1. What is teleworking?
Telework (or ‘telecommuting’) is a work arrangement in which some or all of the work is performed from home or another off-site location on a regular basis. In general, regular work hours are worked and deviations from that schedule require supervisory approval.
A fully remote arrangement is when an employee primarily works outside a University provided location (e.g., their home).
A hybrid arrangement is when an employee will use both a University provided location and another location not provided by the University (e.g., their home) on a regular basis.
2. Who is responsible for establishing telework arrangements?
Employees and supervisors can propose implementing telework arrangements. However, supervisors have the responsibility to determine if these arrangements are appropriate and approved on either a case-by-case basis or as a program within their department.
Certain University restrictions may apply based on the state or country in which work may be performed. Please consult your Human Resources Partner for additional guidance.
3. What is considered when approving telework arrangement requests?
Decisions for approving requests should be based on organizational needs and the ability to serve the university students, patients, customers, and the public. To effectively manage for results, criteria for success should be established at the beginning.
Certain University restrictions may apply based on the state or country in which work may be performed. Please consult your Human Resources Partner for additional guidance.
4. Is it necessary to submit a Telework form to work remotely on an infrequent, occasional basis?
No. Telework is defined as work arrangements in which some or all of the work is performed from home or another off-site location on a regular basis. Thus, if an employee is only working occasionally from home, such as during inclement weather, a Telework Arrangement form is not required. However, employees are still required to obtain supervisor approval to work from home during these infrequent, occasional situations.
If an employee will be working outside the United States on an occasional basis, such as while traveling internationally, the employee or supervisor must contact their campus Research and Security Compliance Team in advance to ensure no sanctions or other export control regulations apply.
5. Why are requests to work outside the USA reviewed by the Research Security and Compliance team?
The University must identify if sanctions or other export control regulations apply. For example, equipment, software, and confidential/proprietary research data may be subject to export licensing requirements and/or work may be limited or forbidden by U.S. sanctions. Therefore, it is essential to have requests to work outside the United States reviewed before the employee travels or performs work in a foreign country. At least two weeks advance notice is recommended to ensure the University has adequate time to review requests.
6. What if I normally work 8:00 am – 5:00 pm, but would prefer to work noon – 9:00 pm by telework? Is this possible?
Telework and work schedules should be focused on the organizational needs and objective criteria related to work performance and job demands. A consistent approach to analyzing the situation should be applied. Circumstances may exist where the work is not suitable for alternative working hours, or circumstances may change causing the pre-approved arrangement to adjust.
It is important to communicate to all employees within the team what decisions have been made and its rationale. Documenting the basis for these decisions is important in case questions arise.
Please consult your Human Resources Partner for additional guidance.
7. What happens if an employee does not follow the agreed-upon work hours while working remotely (e.g. starts work later or stops working earlier)?
Working remotely requires increased communication to be effective. Employees should communicate with their supervisors of any desired and/or necessary deviations from the approved telework arrangement.
The general expectation for these arrangements is that the employee will effectively accomplish their regular job duties, regardless of work location, including following approved telework arrangement work schedules. The inability to meet job expectations may lead to disciplinary action, including but not limited to termination or modification of the telework arrangement.
8. What happens if I need to take a day off?
Employees shall continue to follow department established guidelines for attendance and requesting approval for time off.
9. How do employees record their time worked and/or their paid-time-off? How do supervisors approve timesheets?
Reporting hours worked and paid time off for employees who telework follow the same practices as those who work at a university provided location (e.g., on campus).
10. What is most important to starting and maintaining a productive teleworking arrangement?
Clearly outlined arrangements and planning can prove beneficial to employees and supervisors alike. With proper planning, communication problems can be minimized. Additionally, a well-planned and continually assessed flexible work arrangement can sometimes enable departments to extend their service hours and to make more effective use of space and equipment.
Date Created: 05/23/2021
Updated: 02/15/2023
Reviewed 2023-04-21