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res-11-2024 - telecommuting policy.pdf

Other May 2, 2024 · 5 page(s)

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TOWN COUNCIL OF CENTREVILLE
RESOLUTION 11-2024
A RESOLUTION OF THE TOWN COUNCIL OF CENTREVILLE TO ADOPT A
TELECOMMUTING POLICY FOR TOWN EMPLOYEES
WHEREAS, the Town Council of Centreville recognizes the need to set policy for the
purposes of Town employee telecommuting purposes;
WHEREAS, the Town Council of Centreville concurs with the recommendations of this
Resolution:
BE IT RESOLVED BY THE TOWN COUNCIL OF CENTREVILLE:
Section 1. The Town Council of Centreville approves the Telecommuting Policy attached
hereto as “Exhibit A.”
Section 2. The date of passage of this Resolution is .
ATTEST: THE TOWN COUNCIL OF CENTREVILLE
R. Gaye Adams, Town Clerk Ashley Heffernan Kaiser, Esq., President
Eric B. Johnson, Jr., Vice President
Daniel B. Worth, Member
Jim A. Beauchamp, Member
Jeffrey D. Kiel, Member
Res-11-2024 Page|1

EXHIBIT A
Title: Telecommuting Policy Resolution: 11-2024
Approved: Revised:
Policy #: 300-305 Form(s): 23-005; 23-006
1. Objective
Telecommuting allows employees to work at home, on the road or in a satellite location
for all or part of their workweek. The Town of Centreville considers telecommuting to be
a viable, flexible work option when both the employee and the job are suited to such an
arrangement. Telecommuting may be appropriate for some employees and jobs but not
for others. Telecommuting is not an entitlement, it is not an agencywide benefit, and it in
no way changes the terms and conditions of employment with the Town of Centreville.
Each request for telecommuting will be decided on an individual basis taking into
consideration the guidelines set forth herein and most importantly the Town’s needs. The
selection of employees for a telecommuting arrangement is not based on any employee’s
race, color, national origin, sex, gender or gender expression, marital status, sexual
orientation, disability, or any other legally protected status.
2. Procedures
a. Telecommuting can be informal, such as working from home for a short-term project
or on the road during business travel, or a formal, set schedule of working away from
the office as described below. Either an employee or a supervisor can suggest
telecommuting as a possible work arrangement.
i. Informal telecommuting arrangements. Arrangements must be pre-
approved by the employee’s supervisor. Employees must document on their
timesheet for each pay period where telecommuting was worked.
ii. Formal telecommuting arrangements. Eligible employees must submit a
completed Telecommuting Application HR Form #23-005 to their supervisor
and human resources for approval. If approved, then a telecommuting
agreement will be prepared by human resources and signed by the
employee and his or her supervisor.
b. Any telecommuting arrangement made will be on a trial basis for the first three
months and may be discontinued at will and at any time at the request of either the
employee or the supervisor. Every effort will be made to provide 30 days’ notice of
such changes to accommodate commuting, childcare and other issues that may arise
from the termination of a telecommuting arrangement. There may be instances,
however, when no notice is possible.
3. Eligibility
a. Individuals requesting formal telecommuting arrangements must be employed with
the Town for a minimum of 12 months of continuous, regular employment and must
have a satisfactory performance record.
Res-11-2024 Page|2

EXHIBIT A
b. Before entering into any telecommuting agreement, the employee, his or her
immediate supervisor, and department head, with the assistance of human resources,
will evaluate the suitability of such an arrangement, reviewing the following areas:
i. Employee suitability. The employee and his or her supervisor will assess the needs
and work habits of the employee, compared to traits customarily recognized as
appropriate for successful telecommuters.
ii. Job responsibilities. The employee and his or her supervisor will discuss the job
responsibilities and determine if the job is appropriate for a telecommuting
arrangement.
iii. Tax, insurance, and other legal implications. The employee must determine any tax
or legal implications under IRS, state, and local government laws, and/or
restrictions of working out of a home-based office. Responsibility for fulfilling all
obligations in this area rests solely with the employee.
c. If the employee, immediate supervisor, and department head agree, and the human
resource department concurs, a draft telecommuting agreement will be prepared and
signed by all parties, and a three-month trial period will commence.
d. Evaluation of telecommuter performance during the trial period will include a
minimum of regular interaction by phone and e-mail between the employee and the
supervisor, and weekly face-to-face meetings to discuss work progress and problems.
At the end of the trial period, the employee and supervisor will each complete an
evaluation of the arrangement and make recommendations for continuance or
modifications. Evaluation of telecommuter performance beyond the trial period will
be consistent with that received by employees working at the office in both content
and frequency but will focus on work output and completion of objectives rather than
on time-based performance.
e. An appropriate level of communication between the telecommuter and supervisor will
be agreed to as part of the discussion process and will be more formal during the trial
period. After conclusion of the trial period, the manager and telecommuter will
communicate at a level consistent with employees working at the office or in a manner
and frequency that is appropriate for the job and the individuals involved.
4. Equipment
a. On a case-by-case basis, the Town will determine, with information supplied by the
employee and the supervisor, the appropriate equipment needs (including hardware,
software, modems, phone and data lines and other office equipment) for each
telecommuting arrangement. The human resource and information system
departments will serve as resources in this matter. Equipment supplied by the
organization will be maintained by the organization. Equipment supplied by the
employee, if deemed appropriate by the organization, will be maintained by the
employee. The Town of Centreville accepts no responsibility for damage or repairs to
employee-owned equipment. The Town of Centreville reserves the right to make
determinations as to appropriate equipment subject to change at any time. Equipment
Res-11-2024 Page|3

EXHIBIT A
supplied by the organization is to be used for business purposes only. The
telecommuter must sign an inventory of all Town property received and agree to take
appropriate action to protect the items from damage or theft. Upon termination of
employment, all Town property will be returned to the Town, unless other
arrangements have been made.
b. The Town of Centreville will supply the employee with appropriate office supplies
(pens, paper, etc.) as deemed necessary. The Town of Centreville will also reimburse
the employee for business-related expenses, such as telephone costs (if preapproved)
and shipping costs, that are reasonably incurred in carrying out the employee’s job. It
is the employee's responsibility to provide their supervisor with receipts and any other
information to justify the reimbursement.
c. The employee will establish an appropriate work environment within his or her home
for work purposes. The Town of Centreville will not be responsible for costs
associated with the setup of the employee’s home office, such as remodeling,
furniture, or lighting, nor for repairs or modifications to the home office space.
5. Security
a. Consistent with the organization’s expectations of information security for employees
working at the office, telecommuting employees will be expected to ensure the
protection of proprietary company and customer information accessible from their
home office. Employees must keep confidential documents and information securely
stored and prevent unauthorized access to Town information and resources. Steps
include but are not limited to the use of locked file cabinets and desks, regular
password maintenance, and any other measures appropriate for the job and the
environment.
b. Telecommuting employees and their supervisors shall identify any confidential,
private or personal information and records to be accessed and ensure appropriate
safeguards are used to protect them.
c. Any suspected loss or theft of Town documents, materials, or information, as well as
any suspected hacks or breaches of security, shall be reported to their supervisor
immediately.
6. Safety
a. Employees are expected to maintain their home workspace in a safe manner, free from
safety hazards. The Town of Centreville will provide each telecommuter with a safety
checklist that must be completed at least twice per year. Injuries sustained by the
employee in a home office location and in conjunction with his or her regular work
duties are normally covered by the Town’s workers’ compensation policy.
Telecommuting employees are responsible for notifying the employer of such injuries
as soon as practicable. The employee is liable for any injuries sustained by visitors to
his or her home worksite.
Res-11-2024 Page|4

EXHIBIT A
b. Telecommuting is not designed to be a replacement for appropriate childcare.
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 a trial period.
7. Time Worked
a. Telecommuting employees who are not exempt from the overtime requirements of the
Fair Labor Standards Act will be required to accurately record all hours worked using
the Town’s time-keeping system. Hours worked more than those scheduled per day
and per workweek require the advance approval of the telecommuter’s supervisor.
Failure to comply with this requirement may result in the immediate termination of
the telecommuting agreement.
b. Telecommuting employees who are exempt will be required to provide their
supervisor with project/task goals and timelines with weekly status updates. Failure
to comply with this requirement may result in the immediate termination of the
telecommuting agreement.
c. Telecommuting employees shall notify their supervisor of any changes to their work
week such as for sick time, compensatory time, and vacation time in accordance with
standard Town policies and procedures.
8. Ad Hoc Arrangements
a. Temporary telecommuting arrangements may be approved for circumstances such as
inclement weather, special projects, or business travel. These arrangements are
approved on an as-needed basis only, with no expectation of ongoing continuance.
b. Other informal, short-term arrangements may be made for employees on family or
medical leave to the extent practical for the employee and the organization and with
the consent of the employee’s health care provider, if appropriate.
c. All informal telecommuting arrangements are made on a case-by-case basis, focusing
first on the business needs of the Town.
Res-11-2024 Page|5