Research and Student Accounting (RSA)

TELEWORK ASSIGNMENT

For UW Professional and Classified Staff

Types of Telework Arrangements

Telework (telecommuting) allows an employee to use technology to work from home or an alternate worksite. The UW recognizes telework as an option that can meet a variety of interests, by enhancing employee satisfaction and productivity, including:

  • Reducing commute trips
  • Allowing employees to work during inclement weather or suspended operations
  • Accommodating departmental workspace constraints

Telework arrangements do not change salary, benefits, job responsibilities, leave policies, or other terms of employment.

There are two kinds of telework arrangements:

  • Regular: telework arrangements are an ongoing part of an employee’s position and continue until ended.
  • Occasional: telework arrangements allow an employee to periodically telework to accommodate employee needs, to devote concentrated effort to a project, or when working in the office is not possible due to temporary disruptions, etc.

Important note: Both types of Telework arrangements require written pre-approval in advance from the employee’s direct supervisor / manager.

  1. Regular Telework Arrangements

A regular telework arrangement may be established in response to an employee request, or may be required by the employing department due to the nature of the position. A written telework agreement typically documents the details and requirements of the arrangement.

Regular telework agreements can be ongoing or limited to a prescribed time period, are revocable at the supervisor/manager’s discretion, and require prior approval by the supervisor/manager. An employee may rescind a voluntary telework arrangement by providing notice according to the terms of the agreement.

  1. Occasional Telework Arrangements

When employees are permitted to occasionally telework there should be documentation, including the supervisor’s approval, the reason for teleworking, the duration, and a list of work to be completed. Documentation of occasional telework arrangements can be done by email as long as the agreement is completed and approved in advance.

When inclement weather prevents an employee from coming to work, teleworking can allow the employee to accomplish work from home so long as the supervisor determines that the employee can do so effectively and productively.

Telework arrangements are considered a privilege and can be rescinded if abused.

Research and Student Accounting Telework Policy

University policy is to allow employees to telework when the employing department determines that teleworking will allow work to be performed effectively and productively.

The Research and Student Accounting (RSA) units have established the following Telework policies that apply to all RSA employees:

When the employing department’s supervisor/manager determines that teleworking will allow work to be performed effectively and productively.

  • The employee is only allowed to telework, on a pre-approved basis (written approval is obtained in advance from the employee’s supervisor/manager).
  • The employee and their supervisor/manager are fully able to adhere to the responsibilities and procedures outlined below.

Manager and Employee Responsibilities

A successful telework arrangement must work for both the department and the employee.

Supervisors determine telework feasibility by evaluating the following:

  • The adequacy of security of the technology resources available at the alternate work site (confirm the use of the UW Nebula VPN remote connection)
  • The ability to consistently connect (i.e., software compatibility, high-speed internet connection and an up-to-date computer security protection, etc.)
  • The work to be accomplished
  • The anticipated benefits to the department
  • The interactions required between the teleworker and other staff members or customers
  • The employee’s demonstrated ability to complete work at an alternate site

Employees should realistically assess their ability to accomplish work in an alternate work site, which may include the home environment, by answering the following questions:

  • Can unplanned interruptions be controlled?
  • Is the hardware and software at the home location sufficient to ensure that normal productivity can be maintained (e.g., reliable high speed internet connection, current and compatible hardware and software, availability to talk with supervisor, colleagues, clients, etc.)?
  • Will the work require access to resources that are not currently available at home: fax machine, scanner, photocopier, paper files, etc.?

Supervisor/Manager and Employee Procedures

Manager Procedures:

  • Verify a current Telework agreement is in the employees’ personnel file located in the employee’s unit (not at HR).
  • Acknowledge receipt of the tasks summary emailed by the employee and make changes or clarifications to the task list promptly.

Employee Procedures:

  • Employee will be required to email their supervisor/manager (and team member if asked) in advance of scheduled start time and provide a list of tasks that they will be working on for the day.
  • Notify their supervisor/manager whenever they will be away from workstation (i.e. lunch break, appointment).
  • Communicate ahead of time when scheduled away from workstation for personal reasons (consistent with protocol of when you are in the office).
  • Attend team huddles via conference call.
  • Review huddle notes when available.
  • Email their manager when logging out at the end of the day and provide a work summary of what was completed and worked on that day.

Workers' Compensation & Insurance

  • 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 injuries 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 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 insurance issues relating to telework, contact the Office of Risk Management.

Legal and Tax Implications

  • Employees are responsible for addressing and resolving any questions about the employee's ability to deduct expenses related to telework.

Telework Assignment

The supervisor and teleworking employee complete this form together. Attach the completed Telework Assignment form to the Telework Agreement. Update this form as necessary.

Employee Name / Job Title
Department / E-Mail Address
Address/Location of Telework Space / Telework Phone Number
Supervisor’s Name / Supervisor’s Work Phone / Supervisor’s E-Mail
Employee’s Weekly Work Schedule, Hours of Work and Location
If position is overtime eligible, identify the day of week and time of day on which the work week will begin and end (e.g., Monday 12:00 a.m. – Sunday 11:59 p.m.): ______
Day of Week / Work Hours / Work Location
Describe the work assignments the employee will perform at the telework site.
Describe the job performance standards for the telework assignments.
Describe how the employee’s performance will be assessed while teleworking.
Describe how communication with the supervisor will be handled while teleworking.
Describe how communication with others at the University will be handled while teleworking.
Describe how telephone or other contacts for the employee at the University work site will be handled.
Itemize the equipment, supplies, data or furniture the employee will need at the telework site. Specify which of these items the department will provide and which the employee will provide.
Describe the support services (e.g., troubleshooting equipment problems) the employee may need at the telework site and how they will be provided.
Describe the measures taken to provide security for University-owned equipment, supplies, data and furniture.
In the event of equipment failure, record how “down time” will be handled. (e.g., employee will perform assignments that do not depend on equipment; time will be made up within the week or charged to an appropriate leave balance, etc.)
What records will the employee keep at home and how will they be secured?
  1. By signing this agreement, the employee confirms that s/he has reviewed, understands, and agrees to abide by its terms and applicable University and department policy and provisions, which include but are not limited to those for:
  • work hours, accessibility and job performance
  • use of and responsibility for UW-owned equipment and resources
  • establishing a work space
  • safety and ergonomics
  • work related injuries
  • confidentiality of information and data
  • intellectual property
  • revocability of the agreement
  1. Terms of Employment. This telework agreement is not a contract of employment and does not provide any contractual rights to continued employment. It does not alter or supersede the terms of the existing employment relationship. The employee remains obligated to comply with all University rules, policies, practices, and instructions that would apply if the employee were working at the regular University worksite. Work products the employee develops or produces while telecommuting remain solely the property of the University of Washington.

Work hours, compensation and leave scheduling while teleworking must conform to applicable human resource policies and/or collective bargaining agreements. The employee’s supervisor must approve requests to work overtime or use accrued leave in the same manner as when the employee works at the regular University worksite.

3.Length of Commitment & Reversibility. This telework arrangement will continue until specific date if listed above or until ended by the employee or employer. Should the employee wish to terminate the telecommuting arrangement, the employee agrees to provide a minimum of 14 calendar days’ advance notice to the employer.

Continuation of the agreement is subject to review for the business and productivity effectiveness of the arrangement and may be revoked at the option of the employer. The employer shall normally provide a minimum of 14 calendar days’ notice prior to termination of the agreement.

4.Telework Assignment, Accountability and Performance Measurement. The completed Telework Assignment for UW / RSA Professional and Classified Staff (page 4)section above, detailing the employee’s telework assignment, performance and communications expectations and work schedule must be completed by the employee and supervisor and is incorporated into this agreement.

The employee agrees to stay current on department and work group events and to facilitate communication with customers and co-workers who may need to interact with the employee while teleworking. The employee also agrees to keep the supervisor informed of progress on assignments worked on at the alternate worksite and any problems encountered while teleworking. The employee agrees to structure his or her time to ensure attendance at required meetings as designated by the supervisor. The supervisor agrees to facilitate communication within the workgroup.

5.Equipment, Equipment Insurance, Office Supplies.

University-owned resources may only be used for University business. The employee is responsible for ensuring that all items are properly used.

The employee agrees to take reasonable steps to protect any University property from theft, damage, or misuse. This includes maintaining data security and record confidentiality to at least the same standard as when working at the regular University worksite. The employee will comply with all licensing agreements for the installation and use of University owned software, including software installation on multiple computers. The employee will not copy University owned software in any manner unless such copying is expressly permitted by the licensing agreement. Depending on the circumstances, the employee may be responsible for any damage to or loss of University property.

When the employee uses personal equipment, software, data, supplies, and furniture, the employee is responsible for maintenance and repair of these items unless other arrangements have been made in advance and in writing with the supervisor. The University assumes no responsibility for any damage to, wear of, or loss of the employee’s personal property.

The employee agrees to return in good working order and in a timely fashion all University-owned items used at the alternate worksite upon request or if the telework agreement is discontinued for any reason. If the University must initiate legal action to regain possession of University-owned property, the employee agrees to pay all costs incurred by the University, including attorneys’ fees.

  1. Telework Site Safety and Ergonomics. The employee and the employer agree to work together to ensure that the alternate worksite is safe and ergonomically suitable.

The employee’s University supervisor may make on-site visits to the employee’s telework site, at a mutually agreed upon time, to ensure that the designated work space is safe and free from hazards and to maintain, prepare, inspect, or retrieve University-owned equipment, software, date supplies and furniture.

The employee will be covered by workers’ compensation for job-related injuries that occur in the course and scope of employment while teleworking. The employee remains liable for injuries to third parties and/or members of the employee’s family on the employee’s premises.

7.Signature. Signing this agreement means that it has been reviewed and agreed upon by the employee, supervisor, and department head.

Employee’s Signature / Date
Print Employee’s name:
Supervisor’s Signature / Date
Print Supervisor’s name:

Revised - March 2016Page 1 of 7