Policies | Sample Telecommunting Policy
SAMPLE TELECOMMUTING POLICY
(This is only a sample, so be sure to make this fit your group, field and organization, let me say up front that it is up to you to do the necessary research for your field to be prepared for whatever audits or issues you may have. By using this information, you agree that www.Renaissanceofasoul.com, it’s principals or affiliates in no way are held liable for your use of this document).
I. Purpose This policy permits management to allow employees to work at alternate work locations in order to promote general work efficiencies. The purpose of this policy is to define the telecommuting program and the rules under which it will operate. This policy should:
• Assist management and employees to understand the telecommuting environment.
• Provide a general framework for the telecommuter.
II. Definitions Telecommuting – A management tool that provides flexibility in meeting customer and business needs through a work arrangement that allows employees to perform their usual job duties away from their primary work place, in accordance with work agreements. Telecommuting is limited to two (2) work days per week/ four (4) work days per pay period.
Employee – An employee who works away from his/her primary work location either at home or at another approved work location
Work Schedule – The employee’s approved work hours schedule regardless of the work location.
Primary Work Location – An employer’s place of work where the employee is normally located.
Alternate Work Location – Approved work site, other than the employee’s primary work location, where official state business is performed.
Work Agreement – The written agreement between the employer and the employee that details the terms and conditions of an employee’s work away from his/her primary work location. The Work Agreement shall be maintained in the Supervisory file and must be readily available for audit purposes.
III. Eligibility Telecommuting is a management option and not an employee option. Telecommuting may not be suitable for all employees or for all positions. To the extent possible, management and the employee should agree mutually to telecommuting arrangements via the work agreement signed by all parties. To be eligible to participate in telecommuting, an employee must have completed a minimum of six months of satisfactory employment. Requests for participation prior to six months of satisfactory employment may be approved on a case-by-case basis by the HR Director.
IV. General Provisions Management is responsible for managing the affairs and operations of their Offices/Divisions; thus they will have discretion to;
• Designate employees/positions for telecommuting; and
• Approve employees to telecommute.
Limitations – Telecommuting will be limited to a maximum of two (2) work days per week/ four (4) work days per pay period. The work days may be designated on the Work Agreement form for a set recurring period, or, if the day(s) are floating or on an “as requested/needed basis,” a new Work Agreement must be completed for each day(s).
Conditions of Employment – Telecommuting does not change the conditions of employment or required compliance with BAI policies and procedures. The employee will continue to comply with federal, state, and agency laws, policies, and regulations while working at the alternate work location.
Compensation & Benefits – An employee’s compensation and benefits will not change as a result of telecommuting.
Hours of Work – The work hours of telecommuting employees will not change from their approved work hour schedule regardless of work location. Time sheets shall be completed upon the return of the telecommuter; indicating “Telecommuting” with the correct work times and leave usage if applicable. Management must ensure proper compliance and documentation of work hours, in particular ensuring compliance with the Fair Labor Standards Act. Telecommuting is not intended to serve as a substitute for child or adult care nor to perform other personal business during work hours.
Office Closures – The telecommuter shall have the same leave coding as employees at their primary location. Should circumstances arise whereby the telecommuter cannot work at the alternate work location, i.e., loss of electricity, home emergencies, etc., the telecommuter must contact his/her supervisor and he/she may be required to report to their primary work location or applicable leave may be granted.
Attendance at Meetings – Unless other arrangement are made, telecommuters will be expected to attend all assigned office meetings related to the performance of their job, including those which would be held on a telecommuting day. Business meetings with agency customers or regularly scheduled meetings with co-workers shall not be held at the alternate work location.
Use of Leave – Telecommuting is not intended to be used in place of annual, sick, Family & Medical, or other types of leave. Requests to work overtime or to use sick, annual or other leave must be approved in advance by your immediate supervisor in the same manner, and in accordance with, the time and attendance procedures as when working at the primary work location.
Workers Compensation Liability – BAI may be liable for job-related injuries that may occur during an employee’s established work hours in their alternate work locations. Accidents that occur at an employee’s alternate work location may be subject to drug testing (See PPM 1017-98, Illegal Use of Drugs and Alcohol Misuse, D. Drug Tests/Screens, Post-Accident/Incident). Any work related injuries must be reported to the employee’s supervisor immediately. The employee shall agree to allow supervisors to visit the alternate work location after any accident or injury occurs while working. The employee understands that he/she remains liable for injuries or damage to the person or property of third parties or members of his family on the premises, and agrees to indemnify and hold BAI harmless from any and all claims for losses, costs, or expenses asserted against BAI by third parties or members of the employee’s family.
Alternate Work Location Safety – The alternate work location must be safe and free from hazards and other dangers to the employee.
Employee-Owned Equipment – When employees are authorized to use their own equipment, BAI will not assume responsibility for its cost of equipment, repair, or service.
Costs Associated with Telecommuting – BAI is not obligated to assume responsibility for operating costs, home maintenance, or other costs incurred by employees in the use of their homes as telecommuting alternate work locations.
Agency Information/Records – Employees must safeguard department information used or accessed while telecommuting. All department records, files, and documents must be protected from unauthorized disclosure or damage and returned safely to the primary workplace.
Termination of Work Agreement – BAI may terminate the telecommuting agreement at its discretion. 4
Eligibility – To be eligible for consideration of a telework arrangement, an employee must have no record of performance problems or disciplinary actions within the preceding two (2) years. In the case of a new hire, the Organization will conduct a thorough reference check with past employers to determine whether he/she meets the requirement.
Criteria for consideration of Teleworking Arrangement
Is the employee a good candidate for teleworking?
Proven ability to perform;
No disciplinary action;
High job knowledge;
Ability to establish clear objectives;
Ability to work independently;
Clearly defined tasks and objectives;
Little face-to-face communication needed;
Measurable work activities
Contact With the Central Work Location – Once a teleworking arrangement has been approved, the teleworking employee is responsible for maintaining regular contact with his or her Supervisor. The Supervisor shall be the teleworking employee’s primary contact within the central work location. It is expected that the Supervisor and the teleworker will act together to keep each other apprised of events or information obtained during the working day.
Alternate Work Area – The Organization shall provide workers’ compensation and liability protection as obligated by State statues for the employee while in the course of employment within the agreed upon location and defined work schedule. The Organization assumes no responsibility for any activity, damages, or injury which is not directly associated or resulting from the official job duties for which the Organization has no ability to exercise control. The Organization assumes no responsibility for the employee’s personal property.
In addition, the following must be adhered to:
a) A designated workspace should be maintained by the employee in a clean, professional, and safe condition.
b) Any change in the approved job assignment, location or defined work schedule must be reviewed and approved by the supervisor in advance.
c) As liability may extend to accident5s which could occur in the alternative work location, the Organization retains the right to make on-site inspections of this work area, at a mutually agreed upon time, to ensure that safe work conditions exist.
d) Employee tax implications related to alternate work locations are the responsibility of the employee.
e) Employee expenses not specifically covered in this policy will be dealt with on a case-be-case basis between the employee and his/her supervisor.
f) Employees who work at home will manage dependent care and personal responsibilities in a way that allows them to successfully met job responsibilities.
a) Any hardware of software purchased by the Organization remains the property of the Organization and will be returned to the Organization should the alternative work arrangement be terminated.
b) Software owned by the Organization may not be duplicated except as formally authorized by policy.
c) Employees using Organization software must adhere to the manufacturer’s licensing agreements.
d) Restricted access materials (such as payroll, personnel files, etc) may not be taken out of the office, copied, or compromised in any way. Employees working at alternate sites will take all precautions necessary to secure sensitive information and prevent unauthorized access to the Organization.
e) Organization equipment located at an alternative work location may not be used for personal activities.
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