Recommended Qualifications of a Telecommuter. Yes. The George Washington University confirms its commitment to assisting employees in developing a work-life balance by supporting the use of Flexible Work Arrangements when reasonable and practical and where operational needs will not be adversely affected. Flexible Work Arrangements do not change the at-will nature of employment with the university, and they can be altered or terminated by the university at any time pursuant to business needs. Flexible work arrangements (FWAs) are pre-approved agreements between a supervisor and employee that allow the employee to complete his/her employment duties while working non-traditional schedules. Employee needs strong verbal and written communication skills, as well as appropriate knowledge of the use of e-mail, fax, and other appropriate computer technology. Employee should be able to effectively use work time to complete projects. For university equipment that is provided, each piece of equipment must be listed in the Telecommuting Agreement with its serial number by an employee when they take possession. This flexible work agreement established between The University of Toledo and the employee is effective as of _____ (date) and will remain in effect until _____ (date), not to exceed Dec. 31, 2020, unless modified or terminated by UToledo or the employee. The adjusted meal period schedule allows a regular, full-time, exempt or non-exempt employee to extend his or her meal period to take care of personal business while still working a full workday. Types of Flexible Work Arrangements Alternative Work Schedule – a variation from the employee's core hours in starting and departure times, but does not alter the total number of hours worked in a week. The employee’s supervisor must approve overtime requests (for non-exempt employees) and use of leave time (for all employees). An employee can take an extended meal period of up to two hours. Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks.. Client/Customer Support of Telecommuting Arrangement. Employees can request to terminate an approved flexible schedule arrangement by providing the request in writing to his/her supervisor. Arrangements for Non-Exempt Employees. Employee should have consistent, productive, and organized work habits, along with the ability to make independent decisions and access appropriate technological support. Time Worked . What documentation will need to be provided to request supplies and at what intervals? Prior to executing a Telecommuting Agreement, a telecommuting employee and his/her manager should establish a specific work schedule, determine any modification of departmental operations or procedures that need to be completed prior to initiating the telecommuting arrangement, and determine the equipment and resources necessary for the telecommuting arrangement. However, supervisors need to be mindful of wage and hour laws when evaluating non-exempt employee’s flexible work arrangement requests. If telecommuting was a requirement of the employee’s position at the time of hire, and the employee or the employee’s department wishes to terminate the telecommuting arrangement, contact Human Resource Management and Development to discuss the potential consequences of terminating the arrangement. Use GroupWise Messenger or another instant messaging (IM) system to stay in immediate contact with team members. Contact your HR representative for additional guidance. How will my team communicate during this time period to manage and fulfill the work duties of the employee requesting a flexible work arrangement? Flexible work arrangements must be approved in writing. Has the employee satisfied his/her probationary, provisional or qualifying periods, prior to the approval of the flexible work arrangement? Yes, employees who have been granted a flextime schedule prior to the roll-out of the Flextime Policy, must also complete a. 800 21st Street, NW The policy states that an employee who is approved for flextime. adequate department coverage and customer service and ability to monitor overtime for non-exempt staff, An employee requesting a flextime schedule must complete the, Employees who would like to request a flextime schedule should notify their supervisor a minimum of two weeks in advance of their need and complete the, No, arrangement procedures do not differ. The APP weekly report templates (PDF) are great formats for providing regular updates. Yes, you can. You are also encouraged to review the university policy website to review additional policies specific to your position. Any files that contain confidential data should not be kept on local computers, or external media (e.g., CD-ROMS, external hard drives, USB flash drives, zip drives, DVDs, etc). Telecommuting also allows employees to escape the distractions at the workplace and better focus on their work. Email: [email protected], Equal Employment Opportunity & Employee Relations, Equal Opportunity/Equal Access/Affirmative Action institution, Telecommuting Individual Planning Checklist (PDF), Telecommuting Team Planning Checklist (PDF), University of Virginia, Drafting a Telecommuting Plan, Telecommuting Feasibility Assessment (PDF). Departments should determine in advance who in the department will be responsible for ordering, packaging and shipping supplies. Email is inherently insecure and confidential data should never be sent via email unless encryption software is used. Yes, however, managers/supervisors are cautioned that WVU must abide by the requirements of the federal Fair Labor Standards Act (FLSA) when considering or implementing flexible work arrangements for non-exempt employees. Washington, DC 20006, Faculty & Staff Service Center More information can be found on the Procurement website. Overtime compensation (for non-exempt staff) and vacation and health and personal leave will continue to be based on hours paid during the remote work arrangement as per existing procedural language. Telecommuting can achieve significant savings associated with real estate costs and overhead. As with flex time schedules, a non-exempt employee’s work day schedule must incorporate a 30 minute, 45 minute, or one hour bona fide meal period. Flexible Work Arrangements can benefit both the employee and the university. These files should be stored in a secured network folder that is only accessible by authorized personnel. Interaction with an employee who you may not always see can be accomplished successfully through e-mail, telephone and other agreed-upon communication methods. Telecommuting allows an employee to work from an alternative work location, such as their home, for all or part of their regular workweek. Employee must have an excellent attendance record, and no documented unexcused absences. The university. GW can grow without the need to rent/build additional workstations, office spaces, and parking facilities. A Telecommuting Agreement may be terminated at any time at the discretion of the department or the university. Employees who are exempt under the FLSA are expected to work the number of hours required to fulfill their occupational responsibilities. At the conclusion of the trial period the employee and his/her manager will evaluate the arrangement and determine whether it should be continued, modified, or terminated. This approach can assist, for example, employees who are enrolled in degree programs and need to take a class during working hours to complete their degrees. Non-exempt employees must follow all applicable policies including, but not limited to, meal and rest breaks, For non-exempt employees, it must include a bona fide meal period. Answering the following questions when assessing whether the positions in your area are conducive to flexible work arrangement will help you make well-informed decisions: Will the department/office workflow be either neutrally or positively impacted by a flexible work arrangement? If an employee lives in rented property, he/she should be aware that their lease may not permit business use of the premises. Below are examples of some flex time schedules: In order to create and Flex Time schedule, you and your manager will need to complete the Flex Time Request Form (PDF). All equipment for telecommuting should be purchased through iBuy. Otherwise, an employee can join the aforementioned meeting by phone or video calling software. A supervisor/manager must still assess the needs of the business prior to approving a flexible schedule request. Some equipment and related services may be provided and paid for by the employee’s department. Both types of employees are eligible for flexible work arrangements. If an employee will be telecommuting only one or two days a week and intends to use his/her personal computer during those times, it is important that he/she is familiar with all of GW policies pertaining to the protection of GW’s systems and information. Employees working under flexible work arrangements are required to satisfactorily perform all job duties and to comply with all … Telecommuting can also benefit the university in numerous ways, including, potentially reducing costs as well as improving employee productivity and morale. Managers should regularly review their employees’ payroll records and address any concerns immediately. Flexible work arrangements must be memorialized in writing and comply with all legal requirements, including that non-exempt (bi-weekly) employees keep track of their actual hours worked and receive overtime pay if they work in excess of 40 hours in a work week. Yes, flexible work arrangements can be terminated at any time, although every effort should be made to provide reasonable notice to the employee. They offer creative approaches for completing work while promoting balance between work and personal commitments and can result in a more positive and productive work environment. Alternative work arrangement characteristics: A minimum average weekly work hour expectation based on the position’s percent time However, whether a particular flexible work arrangement is feasible for a particular employee depends on a variety of factors, including the nature of the work assignment and characteristics of the employee. Loosely structured flextime arrangements may present several challenges, including, 5700 Cass Avenue Suite 3638 A/AB Detroit, MI 48202 View map, (313) 577-3717 (313) 577-0637 FAX Email: firstname.lastname@example.org, Business Hours: 8:30 am to 5 pm Monday through Friday. The Fair Labor Standards Act (FLSA) does not address flexible work schedules. Flextime schedules must be approved by the employee's immediate supervisor/manager and their department head. All telecommuting equipment should be purchased through appropriate vendors. Employees and managers should review university policy and departmental guidelines and practices regarding the maintenance of data security and confidentiality. Decisions about phone service should be based on the responsibilities of the position. This often alerts others to an employee’s availability and it may be easier for a colleague to send a quick question over an IM than to send an email or make a phone call. The most common example is an employee working four 10 hour days in a workweek. Pursuant to the Information Security Policy (PDF), employees are expected to secure all university-owned computers and other portable electronic devices by employing strong passwords and physical protections, such as locking cables, whenever these devices are left unattended. There’s an important caveat to the rule about paying exempt employees for a full week whenever they work any part of the week: If an exempt employee, for personal reasons, chooses not to work when work is available, his or her employer does not have to pay the employee in one-day increments, for the days on which the employee doesn’t work. Compressed work schedules are arrangements that allow a full-time staff member to work 40 hours in less than 5 working days (exempt and non-exempt) or to work an 80 hour two week work period during 9 days and have the tenth day off (exempt only). Decreased employee turnover means GW is able to retain great employees and enjoy savings in recruiting and training costs, as well as provide a high quality of service. Certain types of flexible work arrangements—such as a nine-day/80-hour compressed workweek—could result in overtime pay for a non-exempt employee. Scope. A flexible schedule is one of the benefits that is most appreciated by employees—even more so by your millennial employees. In response to COVID-19, a temporary telecommuting/remote work agreement has been created. 2033 K Street, NW, Ste 750 Can tailor workday to family commitments and schedules (such as taking children to and from caregivers or being home when children return from school). The purpose of this assessment is to assist an employee in ascertaining whether he/she is a good candidate for a telecommuting arrangement and if the employee has the appropriate home environment for a telecommuting arrangement. A flexible schedule does not limit the hours that an exempt employee must work to complete job requirements. Flexible Work Arrangements With appropriate use of technology and managerial oversight, staff whose roles do not require all work hours to be performed at their Stanford work location may be eligible for some form of flexible work arrangement. 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