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 … 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. Employees and managers should review university policy and departmental guidelines and practices regarding sick and annual leave to maintain compliance with them. 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. Refer to the Division of Information Technology's Technology Checklist for Telecommuters for details. Supervisors must ultimately evaluate whether a flextime option is appropriate for their department and staff members. Flexible Work Arrangements: Question Title ... Is your position categorized as exempt or non-exempt (non-exempt employees are eligible for overtime)? 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. Management should do its best to ensure appropriate staffing exists at all times. Flexible Work Arrangements are not an entitlement nor are they classified as a university benefit. 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. Federal law mandates the reporting of hours worked by non-exempt (hourly) staff for both in-house and telecommuting employees. 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 "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). However, as a part of the review process, the supervisor will consider all factors that may impact the team's ability to perform the department's daily objectives. This FAQ resource is for employees in non-represented (academic or non-academic) classifications and managers who are responsible for supervising such employees. The only flexible work arrangement approved for use at WSU is flextime. A supervisor/manager must still assess the needs of the business prior to approving a flexible schedule request. The university assumes no liability for injuries occurring in an employee’s home outside of work hours. Telecommuting can save an employee significant time that would otherwise be spent commuting to and from work. Employees can request to terminate an approved flexible schedule arrangement by providing the request in writing to his/her supervisor. 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. Where will supplies be kept? However, a manager should not approve a telecommuting arrangement that allows for more days of telecommuting than initially determined to be appropriate in the Telecommuting Position Assessment (PDF). Employee should be able to effectively use work time to complete projects. A compressed work weeks allow regular, full-time exempt and non-exempt employees to work a full week’s schedule in less than five working days. All employees, including those telecommuting, are expected to comply with applicable policies, including GW’s Information Security Policy (PDF). What is most critical is that departments and offices have appropriate staffing; however, unforeseen occurrences may cause a supervisor to alter a flextime schedule arrangement on short notice. 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. 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). May involve fewer hours and/or modified duties based on a structured return to work plan. 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. The following is an example of a Compressed Two Week Work Period – managers and employees may agree upon other workday configurations. 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. No, this does not mean you can work from home. For every hourthey work beyond that, they must be paid at least one and a half times theirregular pay. For non-exempt employees, it must include a bona fide meal period. Flextime schedules must be approved by the employee's immediate supervisor/manager and their department head. What is an employee’s plan for ensuring that other household members do not use GW supplies? Non-exempt employees must follow all applicable policies including, but not limited to, meal and rest breaks, May accommodate non-routine commitments such as family illness, health care appointments, or special events. In some cases, this may mean helping clients/customers overcome their concerns with telecommuting. The advantages when a flexible schedule is allowed, to both employers and employees, are key as you implement a flexible schedule. Annual Review of Flexible Work Arrangement form should be completed each year and a submitted to Human Resources. 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. A Telecommuting Agreement may be terminated at any time at the discretion of the department or the university. How will my team communicate during this time period to manage and fulfill the work duties of the employee requesting a flexible work arrangement? 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. 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. 800 21st Street, NW It is true that all employees should have an equal right to request consideration for a flexible work arrangement. Decisions about phone service should be based on the responsibilities of the position. Non-exempt staff members are eligible for flexible work arrangements. Yes, exempt employees requesting to work a flextime schedule, will need to complete a, No, you cannot. 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. Length of Commitment & Revocability. 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. Telecommuting employees, their managers, and their colleagues are encouraged to use the following tips and resources to work effectively in a virtual environment: Become familiar with the different conference calling options GW's Division of Information Technology offers; Schedule regular check-in times with your manager and colleagues for updates on work, to ask questions, and to learn about any office news; Hold regular staff meetings for everyone in the group or department. It may be a challenge to sustain morale among staff members who do not have the opportunity to work a flextime schedule but see others who work a flextime schedule. 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. 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. The arrangement must be in the best interest of the University. Alternative work arrangements such as flexible work schedules are a matter of agreement between the employer and the employee … By the employee? A flexible work arrangement is an alternative work schedule that may consist of an employee compressing their workweek, flexing their daily work schedule, or working remotely from another location. 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. 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. All telecommuting equipment should be purchased through appropriate vendors. 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. Flexible work options offer alternative approaches to getting work done through non-traditional work hours, locations, and/or job structures. For a listing of non-represented employees in your respective business unit, please contact Human Resources. Managers should consider clients’/customers’ needs when deciding how many days a week an employee is able to telecommute. If an employee lives in rented property, he/she should be aware that their lease may not permit business use of the premises. Alternative work arrangements have different characteristics than flexible work plans. Requests to work overtime, declare vacation or take other time off from work must be pre-approved in writing by the staff’s supervisor. Telecommuting allows an employee to work from an alternative work location, such as their home, for all or part of their regular workweek. Fax: 202-994-9680 Telecommuting also eliminates the high demand for heating, cooling, and lighting that is often required by an office building as compared to a home environment. Core hours for are established by the vice president of the respective business unit. Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks.. Flextime allows an employee to flex his/her start or end time, with prior approval from the supervisor. How will supplies be requested and delivered? Exempt (salaried) employees are not entitled to overtime pay. Client/Customer Support of Telecommuting Arrangement. An employee can always modify their telecommuting agreement in the future based on experience and feedback from clients/customers. Telecommuting Arrangements must also be renewed on an annual basis. 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 most common example is an employee working four 10 hour days in a workweek. Arrangements for Non-Exempt Employees. Employees also benefit from paying less in gas and mass transportation costs. Due to FLSA overtime provisions for non-exempt employees, this alternative work schedule is available to exempt employees only. In some instances, established departmental operations may require telecommuting. That extra time can allow employees to find a better balance between their work and their personal lives. Working during lunch is not a satisfactory arrangement for making up lost time, resulting from a flextime schedule. If telecommuting employees regularly come into the office at least once a week, it may be beneficial to schedule these meetings on a day when everyone is in the office. 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. Otherwise, an employee can join the aforementioned meeting by phone or video calling software. Allows changes in the schedule without any reduction in hours and, thus, income. 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. Yes, you can. 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. 2033 K Street, NW, Ste 750 Yes, flexible work arrangements can be terminated at any time, although every effort should be made to provide reasonable notice to the employee. What documentation will need to be provided to request supplies and at what intervals? Once a flextime schedule arrangement has been approved, the supervisor will communicate work schedule information with the team, as appropriate. Both types of employees are eligible for flexible work arrangements. Managers or above, telecommuting part or full-time - Smartphone. All work computers should be password protected, and employees shall not share their passwords with anyone else. 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. 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). This is categorized as a 4/40 Compressed Work Week. Flexible work. 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. More information can be found on the Procurement website. Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities. The Telecommuting Position Assessment (PDF) has been created to help managers determine if a position considered for telecommuting is appropriate for such an arrangement. Just as they would in the office, non-exempt employees are expected to use the university’s Time Reporting System to clock in/out using the telephone or PC. 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 workday schedule for a non-exempt employee must incorporate a 30 minute, 45 minute, or one hour bona fide meal period, which is time not worked and therefore time not paid. 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 employee’s supervisor must approve overtime requests (for non-exempt employees) and use of leave time (for all employees). Time Worked . The focus in flexible work arrangements must be on results. An employee and manager should consider the following questions when determining what equipment and resources are necessary: What equipment or computer software will be provided by GW? 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. GW policies pertaining to the protection of GW’s systems and information. Flexible Work Arrangements can benefit both the employee and the university. Managers should regularly review their employees’ payroll records and address any concerns immediately. 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. It is up to the supervisor to determine whether an employee will need to complete the 3-month pilot period, in instances when an agreement is being continued from a previous arrangement with the current supervisor. A flexible schedule does not limit the hours that an exempt employee must work to complete job requirements. Can flexible work arrangements contribute to the overall effectiveness of the department and/or its workflow (e.g., could flextime arrangements extend your office's availability to customers)? Flexible Work Arrangements provides a framework for the University to respond to the changing landscape. All employees are required to work a standard eight-hour day that includes “core hours” defined by the department. • Any changes to the FWA must be approved in writing by the employee’s manager. ), Conducting meetings related to performance reviews, Source: University of Virginia, Drafting a Telecommuting Plan. Flexible employees, for their part, are willing to do whatever is necessary to get the task accomplished, whether that means taking on more responsibilities, doing different tasks, or doing more at work.Thus, they have more to offer their employer than employees who can only do one or two tasks. Complete a weekly report to provide your manager with an update of your work. Flexible Work Arrangements are not an employee entitlement or requirement, but a work assignment mutually agreed to by the employee, supervisor and department head. Approval Forms. Email is inherently insecure and confidential data should never be sent via email unless encryption software is used. Flexible work arrangements must be approved in writing. The university confirms its commitment to assisting employees in developing a work-life balance by supporting the use of telecommuting. As with any work unit, a department with telecommuting employees should encourage clients/customers to view the department as a team, so that if the telecommuting employees are not available in-person on a certain day, they can contact other staff who can assist them. 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. Employees and managers should review university policy and departmental guidelines and practices regarding the maintenance of data security and confidentiality. You will work remotely _ (every day, M/W/F, every other Friday, etc.) This policy sets forth requirements and guidelines for the incorporation of information security practices into daily usage of university information systems. Telecommuting can also benefit the university in numerous ways, including, potentially reducing costs as well as improving employee productivity and morale. 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. 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. The telecommuting worksite should meet university-recommended ergonomic standards (PDF). Once the appropriate steps are taken, the telecommuting employee will complete the Telecommuting Agreement (PDF) and it will be reviewed by Human Resource Management and Development, and signed by all required parties. 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. Yes, exempt employees are required to follow the provisions outlined in the flextime policy, if they are requesting a flextime schedule arrangement. 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. Positions that require regular use of documents containing confidential data may not be appropriate for a Telecommuting Arrangement. 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 … Has the employee received a performance rating of "Effective" or above on their prior year's annual performance evaluation? All supplies should be ordered through the university iBuy system. However, supervisors need to be mindful of wage and hour laws when evaluating non-exempt staff members' flexible work arrangement requests. Employee’s Department: FLSA Status: Exempt Non-exempt . You are also encouraged to review the university policy website to review additional policies specific to your position. 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. However, managers and employees must keep in mind that exempt employees are expected to work whatever number of hours is required in order to meet the expectations of their jobs and to follow departmental guidelines regarding meal periods. 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. Under some policies, employees must work a prescribed number of hours a pay period and be present during a daily "core time." Contact your HR representative for additional guidance. A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. Employees whose responsibilities and preferred work environment are a good fit for a telecommuting arrangement are often more motivated and productive than when limited to the traditional office environment. The university. 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). 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). Like other employees, telecommuters can be categorized as either exempt or non-exempt under the Fair Labor Standards Act (FLSA). All hours worked, including regular pay and overtime hours, must be well documented. Alternative work arrangement characteristics: A minimum average weekly work hour expectation based on the position’s percent time Business supplies should be kept separate from household supplies and should only be used for GW-related purposes. No exempt or non-exempt employee is eligible for more than 8 hours of holiday pay per holiday. Yes, employees who have been granted a flextime schedule prior to the roll-out of the Flextime Policy, must also complete a. Employee Remote Work Policy and Agreement . 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. Has the employee satisfied his/her probationary, provisional or qualifying periods, prior to the approval of the flexible work arrangement? Use GroupWise Messenger or another instant messaging (IM) system to stay in immediate contact with team members. Employees who are approved for flextime are required to work a … Employees who are exempt under the FLSA are expected to work the number of hours required to fulfill their occupational responsibilities. If the discussion with the supervisor does not yield a resolution, the employee should speak with his/her department head. 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. However, supervisors need to be mindful of wage and hour laws when evaluating non-exempt employee’s flexible work arrangement requests. Flexible schedule arrangements are not mandatory, universal, nor an entitlement. 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. This extra time can also help reduce stress, improve employees’ health, and therefore reduce health insurance costs – a win for both the employee and GW. 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To two hours supervisors/managers must submit their flexible work plans employees and who.... any difference in optional work arrangement requests is not available, the supervisor income! In light of the longer day worked arrangements, including regular pay and overtime hours, must be submitted HR! 4/40 compressed work week discretion of the utmost importance Labor Standards Act ( FLSA ) not. Up lost time, resulting from a flextime option is appropriate for their staff a ranking of Effective!
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