Looking for suggestions on administering employee records for remote workers

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Providence Health & Services strives to acquire, retain and develop a highly engaged workforce. That, coupled with technology advancements, have led us to explore possibilities and alternatives for offering work from home programs to incentivize prospective employees. In our research, we are having difficulty identifying an efficient way to insure compliance with state and local tax regulations without cumbersome workflow and audit processes. We would be very interested in exploring how other Infor healthcare clients who have implemented remote workforce policies are addressing these issues.

Providence currently assigns employee positions. Work location codes are defaulted to the employee from the position master, but overrides are allowed at the employee level. Here are a few of the anticipated scenarios where we feel there could be maintenance issues:

Scenario
Example
1
Work state not equal to work location state
Ex: Work location in OR, but works from home in WA (no state income tax)
2
Work state not equal to work location state, Multiple positions assigned to varying work states
Ex: Pos 1 work location = OR, Pos 2 work location = WA (no state income tax)
3
Work state outside of Providence core business location states (AK,CA,ID,MT,OR,WA)
Ex: Work location = OR,
but works from home in AZ

Here are some of our observations and questions:
· How are remote workers identified? Are there special work agreement documents? Who is responsible to insure that the required documentation is up to date (ie. Manager/Employee)?
· How is this identified and maintained on the Infor employee records? How do you keep employee tax records synchronized with the employee resident and work location information (ie. employee changes their resident address via self service, employee position change impacts assigned work location, etc.)?
· If the Employee HR11 Remote flag is used (employee works from home and non-resident (work) taxes should be based on the employee’s HR11.1 resident address), how do you account for state unemployment taxes for states where you do not have an existing employer tax account?
· Do you override assigned tax deductions on screen PR13.7-US Tax Locations as a function of administering your remote workforce? If so, how is are updates to this information triggered (ie. based upon updates to the employee, position records or employment periods (ie. worked remotely during a previous employment period, but now works onsite) and managed?

Thanks for any assistance you can provide.