Our company has decided that it would be beneficial to offer employees the opportunity to work from home. Before we enter into work-at-home arrangements with employees, we want to have a written telecommuting policy in place. What should we cover? —Andrew W., Human Resources Specialist, Santa Cruz
Telecommuting can be a cost-effective alternative to traditional work arrangements or an accommodation for certain employees. A key component of a successful telecommuting program is a well-drafted policy that clearly defines the expectations, requirements, and goals of the telecommuters. Here is a sample policy you can adapt for your workplace.
Telecommuting Policy
Overview
To reduce traffic congestion, improve air quality, lessen commuting time, and assist with family/life issues, [Company] actively encourages employees to consider telecommuting if their job can be performed off-site. Telecommuting is strictly voluntary.
Qualifications
The number of telecommuters may be limited due to the needs of the company or particular departments. Generally, the opportunity to telecommute is limited to [insert criteria, such as length of service, specific job positions, etc.].
Employee Proposal
Employees who are interested in telecommuting must submit a written proposal to their supervisor outlining the following:
- the number of days per week they wish to telecommute
- the schedule and process they propose to communicate with their supervisor and department
- the tasks they can accomplish via telecommuting
- how they will meet the requirements of the job
- the equipment they will need
- their availability to both come in to the office and put in overtime in an emergency
- how they will control any distractions at home that might interfere with their work
- how they will maintain motivation
- the area that will be considered the “workplace” in their homes
Telecommuting Agreement
Employees who enter into a work-from-home arrangement must sign a written telecommuting agreement acknowledging the employment relationship.
Office Interaction
Telecommuters must meet with supervisors on a scheduled basis. Their presence at the office may be required on short notice.
Training
All employees who are selected to telecommute must participate in and successfully complete an orientation and equipment training program. Employees must learn how to use the hardware and software assigned to them before they may begin working outside the office.
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Equipment
Employees will be provided equipment, such as laptops, printers, fax machines, and telephones, according to their needs. This equipment remains [Company’s] property at all times. On departing [Company], the employee must return all equipment in good working condition.
Services
[Company] will provide [specify services, such as Internet services, express or courier mail services, technical support, long-distance services, utility charges, and supplies] to telecommuters.
Other Policies
Employees who telecommute are expected to comply with workplace policies to the same extent they would if they reported to work daily. Note that there are policies that apply not only during work hours but also off-duty hours. For example, confidential information belonging to [Company] must be kept in confidence at all times.
Dependent Care
Telecommuting is not a substitute for appropriate child and/or elder care. [Company] may require telecommuters to submit written proof that they have arranged for adequate dependent care during working hours.
Tax Issues
Employees who telecommute are responsible for the tax consequences, if any, of the telecommuting arrangement.
Workspace Inspection
[Company] retains the right to periodically inspect the telecommuter’s home office. If the workspace does not meet company standards for safety, [Company] reserves the right to terminate the telecommuting agreement.
At-Will Employment
Employment remains at will regardless of whether the employee works at the company facility or in a telecommuting arrangement.