Fill and Sign the Telecommuting Policy Form

TELECOMMUTING POLICY The purpose of this policy is to define the telecommuting program for Insert Company Name employees and the guidelines and rules under which it will operate. This policy applies to all telecommuting activities of Insert Company Name . The purpose of this policy is to define the telecommuting program for Insert Company Name and the guidelines and rules under which it will operate. This policy applies to all telecommuting activities of Insert Name of Company . All managers and telecommuters should be familiar with the contents of this policy. Insert Name of Company supports the use of a telecommuting work option in positions where appropriate. The Telecommuting/Telework program recognizes the benefits available through a planned and managed telecommuting program. Such an option can save commute time and expense for staff, provide opportunities for disabled or mobility impaired staff, and offer some uninterrupted time for concentrated work. The opportunity to participate in a telecommute program is offered only with the understanding that it is the responsibility of the employee to ensure a safe and proper work environment is maintained (e.g. dependent care arrangements are made so as not to interfere with the work, personal disruptions such as non-business telephone calls and visitors are kept to a minimum, etc.). Failure to maintain a safe and proper work environment provides cause for an employee’s immediate termination from this program. Telecommuting opportunities are based upon program requirements as determined by each department manager. Definition Telecommuting (also known as “telework”), as defined by the company handbook, “means the partial or total substitution of computers or telecommunication technologies, or both, for the commute to work by employees.” Employee Selection Telecommuting is only available at this time for those job duties that can be performed away from the main office. Participation shall be based on specific, written, work-related criteria established by the employee’s manager. The employee’s manager must make the selection criteria known to eligible employees. Such selection criteria may include reasonable accommodation provisions for permanently disabled employees, and temporarily disabled employees. Employee participation in a telecommuting program is voluntary. - 1 - Work Schedule Telecommuters shall maintain regular contact with the manager, supervisor and co- workers. In addition, the manager shall take actions to prevent the employee from becoming isolated from central office staff. Therefore, the telecommuter shall spend a minimum of one day per week at the office, except under unusual conditions approved in advance by the manager. Operational needs take precedence over telecommute schedules. The employee will forgo telecommuting if needed in the office on the regularly scheduled telecommute day. All telecommuting work schedules are discretionary and require prior management approval. The work schedule shall be consistent with the operational needs of the employee’s work and the provisions of the employee’s collective bargaining agreement. As with any work schedule, temporary telecommuting assignments or changes in work schedules may be made at management’s discretion to meet management needs or to accommodate an employee’s request. For non-exempt employees, overtime shall be authorized in advance by management in accordance with the provisions of the company’s policies and procedures. For exempt employees, hours of availability must by approved by the manager. Equipment Needs, Cost Factors, and Equipment Check-out Process Telecommuters usually require a computer with a modem and/or a telephone to communicate with people and access the information needed to perform their responsibilities. Equipment needs shall be confirmed through the completion of the “Telecommuter’s Agreement” (copy attached). The manager and the employee must confirm with appropriate Information Technology staff (Division/Department/ITS LAN Coordinator) that the equipment used at the off-site office is compatible with the campus equipment. Before authorizing participation in the telecommuting program, the manager and the employee shall agree on the business-related/information technology equipment and associated costs that will be provided by the department and those which will be provided by the employee. Options to consider are:  The employee may voluntarily supply his or her own equipment and software. In so doing, the employee assumes responsibility for maintenance and repair costs.  The employee may, with the manager’s approval, move equipment and software from the campus to the telecommuting site. No hardware or software changes may be made without appropriate approval. All company property that is taken from the company work site must be documented by the departmental manager. - 2 - Technical Support, Maintenance, Repair and Replacement Maintenance and repair of company owned equipment issued to telecommuters will be the responsibility of the Department. Equipment must be returned to the company location for appropriate maintenance/repair. The employee is responsible for installing, configuring and updating all software on their equipment and complying with software licensing agreements. In the event of equipment malfunction, the telecommuter must notify his/her supervisor immediately. If repairs will take some time, the employee may be asked to report to the campus until the equipment is usable. Repairs to company equipment that result from employee’s negligence will be the responsibility of the employee. Replacement of company owned equipment that is stolen or destroyed/damaged through negligence will be the responsibility of the telecommuter. Confidential and Sensitive Information All company employees, including telecommuters, are expected to adhere to company policies and practices. This includes the policy on responsible use of information technology resources and confidentiality and security of company information handled in the course of employment. Health and Safety Telecommuting employees are responsible for ensuring that their off-site work location complies with health and safety requirements and must so certify as part of their “Telecommuter’s Agreement.” Name of Company may deny an employee the opportunity to telecommute or may rescind a telecommuting agreement based on safety considerations. If an employee incurs an injury while telecommuting, workers’ compensation law and rules apply. “Telecommuting” is defined as the actions directly related to working from an off-site location, and does not include actions that the telecommuter may take during break periods from working. These non-covered actions would include all actions that the employee would not be able to perform in his/her office, or which are directly related to the operation of the home. Examples of such non-covered actions include caring for children, domestic tasks, yard work, checking mail, retrieving the newspaper, etc. In the event of a workers’ compensation injury or illness, employees must notify their supervisor and manager immediately and complete all necessary and/or management requested documents regarding the injury. Conditions of Employment All duties, responsibilities and conditions of employment remain the same for those who telecommute. Employee salary, retirement, benefits, insurance remain unchanged. The - 3 - use of sick leave, vacation, or other leave must be preapproved by the employee’s manager in the same manner as when working in the regular office. Termination of Participation Because participation in telecommuting is a bilateral voluntary agreement, the company may terminate an individual employee’s participation in the program without cause, at any time, with advance written notice. Whenever feasible such notice will be provided at least 21 calendar days prior to the termination of the program. Termination of the employee’s participation for cause may be immediate and does not require advance written notice. The employee may also request to terminate participation, without cause, at any time. The company will make arrangements for the employee to begin working at the main office as quickly as possible, but not later than 21 days after notification by the employee. Telecommuter’s Agreement The “Telecommuter’s Agreement” is to be completed for those employees who are engaged in a clearly defined telecommuting assignment. It provides a way to verify that all essential parts of the start-up of a telecommuting arrangement with an employee have been covered prior to the actual start of telecommuting. The “Telecommuter’s Agreement” must be signed by both the manager and the telecommuter prior to the start of telecommuting and must be reviewed and renewed at least annually to ensure that the guidelines for participating in the program are well understood. Renewal of Telecommuting Agreements Each telecommuter/manager agreement should be discussed and renewed annually, whenever there is a major job change or whenever the telecommuter or manager changes positions. Because telecommuting was selected as a feasible work option based on a combination of job characteristics, employee characteristics, and manager characteristics, a change in any one of these elements will require a review of the telecommuting arrangement. Telecommuting is a work arrangement between an individual employee and his or her manager. The employee has no automatic right to telecommute. A manager has no authority to require an employee to telecommute. Telecommuters and new managers are encouraged to continue telecommuting arrangements by mutual agreement. Neither should be required to continue a telecommuting arrangement when it is not in the best interests of either or both, or the company. Tax Implications The tax implications of utilizing a home office deduction are the responsibility of the employee. - 4 - TELECOMMUTER’S AGREEMENT The employee and manager will work together to complete this agreement. It is designed to help establish a successful telecommuting arrangement. Employee Name:       Position       Department:       Work Phone: (       )       Telecommuting       (       )       (       )       Address: Street                   Phone Fax City, State, Zip Code Supervisor Name &Title:       Work Phone: (       )       Manager Name & Title:       Work Phone: (       )       - 5 - TERMS FOR TELECOMMUTING  The employee will telecommute       hours per day,       hours per week,       hours per pay period,        occasionally (for specific projects as approved by manager, for a short period of time).  The employee’s work hours of availability when telecommuting will be from       to       . During these hours the employee will respond to telephone calls, e-mail and voice mail at the telecommute address.  The employee and manager will establish and maintain a work schedule that identifies the hours or day of the week that the employee will be working at home.  If working at home, the employee will designate one room within the residence as the work location.  The employee will call into the central office to obtain messages (phone/e-mail) every       hour(s). Communication with co-workers and supervisor while telecommuting will be handled as follows: Give detailed explanation of communication procedures . List below, or on an attached page, the type of work the employee will be performing at the telecommute site. Include application software the employee will need and the percentage of time spent as indicated below. Type of work to be performed:       Type of application software needed:       % of time spent - Administrative Applications:       % of time spent – Excel:       % of time spent - E-mail and calendaring:       % of time spent – Other:       % of time spent - Graphics and Presentation:       % of time spent – Other:       % of time spent - Word Processing:       - 6 - The Company will not pay for the following expenses :  Maintenance or repairs of privately owned equipment  Utility costs associated with the use of the computer or home office  Furniture associated with the use of the computer or home office  Equipment supplies (should be requisitioned through normal procurement procedures)  Travel expenses associated with commuting to the campus  Technical/computer personnel support at the off-site location  Additional equipment or services without prior specification and authorization Equipment that the employee will need while telecommuting includes the following: Equipment Need  Employee Agrees To Provide Equipment Is Compatible With Campus Equipment Program Area Agrees To Provide PC or Terminal Printer Modem Charge for extra line/phone service Fax machine Software Other (specify)                                                                                            Both the manager and the employee understand that off-site/home based telecommuting is a bilateral voluntary option and can be discontinued at the request of either with no adverse repercussions.  The employee has read and understands the Company’s Telecommuting Policy and agrees to abide by the policy. A copy of this Agreement will be placed in the employee’s official personnel file.  The telecommuter shall carry out the steps needed for good information security in the off-site or home office setting and will follow the company’s security requirements and procedures. The telecommuter agrees to check with her/his supervisor when security matters are at issue. The telecommuter certifies that the telecommuting site is free of obstructions and complies with all building codes and health and safety requirements.  Three weeks prior to the ending date, the employee and manager will review this Agreement and will decide if its renewal is in the best interest of the campus and - 7 - the employee. A new Telecommuting Agreement must be completed annually in order to continue participation in the telecommuting program.  The employee has read and agrees to abide by all company policies, including the Responsible Use of Information Technology Resources and Confidentiality- Security Policies. This agreement begins on _____ and ends on _____ . ____________________________________ Employee Signature Date: _____ ____________________________________ Department Manager Signature Date: _____ - 8 -