POLICY 30
TELEWORKING Revised 1/20

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 (PDF)

    Teleworking Application and Agreement Form (Word)

1. PURPOSE

To establish a policy and procedures to allow the use of teleworking for eligible City employees. The City also understands that teleworking can be a way to attract and retain a diverse and talented workforce, reduce cost, reduce parking needs, meet Commute Trip Reduction goals and improve productivity among employees.

2. REFERENCE

City Policy 16 Overtime

City Policy 19 Records Management

City Policy 23 Work Schedules

City Policy 26 Technology

City Policy 27 Public Disclosure

City Policy 11 Injured Workers

Public Records Act

Fair Standards Labor Act

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 voluntary and is a mutually agreed upon work alternative between the teleworker and the supervisor. Employees may request teleworking as a possible work arrangement and supervisor authorization is required. The employee or the supervisor may end the teleworking arrangement at any time. 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. Teleworking is not a substitute for dependent care. Appeals for denial of teleworking may be made to the Department Directors.

b)    Eligibility for teleworking: The employee must have successfully completed their probationary period in order to be eligible to request to telework under this policy. Employees eligible to request teleworking shifts 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 teleworking agreement must specify a list activities and duties the employee will accomplish during their teleworking shift. 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 within their home and agree to work at the designated location during the agreed upon teleworking hours. The City of Olympia will not be responsible for costs associated with the setup of the employee’s home office (e.g. furniture, fax machine, lighting, remodeling or repairs).

8.    The employee must have a functioning internet and phone service, allowing a method of receiving and responding to all communications during all hours of the teleworking shift.

9.    Teleworkers agree to return to their City workstation if there are circumstances which would interfere with the employee’s ability to work at home.

10.    The teleworker agrees not to have City constituents, contractors, vendors or other customers visit the employee at the teleworking site.

11.    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).

12.    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.

13.    Teleworkers need to coordinate with their supervisor when City equipment and/or 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.

14.    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.)

15.    If City equipment is stolen or damaged while in employee’s possession, in their home or teleworking location, the employee or the employee’s homeowner’s or renter’s insurance will be responsible for the loss.

16.    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.

17.    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.

18.    The employee agrees to adhere to all City policies, regulations, and procedures.

5. Forms

5.1    Teleworking Application and Agreement Form (PDF)

    Teleworking Application and Agreement Form (Word)

Revision history: New-December 2019