5:010 Alternate Work Arrangements
|Austin Peay State
|Alternate Work Arrangements
||November 14, 2016
||Vice President for Finance and Administration
It is the policy of Austin Peay State University to allow non-faculty employees the
ability to request alternate work arrangements.
The purpose of this policy is to set the standards for a consistent process and treatment
of employees regarding alternative work arrangements at APSU. Availability of an alternate
work arrangement is at the discretion of the University and subject to change with
or without notice. This policy applies only to non-faculty employees. Future references
to employees in this policy refer to non-faculty.
-Compressed Work Week
-Alternate Work Arrangement Agreement (Work Agreement)
-Alternate Work Arrangement Agreement Form
-APSU Alternate Work Arrangements
||A work arrangement in which supervisors authorize employees to perform their usual
job duties away from their central workplace in accordance with work agreements.
||Adjusted work schedule where daily working hours may fall outside the hours of 8 am
to 4:30 pm.
|Adjusted schedule where the employee works a 37.5 hour week in less than 5 days.
||Any time period, greater than 9 and less than 12 months, scheduled to accommodate
the cyclical workload of the University.
||Two or more people share a single job for which they are equally accountable.
||The employer’s place of work where employees normally are located.
||A person employed by the University.
|The written agreement between the University and the employee that details the terms
and conditions of an employee’s work schedule whether away from or at the central
workplace. Work agreements are required for any alternative work arrangement.
||The employee’s hours of work in the central workplace and/or in the alternate work
- Requests for alternate work arrangements should be initiated by the employee’s supervisor,
and should establish the justification for the alternate work arrangement. The alternate
work arrangement agreement form contained in the attachments should be completed and
signed by the employee and the employee’s supervisor. The agreement will be reviewed
and either returned for changes or sent to the divisional senior administrator for
final review. The divisional executive authority may consult with the Office of Human
Resources regarding the alternate work agreement. If approved, the agreement will
be executed by the signature of the divisional senior administrator and forwarded
to the Office of Human Resources.
- Alternate work arrangements are not to be considered a universal employee benefit
or right. No employee is entitled to or guaranteed the opportunity to an alternate
work arrangement. Management is responsible for the continued successful operations
of the University and thus management has the sole discretion to designate positions
and/or individuals for an alternate work arrangement.
- Alternate work arrangements do not change the conditions of employment or required
compliance with laws and policies. Employees working on an alternate work arrangement
are subject to the same policies, statutes, and procedures applicable to all employees
including, but not limited to, time and attendance and leave policies. The University
must ensure that procedures are in place to document the work hours of employees in
alternate work arrangements ensuring compliance with the Fair Labor Standards Act.
Supervisors may require employees to report to a central workplace or video conference
as needed for work-related meetings or other events or may meet with employees in
the alternative work location as needed to discuss work progress or other work related
issues. If a holiday falls on an employee’s scheduled day off as a result of an alternate
work arrangement, the employee’s supervisor will make appropriate schedule adjustments
to accommodate the holiday.
- If approved for an alternate work arrangement, the employee is expected to maintain
appropriate levels of productivity and quality of work. If working from a home-based
location, the employee will be expected to make arrangements which allow the work
site to be a productive work environment during the agreed-upon work hours. The supervisor
will use the University’s normal performance management system to clearly define the
performance expectations and to assess the employee’s performance. If a decline in
performance is noted, the arrangement will be cancelled.
- Approved alternate work arrangements must be initiated through a formal alternate
work arrangement agreement. At a minimum, this agreement will establish:
- That the agreement may be revoked any time without cause by written notification
of the University or upon request by the employee;
- That the agreement will be reviewed periodically for compliance and to insure the
continued business justification for the work agreement;
- The employee’s work schedule;
- The employee’s work location(s);
- How communications between the employee, supervisors, colleagues and others will be
- Exclusions of liability for the University and the State related to injury or property
damage to third persons at employee maintained home-based work locations;
- An indemnification and hold harmless clause releasing the University and the State
from any and all claims, demands, judgments, liabilities, losses, damages, or expenses
resulting or arising from any injury or damage to any person, corporation or other
entity caused directly or indirectly by the employee’s acts, omissions, bad faith,
willful misconduct or negligence excluding acts within the scope of the employee’s
employment pursuant to TCA 9-8-307(h);
- The University’s right to inspect home-based work facilities upon request;
- The employee’s status during emergency or weather-related closings.
- The Alternate Work Arrangement Agreement is provided in the Related Forms section.
- Employees working from a location within their home are responsible for maintaining
their work environment as a safe and productive work space. Work related injuries
occurring at the employee’s home-based work location are subject to Tennessee Worker’s
Compensation laws. Alternate work locations are considered extensions of the employee’s
central work location during the time period outlined in the Alternate Work Arrangement
- The supervisor should consider material and equipment needs when drafting a proposal
for an alternate work arrangement with the goal of making the arrangement cost-neutral,
i.e., no more equipment, supplies or expense should be necessary as a result of the
alternate work arrangement than would be needed in the original work location. However,
at the University’s discretion, appropriated funds may be used to:
- Pay for leased telephone lines in employee’s alternate work location;
- Install and provide basic telephone service in employees’ alternate work location
- Provide cell phones or cell phone allowances to employees for business use;
- If cell phones or cell phone allowances are not provided, the University may reimburse
employees for business-related long distance calls made from their personal telephones
upon submission of appropriate documentation.
- The University will not be responsible for any additional costs associated with alternate
work locations such as utilities, home maintenance, etc. The employee will be responsible
for any tax implications of a home-based work location. For a home-based work location,
the employee will be responsible for providing insurance coverage for equipment, supplies,
etc. provided by the employee. The employee will be responsible for compliance with
any local zoning ordinances or other restrictions related to maintaining a home-based
work site. The University will not be liable for any fines, penalties, taxes or other
expenses that may accrue as a result of any violation of applicable restrictions.
- Employees must follow the University approved data security policies and procedure
for protecting confidential information. The employee will be responsible for any
materials and documents transported from the University.
APSU Policy 5:010 (previously 5:017) – Rev.: November 14, 2016
APSU Policy 5:010 – Rev.: September 14, 2015
APSU Policy 5:010 – Rev.: February 4, 2015
APSU Policy 5:010 – Rev.: April 25, 2006
APSU Policy 5:010 – Rev.: November 24, 2003
APSU Policy 5:010 – Rev.: July 1, 2003
APSU Policy 5:010 – Issued: July 1, 2000
President: signature on file