Business supplies should be kept separate from household supplies and should only be used for GW-related purposes. All employees are expected to be at work during core hours. Alternative work arrangement characteristics: A minimum average weekly work hour expectation based on the position’s percent time Like other employees, telecommuters can be categorized as either exempt or non-exempt under the Fair Labor Standards Act (FLSA). GW policies pertaining to the protection of GW’s systems and information. Managing flexible work arrangements requires an understanding of federal law (requirements for overtime payment); knowledge of WVU’s designation of positions into exempt (not eligible for overtime) and non-exempt (eligible for overtime) categories; compliance with WVU policies about work schedules; and implementation of flexible work arrangements in a way that is considered … Non-exempt employees may use annual leave to maintain their hours of pay for that day, or they may opt to work additional hours sometime during the workweek. The employee’s supervisor must approve overtime requests (for non-exempt employees) and use of leave time (for all employees). Flex Time is an arrangement that allows a full time exempt or non-exempt staff member to work with his or her manager to set workday starting and ending times that may differ from others in the unit. 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. All work computers should be password protected, and employees shall not share their passwords with anyone else. The university. Flexible Work Arrangements can benefit both the employee and the university. Managers should be careful to confirm the number of hours of leave taken in light of the longer day worked. 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. Telecommuting can also benefit the university in numerous ways, including, potentially reducing costs as well as improving employee productivity and morale. Washington, DC 20052, Phone: 202-994-8500 Flexible work arrangements—such as telecommuting and compressed workweeks—can benefit businesses and workers alike, but California employers that wish to … If a flextime schedule is agreed to, typically a staff member will be able to return to their original work arrangement, if an arrangement is still available. Flexible work. The FLSA does not limit the types of work employees … There are a number of GW policies that are important for telecommuting employees and their managers to be aware of when working in a virtual environment. This policy sets forth requirements and guidelines for the incorporation of information security practices into daily usage of university information systems. Where will supplies be kept? If you have a flexible working arrangement, were the terms of the arrangement agreed upon prior to accepting your position or after you had been in your role? Equipment such as computers, printers, software provided on loan by the university remain the property of the university, and must be returned upon termination of the telecommuting arrangement. In order to create and Compressed Work Schedule, you and your manager will need to complete the Compressed Workweek Request Form (PDF) or the Compressed Two Week Work Period Request Form (PDF) (exempt employees only). Marvin Center, Ste 242 To review additional GW policies that may affect your telecommuting arrangement, please visit the policy website. Benefits Approval Forms. 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. 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. Flex Time is an arrangement that allows a full time exempt or non-exempt staff member to work with his or her manager to set workday starting and ending times that may differ from others in the unit. Monday-Friday 8 a.m. to 5 p.m.). A flexible schedule is one of the benefits that is most appreciated by employees—even more so by your millennial employees. This policy sets forth requirements to assist in securing and protecting the university’s applications, systems, and data against information security related threats and dangers. In order to assess the success of the Telecommuting Arrangement, the manager must complete the Flexible Work Arrangement Evaluation, discuss the completed evaluation with the telecommuting employee, and submit the completed signed evaluation to Human Resource Management and Development for review. For non-exempt employees, it must include a bona fide meal period. Forty-five percent of survey respondents (n=61) report their hourly employees participate in alternative or flexible work (e.g., anything other than 40 hours per week in an assigned location) programs. In the past, this type of work design has been avail-able primarily to professional, salaried (“exempt”) workers only. Recommended Qualifications of a Telecommuter. Complete a weekly report to provide your manager with an update of your work. Therefore, an employee must provide his/her manager with written notification of a request to terminate or modify the telecommuting arrangement and may not proceed with any changes until the university approves the request. Staff may be more difficult to supervise. Exempt employees should follow departmental guidelines regarding meal periods. Unit supervisors/managers must submit their flexible work arrangements for exempt and non-exempt (hourly) employees to their HR Client Services Human Resources Consultant. • Any changes to the FWA must be approved in writing by the employee’s manager. Flextime is a system by which employees are provided some degree of freedom to choose their working hours, subject to operational needs and management approval. EEO Notice: The George Washington University is an Equal Opportunity/Equal Access/Affirmative Action institution. Federal law mandates the reporting of hours worked by non-exempt (hourly) staff for both in-house and telecommuting employees. Maintain an accurate record of hours worked for all employees, including those participating in telework or other flexible work arrangements; Employees can be required to perform work that is not within their job description. We recognize that some employees need to work flexible hours. If an employee lives in rented property, he/she should be aware that their lease may not permit business use of the premises. Flexible Work Arrangements are not an employee entitlement or requirement, but a work assignment mutually agreed to by the employee, supervisor and department head. Regardless of the name assigned, in all cases these terms refer to people who are enabled to work outside traditional office facilities, sometimes permanently, and sometimes just a day or two per week. The arrangement must be in the best interest of the University. Before initiating the telecommuting assessment process detailed below, print out the appropriate Telecommuting Launch Checklist. For exempt employees, managers need to take into consideration the exempt employee’s status of “paid to get the job done” when determining whether the exempt employee needs to utilize annual leave for the difference between the hours of holiday pay and their typical hours for that day. Alternative work arrangements such as flexible work schedules are a matter of agreement between the employer and the employee … 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. In areas where several staff members work flextime schedules, it may be a challenge to coordinate staff members' schedules for adequate department coverage and customer service. 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). How will supplies be requested and delivered? Compressed Two Week Work Period Request Form (PDF), Allow employees to better balance the demands of their work and home life, Reduce absenteeism and increase productivity, Provide opportunities for expanded service hours, Improve employee retention and enhance recruitment efforts, GW is committed to digital accessibility. Improves comfort and efficiency on the job. Remote Work – work conducted at home or another off-site location on a consistent or occasional basis. 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. Flextime allows an employee to flex his/her start or end time, with prior approval from the supervisor. 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). Email is inherently insecure and confidential data should never be sent via email unless encryption software is used. Employees also benefit from paying less in gas and mass transportation costs. 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. Yes, you can. As iBuy orders must be shipped to an on-campus address, telecommuters should plan ahead to pick up needed supplies during a scheduled on-campus day. Flexible work options offer alternative approaches to getting work done through non-traditional work hours, locations, and/or job structures. For non-exempt employees, it must include a bona fide meal period. Core hours for are established by the vice president of the respective business unit. These files should be stored in a secured network folder that is only accessible by authorized personnel. ), Conducting meetings related to performance reviews, Source: University of Virginia, Drafting a Telecommuting Plan. May accommodate non-routine commitments such as family illness, health care appointments, or special events. Traditional schedules meet the needs of the majority of staff members. Telecommuting employees should keep up to date on current GW policies that may have an impact on a Telecommuting Arrangement, which are provided below: This policy is intended to establish some flexibility in university work arrangements when conditions are suitable for both employees and their respective department. Flex time schedules allow regular full-time exempt and non-exempt employees, with the concurrence of their manager and within certain limits, to set their starting and ending times for the workday. This Flexible Working Arrangements Agreement will begin and end on the dates indicated above, unless terminated sooner by the employee or employer. You will work remotely _ (every day, M/W/F, every other Friday, etc.) Staff members who do request flexible schedule arrangements most often ask for slight changes in their daily arrival and departure times, changes that pose the least challenge for a staff member's supervisor and co-workers. Telecommuting Individual Planning Checklist (PDF) - to support individual telecommuting arrangements between an employee and their manager, Telecommuting Team Planning Checklist (PDF) - for managers/managers who are considering rolling out telecommuting to a group of employees. Let’s begin with non-exempt employees and the FLSA.The basic rule impeding non-exempt workers from using flexible scheduling isthe fact that these employees are bound to a 40-hour workweek. If it is impractical for a telecommuter to pick up supplies, departments can mail supplies to the employee’s home using a GW FedEx account. The advantages when a flexible schedule is allowed, to both employers and employees, are key as you implement a flexible schedule. Has the employee satisfied his/her probationary, provisional or qualifying periods, prior to the approval of the flexible work arrangement? Certain types of flexible work arrangements - such as a nine-day/80-hour compre… By offering flexibility to employees, Flexible Work Arrangements can: Within any of the Flexible Work Arrangements, non-exempt employees as defined in the Fair Labor Standards Act (FLSA), are still subject to all requirements of the FLSA. The university defines core hours as a subset of hours when all employees are expected to be at the office. Flexible work arrangements must be approved in writing. If an employee's flextime schedule is terminated by the employee or supervisor, he/she may return to the pre-flextime work schedule, if that schedule is still available. They should demonstrate the ability to maintain productive work habits (e.g., working 8 hours per day, or the agreed amount of hours per day or week). Although efforts will be made to provide reasonable notice of such a change to accommodate personal commitments, such as childcare and commuting requirements, there may be instances when notice is not possible. It is an arrangement that may be appropriate for some employees in some positions when job, employee, and manager characteristics are best suited to such an arrangement. If the holiday falls on the employee’s regularly scheduled work day, the employee will be credited with 8 hours of holiday pay for that day. Telecommuting can help support GW’s sustainability efforts by reducing automobile emissions and cutting fuel consumption. 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). All employees are required to work a standard eight-hour day that includes “core hours” defined by the department. For employment duties to be completed as expected, open and regular communication is very important as are clearly laid out work assignments and due dates. Use GroupWise Messenger or another instant messaging (IM) system to stay in immediate contact with team members. In assessing the viability of a telecommuting arrangement, it is important to determine how well an employee’s clients or customers will accept such an arrangement. Otherwise, an employee can join the aforementioned meeting by phone or video calling software. The arrangement will begin with a 90-day trial period, and can be discontinued during or after that period at any time at the discretion of the employee’s manager if the arrangement does not meet the operational needs of the department and/or the employee does not comply with the Telecommuting Agreement. Flexible Work Arrangements: Question Title ... Is your position categorized as exempt or non-exempt (non-exempt employees are eligible for overtime)? Flextime allows an employee to flex his/her start or end time, with prior approval from the supervisor. In order to determine if an employee’s position is appropriate for a Telecommuting Arrangement, an employee’s manager will need to first assess the responsibilities of the employee’s position. 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. This is categorized as a 9/80 compressed two week work period. Flexible schedule arrangements are not mandatory, universal, nor an entitlement. By the employee? 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. Managers or above, telecommuting part or full-time - Smartphone. An employee may need to start with a limited telecommuting arrangement. The standard meal period at the university is 30 minutes, 45 minutes, or one hour. Has the employee received a performance rating of "Effective" or above on their prior year's annual performance evaluation? Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities. Once an employee's manager has determined that an employee is eligible for a telecommuting arrangement based on position, performance, readiness to manager a telecommuting employee, and the funding requirements of the department, the employee should complete a Telecommuting Self-Assessment (PDF). Employees working under flexible work arrangements are required to satisfactorily perform all job duties and to comply with all … Client/Customer Support of Telecommuting Arrangement. They spoke at a Staff Council-sponsored panel discussion on “Flexible Work Arrangements at Pitt” on Feb. 20, which drew nearly 250 people in person and another 600 online. Collective Bargaining Unit employees (i.e., represented) must comply with rules outlined in their respective Collective Bargaining Agreements (Refer to APPM 3.4.7). Arrangements for Non-Exempt Employees. Non-exempt staff members are eligible for flexible work arrangements. In some cases, this may mean helping clients/customers overcome their concerns with telecommuting. When telecommuting employees demonstrate that a telecommuting arrangement does not mean a lower level of service, clients/customers may quickly discover the inherent benefits of telecommuting, including decreased response time and increased productivity. 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 allows an employee to work from an alternative work location, such as their home, for all or part of their regular workweek. GW can grow without the need to rent/build additional workstations, office spaces, and parking facilities. A flexible work arrangement that allows an employee a gradual return to work after being on leave (example parental, personal, medical) and work a reduced number of hours for a period of time, eventually returning to their original work hours. Decisions about phone service should be based on the responsibilities of the position. Telecommuting can achieve significant savings associated with real estate costs and overhead. 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. A supervisor/manager must still assess the needs of the business prior to approving a flexible schedule request. The "EEO is the Law" notice provides information regarding applicable laws and procedures for filing complaints if you feel the law has been violated (English, Spanish, Chinese). No, this does not mean you can work from home. 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. (Regular Full-Time Exempt Employees Only), Compressed two week work periods allow a regular full-time exempt employee within the 10 workdays of a two week work period to work 9 days, totaling 80 hours, and have the tenth day off. Employees who are requesting a change to their flextime schedule arrangement must do so in writing, with approval granted by the supervisor and department head. This is categorized as a 4/40 Compressed Work Week. Telecommuting employees should be mindful of the following: Employees are still required to comply with all university policies and guidelines, including all departmental policies and procedures. Employees and managers should review university policy and departmental guidelines and practices regarding the maintenance of data security and confidentiality. Employees are responsible for the safety and security of university equipment, software, data, supplies, and furniture at the telecommuting site. Once a flextime schedule arrangement has been approved, the supervisor will communicate work schedule information with the team, as appropriate. If the discussion with the supervisor does not yield a resolution, the employee should speak with his/her department head. After the manager completes a Telecommuting Position Assessment (PDF) and determines that the employee’s position is eligible for a telecommuting arrangement, the manager will need to complete the Telecommuting Feasibility Assessment (PDF). In response to COVID-19, a temporary telecommuting/remote work agreement has been created. By supporting better work-life balance, telecommuting can also can help retain employees who may otherwise consider leaving due to changes in their personal life. Once approved, flextime schedule arrangements. 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. 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. As a result, they are among the easiest flexible work arrangements to manage. Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily "core time." Flex time requires that an employee work the core hours identified by the department. Employees should first speak with their supervisor to resolve the issue. Work from home with their supervisor to resolve the issue hours worked by non-exempt ( employees. 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