Telework Program Policy

SQETCH Studio (hereafter EMPLOYER) has established a program to examine how a telework policy can contribute to organizational objectives and employee well-being. These guidelines offer direction for teleworkers and management.

Purpose

Teleworking, the practice of working at home or remotely instead of in the EMPLOYER office(s), is a work alternative that EMPLOYER offers to some employees and long-term contractors when it is advantageous to both EMPLOYER and the employee/contractor. A telework policy helps employees balance the demands of their work and personal lives, and is a workplace strategy - not an employee right.

An employee’s compensation, benefits, work status, and work responsibilities will not change due to participation in the telework program. Teleworking employees must comply with all organizational rules, policies, and procedures.
Contractors are not considered employees but should follow the same Telework guidelines set out in this policy.

Eligibility

Candidates for teleworking must be full-time employees or long-term contractors with a history of satisfactory or better job performance ratings, with no record of performance or conduct issues. The opportunity to telework must be approved by the employee’s supervisor, who is ultimately responsible for decisions to continue or discontinue the opportunity, following appropriate notification to the employee. The decision to allow an employee or contractor to telework will be made in consultation with EMPLOYER.

Selection of employees or contractors to participate in the EMPLOYER telework program shall be based on specific, written, work-related criteria including:

§ Employee/Contractor responsibilities

§ Need for, and nature of, interaction with other staff and external clients

§ Need for specialized equipment

§ Availability of other qualified employees on site

§ Employee/Contractor job performance

An employee or contractor that is considered for teleworking must be able to work independently and demonstrate productivity and time management. The resources that an employee needs to do his/her job must be easily transportable or available electronically.

Eligibility and suitability of employees to participate in the telework program will vary among departments and business units, depending on the function and responsibilities of the employee. Each department must maintain some minimum complement of employees who work on site at the EMPLOYER office in order to function effectively.

Teleworking is not an alternative to child or elder care and, when applicable, the employee must make appropriate arrangements for dependent care.

Schedules and Hours

Telework hours may be different from office work hours, however, teleworkers and their supervisors must agree on designated work hours. A regular schedule, including specific days and hours, must be established by the teleworker and approved by his/her supervisor. The amount of time the teleworker is expected to work per day or per pay period will not change due to participation in the telework program.

Overtime hours must be pre-approved in writing by the supervisor. Deviations from the agreed upon schedule must be approved in advance by the supervisor. EMPLOYER policy will be followed for all absences. Teleworkers are responsible for keeping and submitting accurate records of their work hours through the EMPLOYER provided timesheet.

Supervisors retain the right to require a teleworker to return to EMPLOYER’s office on a regularly scheduled telework day should work situations warrant such an action. This situation is expected to be only an occasional occurrence. If a teleworker is frequently required to return to EMPLOYER’s office during regularly scheduled telework days, the supervisor may re-evaluate the compatibility of the teleworker’s job responsibilities with respect to teleworking, or the specific telework schedule.

Teleworkers are required to account for all time worked in accordance with EMPLOYER’s current timekeeping policies. It is the teleworker’s responsibility to submit an accurate accounting of hours worked in a timely manner. If a teleworker is sick while working at home or uses other time off, the teleworker must report hours actually worked on his/her timesheet and use composite leave for the remainder of the hours.

Workspace

Teleworkers must have an appropriate work area in their home/remote work location that considers ergonomics, equipment, workspace, noise, and interruption factors. The teleworker’s off-site workspace should provide an adequate work area, lighting, telephone service, a reliable internet connection, power, and temperature control. Additional requirements may vary, depending on the nature of the work and the equipment needed to perform the work.

The designated work location must meet Occupational Safety and Health Administration (OSHA) safety rules for the workplace, including: smoke detector; working fire extinguisher; clear, unobstructed exits; removal of hazards that could cause falls; adequate electrical circuitry; and appropriate furniture.

Homeowner’s insurance and any changes in rates or coverage are the responsibility of the teleworker. Any increase in the teleworker’s home utility costs is the responsibility of the teleworker.

Teleworkers should consult their attorneys, tax advisors, or accountants regarding any legal or tax implications attendant to working at their home or alternative site.

Equipment and Supplies

In most cases, teleworkers will provide their own equipment. Teleworkers may use EMPLOYER-owned equipment at their off-site workspace with the prior approval of their supervisors provided that the equipment will be used for EMPLOYER work only and its use by a teleworker at his/her off-site workspace will not impede the work of employees working at the EMPLOYER office.

Office supplies will be provided by EMPLOYER and should be obtained during the teleworker’s in-office work period. Out-of-pocket expenses for supplies normally available in the office will not be reimbursed. Teleworkers are responsible for all supplies, equipment, and/or materials provided by EMPLOYER. All items remain property of EMPLOYER and may not be used for personal or other than EMPLOYER use.

EMPLOYER does not assume liability for loss, damage, or wear of teleworker-owned equipment unless otherwise agreed to in writing prior to the occurrence. Maintenance, repair, and replacement of EMPLOYER-owned equipment issued to teleworkers is the responsibility of EMPLOYER. In the event of equipment damage or malfunction, the teleworker must notify his/her supervisor immediately. EMPLOYER can request teleworker to enter the home work area for inspection of the equipment if necessary. Repairs to employee-owned equipment are the responsibility of the teleworker. In either situation, the teleworker may be asked to report to the office until the equipment is usable.

Teleworkers must take appropriate action to protect company-provided equipment from damage or theft. EMPLOYER equipment must be returned to EMPLOYER when a teleworker terminates or discontinues the telework arrangement.

Teleworkers may use their own equipment (e.g., laptops, pc’s, tablets, etc) provided that no cost is incurred by EMPLOYER. Repair and maintenance of teleworker-owned equipment is the responsibility of the teleworker.

Employee Access and Availability

Teleworkers must be available by phone or email during scheduled hours, with the exception of their scheduled lunch period. Teleworkers are required to have voicemail services to ensure availability.

Teleworkers are required to modify their EMPLOYER voicemail announcement to indicate that they may be reached at an alternate number or that the teleworker will be regularly checking messages. Supervisors may establish that teleworkers are required to check for messages within a certain period (e.g., at least once every two hours).

Teleworkers must keep their supervisors notified of any changes to their home/remote contact information.

Security

It is the responsibility of the teleworker to take all precautions necessary to secure proprietary information and to prevent unauthorized access. The teleworker is required to observe all office security practices when working outside EMPLOYER’s office to ensure the integrity and confidentiality of proprietary information. Steps to ensure the protection of proprietary information include, but are not limited to, use of locked file cabinets and desks; regular password maintenance; and any other steps appropriate for the job and the environment (see SQETCH Cyber Security Handbook).

Teleworkers agree to allow an authorized EMPLOYER representative access to the home/remote work area during prearranged times for business purposes as deemed necessary by the supervisor, including safety inspections; equipment installations and repairs; security assurance; retrieval of EMPLOYER property; and performance evaluations. To ensure hardware and software security, all software used for teleworking must be approved by the supervisor prior to installation, and only approved bulletin board systems may be contacted. All software used for teleworking must be virus inspected and each PC must have virus protection software installed. EMPLOYER-owned software may not be duplicated unless authorized through the license agreement. Restricted access materials shall not be taken out of the office or accessed through the computer unless approved in advance by the supervisor.

Liability

It is the responsibility of the teleworker to maintain a safe, professional remote work site that is free from potential safety problems. Teleworkers must certify that their homes/remote work spaces are free from workplace hazards by completing a safety checklist.

In the case of an injury while working remotely, teleworkers must immediately (or as soon as circumstances permit) report the injury to his/her supervisor or the Human Resources Department and request instructions for obtaining medical treatment.

Income Tax

It will be the teleworker’s responsibility to determine any income tax implications of maintaining a home office area. The company will not provide tax guidance nor will the company assume any additional tax liabilities. Employees are encouraged to consult with a qualified tax professional to discuss income tax implications.

Evaluation

Teleworkers will be required to participate in all studies, surveys, training, inquiries, reports, and analyses relating to this program.