How Corporate Housing Works

When a company starts an employee relocation, it usually arranges temporary housing for employees temporarily through partnerships with corporate housing providers, which handle the logistics, such as:

• Leasing
• Furnishing
• Utilities
• Maintenance

The length of stay in corporate housing can vary from 30 days to several months, depending on the employees’ needs and the relocation assignment. This type of furnished housing for relocation becomes a transitional space for the employees to be comfortable and perform their tasks in the new location.

Why Corporate Housing Matters

Corporate housing significantly reduces stress when relocating professionals (employees, contractors, or consultants). It offers them a comfortable space, making them feel at home. This helps professionals to focus on their tasks without the added pressure of finding immediate permanent housing in the new location.

Employers who provide temporary housing show how committed they are to their employees’ well-being. While enhancing the relocation experience, a company’s corporate housing also supports talent retention. Corporate relocation housing is also cost-effective compared to long hotel stays, making it a strategic choice for companies managing their workforce mobility.

What to Look for in Choosing the Appropriate Corporate Housing Provider

In selecting the appropriate corporate housing provider, you must look for the following:

• Accreditation: Review the corporate housing provider’s accreditation, professional memberships, and industry certifications, which indicate their commitment to quality and compliance.
• Reviews: Check the provider’s reviews and testimonials to assess their service satisfaction and reliability. You may also contact companies that have used the provider’s services to learn their experience and satisfaction level.
• Portfolio: A good portfolio showcases various properties in different locations, giving you an idea of their capability and reach.

Questions to Ask Corporate Housing Providers

You should ask the corporate housing provider several questions and get a detailed response to ensure your company meets the corporate housing requirements.

Also, it ensures that your employees receive exceptional customer service and a comprehensive package. The questions you can ask for a detailed breakdown of the services offered by the corporate housing provider include:

• Is the property in a secure neighborhood, in proximity to the workplace, and shopping centers?
• Are utilities, internet, and housekeeping part of the package?
• Is there customer support, should there be emergencies or a need for repairs?
• What is included in the monthly rate?
• How flexible are the lease terms?
• Are pets allowed? If so, what are the associated policies?
• Are there house cleaning services?
• Are there hidden costs or taxes associated with their services?
• Can the accommodations be customized to match the employees’ or their families’ preferences?
• What happens if relocation dates change unexpectedly?

Real-Life Cost Breakdown

Corporations need to make crucial financial commitments to ensure their employees have somewhere to stay in a new community for work purposes. The cost required to secure accommodation for your employees varies and depends on the location. The table below estimates the cost of accommodations you can explore for your employees:

Common Features and Amenities in Corporate Housing

Corporate housing supports residents’ work and personal life, making it ideal for temporary stays during corporate relocations. It comes with the following amenities:

Fully Equipped Kitchens
Every corporate housing unit’s kitchen is typically equipped with all the necessary utensils and appliances. This allows employees to prepare the meals they prefer at home and save on the cost of buying food. Kitchen utensils can include pots, pans, knives, plates, forks, spoons, can openers, and tongs. Kitchen appliances can include microwaves, coffee makers, dishwashers, and refrigerators.

In-unit Laundry
Corporate housing typically has a washer and dryer. They help employees save time and the cost of laundromat services, allowing them to focus on more important tasks or leisure activities.

High-Speed Internet
Corporate housing provides employees with high-speed internet. This aids the work of employees who may need to work remotely from the corporate housing without being physically present in the office. It also helps them attend online meetings, receive video calls, and enjoy entertainment without interruption.

Weekly Housekeeping
Provisions exist for weekly housekeeping services for corporate housing, such as bathroom and kitchen cleaning, vacuuming, and dusting. These services ensure a tidy environment during employees’ stays in the property.

On-site Amenities
Employees can use several on-site amenities in a corporate housing environment. These amenities include fitness centers, swimming pools, secure parking spaces, lounges, co-working spaces, and outdoor areas. Your employees can maintain a healthy work-life balance due to the availability of these on-site amenities in the corporate housing setting.

Smart Home Tech
Some corporate housing smart technologies for residents can include keyless entry, voice-controlled devices, and smart thermostats. These technologies add to the modern convenience for your employees.

Lease Terms and Flexibility

A significant advantage of corporate housing in relocation is the flexible leasing options it offers companies. The lease terms provide companies and their employees with control and convenience by:

Short-term and Month-to-month Leasing
Unlike traditional rentals that require long-term financial commitments, corporate relocation housing offers companies short-term or month-to-month leases. This is ideal for employees needing temporary housing to carry out work-related tasks for a few weeks or months without being bound by a long-term contract.

Easy Extensions or Early Termination Clauses
Corporate housing providers understand that relocation schedules and work-related activities can change. Therefore, most property owners offer simple extension processes and early termination clauses. This allows occupants to adjust their stay without facing heavy penalties or administrative burdens.

Corporate Billing
To make payments easier, corporate housing providers offer direct corporate billing. This helps companies track their expenses while paying for the properties their employees will use. Providers typically bring clear, itemized invoices where corporate billings are unavailable to ensure fast payments.

Customization for Relocation Timelines
Corporate housing services are tailored to accommodate different relocation timelines. Providers of corporate housing services liaise with companies and HR teams to ensure seamless employee transition into the new environment by aligning their move-in dates with job start times and coordinating their housing with travel plans.

Sustainability in Corporate Housing

Sustainable practices are becoming more important to individuals and companies, making these practices a crucial consideration when choosing corporate housing during relocation. The following is how corporate housing providers comply with sustainability practices:

Green Building Certifications
Many corporate housing providers are adopting green standards to reduce environmental impact while offering high-quality temporary housing for employees. Hence, many corporate relocation housing options are situated in buildings with green certifications, proving their commitment to sustainable practices. Corporate housing with these green certifications meets strict energy-efficiency and environmental criteria, promoting healthier living spaces and reduced carbon footprints.

Energy-efficient Appliances
Appliances in corporate housing that comply with sustainable practices are equipped with modern, energy-efficient appliances that consume less water and power. The appliances that can help to lower utility consumption during employees’ stay in corporate housing include:

• Energy Star-certified refrigerators
• Smart thermostats
• LED lighting
• Energy Star-rated dryers
• Washing machines with an energy efficiency rating
• Energy Star-certified washers

Low-waste Living Kits and Recycling
Some corporate housing providers committed to sustainability practices offer several low-waste kits, such as water bottles, shopping bags, and eco-friendly cleaning products, to support daily living in the properties. Depending on the property, providers may also provide composting options and recycling bins to encourage responsible waste management.

Sustainable Service Partnerships
Corporate housing providers are focusing on sustainability partnerships for housekeeping, washing, and maintenance. This helps to adopt sustainable techniques and non-toxic items in the provision of services, aligning with general corporate sustainability goals.

Tax, Legal, and Compliance Considerations

As an employer, you must understand the tax, legal, and compliance implications when arranging corporate housing for your employees. Details like these can significantly impact your budgeting and cause organizational risk when overlooked.

Taxable Benefits of Employer-paid Housing
Employer-paid temporary housing for employees may be considered a taxable benefit, which can increase employees’ taxable income. However, there are exceptions to the taxability of employer-paid housing for employees, such as:

• When one of the criteria for employees’ enrollment is to accept lodging
• When housing is on business premises.
• When there is a substantial business reason for employees to lodge in the house.

As an employer, it’s crucial to consult tax advisors to determine what best suits your company’s situation. Consulting a tax advisor can also help you decide whether or not you need to report the value of corporate relocation housing and how it might affect your employees’ payroll.

Lease Contracts and Employee Rights
You must opt for clear lease agreements. Whether your company or employees sign the lease, the contract should state the responsibilities for rent, utilities, damages, and extensions. You should protect employees’ rights, especially in corporate housing under corporate billing or group arrangements.

Local Laws Around Short-term Rentals and Relocation Allowances
Cities, towns, and boroughs may have restrictions or licensing requirements for short-term rentals. This can impact the availability and legality of corporate housing accommodations you can access. Additionally, there may be limits on what relocation expenses you can reimburse under local labor laws. Therefore, your company’s HR team must verify compliance with employment standards and tax regulations.

International Considerations
If you have employees on international assignment, you must consider immigration requirements, such as visa restrictions, which may affect housing duration and eligibility. Some countries may require companies to provide detailed reporting on employer-provided benefits, which includes accommodation. Additionally, cross-border tax compliance and proper documentation can help your company avoid legal complications when relocating employees.

Best Tips for a Successful Corporate Housing Experience

You can adhere to the following tips to ensure a memorable corporate housing experience for your employees:

• Start planning early: After confirming the relocation timeline, you should begin your search for corporate housing. If you plan early, you’ll have better chances of securing the best furnished accommodation for your employees, especially during peak travel season.
  Communicate your needs clearly: Tell corporate housing providers exactly what you need, such as location preferences, work-from-home needs, family or pet accommodations, and special amenities.
• Stay organized: You must keep all housing documents, lease agreements, contact information, and billing records in one place for easy access. Where required, your employees may need to create to-do lists to ensure they meet their daily tasks.
• Inspect the property upon arrival: Your employees must assess the property when they arrive to check for missing items or issues. They must also report concerns to ensure adequate documentation and a prompt response.
• Familiarize yourself with the area: Employees can visit nearby grocery stores and healthcare centers or take public transportation to get to know their environment.
• Maintain open communication: Employees in corporate housing must stay in touch with their employer and housing provider throughout their stay. Constant communication ensures a timely response should their relocation timeline change or they need support in the house.

Common Challenges in Corporate Housing During Relocation

The following are the challenges you may face in obtaining corporate housing for relocation:

• Limited availability: Finding suitable short-term furnished housing, especially in major cities or during peak seasons, can be daunting. You must plan early to seek the appropriate housing.
• Budget constraints: Adhering to your company’s budget guidelines while seeking corporate relocation housing can be challenging. This limits housing options in high-cost areas. To overcome this challenge, you must apply cost-effective measures, adequate planning, and strategic decision-making.
• Adjustment period: A new environment, even with state-of-the-art temporary housing, can be stressful. Employees will need time to adapt to their new living conditions.
• Lease flexibility: Some corporate housing providers may have minimum stay requirements or limited options for early extensions or termination of contracts. Outlining lease terms upfront is crucial to avoid these issues in the long run.
• Quality variations: Different corporate housing standards exist. Hence, cleanliness, furnishings, and customer service can vary and may impact the employees’ overall experience in the property. Before booking their services, you must review the housing provider’s credentials, client feedback, and property photos.

Why Choose Total Law for Corporate Housing During Relocation

At Total Law, we offer various tailored solutions that align with your company’s goals and your employees’ comfort, including:

Personalized Service
We deliver personalized support based on each employee’s specific relocation needs. Whether your company is seeking temporary corporate housing for employees traveling alone, with their family, or with pets, we can cover every detail, such as location and amenities.

Extensive Network
With access to a wide range of high-quality, fully furnished housing for relocation in the US, we offer companies flexibility and options. This extensive network lets you get corporate housing for your employer close to project sites or offices.

Transparent Pricing
At Total Law, we provide clear, all-inclusive pricing without hidden charges, allowing companies and their HR teams to stick to their budgets confidently. This helps them understand the costs’ expectations, plan, and make informed decisions.

Expertise and Experience
Our immigration lawyers at Total Law can assist your company in immigration processes and planning for corporate housing. Our immigration lawyers possess specialized knowledge of the US immigration laws to ensure you do not break the law when relocating your employees.

We also offer concierge services, including the booking process for your corporate housing and assisting your employees in moving their essential belongings to the new location. Contact us at Total Law by completing our online enquiry form, or call us at +1 844 290 6312 for information about the corporate housing industry or other corporate housing concerns.