This document provides directions on how to document and end a flexible, alternative work arrangement in Workday. This process is used to identify worker’s that have a 100% remote work arrangement.
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· Supervisor and/or unit leadership approval is required to initiate the Flexible Work Arrangement business process in Workday.
· An Alternative Work Arrangement Approval template is available and encouraged to use when obtaining supervisor and/or unit leadership approval.
· Employees must adhere to all University policies, including but not limited to: HR Policy U220: Alternative Work Arrangements, U222 Compensable Time, Record-Keeping, and Tracking Absences, U219 Employee Work Schedules, U509 Vacation, U510 University Holidays, U512 Sick Leave, and U511 Personal Holidays
· Union employees must adhere to all University policies, including but not limited to the policies listed above as well as the collective bargaining agreement covering their position.
· Both the employee or the HRP on behalf of the employee can initiate the end of a flexible, alternative work arrangement.
1. Log into Workday using your CNetID and password.
2. From the Homepage, type Request Flexible Work Arrangement into the search bar and select the suggested task.
a. Alternatively, an employee can initiate the process from their Employee Profile, represented by a person silhouette in the top-right corner of the homepage. Select View Profile and then choose Job from the left-side menu. From here, select the Flexible Work Arrangements tab and then the Request Flexible Work Arrangement button.
3. In the Request Flexible Work Arrangement screen, review the statements at the top and then complete the following fields:
a. Start Date (Required)
i. Defaults to today’s date
b. Position (Required)
i. If more than one position is held, a drop-down list will be available to select appropriate position.
ii. If only one position is held, this field automatically fills.
c. Type (Required)
i. Select Remote Work then 100% Remote.
d. Days per Week (Required)
i. Enter the number of days the employee is scheduled to work each week.
4. Add any comments to the comment box, optionally, and then select Submit.
5. A dialog box will pop up with the next task (Policy Acknowledgement: Alternative Work Arrangement) to complete. Select Review Documents.
a. If the dialog box disappears, select the My Tasks icon (represented by a tray) in the top-right corner of the page, and then choose the Policy Acknowledgement: Alternative Work Arrangement task.
6. Under the Documents section, select the Document Link to access and review the Flex Work Arrangement Policy.
7. Read the Instructions carefully and then checkmark the I Agree box, acknowledging that you have read, understand, and are agreeing to the University’s Alternate Work Arrangement policy.
8. Add any comments to the comment box, optionally, and then select Submit.
9. A dialog box will pop up with the next task (Upload Documentation: Fully Remote Work Arrangement) to complete. Select Complete Questionnaire.
a. If the dialog box disappears, select the My Tasks icon in the top-right corner of the page, and then choose the Upload Documentation: Fully Remote Work Arrangement task.
10. Upload your alternative work arrangement agreement that has been approved by your supervisor and/or unit leadership and then select Submit.
a. To upload, choose the Select Files button and locate the saved file using the file explorer or drag and drop the file directly into the Drop files here box. Optionally, add additional information into the Comment box.
11. A dialog box will pop up with the next To Do (Change My Work Contact Information) to complete. Select To Do.
a. If the dialog box disappears, select the My Tasks icon in the top-right corner of the page, and then choose the Change My Work Contact Information To Do.
12. In the To Do, select the Change My Work Contact Information button to ensure contact information is up to date.
13. Within the Change My Work Contact Information screen, under the Address section, select the Add button. Complete the below fields. If alternate work location is already visible under the Address section, proceed to step 16 and submit the task. You do not need to add the address again.
IMPORTANT: Do not edit or modify the Business Location section. This section is completed by your HRP after you change your work contact information.
a. Effective Date – defaults to today.
b. Country (Required) – defaults to United States of America.
c. Search Address – optional, use this field to see real-time address suggestions when entering any part of an address in the search address field. This search is powered by Google Maps.
i. By submitting information to the search address field, a worker understands and agrees that the Google Terms of Service, Maps/Google Earh Additional Terms of Service, and Privacy Policy apply.
ii. If this field is utilized, most remaining fields will auto-fill, except for the Usage field.
1. Caution: when using the Search Address feature, only the Address Line 1 field will auto-fill and if the address exceeds 25 characters, you will receive an error. Manually complete Address Line 1 and Address Line 2 to ensure the full address is represented.
d. Address Line 1 (Required) – maximum of 25 characters, cannot contain commas or periods.
e. Address Line 2 – maximum of 25 characters, cannot contain commas or periods.
f. City (Required)
g. State (Required)
h. Postal Code (Required)
i. County
j. Usage – options include Billing, Mailing, Mileage Calculation, Paycheck, Payroll Tax Form, Shipping, Storage, and Street Address (check all that apply).
k. Visibility (Required) – defaults to Public.
14. Optional: Expand Details to include any Notes.
15. Once the new work location is added, select Submit.
16. IMPORTANT: Return to My Tasks and locate the Change My Work Contact Information To Do. Select Submit to route the process to the assigned Human Resource Partner (HRP).
17. Once HRP has completed their steps, a notification routes confirming the remote work schedule and recommending to:
b. Update your Federal and State withholding elections, if necessary
c. Update your home location to reflect your work location
1. Log into Workday using your CNetID and password.
2. To view or end a Flex Work Arrangement Request, navigate to your Employee Profile, represented by a person silhouette in the top-right corner of the homepage. Select View Profile and then choose Job from the left-side menu. From here, select the Flexible Work Arrangements tab.
3. Any current and approved flexible, alternative work arrangements will be listed in a table.
4. To end an arrangement, on the right-side of the table, under the Available Actions column, select the End button.
5. Add an End Date, using the calendar icon. Add any comments, optionally, and select Submit.
6. Process routes to the HRP for approval. Employee receives a notification to:
b. Update their Federal and State withholding elections, if necessary