Remote Work: Guidance and Resources for Supervisors

In the context of UW–Madison policy, remote work is a work arrangement in which some or all work is performed at an off-campus work site such as home or in an office space near home.

• This definition does not include workplace flexibilities, research trips, sabbaticals, or permanent off-campus work sites established by the university (e.g., field stations, CERN, IceCube).
• A “workplace flexibility” is a flexibility in which work is performed at an off-campus work site on a sporadic basis and does not follow a regular, repeated schedule, nor exceeds 21 consecutive calendar days.

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. Flexible work arrangements can be pursued in cases where the implementation of these arrangements advances the university’s mission. Flexible work arrangements should not be implemented if they diminish the connections and experiences needed to allow UW–Madison to flourish as a residential campus community.

School/college/division (S/C/D) leadership, in conjunction with supervisors, will be responsible for deciding where remote work is possible and where it may hinder the performance and mission of the unit.

Yes. There may be instances in which positions, at the point of advertisement/recruitment or during the hiring process, are determined to be eligible for partial or full remote work.

Flexible work arrangements are considered on a case-by-case basis by evaluating all of the following factors:

• Location (in-state, out-of-state, or international)
• Job responsibilities (e.g., jobs that require physical presence for effective performance are not suitable for remote work);
• The effective functioning of the overall unit (e.g., trainees may need in-person assistance; flow of information may be shared more quickly among those physically present; etc.);
• Potential cost savings to the university, school/college/division, and department;
• The needs and preferences of the employee;
• Employee performance;
• Equipment needs, workspace design considerations, office space, and scheduling issues; and
• Adverse impact between employees with similar job responsibilities in the work unit (prevent inequities).

Supervisors must specify ahead of time which duties are suitable for remote work and how performance will be assessed. Expectations and evaluation criteria must be applied consistently across similar positions, regardless of work location.

An employee or supervisor may recognize the benefits of remote work, and either can suggest remote work as a possible work arrangement.

Employees who work remotely are responsible for all of the following:

1. Working with their supervisors and other identified staff to ensure compliance with applicable laws, policies, and procedures;
2. Making any necessary adjustments for their personal income taxes and benefits; and
3. Working with campus IT staff to ensure their technology is compatible, secure, and in good working order.

• Instructions for requesting a Flexible Work Arrangement in Workday  (in-state or out-of-state)
• International Remote Work Justification Form (international only)

Employees are strongly encouraged to discuss a remote work arrangement with their supervisor before initiating a Flexible Work Arrangement.

In addition, employees should review the Employee Checklist for Completing a Flexible Work Arrangement. This checklist provides information, guidance, and potential action steps to help employees prepare for successful completion of the Flexible Work Arrangement. While some of the information employees will be asked to provide will be readily available to them, other requested information may take extra time to gather.

An in-state or out-of-state flexible work arrangement must be agreed upon by S/C/D leadership, S/C/D Human Resources, and the employee’s supervisor. S/C/D leadership may delegate approval of flexible work arrangements to supervisors.

International Remote Work Justification Forms must be approved by the Chief Human Resources Officer for UW-Madison before work can begin.

An employee approved to work remotely in-state or out-of-state must enter into a Flexible Work Arrangement. The Flexible Work Arrangement documents the terms and conditions of an employee’s remote work arrangement. It will include information about the employee’s work schedule (including when they are expected to be present for onsite activities), necessary equipment and services, guidelines for maintaining communication and work engagement, onsite and remote locations, and other details as appropriate.

An employee working internationally for more than 21 consecutive calendar days must have an approved International Remote Work Justification form on file.

Flexible work arrangements should be reviewed and updated at the start of each fiscal year (July 1), or as needed due to contract period, changes in work responsibilities, equipment availability, or evolving workplace practices.

A flexible work arrangement may be modified or revoked by a supervisor or employee at any time.

If a supervisor determines that an agreement should be modified or revoked, the supervisor must discuss the reasons for the modification or revocation with the employee and provide a reasonable notice period before the revocation or modification goes into effect.

If an employee requests an in-state or out-of-state flexible work arrangement and the request is denied by school/college/division leadership, divisional Human Resources, or the employee’s supervisor, or if a supervisor modifies or revokes a flexible work arrangement, the employee may request a review of the decision by the vice chancellor, dean, or director of the employee’s school, college or division. The decision of the vice chancellor, dean, or director is final and may not be appealed.

If an International Remote Work Justification form is denied, changed, or revoked, the decision is final and not subject to appeal.

The work schedule of a remote work employee will be determined by the supervisor and employee with approval by the supervisor and S/C/D HR before the start of the remote work. This schedule will be documented in the Flexible Work Arrangement.

An employee who works remotely (full or part-time) is expected to follow the same expectations as employees performing similar duties onsite. This includes, among other expectations, maintaining regularly scheduled and approved work hours and communicating with their supervisor and colleagues as necessary to meet operational needs and the requirements of the position.

Yes, employees can be expected to attend meetings and functions onsite, which may include days they would customarily work remotely. These expectations should be articulated in the Flexible Work Arrangement.

Equipment provided to remote work employees, and its related costs, are determined, approved, and tracked by supervisors or S/C/D Human Resources. In general, employees are provided with a single computer (e.g., laptop) for performance of their responsibilities, unless additional equipment is otherwise required. Employees with remote work arrangements are generally expected to provide, at their own cost, internet connectivity at a quality necessary to support their work tasks, including the ability to use university-supported video conferencing tools. For employees who work both remotely and onsite, the university will generally not provide a fully equipped workspace at both locations (e.g., provide laptop for use in all work locations).

An employee must ensure that their remote workspace has the privacy, physical and technical security, appropriate equipment, software, and internet access to adequately perform their work responsibilities. Employees should reach out to their supervisor or S/C/D Human Resources for assistance as needed.

The UW–Madison Remote Work Policy provides a formal process for employees to request a remote work arrangement. An employee with a disability who makes a request through the Remote Work Policy is making a request in the same way as a peer without a disability. If an employee chooses to make a request for a remote work arrangement, they do not need to (nor should they) disclose a disability or medical information. The employee’s request will be evaluated in the same manner as other remote work requests, and not as an accommodation request under the Americans with Disabilities Act (ADA).

An employee with a disability may also choose to begin their request for a remote work arrangement as an accommodation request under the ADA and not under the Remote Work Policy process. Supervisors will questions should contact their Divisional Disability Representative (DDR).

The university reserves the right to determine in advance whether it will approve an employee’s principal work location to be out-of-state, based on the operational needs of the university and whether the employee can meet performance expectations working out-of-state. S/C/D leadership, S/C/D Human Resources, and the employee’s supervisor decide whether to allow an individual to perform out-of-state work.

International remote work is prohibited in most circumstances, including when requested by an employee for personal reasons. Please refer to UW-5087 Remote Work for more information on international remote work and international workplace flexibilities.

UW–Madison recognizes and embraces the dynamic, continually evolving nature of work on campus. As new tools and methods for connectivity become available, the university remains open to modifying its approach to remote work arrangements.