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. 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). In response to COVID-19, a temporary telecommuting/remote work agreement has been created. That extra time can allow employees to find a better balance between their work and their personal lives. Employees are responsible for the safety and security of university equipment, software, data, supplies, and furniture at the telecommuting site. 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. Time Worked . It also gives the employee an opportunity to consider the suitable number of days to telecommute. However, this should be discussed during the approval process. Fax: 202-994-9680 Due to FLSA overtime provisions for non-exempt employees, this alternative work schedule is available to exempt employees only. Flextime allows an employee to flex his/her start or end time, with prior approval from the supervisor. 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. The protection of confidential data is of the utmost importance. Employees working under flexible work arrangements are required to satisfactorily perform all job duties and to comply with all … Other equipment and furniture are provided to a telecommuting employee at the discretion of the department. 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. It is true that all employees should have an equal right to request consideration for a flexible work arrangement. Yes. 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. Core hours for are established by the vice president of the respective business unit. For every hourthey work beyond that, they must be paid at least one and a half times theirregular pay. 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. As a result, they are among the easiest flexible work arrangements to manage. 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. In some instances, established departmental operations may require telecommuting. Flexible Work Arrangements: Question Title ... Is your position categorized as exempt or non-exempt (non-exempt employees are eligible for overtime)? Decisions about phone service should be based on the responsibilities of the position. We recognize that some employees need to work flexible hours. 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. Therefore, an employee must provide his/her manager with written notification of a request to terminate or modify the telecommuting arrangement and may not proceed with any changes until the university approves the request. (Regular Full-Time Exempt Employees Only), Compressed two week work periods allow a regular full-time exempt employee within the 10 workdays of a two week work period to work 9 days, totaling 80 hours, and have the tenth day off. Flexible work arrangements must be approved in writing. The arrangement will begin with a 90-day trial period, and can be discontinued during or after that period at any time at the discretion of the employee’s manager if the arrangement does not meet the operational needs of the department and/or the employee does not comply with the Telecommuting Agreement. Scope. Flex time requires that an employee work the core hours identified by the department. Human Resource Management and Development is ready to help you with any questions or issues regarding flexible work arrangements, including telecommuting. Each employee's case must be considered fairly and consistently, but supervisors are not obligated to approve an employee's request for flextime scheduling. Remote Work – work conducted at home or another off-site location on a consistent or occasional basis. 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. 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)? Some equipment and related services may be provided and paid for by the employee’s department. 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. Recommended Qualifications of a Telecommuter. Below are examples of some flex time schedules: In order to create and Flex Time schedule, you and your manager will need to complete the Flex Time Request Form (PDF). 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. For a listing of non-represented employees in your respective business unit, please contact Human Resources. 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. 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). Telecommuting also allows employees to escape the distractions at the workplace and better focus on their work. 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. All employees are expected to be at work during core hours. Supervisors must ultimately evaluate whether a flextime option is appropriate for their department and staff members. 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. An employee can always modify their telecommuting agreement in the future based on experience and feedback from clients/customers. Like other employees, telecommuters can be categorized as either exempt or non-exempt under the Fair Labor Standards Act (FLSA). 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. Washington, DC 20052, Phone: 202-994-8500 A supervisor/manager must still assess the needs of the business prior to approving a flexible schedule request. 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). Has the employee satisfied his/her probationary, provisional or qualifying periods, prior to the approval of the flexible work arrangement? The advantages when a flexible schedule is allowed, to both employers and employees, are key as you implement a flexible schedule. 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. 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. The FLSA does not limit the types of work employees … This policy sets forth requirements and guidelines for the incorporation of information security practices into daily usage of university information systems. The Fair Labor Standards Act (FLSA) does not address flexible work schedules. Managers should be careful to confirm the number of hours of leave taken in light of the longer day worked. What documentation will need to be provided to request supplies and at what intervals? 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). An employee can take an extended meal period of up to two hours. 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. For non-exempt employees, it must include a bona fide meal period. Completing the form does not guarantee that an employee will be granted a telecommuting arrangement. No. Types of Flexible Work Arrangements Alternative Work Schedule – a variation from the employee's core hours in starting and departure times, but does not alter the total number of hours worked in a week. Telecommuting can help support GW’s sustainability efforts by reducing automobile emissions and cutting fuel consumption. All work computers should be password protected, and employees shall not share their passwords with anyone else. 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, exempt employees requesting to work a flextime schedule, will need to complete a, No, you cannot. Telecommuting can achieve significant savings associated with real estate costs and overhead. All employees, including those telecommuting, are expected to comply with applicable policies, including GW’s Information Security Policy (PDF). Reasonable notice may vary depending upon the department and the circumstances. EEO Notice: The George Washington University is an Equal Opportunity/Equal Access/Affirmative Action institution. It allows employees to vary their arrival and/or departure times. ... Any difference in optional work arrangement rules for exempt and non-exempt employees? How will supplies be requested and delivered? 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. Our flexible hours company policy outlines our provisions for employees who want to change their working hours, days or weeks.. • Any changes to the FWA must be approved in writing by the employee’s manager. 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. Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities. Contact your HR representative for additional guidance. 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. Flextime schedules, however, must be consistent from week-to-week. 800 21st Street, NW 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. All supplies should be ordered through the university iBuy system. Refer to the Division of Information Technology's Technology Checklist for Telecommuters for details. 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. 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. Departments should determine in advance who in the department will be responsible for ordering, packaging and shipping supplies. The following is an example of a Compressed Two Week Work Period – managers and employees may agree upon other workday configurations. 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. More information can be found on the Procurement website. Staff may be more difficult to supervise. 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. All flexible work arrangements for non-exempt employees must be submitted to HR Client Services for review, prior to unit management’s approval. 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. 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). Flextime schedule arrangements must be piloted for three months, prior to final approval. 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. The university defines core hours as a subset of hours when all employees are expected to be at the office. 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 … 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. 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). Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities. 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. Employees who are exempt under the FLSA are expected to work the number of hours required to fulfill their occupational responsibilities. 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. If the pre-flextime schedule is not available, the supervisor will determine the appropriate work schedule, based on the needs of the business. Telecommuting can also benefit the university in numerous ways, including, potentially reducing costs as well as improving employee productivity and morale. 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. Yes, exempt employees are required to follow the provisions outlined in the flextime policy, if they are requesting a flextime schedule arrangement. Exempt and non-exempt employees wishing to work a flextime schedule must have the approval of their immediate supervisor, department director/chair and the S/C/D executive or his/her authorized delegate. How will my team communicate during this time period to manage and fulfill the work duties of the employee requesting a flexible work arrangement? Once a flextime schedule arrangement has been approved, the supervisor will communicate work schedule information with the team, as appropriate. Employee must have an excellent attendance record, and no documented unexcused absences. Flexible work options offer alternative approaches to getting work done through non-traditional work hours, locations, and/or job structures. In the past, this type of work design has been avail-able primarily to professional, salaried (“exempt”) workers only. Working during lunch is not a satisfactory arrangement for making up lost time, resulting from a flextime schedule. Yes, you can. Supervisors are the ultimate arbiter of whether a flextime work arrangement is appropriate for their staff. Managers should consider clients’/customers’ needs when deciding how many days a week an employee is able to telecommute. Flexible schedule arrangements are not mandatory, universal, nor an entitlement. 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. Non-exempt staff members are eligible for flexible work arrangements. Flextime allows an employee to flex his/her start or end time, with prior approval from the supervisor. 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. 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 intention of flexible work arrangements is to accommodate special needs of employees while maintaining operational effectiveness. GW policies pertaining to the protection of GW’s systems and information. However, supervisors need to be mindful of wage and hour laws when evaluating non-exempt staff members' flexible work arrangement requests. Length of Commitment & Revocability. Telecommuters are encouraged to review this notice and contact GW's EEO office if they have any questions or concerns. Federal law mandates the reporting of hours worked by non-exempt (hourly) staff for both in-house and telecommuting employees. Hours of Work and Overtime Non-exempt employees who work remotely must record their actual time worked and obtain pre- The policy states that an employee who is approved for flextime. 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). 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. 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. Unit supervisors/managers must submit their flexible work arrangements for exempt and non-exempt (hourly) employees to their HR Client Services Human Resources Consultant. 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? Yes, employees who have been granted a flextime schedule prior to the roll-out of the Flextime Policy, must also complete a. This FAQ resource is for employees in non-represented (academic or non-academic) classifications and managers who are responsible for supervising such employees. Duties/Responsibilities for Assessment of Telecommuting, Anything that requires face-to-face contact with internal or external customers (front-line support), Communications development, graphic design, Anything that requires hands-on contact with onsite equipment, Interviewing prospective employees or vendors, Clerical support (e.g., receptionist, file clerk), Administrative tasks (e.g., email, status reports, budgets, etc. 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… Before initiating the telecommuting assessment process detailed below, print out the appropriate Telecommuting Launch Checklist. All Telecommuting Arrangements begin with a 90-day trial period, and during or after that period, they may be discontinued by the department and/or the university at any time for any reason. Clients/customers should still be able to easily communicate with a telecommuting employee and feel their needs are being met. Your assigned work schedule is _ (e.g. 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. 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. The university. Employee should be self-disciplined and capable of working with little on-site supervision. 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). Employees must return the equipment in the same condition in which it was originally received, minus normal wear and tear. An employee may need to start with a limited telecommuting arrangement. May accommodate non-routine commitments such as family illness, health care appointments, or special events. Employees must maintain the expected quantity and quality of work. No exempt or non-exempt employee is eligible for more than 8 hours of holiday pay per holiday. 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. 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