| Primary Work Location | Except where a position has been established as an off-campus position (e.g., Admissions Recruiter), each employee will be assigned a University primary work location. Employees approved for remote work under this policy are expected to be able to report to their primary work location within a reasonable time when directed due to operational needs and/or changes to or revocation of their Flexible Work Agreement. |
| In-State Requirements | An employee approved for a flexible work arrangement must be able to return to the primary work location within a reasonable time upon notice. An in-state designation applies to employees approved for a flexible work location living and working in the state of Alabama. |
| Out-of-State Remote Work Limitations | Working from an out-of-state location is not an entitlement, and authority to approve out-of-state work rests solely with the University. a. Regular, Benefits Eligible Employees: No regular, benefits eligible employee, faculty or staff may work from an out-of-state location on a regular basis without prior approval. (Exceptions apply when employees travel on university business or vacation). Out-of-state work situations require actions on part of the University to ensure compliance with state and local laws and regulations for the location in which the individual will be living and working. Prior approval must be obtained through the out-of-state work location request process for any new hire or current employee, to include all regular, temporary, and contingent on-call personnel, who intend to work from an out-of-state location for more than 14 days. No offers to new hires or approvals for current employees should be allowed without this prior approval. An approved Out-of-State Work Location Request Form must be attached when submitting the Flexible Work Agreement. The Department’s HR Business Partner should be notified of any out-of-state hiring to initiate the Out-of-State Work Location Request Form. If not already approved, employees are required to notify their supervisor if they are working out-of-state, and supervisors must then notify their Vice-President and Human Resources so that this policy can be applied and followed. An employee approved to work outside of the state of Alabama will be subject to the laws and regulations of the other state with respect to the employer/employee relationship. This includes states/territories that may have different overtime laws, workers’ compensation, and other laws that govern employment. Therefore, any employee who is approved for a Flexible Work Location will be expected to comply with the laws of the state in which the employee is working. b. Temporary, Non-benefits Eligible Employees: To facilitate out-of-state work for temporary, non benefits eligible employees, the University has engaged an Employer of Record (EOR) to serve as the direct employer of an individual when an out-of-state work location is approved. An EOR is responsible for the payroll, tax filings, workers’ compensation, compliance, and other employment-related requirements. When a department selects an applicant for a temporary, non-benefits eligible position and the selected candidate will work from outside of the state of Alabama, the applicant will be referred to the EOR for direct hiring. The applicant will be engaged to perform the services for The University of Alabama consistent with the job opening in which the applicant applied, and must comply with any University requirements as outlined in the EOR agreement, such as adherence to certain University policies and procedures. When a department with an existing temporary, non-benefits eligible employee is working from an out-of-state location, that employee will be transitioned to the EOR if the services of the employee will continue. Individuals hired through an EOR are subject to the same performance standards as direct employees based on the job duties of the position. |
| Travel | Employees working remotely are generally not eligible for reimbursement of travel expenses when traveling between their flexible work location and the University primary work location, except where the position has been established as a remote position, such as some Admission staff, where travel is explicitly identified for reimbursement. However, departments may approve up to four trips per fiscal year, contingent on the availability of departmental funding. additional trips will require presidential approval prior to the trip. If travel is approved, the travel reimbursement will be processed in compliance with the UA Spending and Travel Policy. When the travel involves a temporary non-benefits eligible employee who is employed through the University’s Employer of Record, the travel reimbursement will be processed in compliance with the UA Spending and Travel Policy. The above travel restrictions do not apply to positions that have been established as a remote position, such as some admission staff, when travel is explicitly identified for reimbursement. Reimbursement will be subject to applicable IRS regulations and UA policies. UA will not pay for or reimburse for the cost of travel when a remote work employee travels a distance that UA determines to be a commutable distance to the primary site. UA will be solely responsible for determining what is considered commutable travel. |
| Performance | Performance is a key consideration when evaluating a request for a flexible work arrangement. For an arrangement to be considered, an employee must meet all performance and conduct expectations for their role, including having a performance review rating of “meets expectations” or higher on the most recent evaluation (Vice Presidents may consider a single category rating below “meets expectations” as a disqualifier for a flexible work arrangement). |
| Availability | An employee approved for a flexible work arrangement must be available and accessible during hours appropriate for the role as determined by the supervisor. Flexible work arrangements are not intended as a substitute for childcare or dependent care. Employees are expected to plan for child and/or dependent care as needed and appropriate to be fully present, responsive, and professional during regular business hours. Employees approved for a flexible work arrangement shall request, take, and report leave in accordance with existing UA policies. |
| Operating Costs | The University will not be responsible for operating costs, home maintenance, or other costs incurred by employees in the use of their homes as a remote work location, unless required by law or other applicable regulation. Employees may be afforded accommodations for use within their home under the Americans with Disabilities Act as appropriate. Employees should use University-issued equipment and materials whenever possible. Standard employee fees, insurance premiums, and expenses are not adjusted because an employee is working under a flexible work arrangement. |
| Computer Use | “Personal computers and other related digital equipment should not be used to process, transmit or store restricted or sensitive information unless the employee is utilizing remote desktop access (RDP) to University-owned equipment through University VPN services. Employees using personal devices to connect to the UA VPN should have up-to-date anti-virus software running on the device. UA provides anti-virus software to all employees at no cost (https://oit.ua.edu/software/mcafee). This does not include the use of a) personal mobile devices or tablets when a pin, passcode, fingerprint, or facial recognition is required for access; b) printers; c) fax machines; d) copiers; e) wireless routers. “ |
| Use of University Technology Resources | Employees must follow the Terms of Use of University Technology Resources and Minimum Security Standards while performing their job duties, regardless of their work location. The same network and security monitoring tools and appliances in use at the University will be used to monitor and protect remote work sessions. |
| Safeguarding Confidential Information | Employees must safeguard all confidential University information used or accessed while performing their job duties, regardless of their work location. |
| Flexible Work Agreement | “A Flexible Work Agreement is required for an employee approved for a Flexible Work Schedule or Flexible Work Location. The employee: a. must sign a Flexible Work Agreement; b. agree to continue to meet the same performance expectations and the University’s Standards of Behavior; and c. must maintain work hours, duties, and responsibilities consistent with their role. Flexible Work Agreements shall be subject to review on an annual basis. An earlier review may be necessary when there are organizational or supervisory changes.” |
| Review | Flexible Work Agreements shall be subject to review on an annual basis. An earlier review may be necessary when there are organizational or supervisory changes. Existing flexible work arrangements are subject to this policy upon review. |
| UA Policies | As with traditional work arrangements, employees approved for a flexible work arrangement under this policy are required to comply with all UA policies. |