Telecommuting Procedure for Administrative Staff

  1. Office & Department Directory
  2. Human Resources
  3. Telecommuting Procedure for Administrative Staff

Objective

Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. St. Lawrence University considers telecommuting to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees and jobs but not for others. Telecommuting is not an entitlement, it is not a University benefit, and it in no way changes the terms and conditions of employment with St. Lawrence. Telecommuting will not be an option for employees in positions where in-person presence on campus is inherent to the job responsibilities including but not limited to, teaching faculty, coaches, and positions represented by the bargaining units.

This procedure addresses those who wish to telecommute on a part-time or full-time basis.  This is not a procedure that addresses flex hours worked on campus, which should be discussed between manager and supervisor and should be consistent with any collective bargaining agreements.

Procedures

Telecommuting can be informal, such as working from home for a short-term project or on the road during business travel, or a formal, set schedule of working away from the office as described below. Either an employee or a supervisor can suggest telecommuting as a possible work arrangement.

Any telecommuting arrangement made will be on a trial basis for the first three months and may be discontinued at will at any time at the request of either the telecommuter or the University. Every effort will be made to provide 30 days' notice of such change to accommodate commuting, child care and other issues that may arise from the termination of a telecommuting arrangement. There may be instances, however, when no notice is possible or warranted.

In all cases, decisions regarding approval, implementation, and termination of individual employee telecommuting status are subject to determination by the VP or head of division

Eligibility

Individuals requesting formal telecommuting arrangements ideally would be employed with St. Lawrence University for a minimum of 12 months of continuous, regular employment and must have a satisfactory performance record, documented by performance review.  This experience helps both the employee know the University and the University to know and support the employee.  Exceptions may be granted by the vice president of the division requesting a telecommuting agreement.

Before entering into any telecommuting agreement, the employee and manager, with the assistance of the human resource department, will evaluate the suitability of such an arrangement, reviewing the following areas:

  • Employee suitability. The employee and manager will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters.
  • Job responsibilities. The employee and manager will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement.
  • Equipment needs, workspace design considerations and scheduling issues. The employee and manager will review the physical workspace needs and the appropriate location for the telework.
  • Tax and labor law compliance implications.  If the employee proposes to have a legal address outside of New York State, or to perform the majority of their job duties in a state other than New York, the University will research the tax and labor law requirements for that state and determine if it can comply with them.  The employee also may have tax or legal implications under IRS, state and local government laws, and/or restrictions of working out of a home-based office. Responsibility for fulfilling all employee obligations in this area rests solely with the employee.
  • Impact on students and coworkers of the employee’s physical presence on campus:  In addition to formal job responsibilities, an employee’s impact on colleagues/students is often dependent on being present for immediate and impromptu conversations, chance meetings, etc.  The employee and manager should discuss the impact that an employee’s absence from campus might have with respect to these interactions and the work of others.

If the employee, manager and senior staff officer agree, and the human resource office and finance office concur, a draft telecommuting agreement will be prepared and signed by all parties, and a three-month trial period will commence.

Evaluation of telecommuter performance during the trial period will include regular interaction by phone and e-mail between the employee and the manager, and weekly face-to-face meetings (via videoconferencing technology) to discuss work progress and problems. At the end of the trial period, the employee and manager will each complete an evaluation of the arrangement and make recommendations for continuance or modifications. Evaluation of telecommuter performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency. Human Resources can provide a standard evaluation form for use.

An appropriate level of communication between the telecommuter and supervisor will be agreed to as part of the discussion process and will be more formal during the trial period. After conclusion of the trial period, the manager and telecommuter will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved.

Telecommuting employees will abide by all University policies even while engaged in a telecommuting arrangement. 

Equipment  

On a case-by-case basis, St. Lawrence will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs (including hardware, software,  phone and data lines and other office equipment) for each telecommuting arrangement.  The employee and manager will review office supplies needed and either provide the supplies or reimburse for supplies, whichever is most efficient and reasonable for the manager.

For those approved to telecommute full-time, occasional campus visits may be required for meetings or events.  At each divisional leader’s discretion, telecommuting employees will be reimbursed for travel to campus, not to exceed $2000 per year.  The reimbursement provision will be reviewed after January 1, 2022.

St. Lawrence will not reimburse for utility costs, including home internet, for those telecommuting by choice.

The Human Resource and Information Technology departments will serve as resources in this matter. Equipment supplied by the University will be maintained by the University. Equipment supplied by the employee, if deemed appropriate by the University, will be maintained by the employee. St. Lawrence University accepts no responsibility for damage or repairs to employee-owned equipment. St. Lawrence University reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the University is to be used for business purposes only. The telecommuter must sign an inventory of all University property received and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all University property will be returned to the University, unless other arrangements have been made.

The employee will establish an appropriate work environment within his or her home for work purposes. St. Lawrence will not be responsible for costs associated with the setup of the employee's home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space. If the telecommuting arrangement is at the employee’s request, the employee will assume costs of internet.  Cell phone stipends will be provided consistent with the Cell Phone Stipend Policy.

For those approved to telecommute full-time, occasional campus visits may be required for meetings or events.  At each divisional leader’s discretion, telecommuting employees may be reimbursed for travel to campus, not to exceed $2000 per year.  The reimbursement provision will be reviewed after January 1, 2022.

IT will not be responsible for providing in-home service to include setup, repairs, or user support.  If remote support is not feasible, then the telecommuting employee will be required to transport equipment to campus as needed for support.

Security

Consistent with the University's expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of proprietary University information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.

Safety

Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by SLU’s workers' compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by visitors to their home worksite.

Telecommuting is not designed to be a replacement for appropriate child care. Although an individual employee's schedule may be modified to accommodate child care needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering a trial period.

Time Worked

Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked using SLU’s time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the telecommuter's supervisor. Failure to comply with this requirement may result in the immediate termination of the telecommuting agreement. Employees will be expected to work the hours agreed upon between the employee and supervisor.

Ad Hoc Arrangements

Temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects or business travel. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.

Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the University and with the consent of the employee's health care provider, if appropriate.

All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the business needs of the University. 

Created May 2021, oversight by Human Resources.