Corporate relocation policies are a critical piece of any talent management program and should always be tailored to meet the specific needs and culture of an organization. In this market, it’s especially important that organizations review their current relocation policies to identify cost savings and to ensure that the benefits provided align with corporate recruitment and retention goals. A one-size-fits-all approach rarely works, which is why XONEX Relocation works closely with clients to provide innovative and seamless relocation management programs that are competitive, cost effective and reflective of the values inherent within their organization.

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XONEX Relocation offers a number of services, including relocation policy review and development, internal and external industry benchmarking analysis, cost containment strategy and more. It's our goal to always design a relocation policy that best meets the needs of the client and transferee.

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For each client, we will develop a unique policy suited to the company’s philosophy and culture, with a goal of maximizing benefits and attracting top industry talent. Industry changes, developments and best practices are discussed with clients regularly through monthly updates and frequent meetings. We often perform the following review processes to ensure all of our clients are up-to-date on their policies:

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• Policy development including a quarterly review and update if necessary

• Anonymous internal benchmarking against XONEX’s divers and multi-national family of clients

• External benchmarking using a jointly agreed upon industry base and mutually developed questionnaire

• Industry benchmarking, combined with internal and external information, to create a best practices recommendation

Operating as an extension of your company’s relocation department, XONEX tackles all corporate relocation issues, from record keeping to problem solving, in order to provide the best possible service to our clients and their transferees.

Group moves present a challenge for many corporations. The immediate volume surge creates urgent needs for a diverse population of transferees and their families. If the move is not addressed openly and properly, company rumors and relocation stress can lead to an unnecessary loss of talent.

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The success of a group move depends on the swift gathering of quality service providers, resources and information. At XONEX Relocation, our approach is to quickly assemble the pieces together, allowing potential transferees to make decisions based on the complete picture rather than conjecture and fear.

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All of our group move services that can be tailored to meet the group’s specific timing needs and budget. Typically, XONEX Relocation provides on-site consulting to help our corporate clients assess employee needs and attitudes about the move. Based on our assessment and client concerns, we can develop a group move plan that includes any support programs essential to the success of the move. Depending on the scope of the project, we will dedicate trained relocation consultants to assist in any capacity necessary to ensure minimal disruption and satisfied transferees.

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For every group move, we provide clients and transferees a single point of contact so that everyone receives individualized attention, confidentiality, cost-effective planning and helpful information derived from our years of experience in helping families relocate. By addressing individual concerns, such as schools, housing, local culture, and destination services, early in the process, XONEX Relocation has achieved a proven record of group move success and transferee retention.

Lump Sum relocation programs are growing in popularity because they are easy to administer, seemingly equitable and they provide a fixed cost approach for relocating transferees. The difficulty with them is that individual needs and circumstances vary between relocating transferees and their families.

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Additionally, most lump sum move transferees do not have a true understanding of relocation expenses, nor do they have the knowledge necessary to efficiently arrange destination service providers. It’s critical that employees and employers have all of the facts and resources available to make informed decisions about managing a lump sum relocation program, in addition to creative tools designed to support these programs.

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XONEX Relocation assists thousands of families every year moving around the world. As such, we have extensive experience defining and managing cost-effective lump sum programs to meet the needs of both the employer and employee.

In a competitive market place, it’s critical to provide competitive corporate relocation benefits, while adhering to budgets and minimizing excess expense.

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XONEX Relocation provides customized services and solutions with the right tools to help manage client costs and expenses. Our FirstLook™ Cost Management System allows us to design a corporate relocation policy that best meets the needs of clients and their transferees. Our program involves detailed analysis of multiple relocation services, as well as the following reports:

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• An in-depth estimate for the entire move, domestic or global.

• A working budget with detailed actual vs. estimated reporting.

• Cost tracking for every relocation on a divisional, business unit, project, or corporate wide basis.

By keeping our eyes on the details, XONEX Relocation helps clients build relocation policies that are relevant to the market and geared towards cost containment, while also remaining a competitive benefit for recruitment and retention.

Relocation taxation is constantly evolving, keeping even the most proactive companies on their toes when it comes to building a cost-effective, but competitive relocation program. In order to save time and money for both the employer and employee, it’s critical to understand which relocation services are treated as income by the IRS. The goal should always be to make the relocation program tax compliant and yet benefit neutral for the transferee. It is important that companies are not only aware of certain stipulations in tax regulations, but that they also have an experienced expert on hand to avoid costly mistakes and tailor policies to corporate culture while maximizing benefits and minimizing cost.

XONEX Relocation works with leaders in the relocation taxation field to stay on top of new regulations and help our clients devise the best program for their employees. We also work with MoveTrak by INEO® software to calculate and manage gross ups. The MoveTrak program integrates with our own database, giving us great depth and flexibility in meeting the needs of clients, including FAR regulations and multi-state tax situations. The actual gross up methodology is based on client policy, but can also be in customized for special situations. We are able to share any tax information and data directly with HR, payroll and other departments through our online system.

At the onset of a client relationship, XONEX will meet with accounts payable, finance and payroll stakeholders to discuss and confirm the following:

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• Details of authorized expenses for employee reimbursements

• Timing and method of reimbursements

• Frequency of payroll reporting and interface for gross up decisions

• Confirmation of payroll platform or multiple payroll systems

• Confirmation of gross-up methodology approved by the client

• Confirmation of required reporting labels for AP and payroll processing

For every relocating employee, XONEX Relocation will produce the gross-up calculations and provide a detailed report with all of the federal, state, local, FICA and Medicare wages to the company’s payroll department to facilitate proper tax treatment of relocation expenses.

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Since international tax issues are far more complex, we will subtotal anticipated assignment costs and provide them directly to a client’s expatriate tax consultant to calculate home and host country hypo-tax and social tax if necessary.

Relocation employees incur a lot of expenses that need to be monitored and managed throughout the relocation process so that they are accounted for during pay periods and at tax time.

XONEX Relocation has a robust expense tracking system that begins with an initial cost projection report that is used as a benchmark for actual expenses throughout the relocation. Our full expense tracking and financial services program includes the following:

Auditing

Our auditing process is designed around approved policies and services. Transferees that submit expense reports are limited to categories that have been initiated for them under client direction. Expenses that are eligible for reimbursement will be processed by an expense analyst, digitized and posted online. If any expenses are questionable, XONEX Relocation will contact the client, third party or employee for clarification. Similarly, any exceptions to policies are noted and displayed in the online report.

Employee Reimbursement

Reimbursable expenses are quickly submitted for processing in the client’s preferred format. Our enhanced technology allows us to transfer data through FTP, ACII or CSV for direct mapping of information to the clients server or VAN. As a result, transferees are typically reimbursed with 13 days of submitting an expense report.

Supplier Payments

We use approved accounts payable software to audit and voucher supplier invoices within terms. As invoices become due, we prepare reporting for the client which organizes and facilitates reimbursements so that the payments to suppliers can be released properly. We work closely with client treasury or finance departments to minimize interest costs, facilitate cash planning, and provide accurate reporting for budgeting.

Gross Up Calculations and Adjustments

XONEX Relocation uses leading software to calculate tax gross ups and provide in depth reports and tracking for clients. We are experts in managing taxes and relocation for our clients.

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Throughout the year and especially at year end we work with clients on tax compliance including the calculation of taxes due for relocation costs which are considered income to the transferees. This calculation, known as a “gross up” is prepared, submitted to payroll, and reconciled at year end by our expense analysts. Following reconciliation with client records, we prepare the year-end report for transferees. Each transferee receives a comprehensive packet to help them complete IRS Form 3903 for inclusion with their annual IRS 1040 form.

Equity Advances and Funding

XONEX Relocation is able to provide equity advances to clients when needed. We manage equity payment by first establishing the available equity and the timing of the need. If the funds are needed prior to the property being sold by the transferee, we administer the Payback Agreement terms on behalf of the client. Advance funds are requested within the weekly cash requirement report and all necessary documentation is digitized and available for client review before processing.

Organizations that implement good supplier diversity policies reap a number a benefits including competitive pricing, enhanced corporate image and exposure to new communities and ideas. Further, supporting minority owned businesses stimulates job creation and economic development that helps businesses thrive.

XONEX Relocation is proud to be certified by the Women’s Business Enterprise National Council (WBENC) as a Women Business Enterprise, and is among the largest WBE credentialed 3rd party relocation services organizations in the U.S.

WBENC is the largest third-party certifier of businesses owned controlled, and operated by women in the United States. WBENC, a national 501(c)(3) non-profit, partners with 14 Regional Partner Organizations to provide its national standard of certification to women-owned businesses throughout the country. WBENC is also the nation's leading advocate of women-owned businesses as suppliers to America's corporations.

WBENC certification is a rigorous, multi-faceted business application and review process that is conducted by a trained Certification Review Committee to ensure that women owned businesses applying for certification are 51 percent owned, operated, and controlled by a woman or group of women.