Remote Employees Policy

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St.
Bonaventure University considers employment at a remote location to be a viable
alternative work arrangement in cases where individual, job and supervisor
characteristics are best suited to such an arrangement.
Remote employment allows an employee to work at home, on the road, or in
a satellite location for all or part of their regular workweek.
Remote employment is a voluntary work alternative that may be appropriate
for some employees and some jobs. It
is not an entitlement; it is not a University-wide benefit; and it in no way
changes the terms and conditions of employment with St. Bonaventure University.

Procedure:

  1. The supervisor and
    Executive officer suggest remote employment as a possible work arrangement.
    Location and details are worked out at least one month prior to
    hiring the incumbent or assigning the current employee to the remote site.
    Advance notice to the Controller, Payroll and Human Resources is
    required to set up appropriate workers compensation, unemployment and tax
    reporting requirements for the remote site.
    The Senior Vice President for Finance and Administration will make
    the final determination on whether the remote employment is approved.
  1. Remote employment
    arrangement will be made on a trial basis for the first 3 months, and may be
    discontinued, at will, at any time at the request of either the individual
    or the University.
  1. St. Bonaventure University
    will determine, with information supplied by the supervisor, the appropriate
    equipment needs (including hardware, software, modems, phone and data lines,
    facsimile equipment or software, photocopiers, etc.) for each remote
    employment arrangement on a case-by-case basis.
    Tech Services, Business Office, and Purchasing will serve as
    resources in this matter. Equipment
    supplied by the University will be maintained by the University.
    Equipment supplied by the employee, if deemed appropriate by the
    University, will be maintained by the employee.

    St.
    Bonaventure University accepts no responsibility for damage or repairs to
    employee-owned equipment.
    St.
    Bonaventure University reserves the right to make determinations as to
    appropriate equipment, subject to change at any time.
    Equipment supplied by the University is to be used for business
    purposes only. The remote
    employee should sign an inventory of all office property and agrees to take
    appropriate action to protect the items from damage or theft.
    Upon termination of employment all University property will be
    returned to the University.

  1. Consistent with the
    University’s expectations of information asset security for employees
    working at the office full-time, remote employees will be expected to ensure
    the protection of proprietary University and customer (student, prospects,
    etc) information accessible from their home or satellite office.
    Steps include, but are not limited to, use of locked file cabinets,
    disk boxes and desks, regular password maintenance, and any other steps
    appropriate for the job and the environment.
  1. The employee will
    establish an appropriate work environment within their home for work
    purposes.
    St.
    Bonaventure University will not be responsible for costs associated with
    initial setup of the employee’s home office such as remodeling, furniture
    or lighting, nor for repairs or modifications to the home office space.
    Employees will be offered appropriate assistance in setting up a work
    station designed for safe, comfortable work.
  1. After equipment has been
    delivered, a designated representative of St. Bonaventure University will
    visit the employee’s home work site to inspect for possible work hazards
    and suggest modifications. Repeat
    inspections will occur on an as-needed basis.
    Injuries sustained by the employee while at their home work location
    and in conjunction with their regular work duties are normally covered by
    the University’s workers’ compensation policy.
    Remote employees are responsible for notifying the employer of such
    injuries in accordance with University’s workers’ compensation
    procedures. The employee is
    liable for any injuries sustained by visitors to their work site.
  1. St.
    Bonaventure University will supply the employee with appropriate office
    supplies (pens, paper, etc.) for successful completion of job
    responsibilities. The University
    will also reimburse the employee for all other business-related expenses
    such as phone calls, shipping costs, etc. that are reasonably incurred in
    accordance with job responsibilities.
  1. The employee and
    supervisor will agree on the number of days required on campus, the work
    schedule (remote and on campus) the employee will customarily maintain, and
    the manner and frequency of communication.
    The employee agrees to be accessible by phone or modem within a
    reasonable time period during the agreed upon work schedule.
  1. The remote employee must
    document to the Payroll Office, days of physical presence in

    New York

    State

    as required by the New York State Department of Taxation and Finance.
    Such days of physical presence in

    New York

    State

    will expose the remote employee to income taxation and withholding.

  1. Only employees whose
    positions meet the exemption guidelines from the overtime requirements of
    the Fair labor Standards Act will be allowed to be employed as remote
    employees.
  1. Before entering into any
    remote employment agreement, the employee and supervisor, with the
    assistance of the office of human resources, will evaluate the suitability
    of such an arrangement paying particular attention
    to the following areas:
  1. Employee Suitability –
    the employee and supervisor will assess the needs and work habits of the
    employee, compared to traits customarily recognized as appropriate for
    successful remote employees.
  1. Job Responsibilities –
    the employee and manager will discuss the job responsibilities and
    determine if the job is appropriate for a telecommuting arrangement.
  1. Equipment needs, work
    space design considerations and scheduling issues.
  1. Tax and other legal
    implications for the business use of the employee’s home based on IRS
    and state and local government restrictions.
    Responsibility for fulfilling all obligations in this area rests
    solely with the employee.
  1. If the employee and
    Supervisor agree, and the Senior Vice President for Finance and
    Administration concurs, a draft remote employment agreement will be prepared
    and signed by all parties and a 3 month trial period will commence.
  1. Evaluation of the remote
    employee’s performance during the trial period will include daily
    interaction by phone and e-mail between the employee and the supervisor, and
    weekly face-to-face meetings to discuss work progress and problems.
    At the conclusion of the trial period the employee and supervisor
    will each complete an evaluation of the arrangement and make recommendations
    for continuance or modifications. Evaluation
    of the remote employee’s performance beyond the trial period will be
    consistent with that received by employees working on campus in both content
    and frequency but will focus on work output and completion of objectives
    rather than time-based performance.
  1. An appropriate level of
    communication between the remote employee and supervisor will be agreed to
    as part of the discussion process and will be more formal during the trial
    period. After conclusion of the
    trial period, the supervisor and remote employee will communicate at a level
    consistent with employees working on campus and frequency that seems
    appropriate for the job and the individuals involved.
  1. Remote employment is NOT
    designed to be a replacement for appropriate child care.
    Although an individual employee’s schedule may be modified to
    accommodate child care needs, the focus of the arrangement must remain on
    job performance and meeting business demands.
    Prospective remote employees are encouraged to discuss expectations
    of remote employment with family members prior to entering into a trial
    period.
  1. Employees entering into a
    remote employment agreement may be required to forfeit use of a personal
    office or work station in favor of a shared arrangement to maximize
    organization office space needs.
  1. In certain limited
    circumstances, St. Bonaventure University may contract with an office space
    provider to meet the needs of employees who wish to be a remote employee but
    who do not have appropriate home office space, or for groups of employees
    whose proximity to the University and to each other makes such an
    arrangement feasible.
  1. A remote employee’s
    benefits will be the same as an individual employed on campus.
    Should the remote employee maintain a home office or satellite office
    which is outside the health insurance network of physicians, the remote
    employee may be offered enrollment in the Traditional Health Insurance plan
    (if available to employees on campus) at the premium rate for the least
    expensive health insurance plan.
  1. The availability of remote
    employment as a flexible work arrangement for employees of St. Bonaventure
    University can be discontinued at any time at the discretion of the
    employer. Every effort will be
    made to provide 30 days notice of such a change to accommodate commuting,
    child care and other problems that may arise from such a change.
    There may be instances, however, where no notices is possible.

06/24/08

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