you might have to wait several months before your banker finally gives you one...
  • It is highly advised, whenever it is possible, to leave any valuable documents or goods in a secure place (hotel case, safe-deposit box or if possible, in a consulate).
  • You should not take with you your personal documentation. In some countries, when you walk around, make sure you are not like an 'easy-to-have' tourist.... As well as when you buy something, make sure not to show your wad of dollars... Do not show you have lots of money.
  • Make a list before leaving so as not to forget something or at least to limit the risk of leaving anything behind...
  • Be careful on the cost of phone calls -sometimes prohibitive- from the hotel. Prefer phone boxes requiring a local phone card. More and more countries provide phone boxes with equipment suitable for credit cards. The mobile phone is definitely practical so make sure you can use it abroad according the terms and conditions of your subscription.
  • Do not forget to take with you some ID photographs. It is not heavy and it allows saving time and energy in the host country, most especially in the event of a loss or theft of ID papers...
  • Try to meet as many new people as possible, native ones or members of the international community. It's a good means to get valuable information. For that reason, we advise you to enter associations in the host country but originating from your home country, or local ones, and mostly clubs. Do not hesitate to ask for information (cf the heading : 'expats’ club' from the international-mobility.com website). You must know that in some countries, businesses are dealt in clubs or similar places.
  • Do not forget to get your mail forwarded and ask one of your relatives or friends to represent your interests in the home country.
  • List and fulfill as soon as possible (be careful with time limits) all administrative formalities (immigration, customs, change of address, insurances, phone, water, electricity, children's schooling, and so on).

' Specific pieces of advice destined to the spouse '

  • Try to find out whether a common-law relationship is authorized by the law or local customs.
  • Ask about your own rights and those of your children in case of a return to the home country (those rights can be suspended)
  • General advice :
      • Take out an insurance (which covers health and repatriation costs)
      • Inquire on the local regulations regarding women (driving, clothing)
      • Do not sell all your properties
      • Try to keep a place to settle
      • Make sure to have a private and individual bank account.
      • As for future couples, it is recommended to have a marriage contract
      • Register to the French Consulate.

D. FOR THE RETURN

A necessary refitting.

The expatriate and his relatives who accompanied him will have to readapt to :

  • the way of life, so different in many cases
  • the lifestyle
  • the way of thinking
  • different habits, customs, reflexes
  • the social system (or even the social level)
  • the size of the accommodation, and so on
  • the climate conditions, in some cases.

The cultural shock happens as much when they leave their home country as when they go back. In that case, do your best to overcome it.

Moreover, when back to the home country, the standard of living is usually lower : on the one hand for the additional compensation is removed (reduction of global earnings) and on the other hand for the way of life in the home country may differ substantially. It is the case of spouses who are assigned abroad; they benefit from various in-kind benefits, possible domestic servants, meet different well-known people and are forced to give up all those advantages when they return home. It is not always so easy to live with !

Some relational problems may appear. Some expatriates may have not maintained close relations with their home country during their assignment. Their experience is definitely original but not approved by all, though....

For all these reasons, it is essential to prepare your return in psychological terms as well as not to stay too long in the same place (from 2 to 5 years maximum, except in Asia for reasons of experience previously mentioned). The interested person can feel 'out of touch', which might jeopardize their reinsertion in the country of origin. It is recommended to maintain close contacts with the home country and to go back at least once a yea. It is actually fundamental when you plan to go back and live again in your country once the assignment is over.

Professionally speaking, assigned members of staff gained autonomy, which might be reduced once they go back home.