FLEX WORK FAQ

For Employees

You will discuss first with your direct supervisor. Use considerations to create the proposal by sending a request through Workday.

No, you will not be able to bring your sit/stand desk from your office home.

Virtual meeting expectations must follow each department’s guidelines.

If you have enough work that can be performed without internet access then yes, if this option is not available, then you must submit annual leave or unpaid leave time off.

A supervisor shall request modification or termination of arrangement with advance notice of at least 15 calendar days. For emergency situations or other events that may require the employee to be on campus, the notice of less than 15 days is permitted.

There is no appeal process. Departments are not required to give reasoning for denial. Not all positions may be suitable for a flexible work arrangement.

All levels of approval must occur before an agreement is executed. You will not be able to start the flexible work arrangement unless the request has been fully approved by all parties and your direct supervisor has ensured the start date and selected an end date for the arrangement.

No, unless your position requires the department to provide equipment such as a laptop.

No, hybrid schedules must be set with a minimum of three (3) days fully onsite for any given work week.

Hybrid and flextime schedules must be set schedules which do not fluctuate from week to week. The total number of hours worked in a workweek cannot be altered. Compressed work schedules fall under the same standard.

No.  If you are an employee with a qualified disability under the Americans with Disabilities Act (ADA) and are requesting accommodation, you may begin the request process online or contact the Office of Equity and Inclusion if you need assistance.

Once the request has been successfully submitted then you will not be able to make any changes. To document changes for the current work arrangement, you will upload a file to your documents section in Workday with the details about the change. Moving from one work arrangement schedule to another such as compressed to hybrid, does not constitute modification, and instead a new request must be submitted and approved.

Annual Leave and Holiday time off for employees on compressed schedules.
If an employee has a compressed schedule of 10 hours per day 4 days per week, the employee must follow these guidelines:

SP or AMP Non-Exempt employees:

Enter and submit four 10-hour time blocks in Workday for each day worked

For absence requests (annual leave, sick leave, holiday comp, special comp, overtime comp, and any other special circumstances leave), the employee will submit four days of leave, 10 hours per day.  This will apply to all leave requests listed.

For personal holiday time off, the employee will submit the request for eight hours, and the departmental timekeeper will adjust the time off to 10 hours.

Holiday hours changes:

  • If the employee’s schedule is Monday through Thursday and Monday is a holiday, the timekeeper will adjust the holiday hours on that Monday to 10 vs. 8.
  • If the employee’s schedule is Monday through Thursday and Friday is a holiday, the timekeeper will zero out the holiday hours on Friday and convert them to 10 hours of holiday compensatory leave.

Exempt employees:

For absence requests, the employee will submit 10 hours of leave for each day worked

Holiday hours changes:

  • If the employee’s schedule is Monday through Thursday and Friday is a holiday, the timekeeper will add 10 hours of holiday compensatory leave to the employee’s leave accrual

Please submit only one request.  The primary request will be any remote work such as hybrid or remote.  In the request, you will be able to indicate additional information such as flextime.  The arrangement with most impact to the department and position will be the primary work arrangement.

A flexible work arrangement is the request by the employee that routes to all applicable levels of hierarchical review and approval. Supervisors must execute the agreement as a final step by ensuring that the start date is accurate, and selecting the end date so that the agreed upon duration is met. Once the agreement is executed, the employee can shift to the new schedule and/or location.

You will have to discuss with your manager’s manager your flex work arrangement. Employee Relations will need to be contacted by the manager’s manager to reassign the request to them.

 

For Managers

A supervisor shall request modification or termination of arrangement with advance notice of at least 15 calendar days. For emergency situations or other events that may require the employee to be on campus, the notice of less than 15 days is permitted.

Stay connected through technology, show employees you care, build relationships through casual interactions, recognize their achievements, ask for and listen to feedback, set employees for success, keep them in the know.

Once the request has been successfully submitted then you will not be able to make any changes. To document changes for the current work arrangement, you will upload a file to the employee’s documents in Workday with the details about the change. Moving from one work arrangement schedule to another such as compressed to hybrid, does not constitute modification, and instead a new request must be submitted and approved.

When assessing the need for work arrangements here are some considerations to keep in mind:

  • Does the workload need to be restructured?
  • Can the employee complete the same amount of work while on a flex work arrangement?
  • Does the employee have proper equipment to do their job with the work arrangement?
  • Will the work arrangement affect the workload of other employees or workflow of the office?
  • Can the work and performance be monitored the same way you would in the office?
  • Does the arrangement benefit the business of the department and the University?
  • Does the position require minimal direct supervision?
  • Can the employee be flexible about the arrangement in case of new needs or emergencies in the department?

No, unless the position requires you to provide equipment such as a laptop.

Hybrid and flextime schedules must be set schedules which do not fluctuate from week to week. The total number of hours worked in a workweek cannot be altered. Compressed work schedules fall under the same standard.

A flexible work arrangement is the request by the employee that routes to all applicable levels of hierarchical review and approval. Supervisors must execute the agreement as a final step by ensuring that the start date is accurate, and selecting the end date so that the agreed upon duration is met. Once the agreement is executed, the employee can shift to the new schedule and/or location.

These arrangements can be reassigned to your manager while you are on leave.

Employee Relations needs to be notified to reassign the requests for each step on the business process that the request would land on the direct manager’s WD inbox.

 

 



 Last Modified 8/12/22