HR-522 Remote Work

HR Policy Provisions

Purpose
1. The ��ҹӰԺ’s operations are primarily located at its campuses in Missouri, including the ��ҹӰԺ-Columbia, ��ҹӰԺ-Kansas City, Missouri University of Science & Technology, and ��ҹӰԺ-St. Louis; the hospitals and clinics of MU Health Care; MU Extension offices; research parks and farms; and other University locations across Missouri.
2. It is the University’s policy that work will be performed at the University’s locations unless Remote Work is in the best interest of the University and is approved in accordance with this policy.
Scope of Policy
1. Remote Work means any work arrangement in which an employee regularly works from a location that is not a University location.
  1. For purposes of this policy, a University location is a location owned or leased by the University, or otherwise designated as a University location by the President, Chancellor, MU Health Care CEO, or General Counsel. University locations include, but are not limited to, the locations listed in Section I.A of this policy.
  2. Remote Work does not include work arrangements in which employees’ official responsibilities require regular work at locations in Missouri that are not University locations (e.g., extension specialist working on private farms or in school districts). Work arrangements in which employees’ official responsibilities require regular work at locations outside Missouri (e.g., student recruitment specialists and donor engagement professionals assigned to other states) must be approved in accordance with this policy.
  3. Remote Work does not include brief periods of work from a location that is not a University location on an occasional or sporadic basis (e.g., working at home while awaiting a maintenance appointment), which is subject to supervisor approval.
  4. Remote Work does not include temporary work from a location that is not a University location due to inclement weather or other disruption in accordance with HR-217, Emergency Closure and Transition to Remote Operations.
  5. This policy does not apply to part-time, non-regular (adjunct) faculty appointments unless the employee’s work location is outside the United States or District of Columbia. Adjunct faculty are expected to perform their assigned workload responsibilities, including any assigned on-campus teaching.
  6. Remote Work does not include faculty work activities that can be effectively completed away from campus, such as research/scholarly writing, course preparation, grading, and manuscript reviews, among others, as long as the faculty member remains available for on-campus work. Faculty have workplace flexibility for such activities. Faculty are expected to be part of a vibrant, in-person community and to regularly perform their workload responsibilities on campus. Remote Work must be approved under this policy if a faculty member will perform their workload responsibilities primarily at an off-campus location or regularly will not be available to perform their workload responsibilities on campus (e.g., faculty member is not available to come to campus on certain days of the week).
2. Remote Work may be Fully Remote, Hybrid, or Unique Circumstances.
  1. Fully Remote: a Remote Work arrangement in which an employee regularly works less than one day per week or 20% of the employee’s regularly-scheduled working time from a University location.
  2. Hybrid: a Remote Work arrangement in which an employee regularly works from a location that is not a University location but works at least one day per week or 20% of the time from a University location.
  3. Unique Circumstances: a work arrangement in which an employee regularly works from a location that is not a University location on a temporary basis (less than 30 days).
3. Remote Work, which includes Fully Remote, Hybrid, and Unique Circumstances, may be approved in rare and exceptional cases when there are compelling reasons why Remote Work is necessary to meet the University’s needs. Remote Work must be approved in accordance with Section III of this policy. Employees approved for Remote Work must sign a Remote Work Agreement in accordance with Section IV of this policy.
4. Requests for Remote Work as a reasonable accommodation for a disability should be made and reviewed in accordance with CRR 600.080, Policy Related to Employees with Disabilities.
Remote Work Approval
1. Employees may be approved for Remote Work at the request of their Business Unit and with approval of the President, Chancellor, MU Health Care CEO, or General Counsel. Business Units are expected to demonstrate compelling reasons why Remote Work is necessary to meet the University’s needs and how the employee’s Remote Work arrangement will meet the University’s needs with the same or greater efficiency and effectiveness as on-site work.
2. Requests for Remote Work should also document:
  1. Location(s) where Remote Work will be performed;
    1. Remote Work outside the State of Missouri is not permitted unless approved by the President, Chancellor, MU Health Care CEO, or General Counsel.
    2. Remote Work outside the United States and District of Columbia, including foreign countries and United States territories, is not permitted unless approved by the President.
  2. Any equipment provided by the University; and
    1. The University may issue some or all of the following if approved by the University: computer, monitor, keyboard, mouse, docking station, softphones, and other equipment deemed essential and within budget.
    2. The University will not provide the following unless required by law or approved under extenuating circumstances: furniture, such as desks, chairs, and file cabinets; and reimbursement for internet or cell phone expenses.
    3. The University is not responsible for damage to or loss of personal equipment even if the employee is engaged in University work at the time of the damage or loss.
  3. How the employee will be managed and evaluated while working remotely, including measures to monitor accountability, attendance, collaboration, communication, and time management.
3. Remote Work approvals will be reviewed annually by the President, Chancellors, MU Health Care CEO, and General Counsel.
4. Approval for Remote Work in accordance with Section III does not entitle any individual employee to a Remote Work arrangement. The University has the right at its discretion to modify or terminate any Remote Work approval. Remote Work also requires the employee to sign a Remote Work Agreement in accordance with Section IV of this policy.
Responsibilities of Employees Working Remotely
1. Employees approved for Remote Work must sign a Remote Work Agreement acknowledging the responsibilities set forth in this Section IV.
2. Employees are expected to effectively accomplish their regular job duties, regardless of work location. Failure to meet job expectations may lead to termination or modification of Remote Work and/or disciplinary action.
3. University-owned equipment, including computers, will be maintained only by a University-authorized technician. Necessary maintenance and repairs will be performed at the University’s expense.
4. Employees will ensure they have adequate technology connectivity to perform all required work activities.
  1. University IT recommendations for internet connectivity can be found at: umsystem.edu/ums/is/campus-specific-remote-work-resources.
  2. Employees should work with their IT Pro to ensure their computer updates are happening on a timely basis.
5. Employees are responsible for protecting University records and information from unauthorized disclosure or damage, including, but not limited to:
  1. Ensuring that official records and information are secure and not stored in a way that would make them available to unauthorized individuals.
  2. Safeguarding files, documents, equipment, and other materials transported between the approved work site and the university.
  3. Complying with University HIPAA and other compliance policies and procedures regardless of where the employee works.
6. If an employee cannot work effectively at their remote location for any reason (e.g., internet connection is down, construction, distractions, etc.), the employee shall notify their supervisor and make up the lost time, take time off, or temporarily relocate to another location.
7. Employees are responsible for following University rules, regulations, and policies, including but not limited to HR-106 Reporting Hours Worked, HR-211 Overtime and Comp Time, HR-409 Worker’s Compensation Benefits, HR-507 Conflict of Interest, and HR-518 Computer Utilization.
8. Upon termination of Remote Work or employment, the employee must return all University-issued items to the University.
Other
1. Worker’s Compensation
  1. Workers’ compensation benefits, pursuant to HR-409, will cover employees with approved Remote Work for job-related injuries that occur in the course and scope of employment. Workers’ compensation coverage will not apply to non-job-related injuries that might occur in or outside the home or for incidents that occur outside of work hours.
  2. Employees with Remote Work arrangements are responsible for reporting job-related injuries to their supervisor as soon as possible and seeking treatment from authorized medical care providers consistent with University policy.
2. Travel Reimbursements – Travel expenses may be eligible for reimbursement if the travel is ordinary and necessary and is away from the employee’s Tax Home for University business. See policy Allowable Travel Expenses for details.

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See Also