Employee should have consistent, productive, and organized work habits, along with the ability to make independent decisions and access appropriate technological support. Can tailor workday to family commitments and schedules (such as taking children to and from caregivers or being home when children return from school). An employee who is unable to work due to illness must request and use accrued sick leave in accordance with university policy and departmental procedures. 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. 2033 K Street, NW, Ste 750 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. 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. For example, an employee on a 4/40 compressed workweek who needs to take a day of sick leave is taking 10 hours of sick leave, as opposed to an employee on a regular work week who is taking 8 hours of sick leave. Alternative work arrangement characteristics: A minimum average weekly work hour expectation based on the position’s percent time You will work remotely _ (every day, M/W/F, every other Friday, etc.) Employee should be able to effectively use work time to complete projects. Flex time requires that an employee work the core hours identified by the department. Yes, employees who have been granted a flextime schedule prior to the roll-out of the Flextime Policy, must also complete a. 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). Fax: 202-994-9680 What is an employee’s plan for ensuring that other household members do not use GW supplies? Flexible Work Arrangements provides a framework for the University to respond to the changing landscape. Collective Bargaining Unit employees (i.e., represented) must comply with rules outlined in their respective Collective Bargaining Agreements (Refer to APPM 3.4.7). The employee’s supervisor must approve overtime requests (for non-exempt employees) and use of leave time (for all employees). May involve fewer hours and/or modified duties based on a structured return to work plan. The following are examples of adjusted meal period schedules: In order to create an Adjusted Meal Period, you and your manager will need to complete the Adjusted Meal Period Request Form (PDF). Where will supplies be kept? Exempt and non-exempt employees wishing to work a flextime schedule must have the approval of their immediate supervisor, department director/chair and the S/C/D executive or his/her authorized delegate. However, this should be discussed during the approval process. Employees should first speak with their supervisor to resolve the issue. To review additional GW policies that may affect your telecommuting arrangement, please visit the policy website. As a result, they are among the easiest flexible work arrangements to manage. Arrangements for Non-Exempt Employees. All flexible work arrangement forms (for both non-exempt and exempt employees) must be forwarded to HR for indexing into the employee's personnel file, once signature approvals are granted. In the event that a Telecommuting Agreement is terminated, Human Resource Management and Development should be notified of the termination. If you experience a barrier that affects your ability to access content on this page, let us know via the. Traditional schedules meet the needs of the majority of staff members. Once a flextime schedule arrangement has been approved, the supervisor will communicate work schedule information with the team, as appropriate. Flex time requires that an employee work the core hours identified by the department. This checklist is a roadmap for launching a telecommuting arrangement, either for an individual or a group of employees. It is true that all employees should have an equal right to request consideration for a flexible work arrangement. Telecommuting also allows employees to escape the distractions at the workplace and better focus on their work. 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. 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 … Supervisors need to keep the Fair Labor Standards Act in mind when considering or implementing flexible work arrangements for non-exempt (hourly) employees since they are eligible for overtime if they … Non-exempt staff members are eligible for flexible work arrangements. Telecommuting allows an employee to work from an alternative work location, such as their home, for all or part of their regular workweek. Yes, the schedule can vary if approved by the supervisor and department head, provided the flexible work schedule is consistent with the university's core hours. All employees, including those telecommuting, are expected to comply with applicable policies, including GW’s Information Security Policy (PDF). 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. 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. Due to FLSA overtime provisions for non-exempt employees, this alternative work schedule is available to exempt employees only. The decision to establish a telecommuting arrangement is at the discretion of the employee’s manager and senior management with guidance from Human Resource Management and Development. May accommodate non-routine commitments such as family illness, health care appointments, or special events. The amount of annual leave charged will be equivalent to the hours the employee was scheduled to work and managers should calculate the leave based on the considerations noted above under the sick leave explanation. The APP weekly report templates (PDF) are great formats for providing regular updates. 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). 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. 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). Employees and managers should review university policy and departmental guidelines and practices regarding the maintenance of data security and confidentiality. The intention of flexible work arrangements is to accommodate special needs of employees while maintaining operational effectiveness. 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. It allows employees to vary their arrival and/or departure times. Overtime exempt employees. 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? Employees and managers should review university policy and departmental guidelines and practices regarding sick and annual leave to maintain compliance with them. Washington, DC 20052, Phone: 202-994-8500 Improves comfort and efficiency on the job. 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. Flexible work arrangements must be approved in writing. More information can be found on the Procurement website. Staff telecommuting full-time or whose primary job responsibility is done by phone (e.g., call center), even if telecommuting part-time - GW issued cell phone (no data) plus computer-based telecom service. Recommended Qualifications of a Telecommuter. during your assigned hours. Management should do its best to ensure appropriate staffing exists at all times. The university confirms its commitment to assisting employees in developing a work-life balance by supporting the use of telecommuting. 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. 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. All equipment for telecommuting should be purchased through iBuy. 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. What documentation will need to be provided to request supplies and at what intervals? Yes. Once approved, flextime schedule arrangements. Yes, flexible work arrangements can be terminated at any time, although every effort should be made to provide reasonable notice to the employee. The advantages when a flexible schedule is allowed, to both employers and employees, are key as you implement a flexible schedule. Telecommuting can save an employee significant time that would otherwise be spent commuting to and from work. 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. 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. 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. Flextime schedule arrangements must be piloted for three months, prior to final approval. An employee who wishes to be relieved of responsibility for work on a particular day or days for reasons other than illness must request and use available annual leave in accordance with university policy and departmental procedures. No, this does not mean you can work from home. Employees are personally responsible for missing or damaged equipment. 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. That extra time can allow employees to find a better balance between their work and their personal lives. These files should be stored in a secured network folder that is only accessible by authorized personnel. All hours worked, including regular pay and overtime hours, must be well documented. 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. A flexible schedule does not limit the hours that an exempt employee must work to complete job requirements. 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. 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. An employee can always modify their telecommuting agreement in the future based on experience and feedback from clients/customers. Flexible work. ), Conducting meetings related to performance reviews, Source: University of Virginia, Drafting a Telecommuting Plan. Allows changes in the schedule without any reduction in hours and, thus, income. Exempt (salaried) employees are not entitled to overtime pay. No. Departments should determine in advance who in the department will be responsible for ordering, packaging and shipping supplies. The following is an example of a Compressed Two Week Work Period – managers and employees may agree upon other workday configurations. This Flexible Working Arrangements Agreement will begin and end on the dates indicated above, unless terminated sooner by the employee or employer. An employee and manager should discuss how the current arrangement is working, review the employee's new performance goals and how they pair with a telecommuting arrangement, and complete a new Telecommuting Agreement. 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. 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. Both types of employees are eligible for flexible work arrangements. 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. 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). According to the data contained in this study, the use of flexible work programs by non-exempt employees in the U.S. is more prevalent than previously known. This assessment will enable the manager to evaluate whether telecommuting is appropriate for the employee, whether the manager is ready to manage a telecommuting employee, and whether the respective department’s budget can support a telecommuting arrangement. The Fair Labor Standards Act (FLSA) does not address flexible work schedules. 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. 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. With the 9/80 Compressed Two Week Work Period schedule, in the first week, the employee would work five 9 hour days for a total of 45 hours; in second week, the employee would work three 9 hour days and one 8 hour day for a total of 35 hours; or vice versa; combined, the two workweeks result in a total of 80 hours worked in the two week work period. 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. 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). 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. Completing the form does not guarantee that an employee will be granted a telecommuting arrangement. All Telecommuting Arrangements begin with a 90-day trial period, and during or after that period, they may be discontinued by the department and/or the university at any time for any reason. Each employee's case must be considered fairly and consistently; however, supervisors are not obligated to allow the use of or approve flextime. 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