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3 Changes You Need to Make to Your Internship Relocation Policies
“Why should I pour
so much time into
interns? They’re here
for 3 months!”
“Why should I pour
so much time into
interns? They’re here
for 3 months!”
wrong.
Interns can
be a great asset to
a company
but...
They’re not always the easiest bunch to manage.
when it involves
relocation
especially
Since your internship is probably one of the first
professional experiences your interns have, they
are going to want help.
Since your internship is probably one of the first
professional experiences your interns have, they
are going to want help.
and it’s
important
to give it.
Too often, employers just
end up throwing a lump
sum or prepaid credit card in
their interns’ direction and
hope for the best.
And, as a result, find
themselves doing this
We’re going
to help change that.
We’re going to outline
you can improve your
internship program
3 different ways
We’re going to outline
you can improve your
internship program
3 different ways
(before next season!)
WRITING A CLEAR
AND DIRECT POLICY
step 1:
The biggest mistake employers can make is to
not treat intern relocations for what they are:
The biggest mistake employers can make is to
not treat intern relocations for what they are:
RELOCATIONS.
And, with a successful
relocation, comes:
And, with a successful
relocation, comes:
a policy
In fact...
interns are the perfect
candidates for a relocation
policy. They’re the ones looking
for someone to tell them what
to do, how to do it, and when
to do it.
In fact...
interns are the perfect
candidates for a relocation
policy. They’re the ones looking
for someone to tell them what
to do, how to do it, and when
to do it.
...which is exactly a relocation policy does.
Think of your
internship
relocation policy
as a smaller
version of your
regular policies
for full-time hires.
full-time policy
intern policyyour move
with Acme
YOUR LUMP SUM — $7,000
HOUSEHOLD GOODS — $6,000
HOMEFINDING TRIPS — $2,000
AUTO SHIPMENT — $1,200
STORAGE — $500
FINAL TRAVEL — $250
your move
with Acme
YOUR LUMP SUM — $2,000
SHORT TERM HOUSING —
$1,000/month
TRANSPORTATION —
$1,500
MEAL STIPEND — $500
don’t forget about
taxes
It’s important to understand the different
kinds of thresholds as it relates to salary and taxes.
An intern's salary isn't going to be nearly what your
full-time employees are making, which needs be factored
into how their policy is structured.
It’s important to understand the different
kinds of thresholds as it relates to salary and taxes.
An intern's salary isn't going to be nearly what your
full-time employees are making, which needs be factored
into how their policy is structured.
It’s important to understand the different
kinds of thresholds as it relates to salary and taxes.
Meaning, you won’t need to gross up your lump
sums to the same level you do for your full-time
hires, because the taxes they owe won’t be as
substantial.
Which is an example
of this coming
back into play
It’s also important to
understand that interns
also don’t qualify for the
same tax deductions that
your full-time hires do.
let us explain.
There are typically 3
areas of a relocation that
are tax deductible:
SHIPMENT OF HHG & AUTO
30 DAYS OF IN-TRANSIT STORAGE
FINAL TRAVEL
interns must meet the
requirements of both the
time and distance test
however:
DISTANCE TEST TIME TEST
The distance from an employee’s
old residence to their new principal
place of work must be at least 50
miles farther than from their old
residence to their old principal
place of work
Employees must be employed full-
time in the new location for a least
39 weeks (75% of the year) during
the first 12 months after you arrive
in the general area of their new job
location.
While interns may meet
the distance test, many
will not meet the time
test, meaning they
don’t qualify for tax deductions.
Remember this as
you allocate benefits
to interns, and
remind them that
every dollar they
receive is taxable.
Since this can be
confusing,
try to educate
interns on these
things ahead of
time
OFFER SUPPORT FOR
SHORT-TERM HOUSING
step 2:
Ask an employer what their #1 stressor is:
“SHORT-TERM
HOUSING”
Ask an intern what their #1 stressor is:
“SHORT-TERM
HOUSING”
Housing is a common concern across the board, but many
employers can’t find the time to figure out each and
intern’s housing situation, and interns usually don’t have
any idea of where to start. Employers struggle to manage
the housing costs, logistics, and sometimes both.
The first step is figuring
out exactly how you will
help
The first step is figuring
out exactly how you will
help
What we’ve seen to
be the most effective
is for employers to
handle the housing on
behalf of the intern
While short-term is a taxable event, it’s
easier to administer to the interns if it is
handled for them. Instead of throwing a
$5,000 check the interns’ way and telling
them to use it for housing, it can be more
effective to lower what you give to them
in lump sum and use the remainder to
instead directly cover housing costs.
To take it even one step farther...
To take it even one step further...
Furnished short-term housing can
dramatically improve the relocation
experience. It takes away the need for a
household goods shipment, (as all they
would need to bring can fit in the back of a
car or in a few suitcases) and, they’ll feel a
weight lifted without having to worry
about bringing a whole suite of furniture
for just a few months. Not to mention, you
can rest easy knowing that you won’t be
bombarded with dozens of questions about
what they should be bringing, how they
should get it there, and where they should
look for furniture.
if your internship program
is still growing, don’t worry!
Talk to other employers in the area hosting
interns and try to match them up with one
another. Any common thread interns can
connect on with their roommates, even if
it’s across different companies, will be a
great starting point. If you can’t quite
afford to fully subsidize short-term
housing, offering any kind of support (first
month’s rent, 30% of rent, or even just
assistance with finding house) will be
recognized and appreciated.
PROVIDE RELEVANT
INFORMATION
step 3:
is a huge piece of the
puzzle when it comes to
relocating interns.
TIMING
In fact, one of the biggest
downfalls of an intern
relocation program is
assuming that your interns
will know what needs to be
done and on what timeline.
While the amount of tasks
interns need to complete is
considerably less...
While the amount of tasks
interns need to complete is
considerably less...
the time sensitivity is
much greater.
Interns probably won’t be concerned with:
● finding schools
● setting up cable
● cost-of-living
● shipping household goods
But, they will be concerned with:
● the neighborhood they live in
● cost of rent
● transportation
● city life
By providing relevant information, they’ll resonate
more with it and be more inclined to listen to your
advice (which will translate to a more positive and
successful relocation and internship experience).
ANOTHER THING TO CONSIDER
ANOTHER THING TO CONSIDER
some interns will be very
optimistic when asked the
question:
“ ”
Do you need
a roommate?
NOPE!
For many of the popular cities, having a roommate,
especially for interns on a relatively low budget, is
practically a must. Many interns simply don’t
understand how expensive it can be, so they’ll need you
to educate them on those costs, facilitate the necessary
connections, and guide them in the right direction. The
earlier they can get their hands on this type of
information and start planning, the better.
don’t forget:
interns relocate
two ways
We often place heavy focus
on getting our interns to
their location…
and then
DROP THE BALL
on the back end of
the relocation.
Assisting with the relocation on the back end of the
internship will leave interns with a much more positive
idea of you than if you had left them out to dry at the
end. This is important, as interns are great candidates for
future positions, and not only do they need to be a good
fit for you, you need to be a good fit for them.
In the end, the
most important
thing to
remember is to
treat an intern’s
relocation just
like any other.
Make interns feel like you care about them—and
support them through their move. They’ll appreciate
(and remember) it!

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3 Changes You Need to Make to Your Internship Relocation Policies

  • 2. “Why should I pour so much time into interns? They’re here for 3 months!”
  • 3. “Why should I pour so much time into interns? They’re here for 3 months!” wrong.
  • 4. Interns can be a great asset to a company
  • 6. They’re not always the easiest bunch to manage.
  • 8. Since your internship is probably one of the first professional experiences your interns have, they are going to want help.
  • 9. Since your internship is probably one of the first professional experiences your interns have, they are going to want help. and it’s important to give it.
  • 10. Too often, employers just end up throwing a lump sum or prepaid credit card in their interns’ direction and hope for the best.
  • 11. And, as a result, find themselves doing this
  • 12. We’re going to help change that.
  • 13. We’re going to outline you can improve your internship program 3 different ways
  • 14. We’re going to outline you can improve your internship program 3 different ways (before next season!)
  • 15. WRITING A CLEAR AND DIRECT POLICY step 1:
  • 16. The biggest mistake employers can make is to not treat intern relocations for what they are:
  • 17. The biggest mistake employers can make is to not treat intern relocations for what they are: RELOCATIONS.
  • 18. And, with a successful relocation, comes:
  • 19. And, with a successful relocation, comes: a policy
  • 20. In fact... interns are the perfect candidates for a relocation policy. They’re the ones looking for someone to tell them what to do, how to do it, and when to do it.
  • 21. In fact... interns are the perfect candidates for a relocation policy. They’re the ones looking for someone to tell them what to do, how to do it, and when to do it. ...which is exactly a relocation policy does.
  • 22. Think of your internship relocation policy as a smaller version of your regular policies for full-time hires.
  • 23. full-time policy intern policyyour move with Acme YOUR LUMP SUM — $7,000 HOUSEHOLD GOODS — $6,000 HOMEFINDING TRIPS — $2,000 AUTO SHIPMENT — $1,200 STORAGE — $500 FINAL TRAVEL — $250 your move with Acme YOUR LUMP SUM — $2,000 SHORT TERM HOUSING — $1,000/month TRANSPORTATION — $1,500 MEAL STIPEND — $500
  • 25. It’s important to understand the different kinds of thresholds as it relates to salary and taxes.
  • 26. An intern's salary isn't going to be nearly what your full-time employees are making, which needs be factored into how their policy is structured. It’s important to understand the different kinds of thresholds as it relates to salary and taxes.
  • 27. An intern's salary isn't going to be nearly what your full-time employees are making, which needs be factored into how their policy is structured. It’s important to understand the different kinds of thresholds as it relates to salary and taxes. Meaning, you won’t need to gross up your lump sums to the same level you do for your full-time hires, because the taxes they owe won’t be as substantial.
  • 28. Which is an example of this coming back into play
  • 29. It’s also important to understand that interns also don’t qualify for the same tax deductions that your full-time hires do.
  • 31. There are typically 3 areas of a relocation that are tax deductible:
  • 32. SHIPMENT OF HHG & AUTO 30 DAYS OF IN-TRANSIT STORAGE FINAL TRAVEL
  • 33. interns must meet the requirements of both the time and distance test however:
  • 34. DISTANCE TEST TIME TEST The distance from an employee’s old residence to their new principal place of work must be at least 50 miles farther than from their old residence to their old principal place of work Employees must be employed full- time in the new location for a least 39 weeks (75% of the year) during the first 12 months after you arrive in the general area of their new job location.
  • 35. While interns may meet the distance test, many will not meet the time test, meaning they don’t qualify for tax deductions.
  • 36. Remember this as you allocate benefits to interns, and remind them that every dollar they receive is taxable.
  • 37. Since this can be confusing, try to educate interns on these things ahead of time
  • 38. OFFER SUPPORT FOR SHORT-TERM HOUSING step 2:
  • 39. Ask an employer what their #1 stressor is: “SHORT-TERM HOUSING”
  • 40. Ask an intern what their #1 stressor is: “SHORT-TERM HOUSING”
  • 41. Housing is a common concern across the board, but many employers can’t find the time to figure out each and intern’s housing situation, and interns usually don’t have any idea of where to start. Employers struggle to manage the housing costs, logistics, and sometimes both.
  • 42. The first step is figuring out exactly how you will help
  • 43. The first step is figuring out exactly how you will help What we’ve seen to be the most effective is for employers to handle the housing on behalf of the intern
  • 44. While short-term is a taxable event, it’s easier to administer to the interns if it is handled for them. Instead of throwing a $5,000 check the interns’ way and telling them to use it for housing, it can be more effective to lower what you give to them in lump sum and use the remainder to instead directly cover housing costs.
  • 45. To take it even one step farther...
  • 46. To take it even one step further... Furnished short-term housing can dramatically improve the relocation experience. It takes away the need for a household goods shipment, (as all they would need to bring can fit in the back of a car or in a few suitcases) and, they’ll feel a weight lifted without having to worry about bringing a whole suite of furniture for just a few months. Not to mention, you can rest easy knowing that you won’t be bombarded with dozens of questions about what they should be bringing, how they should get it there, and where they should look for furniture.
  • 47. if your internship program is still growing, don’t worry!
  • 48. Talk to other employers in the area hosting interns and try to match them up with one another. Any common thread interns can connect on with their roommates, even if it’s across different companies, will be a great starting point. If you can’t quite afford to fully subsidize short-term housing, offering any kind of support (first month’s rent, 30% of rent, or even just assistance with finding house) will be recognized and appreciated.
  • 50. is a huge piece of the puzzle when it comes to relocating interns. TIMING
  • 51. In fact, one of the biggest downfalls of an intern relocation program is assuming that your interns will know what needs to be done and on what timeline.
  • 52. While the amount of tasks interns need to complete is considerably less...
  • 53. While the amount of tasks interns need to complete is considerably less... the time sensitivity is much greater.
  • 54. Interns probably won’t be concerned with: ● finding schools ● setting up cable ● cost-of-living ● shipping household goods
  • 55. But, they will be concerned with: ● the neighborhood they live in ● cost of rent ● transportation ● city life
  • 56. By providing relevant information, they’ll resonate more with it and be more inclined to listen to your advice (which will translate to a more positive and successful relocation and internship experience).
  • 57. ANOTHER THING TO CONSIDER
  • 58. ANOTHER THING TO CONSIDER some interns will be very optimistic when asked the question:
  • 59. “ ” Do you need a roommate? NOPE!
  • 60. For many of the popular cities, having a roommate, especially for interns on a relatively low budget, is practically a must. Many interns simply don’t understand how expensive it can be, so they’ll need you to educate them on those costs, facilitate the necessary connections, and guide them in the right direction. The earlier they can get their hands on this type of information and start planning, the better.
  • 62. We often place heavy focus on getting our interns to their location…
  • 63. and then DROP THE BALL on the back end of the relocation.
  • 64. Assisting with the relocation on the back end of the internship will leave interns with a much more positive idea of you than if you had left them out to dry at the end. This is important, as interns are great candidates for future positions, and not only do they need to be a good fit for you, you need to be a good fit for them.
  • 65. In the end, the most important thing to remember is to treat an intern’s relocation just like any other.
  • 66. Make interns feel like you care about them—and support them through their move. They’ll appreciate (and remember) it!