Administrative Policies
University Policy No. 2202
Subject: Telework and Flextime
Responsible Parties: Assistant Vice President and Chief Human Resources
Officer, Human Resources & Payroll, Heads of Departments, Offices
and Activities
Procedures: http://hr.gmu.edu/telework_flextime
http://hr.gmu.edu/procedures/procedures/php?2202
Related Policies: George Mason University Administrative Policies
Work Schedules and Attendance for Classified Employees
Use of State Property, Restitution for Damage to State Property
Department of Human Resource Management Policies: http://www.dhrm.state.va.us/hrpolicy/policy.html
Department of Labor for the FLSA:
http://www.dol.gov/esa/whd/flsa/
I. SCOPE
The policies and procedures provided herein apply to all administrative
and professional faculty, classified, and non-student wage employees of
George Mason University, at all University locations.
II. POLICY STATEMENT
It is the policy of George Mason University to promote and implement procedures
that allow employees, when possible, to Telework or use Flextime. Telework
and Flextime policies and procedures allow opportunities for improved
work performance; increased employee retention; reduced commuting costs;
departmental cost reductions, temporary or permanent job modifications
for Return-to-Work and/or the Americans with Disabilities Act compliance,
and consideration of an employee’s quality of work life.
Telework and Flextime agreements must comply with all applicable federal,
state and University regulations and laws. Telework and/or Flextime may
not be suitable for all employees and/or positions. Telework and/or Flextime
is not an employee benefit; therefore no University employee is entitled
to or guaranteed the opportunity to Telework or use Flextime and either
party may terminate an existing agreement at any time.
III. DEFINITIONS
Alternate Work Schedule: An acceptable schedule, agreed to by supervisor
and employee, that enables completion of the traditional forty (40) hours
per week in fewer or more than five (5) full workdays.
Alternate Work Site: An acceptable site for performing job duties
and responsibilities outside the traditional GMU office.
Flextime: A work option where an employee of George Mason University
works an approved Alternate Work Schedule that enables completion of the
traditional forty (40) hours per week in fewer or more than five (5) full
workdays. Flextime may include varying the time of day an employee works,
the days of the week an employee works, or both.
Overtime: For purposes of Telework and/or Flextime arrangements, hours
in excess of the approved alternate work schedule.
Telework Memorandum of Agreement: Document signed by the department supervisor
and participating employee stating the conditions and description of responsibilities
and duties under the telework arrangement.
Telework: A work option where an employee of George Mason University,
works at an approved alternative work site for an agreed period of time
with the remainder of the work time spent at the university work site.
IV. RESPONSIBILITIES
A. The Assistant Vice President and Chief Human Resources Officer is responsible
for the administration and implementation of the Telework and Flextime
Policy.
B. Human Resources and Payroll will audit and maintain records on formal
Telework and Flextime agreements for administrative faculty, full and
part-time classified, and wage personnel, to insure compliance with all
University and Department of Human Resource Management policies, as well
as state and federal laws. Human Resources will provide training and guidance
on the application of the Telework and Flextime policy and procedures,
as well as maintaining all forms and documentation on the HR home page
(http://hr.gmu.edu).
C. Heads of Departments, Offices, and Activities are responsible for assuring
approved requests are within the scope of this policy and establishing
the following quality assurance controls, where applicable:
1. All work objectives and tasks must be clearly defined with measurable
results for the telework position.
2. The telework position should require minimal supervision or contact
with customers. The employee should demonstrate work habits and performance
suited to successful telework.
3. Alternate work schedules, such as rotating shifts, compressed work
week, etc., may be developed to allow departments to provide services
outside traditional hours of work or to meet employee needs. Schedule
adjustments will not result in an employee working less than his/her prescribed
hours during a pay period. Flextime arrangements will not necessarily
result in compensatory time or overtime pay.
4. Annual performance evaluations must indicate performance at level of
at least a "Contributor" or "Fully Satisfactory."
5. Telework or Flextime duties must be arranged so as not to alter the
essential job responsibilities nor compromise the level of service provided
to the customer, either by the employee or the department.
6. Teleworkers are considered agents of George Mason University and will
adhere to all University and Department of Human Resource Management Polices,
as well as state and federal laws.
V. COMPLIANCE
A. All employees and departments must complete a Telework Memorandum of
Agreement and submit to Human Resources before working from an alternate
work site. Failure to do so may result in the inability to telework.
B. Employees and supervisors must complete a Telework/Flextime Hours of
Agreement Form and submit that form to Human Resources prior to working
an alternate work schedule.
C. Telework and Flextime Agreements must be reviewed after three (3) months
to establish if the needs of the department and customer service requirements
are being met.
D. All GMU policies, rules and practices will apply at the approved alternate
work site and/or to an approved alternate work schedule.
E. Failure to follow policies, rules and practices may result in termination
of the arrangement and/or disciplinary action.
F. The Telework/Flextime Agreement may be terminated at any time by either
party.
VI. EFFECTIVE DATE AND APPROVAL
This policy is effective July 1, 2002. This Administrative Policy shall
be reviewed and revised, if necessary, annually to become effective at
the beginning of the University's fiscal year, unless otherwise noted.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: July 2, 2002