Flexible Work Arrangement (FWA) for Managers & Flexible Work Arrangement Analysts

Overview:

Describes the process of initiating, reviewing, and approving a flexible work arrangement. 

FWA Initiators:

•  Employee as Self
• Contingent Worker as Self 
• Manager
• HR Partner (Supervisory)

NOTE: If initiated by Manager or HR Partner (Supervisory) on behalf of a worker, the Manager or HR Partner (Supervisory) will only have access to fill out the initiation page. The home contact change step and questionnaire will be sent to the worker to complete.

FWA Approvers: 

• HR Partner (Supervisory) 
• Manager 
• HR Executive (Supervisory) if the employee is requesting to work remotely outside of WI.

FWA Reviewers: 

• Flexible Work Arrangement Analyst (UW), formerly referred to as the Consulting Offices, includes representatives from: Export Control, Information Technology (DoIT), Office of Compliance, Research and Sponsored Programs, Risk Management 

Process Considerations:

• There is ONE flexible work arrangement process for all the Universities of Wisconsin - All workers will complete the same questionnaire and have the same attestations and approval process. 
• Workers can only have ONE active Flexible Work Arrangement per position in Workday. 
  • If a worker needs to change their flexible work arrangement or submit a new one for the fiscal year, they will need to end their current arrangement using the End Flexible Work Arrangement process before they can submit a new request. 
• If a worker has more than one position, they will need to submit separate flexible work arrangement requests for each position.

• The FWA approval process in Workday aligns with the Supervisory Organization structure. Each step in the approval process is based on the employee’s reporting hierarchy within Workday.

Flexible Work Arrangement (FWA) Process:

Steps 1 – 3: Employee Screenshots

An Employee or ‘User’ can access the Request Flexible Work Arrangement in Workday – Employee KB for guidance.

Step 4 (Part 1): Manager Approval Screenshots

When an employee submits a flexible work arrangement (FWA) questionnaire, their manager will receive a task in their inbox to review and act (reference screen shot below).

This task will include: 

• Key details about the request, such as the proposed start and end dates of the agreement
• Whether the employee is requesting to work fully remote or partially remote
• Which days of the week they plan to work remotely
• A full report of the employees’ questionnaire responses

The manager will have several options: 

• Approve the request.
• Send it back to the employee for changes.
• Add additional approvers. 
• Deny the request.

The task will also include a report of all the workers’ questionnaire responses (reference screen shot below).

If the Manager needs to advance the FWA to another approver, the Manager may select ‘Add Approvers’ (reference screen shot below).

Step 4 (Part 2): Manager’s Designation of Headquarter City - Screenshots

Once a manager approves a Remote Work Agreement (RWA), they will receive a “Designation of Headquarters City” questionnaire in their inbox. This form helps determine whether the employee is eligible to have a headquarters location different from their assigned campus.

The questionnaire includes a series of guided questions to help the manager make this determination. At the end, the manager is asked to sign the form to confirm their understanding of whether the employee is eligible—or not eligible—for reimbursement when traveling to campus, based on their responses. (reference screenshot below).

Step 5: Questionnaire Risk Flag Report Sent to Flexible Work Arrangement Analyst - Screenshots:

At the same time as the manager approves a flexible work agreement request, the Flexible Work Arrangement Analyst (UW) may get a notification if the request includes any Risk Flags.

The Flexible Work Arrangement Analyst (UW) will receive:

• A separate notification for each risk flagged in the employee’s questionnaire. 
• A report with all the details of the flexible work arrangement

To view the employees’ responses, they can click the blue link in the notification to download and open the questionnaire (reference screen shot below).

The blue link will download as an Excel file, with all the employees’ questionnaire answers displayed in a single row, spanning columns A through AC (reference screen shot below).

 The Flexible Work Arrangement Analyst (UW) will review the excel spreadsheet for Risk Flags. If the FWA Analyst (UW) believes the FWA should be paused for further review they will need to contact the Manager and HR Partner (Supervisory) to ask them to pause their approvals and if needed, schedule a time to discuss the Risk Flag(s).

Contact information for the manager can be found by entering the employee’s name in the Workday search bar and then clicking on the employee’s name. To identify the HR Partner (Supervisory), click on Actions under employee’s name, click on Security Profile, click on View Support Roles, and scroll to the HR Partner (Supervisor). (reference screen shots below)

In the screen shot above, there are Risk Flags. The worker is using personally owned hardware to access protected health information. In addition, the worker is also using an automobile. The Flexible Work Arrangement Analyst (UW) for Cybersecurity as well as the Flexible Work Arrangement Analyst (UW) for Risk Management may want to contact the Manager and HR Partner (Supervisory) to discuss the FWA in more detail and if needed, schedule a time to discuss the Risk Flag(s).

Note:

• FWA Analyst (UW) cannot directly view a worker’s agreement. They can only view the notifications within Workday of which Risk Flags were triggered and the report (excel spreadsheet) of the responses. 
• FWA Analysts (UW) will receive Risk Flag notifications in their personal work email inboxes—not a shared team inbox. Each unit is responsible for deciding how to manage and respond to these notifications efficiently. 
• FWA’s do not have an identifying number in Workday as they had in HRS.

Step 6 (Part 1): HR Partner (Supervisory) Approval Screenshots

Once the manager submits their questionnaire, the HR Partner (Supervisory) receives an approval step in their inbox, which should look identical to the manager’s approval step. It will include basic details of the arrangement, such as the start and end date, whether the employee is requesting to work fully remote or partially remote, which days of the week, etc. It will also include a report of all the employees’ questionnaire responses. The HR Partner (Supervisory) can Approve, Send Back to the Employee, Add Approvers, or Deny the Request.

Step 6 (Part 2 – If applicable): Assign Headquarter Location Address Usage Screenshots

Next, the HR Partner (Supervisory) may receive a step to update the employee’s home address information. This will only occur if the manager indicated in their questionnaire that the employee is eligible for a headquarters location that is not their assigned campus location. In this case, the HR Partner (Supervisory) would add the Headquarter Location address usage to the same address as the employee’s Work From Home address. (reference screen shots below)

Step 7: HR Executive (Supervisory) Approval Screenshots

Finally, the HR Executive (Supervisory) may receive a step to approve the flexible work arrangement request if the employee’s primary home address is outside of Wisconsin, indicating they are requesting to work outside of the state. The approval step will be delivered to their inbox and should look identical to the prior approval steps. It will include basic details of the arrangement, such as the start and end date, if they are requesting to work fully remote or partially remote, which days of the week, etc. It will also include a report of all their questionnaire responses. The manager can Approve, Send Back to the employee, Add Approvers, or Deny the request.

Next Steps:

The worker and manager will receive a notification of final approval.

NOTE: Flexible work arrangements cannot be edited after approval. Any changes to your flexible work arrangement will require ending the current arrangement and submitting a new flexible work arrangement for approval.

Flexible Work Arrangement (FWA) Resources:

Workday:

• To learn how to run reports in Workday, visit Reporting in Workday – Employee
• To run a report to view workers with Flexible Work Arrangements, enter in the Workday Search field - Workers with Flexible Work Arrangements report.

HR Guides: 

• Request Flexible Work Arrangement in Workday – Employee
• End Flexible Work Arrangement in Workday – Employee
• Overview of what is changing for Remote Work Agreements
• Remote Work: Guidance and Resources for Supervisors

Related Remote Work/Flexible Work Arrangement Policies:

• UW-5087 Remote Work 
• UW-3015 University Travel Policy
• UW-3022 International Travel Policy
• UW-3024 Expense Reimbursement Policy
• UW-4000 Export Control
• UW-5049 Standard Office Hours
• CPP 14.02 Alternative Work Schedules (University Staff)