POLICY RE HR2409, TELEWORKING.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: HR2409
Policy Title: Current Adoption
TELEWORKING Date: x-x-xxxx
Current x-x-xxxx
Implementation Date:
Board Agenda
Approved by: Number:
NOT YET APPROVED Original Adoption xx-xx-xxxx
Date:
I. PURPOSE
To establish conditions, accountability and arrangements for working from an
Alternative Worksite.
II. DEFINITIONS
A. Alternative Worksite: A designated location approved by the Appointing
Authority and detailed in the employee’s teleworking agreement where the
employee will perform job functions outside of the department’s office.
B. Appointing Authority: An elected official, the single administrative or executive
head of a Department/Special District or the designated representative
authorized to act in this capacity.
C. Complete Teleworker: An employee who works from an Alternative Worksite for
all of their regularly scheduled hours on a permanent basis.
D. County Commuter Transportation Coordinator: Employee designated to
administer the County’s Trip Reduction Program (See Maricopa County
Ordinance P-7).
E. Department/Special District (Department): A division of the County including
Special Districts. Special Districts are the Flood Control District of Maricopa
County, Maricopa County Library District and the Maricopa County Stadium
District.
F. Partial Teleworker: An employee who works from an Alternative Worksite for
only a portion of his/her regularly scheduled hours on a permanent basis.
F. Occasional Teleworker: An employee who works from an Alternative Worksite
on an as-needed and flexible basis.
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Policy Title: Policy Number: HR2409
TELEWORKING Current Adoption xx-xx-xxxx
Date:
G. Remote Access: Having use of or ability to connect to County resources and
networks from an Alternative Worksite.
III. POLICY
A. Department Participation
1. When teleworking supports the County’s goals and mission, meets
departments’ needs and leads to business efficiencies, departments may
approve arrangements for teleworking at the discretion of the Appointing
Authority and provide employees the necessary tools to telework.
Teleworking is a management option and not a universal employee benefit.
The privilege of teleworking can be revoked by the Appointing Authority at
any time.
2. All employees, including classified (regular and initial probationary
employees), unclassified, contract and temporary, are eligible for
consideration. An employee’s participation is entirely voluntary.
3. More specific internal teleworking procedures may be developed and
implemented by the Appointing Authority.
4. To comply with the Trip Reduction Program, departments must annually
report the number of teleworkers to the County Commuter Transportation
Coordinator.
B. Self-Assessment And Training
Employees and supervisors are encouraged to participate in the County’s
online teleworking assessment and training course as offered. Training may
be a requirement established by the department. Taking a training course
does not guarantee that a teleworking agreement will be approved by the
Appointing Authority.
C. Teleworking Agreement
1. A teleworking agreement identifies the responsibilities of the employee,
outlines working conditions and requires the approval of the Appointing
Authority. Before starting a teleworking arrangement, employees and their
supervisors must sign a teleworking agreement.
2. The original teleworking agreement shall remain in the employee’s
department personnel file.
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Policy Title: Policy Number: HR2409
TELEWORKING Current Adoption xx-xx-xxxx
Date:
D. Public Records
Departments permitting telework are responsible for ensuring that arrangements
are made for teleworkers to maintain compliance with Public Records statutes
and regulations as set forth by the Arizona State Library and Public Archives.
This includes ensuring that public records taken to the Alternative Worksite are
open to inspection as required by statute and ensuring that a chain of custody is
maintained for records taken to the Alternative Worksite as required by ARS §
39-121.01.
E. Working Conditions
1. Employees are subject to the department’s internal policies and procedures
and working conditions outlined in a teleworking agreement.
2. Teleworking is not a substitute for dependent care; teleworkers must make
arrangements for dependent care during the agreed upon work hours.
3. While teleworking, employees must be reachable as agreed upon by their
supervisor and must notify their supervisor when leaving the Alternative
Worksite.
4. Terms and conditions of employment do not change as a result of a
teleworking arrangement including Fair Labor Standards Act (FLSA) laws
governing overtime for non-exempt employees. Overtime hours, including
teleworking hours, for non-exempt employees shall require the pre-approval
of a supervisor.
5. Teleworking hours worked shall be recorded in the County’s payroll system
using the Telecommuting pay code to ensure proper tracking of telework
hours throughout the County.
6. Employee salary, benefits and employer-sponsored insurance coverage will
not change as a result of teleworking.
7. No agreement shall include any improvements or additions to an employee’s
owned or leased assets, including the residence, computer, vehicle, or any
other property.
8. An employee’s Alternative Worksite is an extension of the department’s
work space, and the County is only liable for job related accidents if they occur
during the approved work schedule and in the designated work location. The
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Policy Title: Policy Number: HR2409
TELEWORKING Current Adoption xx-xx-xxxx
Date:
County retains the right to make on-site inspections at mutually agreed upon
times to observe working conditions.
9. Any change to the agreed upon schedule and/or Alternative Worksite location
must be reviewed and approved by the supervisor and manager in advance.
F. Technology
1. The technology provisions are intended to provide a framework for general
restrictions and uses. Departments may develop and implement more specific
technology provisions to cover its own unique teleworking environment.
2. In most instances, teleworkers provide their own equipment. County-owned
equipment used in an Alternative Worksite may be provided at the discretion
of the department.
3. Employees are required to seek the approval of their department’s technology
staff before purchasing equipment and software to ensure compatibility and
connectivity requirements.
4. Employees are required to install virus protection and firewall software on all
computers used at an Alternative Worksite.
5. Employees are responsible for securing all data, paper or electronic, subject
to the confidentiality and security policies of the department and the County.
6. Restricted-access materials, as defined by the department, shall not be taken
to the Alternative Worksite or accessed unless approved in advance by the
supervisor.
7. The County does not assume liability for loss, damage or wear of employee-
owned equipment used at an Alternative Worksite.
8. County-owned software shall not be duplicated.
9. Requirements related to County policies do not change as a result of
teleworking (See e.g., Policy A1608, Electronic Mail; A1609, Acceptable Use
of County Technology Resources and A2604, Software Copyright and
License Compliance).
G. Reimbursement Of Expenses
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Policy Title: Policy Number: HR2409
TELEWORKING Current Adoption
Date: xx-xx-xxxx
1. Appointing Authorities may pre-approve reimbursement of expenses (long
distance phone charges, office supplies, etc.) in accordance with County and
internal department policies.
2. The teleworking agreement shall state which expenses will be reimbursed.
Any changes shall require the pre-approval of the Appointing Authority.
Revision History
Version Revision Date Description of Revision
1 9 April 1999 Replaced Policy A1407.
Clarified policy and roles and responsibilities.
Changes were made to clarify and update
definitions, require the appropriate handling of
2 ?? 2015 public records for teleworkers, mandate the entry of
teleworking hours in the payroll system, strengthen
accountability provisions, and simplify the language
and take out irrelevant language.
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