Grant PUD telecommuting policy

1. Before entering into any telecommuting agreement, the employee and the supervisor will evaluate the suitability of such an arrangement, paying attention to the following areas:

a.Job Responsibilities – the employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement. ​

b.Employee Suitability – the employee and supervisor will assess the needs and work habits of the employee to determine whether the employees work is suitable to work from home either partially or in its entirety during this temporary directive.. ​

c.Logistics - Equipment needs, workspace considerations and scheduling issues. ​

2.Either an employee or a supervisor can suggest telecommuting as a possible work arrangement, but it will require a joint agreement. ​

3.All informal telecommuting arrangements are made on a case by case basis, focusing on the safety for employees and balancing this with business needs. ​

4.Temporary telecommuting assignments should not be construed as a permanent change to conditions of employment, headquarters, position expectations, etc. Accepting a telecommuting assignment does not alter the employment at will status of non-bargaining unit employees. Employees participating in telecommuting arrangements are still subject to utility policies to the extent reasonable, such as policies addressed specific to work location. Questions about changes to policies or expectations should be addressed by the employee and supervisor proactively or as soon as practical after they arise. ​

5.The performance expected during the telecommuting duration should be well communicated by the supervisor with the employee. Employees should raise any issues with being able to meet deadlines or deliver work product with their supervisor as early as reasonable once identified. ​

6.Grant PUD will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs for each telecommuting arrangement on a case-by-case basis. HR and IT will serve as resources in this matter. Equipment supplied by Grant PUD will be maintained by the utility. Equipment supplied by the employee, if deemed appropriate by the utility, will be maintained by the employee. The employee is responsible for any damage or loss to utility owned equipment. Any damage or loss of Grant PUD owned equipment must be reported as soon as reasonably possible upon discovery. Grant PUD accepts no responsibility for damage or repairs to employee-owned equipment. ​

Grant PUD reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the utility is to be used for business purposes only and should align with the IT Acceptable Use Policy. The telecommuter should sign an inventory of all property and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all Grant PUD property will be returned to the utility. ​

7.Consistent with the Grant PUD's security of sensitive and/or customer information, the employee must adhere to the utility's policies and procedures for proper protection of information. HR, IT, and the Security departments will serve as resources in this matter. ​

8.The employee shall consider safety issues when performing their work such as ergonomics. If additional ergonomic equipment is needed, employees can make that request through their supervisor. ​

9.The employee and supervisor will agree on the number of days of telecommuting allowed/required, the work schedule the employee will customarily maintain, and the manner and frequency of communication. The employee agrees to be accessible by phone or e-mail within a reasonable time period during the agreed upon work schedule. ​

10.Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to record all hours worked in a manner designated by the utility. Hours worked in excess of those specified per day and per workweek, in accordance with state and federal requirements will require the advance approval of the supervisor. Failure to comply with this requirement can result in the immediate termination of the telecommuting agreement. All employees will record time accurately as required by standard payroll processing guidelines. ​

11.An appropriate level of communication between the telecommuter and manager will be agreed to as part of the discussion. ​

12.Telecommuting is not designed to be a replacement for appropriate childcare. Employees working at home must make or maintain caregiver arrangements for children, parents, or others. Although an individual employee's schedule may be modified to accommodate childcare needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering an agreement. Changes to schedules need to be communicated to the employee's supervisor in advance of the schedule change and must be approved. ​

13.The availability of telecommuting as a flexible work arrangement for employees of Grant PUD can be discontinued at any time at the discretion of the employer. ​

14.Supervisors should communicate any telecommuting arrangements with their supervisory chain (manager, senior manager, etc.) as appropriate prior to approving the telecommuting arrangement. Details such as duration, special circumstances, etc. should be conveyed and approved at that time.