No. 4325
Subject: Telecommuting Guidelines
Rev.: 1
Virginia Polytechnic Institute and State University
Policy and Procedures
Date: September 4, 1999
The following guidelines provide assistance to departments that are considering permitting employees to telecommute. Telecommuting is defined as allowing employees to work at home or away from their normal place of work one or more days a week and communicate with their normal place of work by computer, telephone, fax machine, or other means. Prior to beginning a telecommuting arrangement a formal telecommuting agreement should be signed by both parties. These guidelines provide Sample Work Agreement for Telecommuting P123 and a list of issues to be considered.
It is the policy of Virginia Polytechnic Institute and State University, hereafter, referred to as the university, to normally have work performed on university premises. Alternate work arrangements may meet the needs of both the department and the employee. Telecommuting is a privilege, not a right: management has the sole discretion to determine if telecommuting is appropriate In certain cases a telecommuting arrangement could be considered a reasonable accommodation for an employee with a disability covered under the Americans with Disabilities Act (ADA).
Positions are best suited for telecommuting are positions where:
Approvals for telecommuting should be made on a case-by-case basis. The approval of a position to telecommute does not mean that any employee who later may fill that same position would be authorized to work at alternate work sites. The position should be re-evaluated to determine if telecommuting continues to best meet the department's needs.
There are a variety of issues that should be discussed between the department and employee before allowing telecommuting. The following is a list of topics that should be considered and included in a telecommuting agreement, a sample of which is attached to this policy. Supervisors are encouraged to contact Personnel Services for guidance when considering a telecommuting arrangement.
Employees must agree to comply with university rules, policies, practices and instructions and understand that violation of such may result in the termination of the telecommuting arrangement and/or disciplinary action, up to and including dismissal.
Supervisors should discuss with employees what records may or may not be taken from the office and any procedures for removing and returning them. Employees are responsible for the security of all documents and records in their possession.
The amount of time the employee is expected to work per pay period will not change due to participation in the telecommuting program. Hours of work should remain the same unless specified in the telecommuting agreement. The procedures for approval of overtime and the approval and use of leave should also be included.
Employees are responsible for reporting all hours worked each week. Failure to report time, like failure to obtain approval for overtime, can result in the termination of the telecommuting arrangement or other disciplinary action. Supervisors should periodically remind employees about their record-keeping duties, and must promptly discuss with the employee any discrepancies that arise between the work product and the hours reported.
Inclement weather should also be discussed. Employees working at home during a university closing would be expected to continue working unless that was not possible due to power outages or other conditions that prevent them from working. Employees telecommuting during an authorized closing would not receive compensatory time off.
Employees' classification, compensation and benefits will not change upon their acceptance of telecommuting.
Telecommuting is not designed as a substitute for child or adult care. If children or adults in need of care are in the home during the employee's at-home working hours, another individual should be present to provide the primary care.
Management reserves the right to end the telecommuting arrangement at any time. Employees should be given reasonable notice of the termination of the agreement. Employees may be required to return to the work place immediately upon committing a Standards of Conduct offense, if deemed as having performance problems, or if management feels it is in the best interest of the organization and/or the employee to end the arrangement, either permanently or temporarily.
The university is not responsible for operating costs (such as electric bills), home maintenance, or other costs incurred by employees in the use of their homes as alternate work locations.
The supervisor and employee should agree on what equipment will be used for telecommuting, i.e., computer/telephone lines, FAX machine, etc.
Employees should agree to use equipment provided by the department and supplies for business purposes only, and to notify the department head immediately of equipment malfunction in order to effect repair or replacement. All university equipment located at an employee's premises is fully insured. Any damage or theft of the equipment should immediately be reported to the supervisor.
The university assumes no responsibility for injuries occurring in the employee's at-home work space outside the agreed upon work hours or for liability damages to employees' real or personal property resulting from participation in the telecommuting program. General liability insurance protecting the actions of all Virginia Tech agents is provided 365 days per year subject to the provisions of the insurance policy in effect at the time.
Workers' compensation coverage is limited to designated work areas in employees' homes or alternate work locations. Employees agree to practice the same safety habits they would use in the university and to maintain safe conditions in their alternate work locations. Employees must follow the normal reporting procedures for reporting illness or injury.
Prior to beginning the telecommuting program, an inspection of the work site should be conducted to ensure the location is suitable for performing the duties of the position and to inspect for safety (Sample Safety Checklist for Telecommuting P124). The employee or the supervisor may complete this form. If an employee identifies safety hazards, an on-site inspection by the supervisor may be needed.
The Sample Work Agreement for Telecommuting P123 should provide guidance on supervisory visits to the alternate work site and notice to the employee in advance.
The department should develop a telecommuter work agreement that incorporates employees' conditions of employment. A sample agreement is attached to this policy. Personnel Services can be contacted for further assistance.
Telecommuting - Allowing employees to work at-home or away from their normal place of work one or more days a week and communicate with their normal place of work by computer, telephone, fax machine, or other means.
Department of Human Resource Management, Policy 1.60, Standards of Conduct
Safety Checklist for Telecommuting P124
Sample Work Agreement for Telecommuting P123
Approved April 12, 1996, by Associate Vice President for Personnel and Administrative Services, Ann Spencer.
Section 2.13, Hours of Work, was revised to include responsibilities of
employees and the implications to employees if they fail to obtain approval for
overtime. Also mentioned is a reminder to supervisors of employee
responsibilities in record keeping.
Other minor clarifications made.
Approved September 4, 1999, by Assistant Vice President of Personnel Services, Linda Woodard.
October 10, 2001: Technical corrections to update policy links and name change for the Commonwealth of Virginia’s Department of Human Resource Management (formerly Department of Personnel and Training).