This checklist gives you helpful information and steps to prepare for a successful Flexible Work Arrangement (FWA).
Before You Start
Before you start gathering information, please read the five questions below. If you answer “yes” to any of them, pause and follow the guidance provided before completing an FWA Questionnaire.
1. Do you want workplace flexibility (like different hours or schedules) instead of remote work?
If yes, you don’t need to complete an FWA. Check the Remote Work Policy for definitions of “remote work” and “workplace flexibility.”
2. Are you using the FWA to request a medical accommodation (ADA)?
If yes, contact your School/College/Division’s Divisional Disability Representative (DDR).
3. Do you want to work from another country and need approval for business necessity?
If yes, talk to your manager or department chair. They can discuss with HR.
Note: International Remote Work lasting longer than 21 consecutive calendar days requires approval of the International Remote Work Justification form. A Flexible Work Arrangement is not required.
Note: Business necessity does not include personal reasons like vacation, illness, or caregiving.
4. Do you want to work remotely from a country under U.S. embargo (E:1/E:2)?
If yes, email the Offices of Export Control and Cybersecurity before moving forward.
5. Are you a foreign national working at UW–Madison and want to work remotely off campus?
- If yes, contact International Faculty and Staff Services (IFSS).
- If you’re an international student, contact your HR department.
- As of 07/12/23: J-1 scholars must work on campus at least 60% to meet updated immigration rules. If you work remotely more than 40%, create a new agreement right away.
Employee Checklist
Update Your Address in Workday
Make sure your home address is current. You’ll be asked to confirm a “Work From Home” address when you submit your FWA.
Note: This must be a physical address, not a PO Box or mail service.
Multiple Jobs at UW–Madison
If you have more than one job, you need a separate FWA for each job.
Set Your Start and End Dates
- Work with your supervisor to agree on the start and end review dates.
- Reminder: FWAs must be renewed every year (July 1–June 30).
Choose Your Schedule Type
Be ready to enter your weekly hours, workdays, and the percentage of time you’ll work remotely.
Plan for Onsite Events
- Talk with your supervisor about expectations for attending meetings, training, or other in-person events.
- There’s a question about this in the FWA form.
International Remote Work
If you’re requesting to work from another country, do not complete a Flexible Work Arrangement. Instead, complete the International Remote Work Justification Form.
List the Equipment You’ll Use for Remote Work
When filling out your Flexible Work Arrangement (FWA), make a list of the equipment you’ll use. Use the categories below to help organize your list:
- UW–Madison-Owned Computer Equipment, Examples: laptops, external drives, instruments.
- UW–Madison-Owned Communication Devices, Examples: mobile phones, tablets.
- Office Equipment Provided by UW–Madison (Not Computers), Examples: office chairs, standing desks.
- Employee-Owned Equipment Used for Remote Work, Include items like personal computers or flash drives that store or process data. Do not include routers, modems, monitors, or personal phones used occasionally for email.
- Important:
-
-
- Avoid using personal devices to access restricted data (like protected health information).
- Use university-owned or managed devices whenever possible.
- If you use personal devices, your school/college/division takes on the added risk.
-
- Other Equipment (if applicable), Include anything else you’ll use that doesn’t fit the categories above.
- Approved Expenses (if applicable), List any costs that your school/college/division has agreed to reimburse.
Remote Work Safety and Setup
Before submitting your Flexible Work Arrangement (FWA), be ready to confirm:
- Your workspace is safe and set up properly. Use the Workspace Checklist and the Ergonomics Guide to make any needed changes.
- Your remote work location has working smoke and fire detectors, no obvious fall hazards, and a plan for shelter during severe weather.
Data You Work With
Review UW–Madison’s Data Classification Policy to identify the types of data you handle. You’ll need to select all that apply:
- Public Data
- Internal Data
- Sensitive Data
- Restricted Data (includes Protected Health Information (PHI))
Policies You Must Follow
You’ll need to confirm that you will:
- Keep your remote workspace safe and secure.
- Protect the privacy and security of all work-related data and materials.
- Report any lost personal device used for remote work.
Policies to follow include:
International Remote Work
If you plan to work outside the U.S., you must:
- Submit the International Remote Work Justification Form (international remote work cannot begin until this form is approved by the Chief Human Resources Officer
- Contact any relevant campus consulting offices for guidance, including:
- Office of Legal Affairs (OLA)
- Export Control Office
- Office of Cybersecurity
- Office of Compliance
- Risk Management
- Environment, Health & Safety/Occupational Health
- Office of Human Resources (OHR)
- Other relevant offices or departments
Sponsored Projects and International Work
If your work is funded by a sponsored project (like Fund 0133, 0142, 0143, or 0144), and you plan to work internationally:
- Work with your supervisor or PI to identify the project or award number.
- Your PI or department should email RSP with the Award ID/Project ID.
- Some sponsors require approval for international remote work, which can take time.
- RSP will help request sponsor approval if needed.
- Remote work cannot be approved until sponsor permission is granted.
Foreign Nationals Working Internationally
If you’re a foreign national working outside the U.S.:
- You must provide documentation to the Office of Human Resources Payroll Office to ensure proper tax handling and reporting.
- This step won’t delay your FWA approval but is required afterward.
How to Submit Your FWA
Submit your request in Workday using these instructions: