Supervisor Resources

Telework FAQs for Supervisors

These FAQs are provided to help Supervisors in understanding expectations, implementing the new policy, and responding to employee questions related to USU Policy 3008: Telework. If there is a conflict between the FAQs and the policy, the policy document will govern.

What are the different types of telework?

Regular telework: An employee works every workday at a location other than a USU location.

Hybrid telework: An employee works one or more workdays at a location other than a USU location and the remainder of the week’s workdays at a USU location (e.g., M-W alternative work location from home; Th-F work from USU workplace). The schedule is fixed to be the same each week to facilitate meeting schedules and other office activities.

Flexible telework: Employees vary their work location throughout the week based on business and/or personal work/life needs. Only positions that can support this variety should be approved using this method.

Surge telework: For positions leaders have identified as being able to temporarily telework on days where the Utah Division of Air Quality has forecast an air quality of “unhealthy” (red) or higher at least 48 hours in advance for that county/location.

Do employees have a right to telework if they want?

Telework is a privilege, subject to university approval, and is not a university-wide benefit. Telework arrangements must serve the department’s objectives and can be discontinued by and at the discretion of the department head/director and/or responsible dean/vice president at any time based on business and performance management considerations.

Are all positions eligible for telework?

Depending on the nature of work to be performed, not all positions will qualify for telework. Each telework decision will be made on a case-by-case basis by considering the employee’s work responsibilities and performance, whether the position must be performed in person at a campus location, the need and desire of both the department and the employee, schedules, and the overall likelihood for success. If USU requires a position to telework as a condition of employment, based on the university’s business needs, it will be stated when the position is advertised and/or when telework is approved.

Can non-benefited employees telework?

Yes, the policy now encompasses all employee types. Supervisors who wish to consider telework for non-benefited employees, should consult with their department head/director and Human Resources.

How long does a telework agreement last?

Regular or flexible telework may be approved on a temporary, trial, or ongoing basis. It is recommended that departments review telework arrangements at least annually to determine if the arrangement should be modified and/or continue.

For employees who participate in telework on an infrequent basis, should a Telework Agreement be completed?

The telework policy applies only to those who work away from their USU location for one or more days per week on a regular basis and not for ad hoc situations. Ad hoc situations will be coordinated and approved by the employee’s supervisor in accordance with that department’s practices.

Do we have to submit a telework agreement if the out-of-state assignment is short-term?

It is recognized that in some cases an employee may need to work out-of-state for short-term assignments, research projects, or other legitimate USU business reasons. For short-term assignments of less than 90 days it is still recommended to complete a telework agreement, however, no telework fee will apply. For assignments that extend beyond 90 days, both a telework agreement and billing will be required (which may include back-billing to the first day of the out-of-state assignment). For more information please contact:

Anne-Marie Griffin Wilson-HR
annemarie.griffin@usu.edu

Does the department have to provide equipment and materials for a teleworker to use off campus?

USU will provide the appropriate equipment and materials needed by employees to effectively perform their duties as agreed upon between the employee and their supervisor. The department may, but is not required to, duplicate resources between the normal USU workplace and the alternative work location. Telework employees may use university owned equipment only for legitimate university purposes. Unapproved out-of-pocket expenses will not be reimbursed. All university policies and procedures regarding equipment will apply to teleworkers as they do for all other employees (e.g., inventory controls, data security, equipment disposal, etc.).

The teleworker must exercise reasonable care for the equipment and should take appropriate action to protect the items from damage, theft, or unauthorized use. The employee will be held liable for damage caused by negligence. University equipment will be maintained, serviced, and repaired by university personnel as well as meet all safety standards. Supervisors will ensure that training on equipment usage will be provided where needed. The department will document who is responsible for installing equipment and transportation to and from the normal USU workplace for repairs or service.

The telework agreement may permit employees to use their own equipment, provided the use of such equipment has been approved and meets IT security, management, and policy requirements. In this situation, USU is not responsible for the cost, repair, or service of the employee’s personal equipment, unless otherwise expressly agreed to in advance in the telework agreement.

Can the department pay for office items for someone’s home (e.g., office chair, desk, etc.)?

The employee should seek department supervisor approval before incurring any business expense. To receive reimbursement for pre-approved expenses, the employee must present proper documentation to support the expenses in accordance with all university policies and procedures.

Can teleworkers apply for accommodations under the Americans with Disabilities Act (ADA)?

Teleworkers who need an accommodation, or employees who are seeking telework as an accommodation, may contact the Office of Human Resources to file a request. HR will analyze such requests according to established policies and procedures.

What if an employee requests to work from home for medical reasons?

If the position and employee are eligible for telework regardless of medical condition, supervisors and employees may follow the standard telework policy and processes. Otherwise, employees who need an accommodation should contact the Office of Human Resources to file a request. HR will review such requests according to established ADA policy and procedures.

For bad air-quality days or inclement weather, can employees telework?

See Surge Telework above.

Are teleworkers covered by Workers Compensation?

Teleworkers will be covered only for work-related injuries incurred during the normal course, scope, and prearranged work hours of their employment.

All employees must report any work-related injuries to their supervisor immediately, and follow procedures outlined in USU Policy 3109: Worker’s Compensation.

How should leave be handled with employees who telework?

The employee is responsible for recording vacation, sick or other leave as they would do at the primary work location in accordance with policy.

Which factors should supervisors consider when determining if telework is possible and if an employee is prepared to successfully telework?

Several factors should be considered in determining the feasibility of telework, including the supervisor’s ability to adequately supervise the employee, whether any duties require use of systems, equipment, or tools that cannot be replicated or provided at the alternative work location, and the potential impact to other team members’ workload.

Supervisors should consider position-specific tasks and requirements; impact on students, coworkers, and the public; and any employee performance concerns. Supervisors should consider employee performance and determine if the employee has enough training/knowledge of their duties and tasks to successfully telework. See Supervisor Resources in the Human Resources Telework page.

How will supervisors be expected to manage an employee who is not physically on campus?

Supervisors are responsible to develop a means of monitoring the employee’s work hours, evaluating work performance, and holding the employee accountable as they would normally do for an employee working in the office. It is important to provide clear performance expectations and maintain regular communication with the employee.

Is there training available to supervisors on managing telework employees?

Yes, supervisor training is available. All benefited staff can access LinkedIn Learning, an online learning portal, for free. LinkedIn Learning offers many courses on various topics to help supervisors and employees adapt to the future of work. Supervisors can find course recommendations on the Supervisor Telework webpage. In addition to LinkedIn Learning, supervisors are encouraged to register for courses offered in the Leading at USU program. 

If an employee’s supervisor changes, does the employee have to complete a new Telework Agreement?

While it is not required to complete a new Telework Agreement, new supervisors should review the existing agreement with their employee(s). If changes need to be made, a new agreement should be completed or the existing agreement cancelled.

Can I approve an employee to telework outside of Utah?

Telework should be performed within the state of Utah. Requests for an exception that would permit employees to telework from an out-of-state location for any period of time longer than 30 days must be recommended by the responsible dean/vice president and reviewed and approved by the telework eligibility committee. This committee includes representatives from Payroll/Finance, Risk Management, Legal Affairs, a departmental IT support person, and Human Resources. Supervisors should contact the Office of Human Resources prior to approving a new hire or position for work outside of Utah.

If a position is approved for regular out-of-state telework, any compliance costs related to such positions will be borne by the employing department.

Telework Fee Structure

My employee wants to telework, and their position has been designated as eligible to do so; however, the employee has performance issues that make me hesitant to allow them to telework. What should I do?

Telework is a privilege, subject to university approval, and is not a university-wide benefit. Eligible employees must have no active, formal corrective actions on file for the current or preceding performance review period and have a demonstrated ability to work productively and successfully in their role. Carefully consider the performance issues that are causing you concern. If necessary, discuss any concerns with HR. Ensure you have clearly communicated your expectations with the employee and provided feedback on areas where they can improve.

How can I ensure equity/fairness of telework agreements for various employees in my office with similar job descriptions?

Telework is not appropriate for all employees and jobs and does not need to be approved for all employees in the same or similar jobs, but should be considered on a non-discriminatory, case-by-case basis. Agreements should be evaluated based on the business need of the department and the specifics of each employee’s work abilities and job description. Departments may consult with the Office of Human Resources to analyze the nature of a position and how the work is performed to determine which positions are appropriate to designate or approve for telework.

If I have multiple employees in my department interested in teleworking and I am not able to approve every request, how do I prioritize the requests and not create a morale problem in my department?

Begin by being clear about your department’s purpose, deliverables, and services. Evaluate the jobs within your department to determine which may be conducive to telework. Are there responsibilities that cannot be done from a remote work site? Enlist employees in helping you to solve scheduling and deliverables/service concerns. Perhaps employees can rotate telework schedules or days/duties. Be clear about the criteria being used for determining telework options.

How will performance be measured for telework?

Unless otherwise specified in the Telework Agreement, the employee’s work status, job duties, performance expectations, and responsibilities will remain unchanged because of telework. Supervisors should coordinate with teleworking employees to clarify if additional expectations will be required such as additional one-on-one Zoom meetings.

My employee is teleworking, but their performance is declining. What should I do?

Ensure you have clearly communicated your expectations with the employee and provided feedback on areas where they can improve. HR can help navigate concerns regarding employee performance. Call the HR Solution Center at (435) 797-0122 or email hr@usu.edu. If the employee is unable to correct performance issues as a teleworker, they may be subject to disciplinary action up to and including revocation of the telework agreement and/or termination.

What if I have concerns about my employee being distracted by others at their alternate workspace while teleworking?

Teleworking employees are expected to be productive and available as agreed in the approved telework agreement. This includes ensuring that teleworking employees are free from unnecessary or excessive distractions that could affect productivity, attendance, or participation at virtual meetings, or limit the ability to return to campus for work when requested. Examples of distractions include, but are not limited to, the need to care for other adults, children, or pets in the home during agreed upon work times. Teleworking employees should make necessary arrangements to ensure the alternative workspace is conducive to work productivity and minimizes the potential negative impact to the teleworker or other departmental colleagues.

Excessive distractions that impact productivity or ability to attend and participate in meetings may be considered a performance issue and result in the modification or termination of a telework agreement. Alternatively, employees may collaborate with their supervisor on other options such as flexible scheduling, reduction of FTE, etc.

Can I bring my employee back to working on campus full time if circumstances change?

Yes, if circumstances change and telework is no longer appropriate, the telework arrangement can be discontinued by and at the discretion of the department head/director and/or responsible dean/vice president at any time based on business and performance management considerations. Supervisors should coordinate with the employee on an appropriate return to campus plan.

Can I require an employee who teleworks to come to campus occasionally?

Teleworking agreements should allow for the possibility that management may occasionally require everyone to be physically present. Supervisors may require employees to report to a central USU workplace as needed for work-related meetings or other events or via virtual tools/technology as needed to discuss work progress or other work-related issues. Supervisors should provide enough notice to ensure the teleworker can be in attendance in person when required.

Do I have to reimburse a teleworker mileage to travel to or from campus when required?

Expectations regarding when a teleworking employee is expected to be on campus should be spelled out in the telework agreement. Mileage to or from work at a central campus location is typically not compensable as with other non-teleworking employees. Supervisors should consult with Human Resources regarding specific or unique situations when clarification is needed.

Do I have to pay a teleworker work time to travel to or from campus when required?

Expectations regarding when a teleworking employee must be paid work time is governed by the Fair Labor Standards Act (FLSA). Time commuting to or from work to home is typically not compensable as with other non-teleworking employees. Non-exempt employees who are required to travel to campus after starting a shift at their alternative work location should be paid travel time. Likewise, if a non-exempt teleworking employee is traveling from campus back to their alternative work location during a normal work shift should be paid travel time for time traveling during their scheduled shift.

What are the Steps to Request Telework?

Telework Steps (*Required)

1. Employee completes self-assessment.
2. Supervisor completes the Supervisor's Guide to Telework Process and Assessing a Position for Telework.
3. Conversation regarding expectations is held between supervisor and employee.
4. Employee initiates telework request in ServiceNow.*
5. Approval Process: *
   • Employee
   • Supervisor
   • Dept. Head/Director
   • Dean/VP
6. Approval/Denial is communicated to the requesting employee.*
7. HR receives the approved form and updates Banner record.*
8. Supervisor communicates with team/others.
9. Employee completes Site Checklist and discusses concerns with supervisor.
10. Supervisor holds 90-day telework assessment and check-in with employee.

What are the leaders’ focus in the reviewing telework request for approval process?

Supervisor: Is telework appropriate for the position and person?

Dept Head/Director: Is telework appropriate and equitable for the position, person, and department?

Dean/VP: Is telework applied equitably across my college or division?

Can I pay the telework fee with a grant-funded index?

Grant-funded indexes should not be used to pay for the out-of-state telework fee.