Sample Telecommuting Policy
Management Association of PineValley
Many companies believe that offering their employees the option to telecommute is mutually beneficial for the employer and the employee. Employers often see economic benefits such as reduced costs for office space, ability to recruit a more diverse workforce, creation of employment opportunities for the physically challenged, and overall improvements in employee morale. Employees incur fewer expenses for commuting and enjoy extra time for personal and family needs.
It is important, however, that the company have a formal policy in place to ensure fair implementation and employee acknowledgement of responsibilities under such a program. A sample policy follows.
XYZ Company Telecommuting Policy
The term telecommute means paid employment performed on a set schedule away from the conventional office, generally from the employee’s home (alternate work site). Telecommuting is not the same as a home-based business or an independent contractor or consultant relationship. This telecommuting policy does not apply to employees who permanently work from a location other than the company’s office, such as employees who travel daily to client sites or sales people who are in the field every day.
Telecommuting is an option offered by the company and accompanied by responsibilities on the part of both the company and the employee. It does not change the terms and conditions of employment. This policy applies to full-time and part-time employees. Employees on probation or in a trial period are not eligible.
Employees who wish to participate in the telecommuting program must fill out the Telecommuting Application and Agreement form. They agree to abide by all terms of the Agreement, including reporting problems with their arrangements and ensuring that their work is completed according to their work rules.
Supervisors and managers will identify the jobs and duties that are suitable for telecommuting. Supervisors and managers are responsible for determining whether employees meet eligibility requirements, certifying attendance of telecommuting employees, and ensuring that work is completed according to the employee’s work rules.
Telecommuters are required to perform only work-related duties during work hours at their alternate work site. While telecommuting is designed to help employees balance their work with personal obligations, telecommuting is not to be used as a means to conduct personal business or provide dependent care during work hours. During scheduled work hours, employees should ensure appropriate arrangements so that work can be completed unimpeded.
Telecommuters are subject to the same performance appraisal process as other employees. If a telecommuter’s performance should decline and the supervisor believes this is due to the employee’s participation in the program, the telecommuting schedule will be modified or terminated as appropriate to bring performance back to the required level. Telecommuters are governed by the same policies that apply to other employees regarding work schedules and hours of work.
Participation in the program is voluntary. Supervisors are not permitted to require or coerce employees to participate. Employees may request participation in the program at any time; however, permission is granted based on the operational needs of the company.
Decisions on whether a position is suitable for the work to be performed from an alternate location will be based on job content, not title or work schedule. Other factors in considering approval of a telecommuting schedule include the employee’s record of conduct and attendance and ability to work without supervision; whether the employee’s absence from the office will adversely affect others; and, whether the employee requires access to tools and materials that cannot be moved from the office.
On occasion, an employee who was previously scheduled to telecommute may be required to report to the office. The business needs of the company will take priority in such cases, but every attempt will be made to give the employee reasonable notice that they must report to the office.
Supervisors have the right to certify that work is being performed at the alternate work site according to this agreement, and to ensure the accuracy of time sheets and attendance records. The company has put in place approved methods for doing so which include occasional supervisory phone calls to the employee and scheduled visits to the alternate work site. Employees must be available by telephone during all regularly scheduled business hours.
The company and the employee will work together to ensure that the home office or alternate work site is equipped as necessary for the employee to conduct business. The company will not reimburse employees for home maintenance or utility costs associated with working at home. Home work areas must be in compliance with all building codes. Only hardware and software procured and approved by the company will be installed on company-owned computers.