This document summarizes the purpose and main provisions of the Remote Work Policy.
The full policy can be viewed at policy.wisc.edu/library/UW-5087.
Rationale and purpose for the Remote Work Policy
UW–Madison values flexibility in the workplace. Flexible work options can improve job satisfaction, reduce turnover, help attract and retain talent, and support productivity in certain roles.
At UW-Madison, remote work is viewed as a cooperative arrangement based on the needs of a position, the department or unit, and the university. The policy enables but does not require UW-Madison to establish arrangements for remote work with employees when appropriate and desirable for the institution and the employee.
Scope
This policy applies to employees in the following job categories:
- Academic Staff (except CHS Faculty and CT Faculty, such as clinical professors and clinical instructors)
- University Staff
- Limited Appointees
- Temporary Employees
- Post-Degree Training Appointments
- Student Hourly Employees
For the following job categories, this policy applies only to out-of-state and international remote work:
- Faculty
- CHS Faculty and CT Faculty
- Fellows
- Graduate Assistants (i.e., Teaching Assistants, Research Assistants, and Project/Program Assistants)
Who This Policy Does Not Apply To:
- Zero-Dollar Appointments
- Reasonable accommodations:
- Under the Americans with Disabilities Act (ADA)
- Under the Pregnant Workers Fairness Act (PWFA)
- Based on religious beliefs or practices
- Arrangements created:
- In connection with an employee’s FMLA leave, WFMLA leave, or approved unpaid leave of absence
- As part of a light duty return arrangement pursuant to a Worker’s Compensation claim
- Due to any other federal, state, or local law or regulation
Note: Individuals working remotely as part of an approved reasonable accommodation or other qualifying arrangements are covered by separate policies. They still must have an approved flexible work arrangement on file in the HR system.
Definitions
Remote Work
In this policy, remote work means doing some or all of your job at a location away from campus—like your home or a nearby office.
This does not include:
- Workplace flexibility arrangements
- Research trips or business travel
- Sabbaticals
- Permanent off-campus work sites set up by the university (like field stations, CERN, or IceCube)
Note: If you’re assigned to work at a university-owned or leased location (even if it’s off-campus), you are not considered a remote worker under this policy.
Workplace Flexibility
Workplace flexibility means occasionally working off-campus on a sporadic basis, which does not follow a regular, repeated schedule, nor exceeds 21 consecutive calendar days. Workplace flexibility does not require a formal remote work agreement.
For definitions of other terms, see the UW–Madison Remote Work Policy.
Headquarters Location
The headquarters location is the official location where the work of an employee’s position is performed on a permanent basis. This is typically the campus or institution office. The headquarters location is determined by the needs of the university and is assigned at the time of hire or upon entering into a flexible work arrangement. An employee is only eligible for travel reimbursement to the position’s office or work location if their headquarters location is assigned as their alternate work location - refer to the Remote Work Policy for additional information.
Fieldworker
Employees who qualify as fieldworkers under the Remote Work Policy are not required to complete flexible work arrangements in the HR system. However, fieldworkers must have a headquarters location designated in the HR system. For fieldworkers, travel to the position’s home office or work location at the university may be reimbursable if it otherwise qualifies as reimbursable travel under UW-3015 University Sponsored Travel.
Out-of-State Remote Work
The university reserves the right to determine in advance whether an employee can work primarily from outside Wisconsin. This decision is based on:
- The university’s operational needs
- Whether the employee can meet performance expectations remotely
Each school, college, or division sets its own process for reviewing and approving out-of-state remote work requests.
International Remote Work
International remote work greater than 21 consecutive calendar days is only allowed when the university formally assigns the employee to work internationally as part of their official duties. Since the international location serves as the employee’s headquarters location, a flexible work arrangement is not required. Instead, a S/C/D must submit an International Remote Work Justification Form to the CHRO for final approval or denial of international remote work.
Before approval, the school/college/division is expected to consult with relevant campus offices (such as the Office of Cybersecurity, Export Control Office and the Office of Risk Management) to address any compliance and risk-related issues.
International workplace flexibilities shall not last longer than 21 consecutive calendar days. Approval is at the unit’s discretion, provided that the workplace flexibilities do not conflict with institutional policy or operational needs.
Requesting, Evaluating, and Approving Flexible Work Arrangements
Employees working remotely, whether in Wisconsin or out-of-state, must have an approved flexible work arrangement (FWA).
The FWA outlines key details, including:
- A description of the off-campus work location
- Expectations for communication and staying engaged with work
- Any required equipment or services
At UW–Madison, remote work is a collaborative decision based on the needs of the employee’s role, the department or unit, and the university.
Either the employee or the supervisor can suggest remote work as a possible option. Each remote work request is reviewed individually, based on the following factors:
- Location – Whether remote work is occurring in-state, out-of-state, or internationally
- Job duties – Some jobs require being on-site to be done effectively.
- Team operations – For example, trainees may need in-person support, or in-person communication may be faster.
- Cost savings – Potential savings for the university, school/college/division, or department.
- Employee needs and preferences
- Employee performance
- Practical considerations – Such as equipment, workspace setup, office space, and scheduling.
- Fairness – Making sure similar roles are treated equitably.
Each school, college, or division sets its own process for evaluating and approving in-state and out-of-state remote work in alignment with university policy. Final approval or denial must be completed in Workday.
In Workday, final approval follows this order:
- Manager
- HR Partner (Supervisory)
- HR Executive – only required if the remote work location is outside the State of Wisconsin
Employee Responsibilities
Employees who work remotely are responsible for:
- Following all applicable laws, policies, and procedures, in coordination with their supervisor and other designated staff
- Managing any personal tax or benefits changes related to remote work
- Working with campus IT to ensure their technology is secure, compatible, and functioning properly
Equipment, Materials, and Supplies
- Supervisors or divisional HR decide what equipment is provided and track related costs
- Most employees will receive one computer (usually a laptop) unless their job requires more
- Employees are generally expected to pay for their own internet service, which must be strong enough to support work tasks, including video conferencing
- Employees who split time between remote and on-site work will typically not receive full workstations at both locations (e.g., one laptop used in both places)
Before remote work is approved, employees must ensure their remote workspace has:
- Privacy
- Physical and technical security
- Necessary equipment and software
- Reliable internet access
Employees should contact their supervisor or divisional HR for help if needed.
Data Privacy and Security
Each school, college, or division will ensure each remote worker has secure remote access to university systems and data by following campus-wide guidance and any specific compliance requirements set by their unit. They will confirm:
- The type of data being accessed
- The computing environment needed
- Privacy and security requirements
Employees with complex needs—such as traveling to countries with restrictions—should consult the Office of Cybersecurity, Export Control Office and the Office of Risk Management before traveling.
Denial, Modification, or Revocation of Remote Work
If an in-state or out-of-state flexible work arrangement is denied, changed, or revoked, the employee may ask for a review by the vice chancellor, dean, or director of their school, college, or division. That decision is final and cannot be appealed.
Leaders should consider fairness and equity when making these decisions.
If an international remote work justification is denied, changed, or revoked, the decision is final and not subject to appeal.
Non-Compliance
Failure to comply with the Remote Work policy may result in:
- Immediate termination of the flexible work arrangement
- Disciplinary action, up to and including termination of employment.