This document outlines the guidelines and expectations for employees engaging in remote and hybrid work arrangements. It is designed to provide clarity on where employees are permitted to work, the allowable number of remote workdays outside their assigned state, and the process for requesting exceptions.
1. Purpose
The policy supports flexible work arrangements while ensuring compliance with legal, operational, and security requirements. It aims to balance employee flexibility with the company’s need for collaboration, productivity, and regulatory adherence.
2. Definitions
- Remote Work: Performing job duties outside the company’s physical office location.
- Hybrid Work: A work model combining in-office and remote workdays.
- Assigned State: The U.S. state or country where the employee’s primary office or work location is officially based.
3. Work Location Guidelines
3.1 Onsite Work
Employees with hybrid arrangements are expected to work onsite according to their agreed schedule, typically a minimum of two days per week unless otherwise specified.
3.2 Remote Work within Assigned State
Employees may work remotely within their assigned state without restrictions, provided they maintain regular communications and work hours consistent with team expectations.
3.3 Remote Work Outside Assigned State
Employees may work outside their assigned state up to 10 business days per calendar year without prior approval. This allows flexibility for travel, temporary relocation, or personal circumstances.
4. Exceptions and Extended Remote Work Outside Assigned State
If an employee wishes to work remotely outside their assigned state for more than 10 business days in a calendar year, they must submit a formal request for an exception. Extended remote work outside the assigned state is subject to review and approval based on operational feasibility, legal and tax implications, data security, and business continuity considerations.
5. Requesting an Exception
5.1 How to Submit a Request
- Submit a written request to your direct manager and HR representative at least 30 calendar days before the intended start date.
- The request should include:
- Proposed remote work location(s) and duration.
- Reason for the extended remote work.
- Confirmation of reliable internet connectivity and workspace suitability.
- A description of how job responsibilities will be met and any potential impacts.
5.2 Review Process
- Your manager and HR will review the request considering:
- Compliance with legal and tax regulations.
- Impact on team collaboration and productivity.
- Data security and confidentiality concerns.
- Any technology or operational challenges.
5.3 Approval or Denial
- You will receive written notification of the decision within 14 calendar days of the request.
- Approved exceptions may include conditions or requirements to ensure continued compliance and operational integrity.
6. Responsibilities
- Employees are responsible for maintaining effective communication, meeting performance expectations, and ensuring their remote workspace meets company standards.
- Managers are responsible for monitoring employee performance and ensuring compliance with this policy.
- HR will support employees and managers with compliance, documentation, and policy interpretation.
7. Policy Compliance
Failure to adhere to this policy, including unauthorized remote work outside the assigned state, may result in corrective action, up to and including termination of remote work privileges or employment.
8. Review and Updates
This policy will be reviewed periodically and updated based on changes in business needs, legal requirements, or remote work best practices.
For questions about this policy or to start the exception request process, please contact your HR representative.
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