Unlock Global Talent Mobility: Introducing the OnoeX Global Exchange App

In today’s interconnected business landscape, the most innovative ideas often happen when teams cross-pollinate. Organizations are increasingly looking for ways to allow high-performing employees to participate in short-term "gigs" or project rotations in international offices. However, facilitating these cross-border assignments is a logistical minefield involving tax residency thresholds, visa compliance, and disjointed approval processes.

At OnoeX, we believe that administrative friction shouldn’t stop talent mobility. That is why we are proud to showcase our latest innovation built on Workday Extend: The OnoeX Global Exchange App.

This application reimagines how global organizations manage short-term international rotations, transforming a complex compliance headache into a seamless, self-service employee experience.

The Challenge: "Shadow Mobility" and Compliance Risk

HR leaders face a difficult balancing act. On one hand, they want to encourage employees to visit other regional hubs to share knowledge and foster culture. On the other hand, allowing an employee to work from a different country—even for a few weeks—triggers significant legal risks:

1. Tax Residency Triggers: If an employee stays too long in a host country, they may inadvertently trigger income tax liabilities for both themselves and the company.

2. Right-to-Work Violations: Working from a foreign office without the correct visa or permit is a major compliance breach.

3. Lack of Visibility: These arrangements are often managed via email or spreadsheets ("Shadow Mobility"), leaving HR with no central record of who is working where.

The Solution: OnoeX Global Exchange

We leveraged Workday Extend to build a native application that lives directly within the employee’s existing dashboard. By utilizing the power of Workday’s data model, we created a system that tracks, manages, and approves international project rotations with rigorous compliance guardrails.

Here is how the OnoeX Global Exchange app solves the mobility puzzle:

1. Smart Eligibility & Duration Tracking

The core of the application is a robust tracking engine that monitors the number of days an employee spends in a host country within a calendar year.

Visual dashboards—featuring intuitive donut charts and status indicators—give employees a real-time view of their "Exchange Balance." The system is configurable to set hard caps (e.g., 30 or 60 days) based on the organization's tax risk appetite. If an employee tries to request a rotation that exceeds their remaining allowance, the system automatically flags the request or prevents submission entirely, stopping compliance risks before they start.

2. Integrated Compliance Verification

Gone are the days of emailing scanned passport copies to a general inbox. The OnoeX Global Exchange app builds compliance directly into the request flow.

When selecting a host country (e.g., traveling from London to the New York office), the employee is prompted to confirm their legal "Right to Work" status for that specific location. The application utilizes a secure document upload facility, requiring the user to attach necessary visas or work permits before the request can proceed. These documents are securely stored and associated with the specific trip request, ensuring an audit-ready trail for legal teams.

3. Seamless Self-Service Experience

We designed the user interface to mimic the consumer-grade experiences employees expect. A simple "Wizard" style interface guides the user through the process:

• Select Destination: Choose the target country office from a validated list.

• Define Duration: Select start and end dates via a calendar picker that highlights trip length.

• Upload & Verify: Attach documentation and confirm eligibility.

• Submit: The request is instantly routed for approval.

4. Automated Approval Workflows

Utilizing Workday’s powerful business process framework, requests are automatically routed to the appropriate approvers—whether that is the direct manager, a host-country sponsor, or a mobility specialist.

Managers receive a consolidated view of the request, including the dates, the destination, and the uploaded compliance documents. They can approve, deny, or send the request back for revision (e.g., "Please upload a clearer copy of your visa") directly from their inbox.

Why Workday Extend?

We chose Workday Extend for the OnoeX Global Exchange because it allows us to keep sensitive data secure. By building this tool on the same platform that houses employee records, we ensure:

• Single Sign-On (SSO): No new passwords for employees to remember.

• Data Integrity: The app reads worker profiles and location data directly from the core HR system, eliminating manual entry errors.

• Native Look and Feel: The application looks and behaves exactly like the rest of the HR suite, requiring zero training for adoption.

Conclusion

The future of work is fluid, but it must be compliant. The OnoeX Global Exchange App proves that you don't have to sacrifice agility for security. By automating the complex rules of international work assignments, organizations can unlock the full potential of their global workforce, one project rotation at a time.

Ready to modernize your global mobility strategy? Contact OnoeX today to learn more.