Who may request a flexible work arrangement? 

HR107 Staff Flexible Work Arrangements is applicable to full-time and part-time staff appointments located within the United States. Staff covered by a collective bargaining agreement should refer to their contract regarding terms and conditions of employment. Regarding administrators, in general, policies affecting exempt staff provide guidance on personnel matters affecting administrators with limited exception (See HR92 for reference). The policy does not apply to faculty and postdoctoral appointments. 

Do the provisions of federal employment laws such as OSHA and FMLA apply when working with a Flexible Work Arrangement? 

Yes. Federal laws governing employment also apply to staff working with a flexible work arrangement that may or may not include working from an alternate site, regardless of work location. 

Do all Penn State policies still apply to staff with a flexible work arrangement? 

Yes. Staff with a flexible work arrangement are still expected to follow the policies of the university. 

Do expectations of professional dress still apply when working remotely or an alternate shift? 

Yes. Staff who are working remotely or an alternate shift will be held to the same standards of professional dress and professional presentation as the unit’s campus setting. 

Why do all flexible work arrangements need to be entered into Workday? 

All flexible work arrangements must be entered into Workday for several reasons. First, the University needs an accurate record of employee work locations to be compliant in areas such as regional tax laws and various labor laws, where applicable. In addition, documenting work arrangements also allows the University to assess and make decisions on space usage, technology needs, and other logistic items. Accurate tracking of flexible work arrangements allows us to understand how flexible work is impacting our employees - including engagement, wellness, and job satisfaction - as well as how it is enabling the University to attract, engage, and retain a diverse workforce. 

Are the Penn State policies, rules, and procedures the same for staff with FWAs? 

Yes. All university policies, rules, and procedures shall apply to worksites off campus, including those governing communicating internally and with the public, employee rights and responsibilities, facilities and equipment management, financial management, information resource management, purchasing of property and services, and safety. Failure to follow university policies, rules, and procedures may result in discontinuation of the FWA, and/or disciplinary action, up to and including termination. 

What happens if there are emergency disruptions or inclement weather at the university office location or at my designated alternative work site, such as at home? 

If the on-campus worksite is closed due to emergency or inclement weather, the supervisor will contact the employee working off site and provide instructions about the continuation of work at the alternate site. If there is an emergency at the alternate site, such as a power outage, the employee will notify the supervisor as soon as possible. The employee may be reassigned to the primary worksite, assigned to an alternate worksite, or the employee may be required to use personal time. 

What are the basic requirements of an alternate work site? 

The employee must establish and maintain a dedicated workspace that is quiet, clean, safe, has adequate lighting, adequate ventilation, and is free of recognized hazards. Staff are not to hold in-person meetings at the alternate worksite without advance approval from the supervisor. 

Will staff be reimbursed for travel and incidental costs incurred from occasional meetings required by the supervisor at the unit office or another work location if they typically work from home? 

The travel of remote employees to their university workspace is ordinary commuting, and as such is not eligible for travel reimbursement. If a remote employee, residing 100 miles or more from their university workspace, is required to be physically present at their university workspace for certain dates or events, the unit must clearly identify what, if any, travel expenses will be reimbursed, consistent with TR02 Penn State Travel Policy Travel expectations for remote employees should be clearly defined as a characteristic of the position, and units must carefully evaluate the remote work arrangement to ensure the needs of the unit can still be met. 

If staff work remotely from home or another location and sustain an injury, are they covered by workers’ compensation? Where can staff go if they have additional questions regarding work-related injuries? 

Employees utilizing flexible work arrangements who sustain injuries/illnesses in the course and/or scope of their employment must follow the normal procedures for reporting the illness or injury. They are responsible for reporting the same to their supervisor and must complete a report through the University’s third-party vendor via online reporting or a phone call within 24 hours of the event. As with any employee claim for workers' compensation, it is subject to investigation prior to any determination regarding coverage and/or compensability. An employee also may be required to allow one or more representatives of the University to access the remote work location, if applicable. 

Doesn’t everyone need to be in the office at the same time to promote productivity? 

Technology and the culture of work have progressed to a state where email, electronic file sharing, conferencing programs, and project management solutions have changed the way we work, effectively allowing some staff to stay in touch and work simultaneously in different locations. Supervisors may establish a reasonable regular calendar for in-person staff meetings, even if staff are working on different schedules or remotely. 

Can an employee have more than one flexible work arrangement, and how is this documented? 

Yes, an employee can have more than one flexible arrangement (e.g. hybrid arrangement and a compressed schedule). Employees with multiple arrangements should document each one separately in the Workday system. 

Do part-time staff members with flexibility built into their schedules need to document their work arrangements in Workday? 

Part-time staff employees who have a defined hybrid (mixture of on-site and off-site work with a reoccurring weekly schedule) or remote (off-site work) arrangement are considered to have a flexible arrangement and must document this in Workday. However, the nature of many part-time jobs allows for scheduling flexibility; this is not a “flexible work arrangement” that needs to be documented. For example, a job may require 10 hours per week, but the days or exact hours are not specific. A part-time employee working in this manner does not need to document a flexible work arrangement in Workday. These guidelines apply to all PT staff jobs, regardless of whether the position is filled by a student. 

How will staff be supervised if a manager or supervisor is not always in the same workspace as staff? 

Supervisors should work with staff to identify the preferred communication plan. This should include the mode and frequency of communication most appropriate to the FWA and the work. This helps to ensure supervisors and staff are checking in with each other regularly about work responsibilities and priorities as well as employee well-being and engagement. Establishing a communication plan can help to identify work performance issues or concerns as well as help maintain a sense of professional connection to the work unit. FWA will not be suitable for every position, and some work will require ongoing supervision. Positions where there are safety factors to consider or a necessity to perform work in tandem with peers in the same space for public facing duties are just some examples. Situations where there may be work performance-related concerns for staff may also prevent the ability to implement an FWA. In instances where work performance is a concern, unit HR should be consulted as early as practicable for guidance if an FWA needs to be ended or adjusted. 

How does a supervisor ensure they treat staff requests for FWA equitably? 

The mission of the unit, the supervisor’s requirements, the needs of the individual, the needs of peers, and those the employee serves must all be considered. Equity and fairness mean having an open mind to consider equally the individual interests of staff while also evaluating the mission and business needs of the unit. 

Will an employee with a FWA require more effort from supervisors to manage? 

An employee with an FWA does not necessarily require more effort to manage. Fundamentals for managing staff with FWA are the same for staff working on campus and include items such as defining the necessary work outcomes from staff, defining a communication plan among the team, and a clear distribution of work among the unit. Performance standards must be defined for staff working in person or with a form of FWA, and supervisors will likely use multiple strategies to communicate and monitor work. The activities associated with supervision for staff with FWA should not increase. A well-documented plan for FWA that establishes the performance standards alongside the expectations of the agreement will assist supervisors in effective management of staff working with flexibility. 

How can a supervisor manage performance issues for a remote employee? 

The expectation is that you will assign work to your employees and measure their success by the quality and timeliness of their work, just as you would if they were working on site. If an employee does not meet their performance expectations, you should consult with your HRSP for guidance on how to properly inform the employee that there is a problem and to document those conversations.  

How do I know if an employee is working if they are not on site? 

You should assign appropriate work to the staff you supervise. You can measure their success by the quality of their work. If an employee is expected to be available during core hours, and issues arise where they are not available, that should be addressed with the employee.

May staff request to work flexibly from a home address outside of Pennsylvania? 

Staff may submit a request to their supervisor to work flexibly outside of Pennsylvania and are advised to do so prior to moving to a different state. The request to work in another state is subject to review and approval like any flexible work arrangement request, but there are tax implications and legal considerations that must be reviewed before approval can be granted. Staff with an FWA who move to another state without notifying their employer, or fail to maintain an accurate home address, risk a denial or discontinuation of the flexible work arrangement. Relocations to some locations will not be approved. The list of restricted locations can be found on the Penn State HR website under Working Outside Pennsylvania. 

If my employee shares plans to relocate, will they need to submit a new request? 

If your employee notifies you that they are moving, please remind them to update their information at accounts.psu.edu. If they are relocating to a different state, you will need to notify your Human Resources Consultant so that consultation with LER can take place regarding the planned state of residence and whether the continuation of the existing FWA is appropriate. The current arrangement will need to be ended, and a new request submitted if the type of arrangement changes (e.g. remote vs. Hybrid). 

What is the process for remote workers to return all equipment when they transfer jobs or separate from the University? 

Units should establish a regular process for the return of equipment that makes sense for the nature of the operations and the distance of the remote employee. In some cases, it may be reasonable to ask the employee to deliver the equipment personally to a designated location. In other circumstances, it may make more sense for a long-distance employee to be provided with a shipping reimbursement or a postage paid package to return the equipment to a designated address. 

What is the process for requesting a flexible work arrangement? 

The request and approval webpage outlines the process of requesting flexible work arrangements. Employees should begin by reviewing the University’s guiding principles and the employee flexible work decision guide. If their request aligns with these statements, they should discuss their request with their manager first. Managers will inform requesters of any unit-wide restrictions on flexible work and will review requests with applicable parties, including unit HR representatives and additional unit approvers, if applicable, and will report back to the requester. If the supervisor approves the arrangement, the employee can submit their flexible work request in Workday.  

Do I need to document my ongoing flexible work arrangement in Workday if my manager has already approved? 

Yes, all flexible work arrangements must be documented in Workday, including ongoing arrangements that have already been approved. 

How do I start a conversation with my manager/supervisor regarding a request for FWA? What is the process for a request? 

Each unit has their own internal process and procedures to handle a request for FWA. This may include an initial verbal conversation and/or an email to the supervisor regarding the feasibility of the request. The final step for all unit FWAs includes entering details of the request into Workday for documentation.  

Flexibility in the structure and delivery of work is a partnership that requires trust. Supervisors and unit leadership must balance the needs of their workforce alongside the work they are responsible for performing, and FWA requests should be given reasonable consideration. When making a request for FWA, staff should be prepared to discuss the ways the work will get done, the proposed schedule, methods of communication, any potential impact on the work itself or the work unit, and any requested equipment.  Staff must continue to provide the same level of service to the unit’s mission, goals, and customer service requirements while working with an FWA. Ultimately, it is the decision of the unit if the requested FWA is approved but laying out the details of your request will help approvers make the most informed decision. 

If I have an HR concern while working with a flexible work arrangement, who do I reach out to for help? 

An employee working with an FWA should follow the same process to discuss or report a workplace concern as they would in the office.  That may be reaching out to their Unit HR by email, Microsoft Teams, or phone when the employee is working remotely, or request an in-person meeting when the employee is on campus. Staff should start by speaking to their supervisor regarding their concerns, but if they prefer, they may reach out to unit HR directly. 

HR Shared Services is also a resource for you for a variety of answers to questions ranging from employee benefits to workplace concerns. They will respond to or route questions to the appropriate area that is best equipped to assist you. HR Services can be reached Monday through Friday from 8 am to 5 pm at 814-865-1473. 

Who do I talk to if I have concerns about my FWA or the determination made regarding my request for FWA? 

As with any employment-related issue, an employee may start by raising the issue to their supervisor but may also reach out directly to discuss modifications and determinations with unit HR . 

Why do some units or departments support flexible work arrangements, and others do not? 

Guidance for flexible work possibilities is found in HR107 Staff Flexible Work Arrangements, and this policy allows units to apply them in a way that both meets business needs and considers staff work/life balance. Staff members can also review the policy to learn more about flexible work, but decisions on who is able to work flexibly and in what format (hybrid, remote, alternate schedule, etc.) are ultimately made by unit leaders, in conversation with supervisors and HR Strategic Partners. It is important to remember that flexible work may not be compatible with some staff roles. 

Does my manager/supervisor need to approve my request for FWA? Are there others who need to approve my request? 

Yes, managers/supervisors always need to approve FWA requests. The supervisor and unit HR are included in the approval process, and additional approvers in the employee management chain can be added to the process at the discretion of the unit. Consultation and review prior to final approval may also occur with any applicable areas of business, and consultations may be facilitated by unit HR. Policy HR107 provides information regarding the approval process for requests. 

If I have an FWA that includes working from home and I want to move, do I need to inform my supervisor before moving to a new home?

Staff who are planning to move should inform their manager of their plans. Relocations to some locations will not be approved. The list of restricted locations can be found on the Penn State HR website under Working Outside Pennsylvania. 

In addition, anytime a home address changes, it is extremely important that this information be updated at accounts.psu.edu for mailing and tax purposes. Penn State will not be responsible for any incorrect tax withholding based on inaccurate information, so it is critical that the home address is accurate to be taxed appropriately. If a flexible work arrangement changes due to relocation, a new arrangement must be requested and documented in Workday. 

When do I need to request a FWA if the flexibility I seek is temporary? 

All requests for flexible work arrangements, including short-term requests, must be documented in Workday. Short-term requests should include a planned end date for the arrangement. 

What technology resources/supplies and support will be provided to staff? 

Supplies and other resources staff may need for remote work will be managed by supervisors and managers. A list of supplies and resources can be found in HR107 Staff Flexible Work Arrangements. 

Who is responsible for office set-ups at home locations or other remote workspaces? 

When not working in a university space, employees are responsible for providing a safe and healthy environment that meets their work needs, including appropriate privacy, security, environmental conditions (e.g. temperature, lighting). 

Are there resources available to employees to guide the creation of a safe and healthy remote workspace? 

As with all computer and workspace arrangements, workspaces will be expected to follow Penn State's ergonomic guidelines. To assist remote and hybrid employees, Information and resources are available from Environmental Health and Safety (Penn State Ergonomics Overview). 

Will the University pay or reimburse expenses for phone service? 

No, reimbursement will not be provided for landlines. Units are encouraged to utilize communications tools such as Microsoft Teams. Provision of cell phones for business exclusive needs will be consistent with policy FN21 Non-Office Telecommunications Services (FN21 Non-Office Telecommunication Services). 

How can I get office supplies, such as pens, notepads, paper clips, folders. etc. when working remotely? 

Hybrid workers and proximate remote workers are expected to be able to pick up supplies at their unit’s on-campus location for business use. Fully remote workers can request supplies through their unit as needed via the website for Penn State’s General Stores. No direct reimbursement to employees will be provided. 

Will I be provided with duplicate computer technology for both on-campus and remote locations if working in a hybrid or other flexible arrangement? 

Employees will be provided with one set of computer technology consistent with an on-campus work set-up that can be in their on-campus or home workspace. Typical technology packages include: 

• Laptop with integrated camera (or desktop instead, if needed)
• Docking Station
• Monitor(s) consistent with full in-person workstation provision
• Keyboard/mouse Headset with microphone (if needed)
• Webcam (if needed for desktop computer configuration) 

Printers and scanners are NOT to be provided except in case of a critical business need. Processes should be utilized or developed to eliminate the need for paper documents and transactions (MS Teams, Adobe Signature, etc.). Evaluations have shown that most signature processes can utilize e-signature or do not actually need signature (example - email confirmation sufficient for internal approvals).