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HomeMy WebLinkAbout300-03POLICY & PROCEDURE Subject: TELEWORK Index: HRRM DEPARTMENT Number: 300-03 Effective Date: 04/13/2026 Supersedes: 5/10/2022 Page: 1 of 6 Staff Contact: David E. Topaz Approved By: 1.0 PURPOSE: To establish a policy and procedures to use, where appropriate, telecommuting in order to attract and retain a skilled, diverse, and dedicated workforce, reduce costs, encourage affordable traffic mitigation, and improve productivity among employees while meeting the needs of the residents. Telework is a privilege, not a right or benefit. This policy would also be utilized if city hall or other city facilities are closed in response to an emergency requiring the employees who work in those buildings to work from home. 2.0 ORGANIZATIONS AFFECTED: All divisions and departments. All represented and non-represented employees with the exception of the CAO, DCAO and Administrators are covered by this policy and procedure. For employees who are represented under the terms of a collective bargaining agreement, this policy prevails except where it conflicts with the collective bargaining agreement, or any memoranda of agreement to the collective bargaining agreement, relative to the members of the bargaining unit. 3.0 REFERENCES: Collective Bargaining Agreements Policy & Procedure 100-05: Disclosure of Public Records Policy & Procedure 100-09: Email System Policy & Procedure 230-02: Records Management Policy & Procedure 250-15: Technology Device Procurement, Management and Usage Policy & Procedure 250-16: Electronic Data Security Policy & Procedure 330-05: Flexible Work Schedule Program Policy 300-03 Telework p. 2 Policy & Procedure 340-01: Americans with Disabilities Act Policy & Procedure 350-04: Inclement Weather, Natural Disasters, Hazards and Workplace Emergencies 4.0 POLICY: 4.1 Scope: The telework policy shall apply to all employees in the city of Renton who are employed by the city of Renton in a regular-status position, supplemental, limited term or temporary position. Contractors are excluded. 4.1.1 Telework is not appropriate for all employees or job classifications. No employee is entitled to or guaranteed the opportunity to telework. The employee and supervisor will assess the job responsibilities of the employee to determine if the job is appropriate for teleworking. The supervisor has full discretion to deny or cancel a telework agreement if they deem it not appropriate or no longer working to the benefit of the city. Employees may be directed to work in office at any time based on the needs of their department, with reasonable notice regardless of telework agreement. Reasonable notice will generally mean 24 hours in advance, unless an emergent condition exists. 4.1.2 Employees requesting telework as an accommodation for their own disability should contact HRRM prior to requesting telework from their supervisor. HRRM will work with the employee on reasonable accommodation options, and provide information and options to the supervisor, without disclosing the employee’s personal medical information. 4.1.3 Employees are expected to work in office or in the field, if applicable, a minimum of three regular scheduled workdays per week. Up to two days per week may be via telework. Use of leave and City paid holidays are excluded from this requirement. 4.1.4 Telework is not allowed for providing childcare, elder care, or care to any sick family member. Attending appointments, taking family to appointments, or any other time not spent working during a telework day should be done with prior approval of the supervisor either through flexing time, or taking the appropriate leave type. 4.2 Type of Arrangements: The city authorizes two different telecommuting arrangements, both of which require completion of a Telework Application and Telework Agreement. Policy 300-03 Telework p. 3 4.2.1 Informal telework: For irregular telework needs, ad-hoc telework arrangements may be approved by a supervisor for an employee to work remotely no more than two days in a week or one day a week if the employee works less than five days in the applicable week due to alternate work arrangements such as 9/80 or 4/10. The limit on number of telework days counts any preauthorized routine telework days. For those with routine telework authorizations, ad-hoc telework arrangements will generally require working in office on days that would have been remote under the existing routine agreement to avoid exceeding the limit for weekly telework. A supervisor may allow for an exception to the weekly remote work limit and approve up to five full or partial remote work-days per quarter exceeding the weekly limit only if the supervisor deems such approval advances City interests and is not solely for the convenience of the requesting employee. Exceptions beyond the five days must be approved by HRRM. No ad-hoc telework may be authorized without a telework agreement establishing that the individual is eligible. Ad-hoc should not be used as a replacement for routine telework agreements with fixed schedules. If an employee regularly performs telework, defined as averaging one day or more per week, a routine telework arrangement should be used. 4.2.2 Routine telework: Permitted for employees only under the terms of the Telework Agreement, with three regularly scheduled days per week in office or in the field, if applicable, required, and to work remotely no more than two days in a week or one day a week if the employee works less than five days in an applicable week due to alternate work arrangement such as 9/80 or 4/10, reached between the employee and the immediate supervisor and approved by the Department Administrator. Regularly scheduled in-office days may be swapped upon request of the employee only if approved by the supervisor pursuant to the restrictions on ad-hoc telework. 4.2.3 Telework Due to Public Emergency/Inclement Weather or Other Emergent Circumstance: Additionally, the Mayor or CAO (or Administrators if decision is delegated in writing) can approve telework in advance or during inclement weather or public hazards or emergencies for the length of time necessary for it to be safe or accessible for the employee or employees to return to work in the office. 4.3 Eligibility: Telework agreements will only be approved if the employee has a portion of their workload that can be completed outside of the office. Other eligibility considerations are: Policy 300-03 Telework p. 4 4.3.1 If the needs of both internal and external customers can be met without adverse impact to the organization. 4.3.2 The teleworker must be able to arrange with their co-workers and supervisor for coverage of on-site job demands that arise on telework days. If during the effective period of a Telework Agreement coverage cannot be provided without a decrease in service levels or additional cost to the city, the supervisor may require the employee to report to their regular workstation at city premises. 4.3.3 Employees must reside in the state of Washington to telework. 4.4 The employee’s schedule shall be outlined in the agreement and in compliance with wage and hour laws, city of Renton policies, department standards and any applicable collective bargaining agreement. Any personal leave time to be taken during a telework period must be preapproved and requested in the same manner as other leave requests. For informal telework agreements, each instance of telework must be separately approved by the supervisor prior to the telework commencing. Such approval should be documented in writing, which may be by email. 4.5 If the teleworker chooses to work at a location besides a home office, they must receive approval from their supervisor prior to beginning the telework. The supervisor must consult with Human Resources and Risk Management with any questions regarding the appropriateness of a different location as a telework site. 4.6 The supervisor will determine appropriate equipment needs for each telecommuting arrangement and will supply necessary general office supplies. Office furniture and household expenses such as rent/mortgage and utilities will not be paid for or purchased by the city of Renton. The employee is responsible for providing their own internet access. Equipment supplied by the city of Renton is to be used for business purposes only, except as permitted by Policy 250-15. Equipment supplied by the employee will be the responsibility of the employee to maintain. The employee acknowledges that equipment used for business purposes but owned by the employee is subject to Public Records laws and may be inspected, as necessary. The city of Renton accepts no responsibility for damage or repairs to the employee- owned equipment. 4.7 Technical support is available by phone, during the core office hours to employees via the city’s IT Service Desk for city-issued laptops, network related connectivity issues and software programs. It is the teleworker’s responsibility to ensure the internet connection has been tested at their home Policy 300-03 Telework p. 5 office prior to the beginning of their telework agreement. Any down time related to technical issues should be reported to the supervisor immediately. 4.8 Teleworkers must follow the current Electronic Data Security policy (250-16). Any licensed software needed to telework will be put on the laptop as appropriate. 4.9 Employees who telework are expected to be available during their work hours via email, Teams, and telephone and must have functioning and reliable internet and phone service. It is up to the employee and supervisor to determine the communication strategy and outline it in the Telework Agreement. During internet or phone service outages of one hour or more, the employee must either report to the office, or take leave for time without internet or phone service. 4.10 The employee and supervisor shall take appropriate safeguards to secure confidential data and information. Any city materials taken home should be kept in the designated work area and not be accessible to others and be returned when the assignment is complete. 4.11 Telework agreements are not to be used as a substitute for dependent or childcare. Employees who telework are required to make dependent and childcare arrangements as they would if working on-site. The HRRM Administrator will review exceptions to this on a case-by-case basis. 4.12 If the employee is injured in the course and scope of performing the official duties during the agreed-upon work hours, regardless of work location, the employee is covered under the state’s worker’s compensation law. The employee must notify their supervisor immediately and complete necessary forms. 4.13 Employees may not conduct in-person business meetings while working at their residence. 4.14 Participation in the Telework program may be revoked if an employee violates or abuses the program. Violations and abuses include but are not limited to: 4.14.1 Failure to provide satisfactory work products or deficits in performance. 4.14.2 Using telework hours to conduct personal business, perform work outside of city business, and/or taking breaks that exceed authorized periods without prior approval. Policy 300-03 Telework p. 6 4.14.3 Failure to accurately report time. 4.14.4 Frequent unscheduled absences or unplanned tardiness from work. 4.14.5 Failure to receive prior authorization from their supervisor to adjust work hours. 4.14.6 The continual loss of internet connectivity causing a disruption in the employee’s workday. 4.15 An employee who wishes to end their telework arrangement may do so with written notification to their supervisor. 5.0 DEFINITIONS: 5.1 Telework: A working arrangement in which the designated workplace is located part time at an alternate location outside the regular work location such as a home office. 6.0 PROCEDURES: 6.1 To initiate a telework arrangement, an employee should complete the Telework Application and submit the application to their direct supervisor. The supervisor or designee will review the application and make a recommendation for approval or denial within seven working days. Concurrently, the employee should complete a Telework Checklist to determine any necessary items that would be needed to carry out their telework assignment. Informal telework arrangements can be pre-approved in advance without a specific date being identified. 6.2 If approved, the supervisor and teleworker will complete a Telework Agreement and forward the completed agreement to the department Administrator for approval. 6.3 The application, agreement and checklist are forwarded to the HRRM Department for review and final approval. Any concerns will be addressed within seven working days of receipt. Denied requests will be returned to the employee with explanation. 6.4 All teleworkers will adhere to city policies while working offsite.