The purpose of this policy is to allow employees to work at alternate work locations for all or part of their workweek.
In order to facilitate arrangements under which employees may telecommute as part of their work schedule, the University has adopted the following policy and procedure.
Reason for Policy
The purpose of this policy is to allow employees to work at alternate work locations for all or part of their workweek. Telecommuting can improve productivity and job performance as well as promote administrative efficiencies (e.g. reducing office and parking space), reduce traffic congestion and transportation costs, support continuity of operations plans, and sustain the recruitment and retention of a highly qualified workforce by enhancing work/life balance.
Who Is Governed by this Policy
Telecommuting entails a work-at-home arrangement or a remote-access arrangement for at least part of the workweek on a regular basis. In general, telecommuting is a privilege which may be granted under appropriate circumstances to employees whose job responsibilities are suited to such an arrangement, and each request to telecommute will be decided on an individual basis under the guidelines set forth below.
Permission to engage in telecommuting is at the discretion of the school or administrative unit in which the employee is employed and subject to approval by the Office of Human Resources. Participation in telecommuting is voluntary on the part of the employee, except in cases where the position requires it and notification has been provided to the employee at the time of hire.
Employees who wish to telecommute must first discuss the request with their immediate supervisor, who must support the request.
Each school and administrative unit should designate the individual who is authorized to approve telecommuting arrangements. In general, this person should be the same person who gives final approval for other human resources transactions.
Generally, requests to telecommute should be contemplated when:
The employee has demonstrated sustained acceptable performance, and when the manager believes that the employee can maintain the expected quantity and quality of work while telecommuting.
Quality of service can be maintained for students, faculty and other members of the University community.
Telecommuting is appropriate considering the nature of the employee’s job.
Generally, requests to telecommute should not be contemplated when:
- The nature of the job requires the employee’s physical presence (e.g. telecommuting may not be appropriate where the employee must supervise the work of other employees), or efficiency is compromised when the employee is not present.
- The employee’s observed productivity levels are problematic.
- The employee requires close supervision as indicated, for example, by the employee’s consistent need for guidance on technical matters.
- The employee’s current assignment requires frequent supervision, direction or input from others who are on-site.
- The employee has received disciplinary action or has a demonstrated attendance problem.
Telecommuting is not intended to permit employees to have time to work at other jobs or to run their own businesses. Failure to fulfill normal work requirements, both qualitative and quantitative, on account of other employment, may be cause for disciplinary action or termination of employment.
Permission to telecommute is dependent upon the employee having a suitable work location at the off-site premises, and on compliance with the requirements set forth below.
The following guidelines apply to telecommuting arrangements:
- A specific work schedule, including work days and hours, must be agreed upon in advance.
- Employees must be on site as necessary to attend meetings, training sessions, or similar events or occurrences.
- Employees must maintain a normal workload.
- Employees who are unable to work due to illness must use sick leave and must report their absence to their supervisor.
- Employees who wish to be relieved of responsibility for work on a particular day or days must use vacation or personal leave.
- Employees are responsible for the safety and security of all University property and proprietary information.
- For employees on Visas or who have open green card applications we strongly encourage them to contact out immigration service before signing their agreement.
Employees should consult their tax advisor with respect to tax consequences, in particular if they are working out of state.
Equipment and services may be provided by and paid for by the employee’s department at the department’s sole discretion. In many cases, employees will be expected to provide their own equipment, such as computers, internet access, etc., if they wish to telecommute.
Equipment such as computers, printers, software, and services provided on loan by the University remain the property of the University while on loan, and must be returned upon termination of the telecommuting arrangement.
If University equipment is provided, each piece of equipment must be listed with its serial number when the employee takes possession.
Employees must return the equipment in the same condition in which it was originally received, minus normal wear and tear. Employees are personally liable for missing or damaged equipment.
The University assumes no liability for injuries occurring in the employee’s home workspace outside of work hours.
University property such as computers, printers and other equipment loaned to an employee is the employee’s responsibility while it is not on University premises. It is the employee’s responsibility to ensure that their homeowners or renters insurance covers injury arising out of or relating to business use of the home.
Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. For the employee’s protection, employees should have their homeowners/tenants liability policy endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home.
Employees who live in rented property should be aware that their lease may not permit business use of the premises.
This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.
Hiring departments will attach to the job requisition any proposal for job testing with an explanation of the relationship of the skills tested and the skills required for job performance.
A Telecommuting Agreement must be executed prior to telecommuting and can be obtained from the Office of Human Resources.
This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.
- Last Reviewed Date: May 31, 2018
- Last Revised Date: May 31, 2018
- Policy Origination Date: TBD
Who Approved This Policy
Jane Fisher, Director of Employment, Employee and Labor Relations