No exempt or non-exempt employee is eligible for more than 8 hours of holiday pay per holiday. 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 … 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? 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. 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). Flexible Work Arrangements are not an employee entitlement or requirement, but a work assignment mutually agreed to by the employee, supervisor and department head. 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. May involve fewer hours and/or modified duties based on a structured return to work plan. Certain types of flexible work arrangements - such as a nine-day/80-hour compre… Each employee's case must be considered fairly and consistently, but supervisors are not obligated to approve an employee's request for flextime scheduling. 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 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. ), Conducting meetings related to performance reviews, Source: University of Virginia, Drafting a Telecommuting Plan. An employee may discontinue participation in a telecommuting arrangement only with the university’s approval. 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. 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. Fax: 202-994-9680 This FAQ resource is for employees in non-represented (academic or non-academic) classifications and managers who are responsible for supervising such employees. 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. 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. Has the employee satisfied his/her probationary, provisional or qualifying periods, prior to the approval of the flexible work arrangement? Telecommuting can also benefit the university in numerous ways, including, potentially reducing costs as well as improving employee productivity and morale. An employee can always modify their telecommuting agreement in the future based on experience and feedback from clients/customers. Has the employee received a performance rating of "Effective" or above on their prior year's annual performance evaluation? Employees should not keep any hard copies of any documents that contain confidential data outside of the university, such as at their homes or other alternative work locations. An Adjusted Meal Period is an arrangement that allows a full-time staff member to work a full work day with an extended meal period of up to a maximum of two hours. 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. EEO Notice: The George Washington University is an Equal Opportunity/Equal Access/Affirmative Action institution. 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. Completing the form does not guarantee that an employee will be granted a telecommuting arrangement. The arrangement must be in the best interest of the University. Flexible work arrangements must be approved in writing. In some instances, established departmental operations may require telecommuting. Business supplies should be kept separate from household supplies and should only be used for GW-related purposes. 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. 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). Reasonable notice may vary depending upon the department and the circumstances. Complete a weekly report to provide your manager with an update of your work. Management should do its best to ensure appropriate staffing exists at all times. It is true that all employees should have an equal right to request consideration for a flexible work arrangement. Due to FLSA overtime provisions for non-exempt employees, this alternative work schedule is available to exempt employees only. 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). 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). Overtime exempt employees. Federal law mandates the reporting of hours worked by non-exempt (hourly) staff for both in-house and telecommuting employees. The focus in flexible work arrangements must be on results. All employees are required to work a standard eight-hour day that includes “core hours” defined by the department. All employees, including those telecommuting, are expected to comply with applicable policies, including GW’s Information Security Policy (PDF). • Any changes to the FWA must be approved in writing by the employee’s manager. Telecommuting Arrangements must also be renewed on an annual basis. Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks.. The telecommuting employee and his/her respective manager should discuss this issue in advance to ensure supplies are effectively and efficiently utilized in the telecommuting arrangement. 2033 K Street, NW, Ste 750 Managers should be careful to confirm the number of hours of leave taken in light of the longer day worked. Supervisors must ultimately evaluate whether a flextime option is appropriate for their department and staff members. Unit supervisors/managers must submit their flexible work arrangements for exempt and non-exempt (hourly) employees to their HR Client Services Human Resources Consultant. 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. Washington, DC 20006, Faculty & Staff Service Center Flexible Work Arrangements can benefit both the employee and the university. Non-exempt employees must follow all applicable policies including, but not limited to, meal and rest breaks, 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. Flexible Work Arrangements are not an entitlement nor are they classified as a university benefit. 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. Yes, flexible work arrangements can be terminated at any time, although every effort should be made to provide reasonable notice to the employee. 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. 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. 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). No, this does not mean you can work from home. The advantages when a flexible schedule is allowed, to both employers and employees, are key as you implement a flexible schedule. Flexible schedule arrangements are not mandatory, universal, nor an entitlement. 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. Once a flextime schedule arrangement has been approved, the supervisor will communicate work schedule information with the team, as appropriate. 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. during your assigned hours. After all appropriate documents have final approval, the telecommuting employee should inform the payroll department of the employee’s new work location. An employee can take an extended meal period of up to two hours. For non-exempt employees, it must include a bona fide meal period. 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. Continue Reading. Employee should be able to effectively use work time to complete projects. 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. Collective Bargaining Unit employees (i.e., represented) must comply with rules outlined in their respective Collective Bargaining Agreements (Refer to APPM 3.4.7). Employee should have consistent, productive, and organized work habits, along with the ability to make independent decisions and access appropriate technological support. If the discussion with the supervisor does not yield a resolution, the employee should speak with his/her department head. 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. The policy states that an employee who is approved for flextime. Yes, you can. Monday-Friday 8 a.m. to 5 p.m.). Client/Customer Support of Telecommuting Arrangement. For university equipment that is provided, each piece of equipment must be listed in the Telecommuting Agreement with its serial number by an employee when they take possession. Employees can request to terminate an approved flexible schedule arrangement by providing the request in writing to his/her supervisor. Supervisors are the ultimate arbiter of whether a flextime work arrangement is appropriate for their staff. This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of their job.. Policy elements. 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. More information can be found on the Procurement website. Each employee's case must be considered fairly and consistently; however, supervisors are not obligated to allow the use of or approve flextime. Flextime schedules must be approved by the employee's immediate supervisor/manager and their department head. The university. Allows changes in the schedule without any reduction in hours and, thus, income. 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. 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. 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. Telecommuters are encouraged to review this notice and contact GW's EEO office if they have any questions or concerns. 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. Can tailor workday to family commitments and schedules (such as taking children to and from caregivers or being home when children return from school). Below are some basic guidelines: Staff telecommuting part-time - GW telelcom phone service via computer. 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 … For every hourthey work beyond that, they must be paid at least one and a half times theirregular pay. 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? 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. Yes, exempt employees are required to follow the provisions outlined in the flextime policy, if they are requesting a flextime schedule arrangement. Flexible Work Arrangements: Question Title ... Is your position categorized as exempt or non-exempt (non-exempt employees are eligible for overtime)? Otherwise, an employee can join the aforementioned meeting by phone or video calling software. Telecommuting can help support GW’s sustainability efforts by reducing automobile emissions and cutting fuel consumption. An employee may need to start with a limited telecommuting arrangement. The following is an example of a Compressed Two Week Work Period – managers and employees may agree upon other workday configurations. Employee must have an excellent attendance record, and no documented unexcused absences. For a listing of non-represented employees in your respective business unit, please contact Human Resources. 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. All employees are expected to be at work during core hours. 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). Ultimately, management has the right to not approve a flextime schedule request. 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. This policy sets forth requirements and guidelines for the incorporation of information security practices into daily usage of university information systems. Arrangements for Non-Exempt Employees. 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. Interaction with an employee who you may not always see can be accomplished successfully through e-mail, telephone and other agreed-upon communication methods. Hours of Work and Overtime Non-exempt employees who work remotely must record their actual time worked and obtain pre- These files should be stored in a secured network folder that is only accessible by authorized personnel. Requests to work overtime, declare vacation or take other time off from work must be pre-approved in writing by the staff’s supervisor. A Telecommuting Agreement may be terminated at any time at the discretion of the department or the university. 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. For non-exempt employees, it must include a bona fide meal period. Employees working under flexible work arrangements are required to satisfactorily perform all job duties and to comply with all … Where will supplies be kept? Employee must have a good performance record, including a ranking of "Valued Performer" or above on their most recent performance evaluation. Policy brief & purpose. 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. 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. university-recommended ergonomic standards (PDF). In response to COVID-19, a temporary telecommuting/remote work agreement has been created. 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. Managers or above, telecommuting part or full-time - Smartphone. Improves comfort and efficiency on the job. All work computers should be password protected, and employees shall not share their passwords with anyone else. Like other employees, telecommuters can be categorized as either exempt or non-exempt under the Fair Labor Standards Act (FLSA). By the employee? Washington, DC 20052, Phone: 202-994-8500 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. 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. Managers should consider clients’/customers’ needs when deciding how many days a week an employee is able to telecommute. 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. 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. All hours worked, including regular pay and overtime hours, must be well documented. Telecommuting can allow employees to successfully work not only from the next county over, but in some cases from hundreds or thousands of miles away. 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. Working during lunch is not a satisfactory arrangement for making up lost time, resulting from a flextime schedule. 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 must maintain the expected quantity and quality of work. This Flexible Working Arrangements Agreement will begin and end on the dates indicated above, unless terminated sooner by the employee or employer. All supplies should be ordered through the university iBuy system. 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. 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. Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities. "Employees holding non-exempt (hourly) positions as defined by the Fair Labor Standards Act, with the exception of Technicians and Instructional Assistants, are entitled to overtime pay or compensatory time off for all authorized time worked in excess of seven and one-half hours in any one day, and 37.5 hours in any one work week…" (refer to. Contact your HR representative for additional guidance. Yes, exempt employees requesting to work a flextime schedule, will need to complete a, No, you cannot. 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. 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. In the event that a Telecommuting Agreement is terminated, Human Resource Management and Development should be notified of the termination. 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. 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. Core hours for are established by the vice president of the respective business unit. Telecommuting also allows employees to escape the distractions at the workplace and better focus on their work. 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. 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). What documentation will need to be provided to request supplies and at what intervals? Some equipment and related services may be provided and paid for by the employee’s department. Approval Forms. 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. It also gives the employee an opportunity to consider the suitable number of days to telecommute. A flexible work schedule is an alternative to the traditional 9 to 5, 40-hour work week. 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. 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. Staff may be more difficult to supervise. 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. 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). Non-exempt staff members are eligible for flexible work arrangements. The university confirms its commitment to assisting employees in developing a work-life balance by supporting the use of telecommuting. 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 Fair Labor Standards Act (FLSA) does not address flexible work schedules. Recommended Qualifications of a Telecommuter. 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. Employees are solely responsible for tax or other legal implications for the business use of their home. 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. Benefits Alternative work arrangements have different characteristics than flexible work plans. A flexible schedule does not limit the hours that an exempt employee must work to complete job requirements. Flexible work options offer alternative approaches to getting work done through non-traditional work hours, locations, and/or job structures. Positions that require regular use of documents containing confidential data may not be appropriate for a Telecommuting Arrangement. Finally, it allows employees to work in locations beyond the office or home, including the airport, a client site, or in the Marvin Center between meetings. 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. However, supervisors need to be mindful of wage and hour laws when evaluating non-exempt employee’s flexible work arrangement requests. All equipment for telecommuting should be purchased through iBuy. adequate department coverage and customer service and ability to monitor overtime for non-exempt staff, An employee requesting a flextime schedule must complete the, Employees who would like to request a flextime schedule should notify their supervisor a minimum of two weeks in advance of their need and complete the, No, arrangement procedures do not differ. The Telecommuting Position Assessment (PDF) has been created to help managers determine if a position considered for telecommuting is appropriate for such an arrangement. Flex time requires that an employee work the core hours identified by the department. 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. Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities. 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. 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. All flexible work arrangements for non-exempt employees must be submitted to HR Client Services for review, prior to unit management’s approval. 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. Other equipment and furniture are provided to a telecommuting employee at the discretion of the department. 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. Forth requirements and guidelines for the business prior to the roll-out of the department or the university '' or on... And feedback from clients/customers is available to exempt employees should follow departmental guidelines regarding meal periods to... A workweek have any questions or issues regarding flexible work plans can allow employees to their HR Client Services review. Is terminated, Human Resource management and Development should be aware that lease... Entitled to overtime pay email unless encryption software is used Effective '' above! Your ability to access content on this page, let us know via the focus... 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