Representatives from the hiring compliance committee review remote hiring requests regularly and will determine if a hire in a remote location outside of those where Brown is registered is appropriate.
University Human Resources
Considerations for Employees Outside of Rhode Island
Payroll Withholdings
How does the multi-state initiative impact my state payroll withholdings?
- If you are performing approved remote work outside of the state of RI but within a state the university is registered, your home and work location would be the same and that state will govern your payroll taxation.
- If you have a hybrid work schedule and live outside the state of RI, you will have RI state payroll taxes withheld.
- If you are an on-site employee, you will continue to have RI state payroll taxes withheld from your pay.
If you are a remote employee, registering in additional states will not impact your OASDI and Medicare taxes (commonly referred to as FICA taxes) nor will it impact your federal withholding; it may however impact your state income tax withholdings. The Workday system will use both your home and work address to determine your taxable wages and your state payroll withholdings.
The withholding amounts for state income tax are in accordance with your W-4 elections in Workday. We recommend reviewing your current state W-4 elections and completing a W-4 form, if needed, in Workday by using the "Pay" app on your landing page and selecting change withholding elections. We also recommend consulting with an accountant if you are unsure how to complete the form and what to claim per state. It is recommended that you consult with your accountant before you make your elections.
| Classification | Home Address | Work Location | Payroll Tax Withholdings |
|---|---|---|---|
| Onsite (RI) | Unregistered state/ Registered state | Registered state | You will continue to be taxed as a RI employee and RI state taxes will be withheld. |
| Hybrid | Unregistered state/ Registered state | Registered state | You will continue to be taxed as a RI employee and RI state taxes will be withheld. |
| Remote | Registered state | Registered state | Your home and work state are the same and will govern your state payroll withholdings. |
| Remote | Unregistered state | Unregistered state | You will be taxed as a RI employee and RI state taxes will be withheld. |
Tips
- If your home address is incorrect, please update this information.
- If your work location is incorrect, please reach out to the department for which you work.
- If you move, please ensure you update your address in Workday as soon as possible.
- Regularly confirm your home and work addresses listed in Workday.
- Regularly review your payslips in Workday to ensure the income taxes in the proper state are being withheld. To view your payslips, please select your "Pay" App and then "Payslips," which is on the right under "View."
Frequently Asked Questions
RI will be considered your primary work state with RI state payroll taxes withheld from your pay.
This change would require a new AWA and new W-4 elections. Upon approval of your AWA, your withholdings will change to reflect your new state withholding taxes, or RI state payroll taxes if the University is not registered in that state.
You will no longer have RI state specific taxes withheld from your pay. Instead, you will be treated as a MA employee with all applicable MA state withholding taxes deducted from your pay.
You will be taxed according to the university’s primary place of business, which is RI. All applicable RI payroll withholdings will be withheld from your pay.
The multi-state initiative will not affect your federal income taxes withheld from your pay. You would only update your federal W-4 form if you choose to change your federal income tax elections.
If you are working fully-remote in a state in which the university is registered but is outside of RI, you should complete the state’s withholding election form in Workday.
You can update your state elections at any time directly through Workday. For assistance, please see Change Withholding Elections.
Employee Benefits
Time Off
Remote workers will still request time off through Workday as normal.
Family and Medical Leave (FMLA)
All employees will have a primary work state. You only need to request leave through your primary work state.
Temporary Disability Insurance (TDI)
If your primary state is RI, you will be eligible for RI TDI. If your primary work state is MA, you will be eligible for MA Paid family leave.