How do I provide temporary housing for seasonal or project-based workers?

You have three main options: extended-stay hotels for short deployments, corporate housing for stays over 30 days, or workforce travel platforms that manage both with centralized administration. The right choice depends on project duration, crew size, and location.

What's better: hotels, Airbnb, or corporate housing?

Hotels deliver flexibility and consistency for short deployments: negotiated rates, flexible cancellation options, and features that vary by supplier and contract. The tradeoff: costs become prohibitive beyond 30 days.

Corporate housing provides fully furnished apartments with bundled utilities. Compass Furnished Apartments reports corporate housing units average 750+ square feet and deliver 30-50% cost savings for stays exceeding one month. The tradeoff: most providers require 30-day minimums and 30- to 60-day notice for modifications.

Airbnb and short-term rentals? Skip them for crews. Managing multiple properties for workforce deployments requires substantial administrative effort compared to centralized platforms.

How do I handle employee housing deductions?

Written authorization is non-negotiable for payroll deductions. Under FLSA Section 3(m), employers can count the reasonable cost of lodging toward minimum wage requirements, where "reasonable cost" means actual cost with no profit margin. Deductions cannot reduce compensation below the applicable minimum wage.

State laws add complexity. Massachusetts regulations cap weekly deductions at $35 for single occupancy. California governs housing deductions separately.

For multi-state operations, apply the most conservative approach: get written consent everywhere, document housing standards, and verify deductions never push wages below the higher of federal or state minimums.

Is providing housing taxable?

Three conditions must be met for non-taxable treatment: the lodging must be on the employer's business premises, provided for the employer's convenience, and the employee must be required to accept lodging as a condition of employment.

The expected duration of an assignment at the start controls tax treatment. Keep assignment letters, business justification statements, and project timelines showing the temporary nature of work.

How do I manage housing for crews across multiple job sites?

The biggest pain points: finance teams spending hours on manual receipt reconciliation, timeline changes impacting pre-booked accommodations, and limited cost allocation visibility without proper systems.

Southern Response Services faced constant timeline shifts on disaster recovery projects, which meant throwing away money on non-refundable bookings. With FlexPro, they modify or cancel stays without penalties, saving over $200,000.

Project-based cost tracking matters most. You need expense tagging at booking time, not after-the-fact manual coding. Workers tag every booking with the relevant project code at reservation, ensuring automatic allocation to correct cost centers.

What should I look for in a workforce housing platform?

Manual processes and administrative inefficiencies plague unmanaged travel programs. Prioritize capabilities that prevent problems before money leaves your account:

• FlexPro for weather delays and timeline shifts
• Direct Bill to eliminate reimbursement hassles
• Custom Fields for mandatory project code tagging
• 24/7 support that understands field operations

Sims Crane dealt with projects shifting constantly due to equipment delays and weather. With FlexPro, they book non-refundable rates and cancel when timelines change, avoiding $40,000+ in fees with 5x faster booking.

Engine's project-based cost tracking and consolidated invoicing make it worth evaluating for your workforce housing needs.

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