Flexible Work

• Think critically about whether your position can effectively be performed on a different schedule or location. Why is this good for your department and advantageous for the position?
• Suggest a trial period. After this period reevaluate the agreement and make changes if necessary.
• Maintain open lines of communication with your supervisor.

• Maintaining appropriate levels of productivity and quality of work.   
• Staying in regular contact with the supervisor and others in the department as needed. 
• Maintaining the flexplace location as a safe and productive workspace, including regularly inspecting the site for possible hazards.
• Additional costs associated with working in a flexplace such as utilities, home maintenance, etc.
• Tax and reporting implications of working in a flexplace.
• Costs of traveling to the primary work location when required to do so.  
• Maintenance and insurance of personal property, including equipment and supplies provided by the employee.   
• Complying with local zoning ordinances and other restrictions, and any fines, penalties, or taxes that result from non-compliance.    
• Protecting university supplies and equipment, as well as confidential information and any copies of records at the Flexplace.

As a supervisor of an employee utilizing an FWA, you are responsible for the following:    

• Ensuring that the employee maintains the same level of productivity and quality of work as the employee would at the primary work location by checking in, communicating, and setting goals.  
• Ensuring the flexplace is cost-neutral to the university, meaning that no more equipment, supplies, or expenses are necessary as a result of the flexible work arrangement than would be needed in the primary work location. This does not include equipment that may be loaned to employees by the university for use in a flexplace. Any additional costs incurred by the university will be the responsibility of the employee’s department.
• Working with the employee to determine fixed work hours and meal and rest times (as applicable).    
• Sending the Flexible Work Arrangement Form to the Office of Human Resources and ensuring that Human Resources approves any Flexible Work Arrangement request.     
• Ending the Flexible Work Arrangement if a decline in work performance exists or if the operational needs of the university are not met.

A flexible work arrangement is an alteration to the time (flextime) and/or place (flexplace) that work is performed on a regular basis. This is an arrangement agreed upon between the employee and supervisor, with the approval of the department head/dean and Human Resources.

A department may want to extend open hours to provide better customer service, allow employees flexibility to better handle personal responsibilities and schedules, reduce the number of days employees are in the office, and/or match employee work hours to peak customer volume.

Flextime and Flexplace are the two types of FWAs that are allowed. Flextime is working an established set of core hours with flexibility in starting and ending times revolving around the university’s and department’s standard operating hours. An example of this is a compressed workweek. Flexplace is an employee’s normal, off-campus work location, such as their home or another remote location. A separate work area must be designated in the off-site setting for the flexplace arrangement and must be conducive to working productively. The flexplace must be within the United States.

No employee is entitled to or guaranteed the opportunity to utilize an FWA. There are certain positions that cannot accommodate an FWA. Some positions require employees to be on campus at all times and some positions may not have as much flexibility to accommodate an FWA. Factors to be considered by the employee and supervisor include meeting the needs of the students and those they serve, operational needs of the department, customer service requirements, and employee productivity. 

An employee interested in a flexible work arrangement should complete a Flexible Work Arrangement form and meet with his/her supervisor to discuss the request. The supervisor should then consult with the department head/dean prior to sending it to HR for final approval.  

The Flexible Work Arrangement form, along with additional details, may be found on the HR website. Whether you are an employee interested in applying for a flexible work arrangement, or a manager/supervisor considering your employee’s request, the website contains instructions, required documents and resources. Additionally, if you have questions or would like someone to assist you, you may contact the HR department.

Supervisors, department heads/deans, and Human Resources have the sole discretion to determine which positions can feasibly be done in a Flexible Work Arrangement and also have the right to deny a request or cancel an arrangement at any time. Upon receipt of a Flexible Work Arrangement, the supervisor receiving the form will discuss the request with the employee. The supervisor will then consult with the department head/dean prior to sending it to HR for final approval. 

No. The flexplace option is not intended to be used as a substitute for ongoing childcare, eldercare, etc. Employees must identify appropriate care regardless of where they are working.

If you believe your work can be completed utilizing flextime and/or flexplace, but your supervisor does not feel it can be accommodated, you should discuss it directly with your supervisor to determine what flexibility is or is not possible based on the business needs of the department. Explain your perspective and actively listen to their reasons. It is encouraged to work collaboratively to come up with creative solutions.  If ultimately the supervisor, department head/dean and/or Human Resources does not approve the Flexible Work Arrangement, the employee is not entitled to file an appeal or grievance.

The supervisor or department head/dean in conjunction with HR can terminate or modify the agreement at any time. Some reasons for terminating or modifying the agreement include operational changes, staffing changes, leadership changes, performance, etc. If the FWA is terminated or modified, the supervisor should make every effort to provide the employee as much advanced notice as possible. If the Flexible Work Arrangement is terminated for poor performance the arrangement may be terminated immediately.

Yes. Since every job, employee and situation are different it cannot be assumed that the same decision is appropriate for two similar positions. Supervisors know the operations of their department’s best and are responsible for final decisions on how to get the work accomplished.

The employee and the employee's new supervisor should discuss the situation and determine if the employee's current flexible work arrangement is appropriate for the new position and department. The employee must complete a new flexible work arrangement and have it approved by the new supervisor, department head/dean and Human Resources.

It is recommended that supervisors allow an employee to complete their 90-day probationary period prior to considering an FWA. If an employee is hired with prior approval to utilize a flexible work arrangement, then the employee does not need to wait until their probationary period is complete.

An employee is responsible for the following:

• Maintaining appropriate levels of productivity and quality of work.   
• Staying in regular contact with the supervisor and others in the department as needed. 
• Maintaining the flexplace location as a safe and productive workspace, including regularly inspecting the site for possible hazards.
• Additional costs associated with working in a flexplace such as utilities, home maintenance, etc.
• Tax and reporting implications of working in a flexplace.
• Costs of traveling to the primary work location when required to do so.  
• Maintenance and insurance of personal property, including equipment and supplies provided by the employee.   
• Complying with local zoning ordinances and other restrictions, and any fines, penalties, or taxes that result from non-compliance.    
• Protecting university supplies and equipment, as well as confidential information and any copies of records at the Flexplace.

As a supervisor of an employee utilizing an FWA, you are responsible for the following:    

• Ensuring that the employee maintains the same level of productivity and quality of work as the employee would at the primary work location by checking in, communicating, and setting goals.  
• Ensuring the flexplace is cost-neutral to the university, meaning that no more equipment, supplies, or expenses are necessary as a result of the flexible work arrangement than would be needed in the primary work location. This does not include equipment that may be loaned to employees by the university for use in a flexplace. Any additional costs incurred by the university will be the responsibility of the employee’s department.
• Working with the employee to determine fixed work hours and meal and rest times (as applicable).    
• Sending the Flexible Work Arrangement Form to the Office of Human Resources and ensuring that Human Resources approves any Flexible Work Arrangement request.     
• Ending the Flexible Work Arrangement if a decline in work performance exists or if the operational needs of the university are not met.

An employee must have reliable internet and properly working equipment (i.e. computer/laptop) in order to complete their work.  If reliable internet or equipment is not available, an employee must work from their on-campus location.

An employee’s virtual presence must be as professional as if they were on campus. Flexplace is considered an extension of the employee’s primary work location. Employees must follow all university polices at the flexplace, including but not limited to policies regarding conduct, anti-discrimination, dress code, and work performance. Failure to comply (i.e., failure to continue to work as directed) may lead to the full range of available university sanctions or corrective action applicable, up to and including suspension, dismissal, or termination.

There is no requirement to provide individuals with personal office space. However, individual needs vary by department, job requirements, etc.   

It is important to remember that the work of the university and the department must not suffer as a result of employees utilizing a flexible work arrangement. There will be events or meetings that cannot be scheduled around your flexible work arrangement. The employee and supervisor should discuss the situation and determine how it will be handled. In some cases, the employee may have to come in.

Employees may not work from outside of the United States.  However, in some cases employees may be permitted to work outside of the tristate area (Kentucky, Ohio, and Indiana).  Prior approval is needed by the employee’s supervisor, department head/dean and Human Resources.

Each supervisor might have different expectations for meetings, both in-person or video. Expectations for meeting attendance should be discussed and agreed upon when finalizing the Flexible Work Arrangement.

At this time, there is not an option for a part-time parking pass for full-time employees with a Flexible Work Arrangement. Parking passes are based on your full-time equivalency (FTE) recorded in SAP. If you are working in a Flexplace the majority of the time, you may wish to utilize the garages and not purchase a parking pass. 

Please see the Coronavirus Webpage for information on Covid-19. 

For sick and vacation days, you would record the amount of hours you are scheduled on the day off. For example, if you work 9 hour days, you would code 9 hours of vacation.

Max holiday pay is 20% of your scheduled weekly hours (e.g. 7.5 if you are 37.5 weekly).  If the holiday falls on a day when you are scheduled for 9 hours, you can use vacation time for the difference (2.5 hours) or work those 2.5 hours on the holiday. You can also bypass the flex schedule that week and work a regular 7.5 days for the remaining work days.