This document provides directions for Human Resource Partners on how to manage flexible, alternative work arrangements. This includes reviewing, approving, and ending a flexible, alternative work arrangement for an employee in Workday.
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· In accordance with HR Policy U220: Alternative Work Arrangements, the employee acknowledges and agrees to comply with the following:
· Your alternative work arrangement agreement should provide details of the arrangement, including job responsibilities (time commitments, availability, performance expectations), management plans for the employee(s), and/or conditions of employment (i.e., compensation, benefits, work location, work schedule, and/or duration of the arrangement)
· Your agreement should include provisions to attend specific meetings in-person and/or temporarily end your alternative work arrangement and return to in-person work to complete specific assignments or during previously scheduled busy periods for your unit. This decision is at the discretion of the unit.
· Your agreement should also include clear delineation of responsibility for telephone costs, supplies, computer set-up and maintenance, security of any University-owned equipment that would be used away from University premises (including responsibility for loss), and any additional applicable items. You are expected to familiarize yourself and comply with applicable IT policies including those related to protection of confidential data (IT Policies). Your agreement must be clear that the University may modify or discontinue the alternative work arrangement. At least two calendar weeks' notice of modification or termination will be given, unless such notice is impractical.
· You acknowledge that any tax consequences created by your remote work location are your responsibility. The University cannot provide individual tax advice to employees. Employees should consult with their own tax advisors regarding the tax implications of working remotely outside of the state of Illinois.
· You acknowledge that remote employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the employee’s supervisor. Failure to comply with this requirement may result in the immediate termination of the remote work agreement.
· If you are supported by externally-sponsored funding sources (including Federal and non-Federal grants and contracts) you must take particular care to clarify work contributions and current work location(s).
· You understand and acknowledge that an employee working in fully remote work arrangement remains an at-will employee, meaning the employee or the University can terminate employment at any time and for any reason, with or without advance notice. If, for any reason, the alternative work arrangement is terminated, and the employee decides not to return to the former traditional work schedule/arrangement and leaves the position, the employee will be considered to have resigned.
· You will adhere to all University policies, including but not limited to: U222 Compensable Time, Record-Keeping, and Tracking Absences, U219 Employee Work Schedules, U509 Vacation, U510 University Holidays, U512 Sick Leave, U511 Personal Holidays, and U220 Alternative Work Arrangements.
· For union employees: You will adhere to all University policies, including but not limited to the policies listed above as well as the collective bargaining agreement covering your position.
1. Log into Workday using your CNetID and password.
a. Employee requests Flexible Work Arrangement in Workday. After the employee completes the step of Change My Work Contact Information, the process routes to the HRP.
2. Navigate to My Tasks, represented by a tray icon and located in the top-right corner of Workday. Locate the Request Flexible Work Arrangement task.
3. Within the task, review the attachment containing the Manager’s approval.
a. NOTE: If there is a need to review or access this documentation in the future, it is recommended to download and save the attachment to the worker’s profile. See the Uploading Documents to Worker Profile in Workday Knowledge Base Article for more information.
4. Navigate to the Employee’s Profile and select Contact from the left-side menu to confirm the Alternate Work Address has been added.
a. To confirm, match the Start Date from the Request Flexible Work Arrangement task to the Effective Date of the Work Contact Information listed in the employee’s profile under the Contact tab.
b. IMPORTANT: Note the new work address for future use in step 9.
5. After confirming the manager’s approval has been attached and the new address has been added by the employee return to the Request Flexible Work Arrangement task in My Tasks and select Approve.
a. If manager approval has not been attached and/or the Alternate Work Address has not been added into Workday, select Send Back, and fill in the To and Reason fields before selecting Submit.
6. A dialog box will pop up with the next To Do (Change Alternate Work Address) 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 Alternate Work Address To Do.
7. First, note the employee’s name indicated in either the For or Overall Process fields. Then, select the Change Work Contact Information button.
8. In the pop-up window, enter the name of the employee in the Person field and select OK.
9. Under the Business Location section, select the Pencil Icon to edit and add the Alternate Work Location. Use the Hamburger Menu (icon with three dots and three dashes), select Work Address, then choose the new work address that was noted during step 4.
a. Note: If the incorrect Alternate Work Location is initially selected, you will be unable to modify this field by selecting the Pencil Icon again. You must select Cancel at the bottom of the screen, choose Discard, and start back at step 7.
10. Select Submit.
11. IMPORTANT: Return to My Tasks and locate the Change Alternate Work Address To Do. Select Submit to route the process back to the worker.
a. If alternate work location is outside of Illinois or outside of one of the states UChicago is registered with, a notification will route to Payroll and Benefits.
12. A notification will route to the worker confirming their remote work schedule and recommending they:
b. Update their Federal and State withholding elections, if necessary
c. Update their home location to reflect their work location
1. Log into Workday using your CNetID and password.
a. Employee requests the end of a Flexible Work Arrangement in Workday.
2. Navigate to My Tasks and locate the End Flexible Work Arrangement task.
3. Review the End Date and select Approve.
4. A dialog box will pop up with the next To Do (Update Flex Work Location) 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 Update Flex Work Location To Do.
5. First, note the employee’s name indicated in either the For or Overall Process fields. Then, select the Change Work Contact Information button.
6. In the pop-up window, enter the name of the employee in the Person field and select OK.
7. Under the Business Location section, select the Pencil Icon to edit and remove the Alternate Work Location. To remove, select the X next to the address. This field should now be blank.
8. Select Submit to complete the process.