POLICY 30
TELEWORKING
SECTION INDEX: Teleworking
1 Purpose
2 Reference
3 Application
4 Guidance
4.1 Program Description
a. Program Restrictions
b. Eligibility
c. Requirements
5 Forms
5.1 Teleworking Application and Agreement Form
1. PURPOSE
To establish a policy and procedures to allow the use of teleworking for eligible City employees. The City has found that teleworking helps:
• Enhance employees’ productivity, satisfaction, and ability to collaborate,
• Attract and retain a diverse and talented workforce,
• Reduce vehicle trips and associated greenhouse gas emissions, pollutants, congestion, and energy use,
• Meet commute trip reduction goals, and
• Reduce downtown parking needs.
2. REFERENCE
City Policy 19 Records Management
City Policy 27 Public Disclosure
City Policy 11 Injured Workers
and applicable collective bargaining agreements and memorandum of understandings.
3. APPLICATION
This Policy applies to all departments/divisions with employees who meet the criteria for teleworking and request the opportunity to do so, unless a provision of the policy conflicts with a contract or statute (e.g., Collective Bargaining Agreement (CBA), Civil Service Rule, or Memorandum of Understanding (MOU).
4. GUIDANCE
4.1. PROGRAM DESCRIPTION
Teleworking is strongly supported and is a mutually agreed upon work alternative between the teleworker and the supervisor. All teleworking arrangements are made on a case-by-case basis and may not be suitable for all positions or environments.
Teleworking shifts must be agreed upon in advance, and a Teleworking Application and Agreement Form must be completed and signed by both the employee and supervisor and submitted to Human Resources prior to commencing a teleworking shift.
a) Program restrictions: Teleworking is not appropriate for all employees. No employee is entitled to or guaranteed the opportunity to telework. Supervisors may choose not to allow teleworking shifts for any reason. Employees may care for dependents while teleworking if the care does not diminish work performance and delivery. Employees may request a second review by department directors if their teleworking request has restrictions or is denied. Any deviation from the set teleworking agreement must be approved by the department director.
b) Eligibility for teleworking: The employee must have job duties that are not required to be performed at the City’s facilities and can be available by telephone and online during all teleworking hours.
c) Requirements:
1. The employee must complete a Teleworking Application and Agreement Form.
2. The employee and supervisor, with the assistance of the Human Resources Department (if needed), will evaluate the application and the suitability of the proposed teleworking arrangement for the employee. If all parties concur, a Teleworking Application and Agreement Form will be signed and submitted to Human Resources to be filed in the employee’s personnel file.
3. The employee will provide a record of accomplishments if requested by the supervisor.
4. The employee agrees to abide by the breaks and lunch schedule (refer to Policy 23, section 4.6-4.9-Work Schedules) and agrees not to work overtime hours without prior approval from supervisor.
5. The teleworker’s outlook calendar will be set to open to allow staff to view teleworker’s availability.
6. The employee agrees not to conduct unauthorized or outside employment while teleworking.
7. The employee will establish an appropriate telework environment. The City of Olympia will not be responsible for costs associated with the setup of the employee’s home office (e.g. furniture, printers, lighting, remodeling or repairs).
8. The employee must have reliable internet connectivity and speed to support work demands and will be paid for by the employee.
9. Teleworkers will not conduct in-person meetings with community members, contractors, vendors, or other customers at a private residence.
10. The City’s workers’ compensation insurance for job related accidents will continue to exist during the employee’s teleworking hours, unless the injury is the result of the teleworker’s willful misconduct or negligent act. Injuries must be reported as soon as possible (refer to Policy 11 Injured Worker).
11. Teleworkers remain liable and will agree to hold the City harmless for injuries to third parties and/or family members on the employee’s premises. Teleworkers will agree to hold the City harmless for damage to employee’s real or personal property caused by or arising from the employee’s teleworking arrangement.
12. Teleworkers need to coordinate with their supervisor when City equipment and/or sensitive City records need to be taken from City property. Teleworkers are required to list City property and equipment on the Teleworking Application and Agreement Form.
13. Teleworkers will take all precautions necessary to secure City equipment and information in their homes or teleworking location and prevent unauthorized access to any City system or information (e.g. regular password maintenance, locked cabinets, etc.)
14. City employees are responsible for the care and custody of all city owned equipment in their possession.
15. Teleworkers agree to be responsible for their own compliance with tax laws. The City is not responsible for substantiating an employee’s claim for tax deductions for operating a home office. If a teleworking employee has questions concerning whether home office expenses are tax deductible, the employee should seek advice from their tax consultant.
16. Teleworking does not change an employee’s responsibility for any records maintained or produced while teleworking and are subject to the following policies and regulations: City Policy 27 Public Disclosure, City Policy 19 Records Management, Public Records Act, and retention schedules.
17. The employee agrees to adhere to all City policies, regulations, and procedures.
d) It is important to note a teleworking arrangement may be discontinued at any time. Such arrangements may be altered or canceled to meet changing demands of the workplace, as well as the employee’s individual circumstances and should not be treated as a permanent agreement.
• Teleworking arrangements may be reevaluated at any time by the supervisor and employee to determine continued eligibility.
• Teleworking arrangements may be adjusted or canceled when the supervisor or employee determines the arrangement to no longer be viable.
• Every effort will be made to provide advance notice of an adjustment or cancellation in consideration of the potential impacts to the employee. There may be instances when no notice from the supervisor or employee is possible.
• The adjustment or cancellation of a teleworking arrangement will be documented.
5. Forms
5.1 Teleworking Application and Agreement Form
Revision history: March 2022, New-December 2019