It is the policy of the U. T. System to allow telecommuting on a discretionary basis. Before a department and employee may enter into a telecommuting agreement, the Chancellor or his designee must authorize the individual to perform work from a remote site. Employee participation in telecommuting is entirely voluntary. A department may not require an employee to telecommute and an employee may not demand the “right” to telecommute.
Telecommuting is available to regular Classified and Administrative and Professional employees who a) have a demonstrated ability to work well with minimal supervision; b) have a thorough knowledge and understanding of the job tasks and operations for which he or she is responsible; c) have a history of reliable and responsible accomplishment of work duties; and d) have demonstrated ability to establish priorities and manage his or her time.
Non-exempt employees who are covered by the overtime provisions of the Fair Labor Standards Act are eligible to telecommute. However, because telecommuting may impact overtime, a supervisor that is considering telecommuting for a nonexempt employee should first consult with the Office of Human Resources (OHR) on how this may impact a non-exempt employee’s work time.
Request and Approval Process
Either employee or management may propose a telecommuting work option for the employee.
- The employee assesses the feasibility of telecommuting as follows:
- Review HOP 3.4.4 Telecommuting;
- Consider proposed work schedule, remote work location, equipment and internet connectivity necessary to conduct regular business activity; and
- Complete and submit a Telecommuting Agreement via the form located in HOP 3.4.4 Telecommuting.
- The supervisor assesses the feasibility of telecommuting as follows:
- Review functions/tasks of position under consideration, employee performance, departmental staffing needs;
- Review and consider employee’s proposed remote work location arrangement, equipment and internet connectivity necessary to conduct regular business activity;
- Supervisor will notify their Department Head of the pending Telecommuting Agreement
- Discuss the agreement as applicable with the employee; and
- Consult with OHR as necessary on agreement.
- Supervisor will respond to request in the telecommuting portal:
- If approved, the agreement will be forwarded to Chancellor or appropriate designee for final approval of telecommuting request.
- If denied, the supervisor should advise the employee as soon as feasible after the decision has been made and provide rationale.
- Upon final approval, the employee will be notified electronically that they are eligible to telecommute. The supervisor monitors parameters, maintains open communication regarding and discusses continuity and feasibility of the Telecommuting Agreement with employee(s) as needed.
There are three common types of telecommuting use: regular, occasional, and emergency. In any of these instances, the supervisor and employee should establish the schedule and parameters of the Telecommuting Agreement in advance, (and in consensus with the Department Head) such as identifying the telecommuting location and specifying that the employee is expected to check email and return phone calls on telecommuting days per standard departmental business practice.
If a supervisor has questions regarding Telecommuting, it is recommended that they reach out to OHR for guidance and support.