Telework (telecommuting) allows a staff member to use telecommunications and computer technology to regularly work from home or an alternative work site. A telework arrangement may be mutually established between a supervisor head and an employee, or telework may be required due to the nature of the position. The UW recognizes telework as an option that can meet a variety of interests and enhance employee satisfaction and productivity, reduce commute trips, and address space restrictions.
A successful telework arrangement must work for both the department and the employee. Managers determine telework feasibility by evaluating the work to be accomplished, the anticipated benefits to the department, the interactions required between the teleworker and other staff members or customers, and the employee’s demonstrated skills. In cases where telework is a requirement of a position, the requirement should be established as a condition of employment during recruitment.
Telework arrangements are for a prescribed time, are revocable at the employer’s discretion, and are subject to prior approval by the department head or as required by the school, college, administrative unit, etc. An employee may rescind a voluntary telework arrangement by providing notice according to the terms of the agreement.
Telework arrangements must be confirmed in writing and signed by the employee and the authorizing supervisor before beginning the arrangement. Terms of the individual telework arrangement should be specified in the Telework Assignment for UW Professional and Classified Staff (MS Word) and used together with either the voluntary telework agreement (MS Word), or the telework agreement for positions where telework is required (MS Word).
Telework arrangements do not change salary, benefits, job responsibilities, leave policies, or other basic terms of employment.
Teleworking employees are covered by workers' compensation for job-related injuries that occur in the course and scope of employment. Where the telework site is in the home, workers' compensation does not cover injures that are not job related. Employees who work out of state or out of the country in one location for more than 30 days need workers' compensation coverage specific to that location. Contact the Office of Risk Management for information regarding coverage.
Several states mandate participation in state disability insurance programs. Contact the Benefits & Work/Life Office for information on enrollment and disability insurance payroll deductions for employees located out of state or out of the country. For information on general liability and automobile liability insurance issues relating to telework, see Administrative Policy Statement D14.1 or contact the Office of Risk Management.
Employees are responsible for addressing and resolving any questions about the employee's ability to deduct expenses related to telework.
The following steps guide you through the telework agreement development process.
Use the Telework Feasibility Worksheet (MS Word) to determine whether a telework arrangement may benefit the organization.
Decide whether telework will be offered department-wide or selectively. Establish telework eligibility criteria like the characteristics of assignments that lend themselves to telework, and the ability to objectively assess telework performance and productivity. Typically, telework relationships are not established during an employee's probationary or trial service period.
Establish dates on which the supervisor and the employee will review the effectiveness of the telework agreement and make adjustments as necessary. Either the employee or the employer may rescind agreement to a voluntary telework arrangement, consistent with the agreement’s notice requirements.
Define the tasks or scope of work to be completed via telework, the timeframes for completion and how work will be reviewed or reported, and evaluated and measured.
Determine how communication between the teleworker and the work site will be handled. Consider whether to establish scheduled times when the teleworker will be available to colleagues and clients. The telework agreement may allow the supervisor to visit the worksite at mutually agreed times. The teleworking employee is expected to remain flexible in order to respond to business requirements, like working at the office on a normal telework day.
While departmental policies to protect information confidentiality may exist, teleworking can create a need to develop additional security policies or practices. Assess the sensitivity of the information to which the teleworker must have access and determine what, if any, precautions are necessary.
Determine what equipment and supplies are needed at the alternate work site and who will provide them. This may include a personal computer, printer or fax capability. Include discussion of phone lines and technical support. Review the University's policy regarding use of University equipment and other resources. Confirm that the employee must comply with licensing agreement terms for use of all software owned by the University. Maintain an inventory of equipment and supplies used at the teleworker's work site.
University equipment and other resources located at the alternate work site are not automatically insured. Departments should review information about equipment insurance. If departments do not insure the equipment that will support the telework arrangement, the telework agreement should specify whether the department or the employee bears the risk of loss. The telework agreement should require that the employee immediately report any damage to University equipment.
Employees and supervisors must work together to establish and maintain a safe workspace. Make sure the employee understands that s/he is responsible for maintaining the telework site free from health or safety hazards and for notifying the supervisor or manager immediately about any safety or ergonomic concerns at the telework site. Health or safety hazards at the telework site can result in suspension of the telework arrangement.
Prepare a written telework agreement to be signed by the employee and the supervisor before beginning a telework arrangement. See the Voluntary Agreement and Telework As a Position Requirement documents. Modify the templates as necessary to accommodate terms specific to the individual, the employing unit, and the work assignment.
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