UWSP Telework Guidelines
Purpose
The University of Wisconsin-Stevens Point is a people-centered university that endeavors to provide an effective and efficient work and learning environment to attract and retain a talented and diverse workforce.
Therefore, when appropriate, remote work may further institutional goals including providing quality instruction, student support, or other services to members of our university community. The purpose of these guidelines is to define the conditions in which such remote work agreements may be requested, evaluated, and approved for UWSP. Moreover, these guidelines support a(n) flexible, adaptable, and engaging working environment while balancing and supporting the institution's critical priorities.
These guidelines outline the administrative procedures to support our implementation of the University of Wisconsin System (UWS) Administrative Policy 1228: Telecommuting and UWS Telecommuting Guidelines for Supervisors.
Definitions
Business travel. This is travel for university business. This can include attending a meeting, conference, official luncheon, or other university function for university business purposes.
Telecommuting/Remote Work, Hybrid-Remote Work, Workplace Flexibility, International remote work, Out-of-state remote work, remote work agreement, and Headquarters Location are defined in University of Wisconsin System (UWS) Administrative Policy 1228: Telecommuting.
Note from the System Policy: An employee who is assigned to work on a regularly scheduled basis exclusively at alternative locations owned or leased by the university is not a remote worker within the scope of this policy. If the employee also regularly works at an alternative worksite(s) not owned by the university, then they may qualify as a remote worker under this policy.
Guidelines
Employees seeking to work remotely will complete the UWSP Telecommuting Eligibility Request eForm and an approval email will be generated from HR instructing the employee to complete the Telecommuting Application and Approval Form that is linked in that approval email from HR. Do not complete the form in MyUW until you receive approval from the UWSP eForm process and HR. If a denial email is generated from the eForm process from HR, the request for the remote work arrangement as submitted is denied.
Business Travel: pproval for business travel is made by the direct supervisor in accordance with any standards given to them by their division, college, or unit. Business travel does not require a formal remote work agreement.
Remote work requests are required for hybrid-remote and fully remote work arrangements and consideration for such should focus on the position's duties, the individual's performance, and the individual's ability to comply with the remote work agreement requirements and expectations, including but not limited to, liability, utilities, and supplies as prescribed in Section 6 of the System policy. It is expected that supervisors will fairly consider the merits of the work and treat all their employees equally as it relates to remote work decision making, just as they will do for other workplace matters. However, the authorization to work remotely does not bestows any right or privilege upon employees to continue remote work opportunities as the decision to authorize a remote work agreement is at the discretion of the supervisor, subject to review by the Chancellor or designee as outlined in the System policy. It is important to consider the mission of the unit, department, college, division, and University above other conveniences when considering remote work. As such, denials of requests for remote work are not subject to appeal. However, the rationale for the denial will be given in writing and the employee may request a review by human resources employee relations unit.
When an arrangement for remote work allows employees to flex their work hours (subject to mission), such a permitted shift cannot create overtime or generate night or weekend differentials unless the supervisor has required and approved the extra hours or modified shift for mission purposes for those who are not FLSA-exempt (are hourly). Otherwise, normal work hours/days of the unit will remain consistent for those who work on-campus in the unit and those who work remotely.
When working remotely and the employee is required to attend on-campus activities, travel costs are the responsibility of the employee unless assigned to a remote location for the benefit of the university. Such remote work is a convenience for the employee and thus, travel costs are not reimbursable.
Reminder, please review 6.D. Roles and Responsibilities for employees and for supervisors as outlined in the System policy as well as the UWS Telecommuting Guidelines for Supervisors for important considerations of remote work.
Out-of-State and International Remote Work
In rare circumstances, a remote work agreement outside of Wisconsin may be approved. If an employee with an approved remote work agreement is considering moving outside of Wisconsin, they need to, minimally, contact UWSP Human Resources prior to planning or moving forward with any changes. An employee working outside of Wisconsin on an out-of-state remote work arrangement creates employment compliance implications for the university and the employee. These implications include, but are not limited to, employee taxes, local employment law, workers compensation, paid leave requirements, and the like. This becomes even more burdensome and expensive to the unit for international remote work. These considerations are described in 6.F. of the System policy. The additional costs that may be incurred for international remote work or out-of-state remote work will be the responsibility of the department or unit requesting this arrangement.
Remote Work Request and Approval Process
Reference the UWSP Telecommuting Request and Agreement Workflow.
When denying a remote work agreement, the person denying the request shall provide the rationale to the requester in writing. If an employee is dissatisfied with a supervisor's decision regarding the approval, modification, or termination of a remote work agreement, the employee may bring any issues or concerns to the institution's Human Resources department for review and resolution.
Reasonable Accommodations
The System policy does not apply to telecommuting remote work agreements that are part of a reasonable accommodation under the Americans with Disabilities Act of 1990 or a religious accommodation under Title VII of the Civil Rights Act of 1964. It also does not apply to remote work agreements that are part of accommodation under the Fairness for Pregnant Workers Act, or that are created in connection with an employee's FMLA or WFMLA leave, nor as part of a light duty return arrangement pursuant to a Worker's Compensation claim.
These reasonable accommodation requests need to go through Human Resources. If accommodation is approved, the Remote Work Agreement and Approval form in MyUW is still required.
Related Documents
Regent Policy Document 20-21, University Personnel Systems
Regent Policy Document 25-3. Acceptable Use of Information Technology Resources
Regent Policy Document 25-5, Information Technology: Information Security
UWSA SYS 1227: Standard Office Hours, Legal Holidays and Other UW System Institution Closures
UWSA SYS 1228: Telecommuting
UWSA SYS 1230: Workplace Safety
UW System Telecommuting Guidelines for Supervisors
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