University of California, Riverside

Human Resources



Telecommuting Procedure for Staff Members


Telecommuting Procedure for Staff Members
University of California, Riverside
July 5, 2007

  1. RELATED POLICIES/PROCEDURES AND REFERENCES
    1. Personnel Policy 31 / UCR Local Procedure 31 – Hours of Work
    2. Personnel Policy 32 / UCR Local Procedure 32 – Overtime (Non-Exempt Employees Only)
    3. Mandatory Telecommuting Agreement
    4. Selection Criteria for Successful Telecommuting Guideline
    5. Authorization to Use University Property in an Off-Campus Location
  2. DEFINITION
    Telecommuting is a work arrangement, requiring organizational unit approval, in which some or all of the work assigned to an eligible employee is conducted at a non-University worksite (e.g., employee’s home).  Occasional work off-site, including work while traveling on University business, does not constitute telecommuting and does not require the formal arrangement described in this procedure.  Work and telecommunication equipment may be owned and maintained by the employee or by the University
  3. ELIGIBILITY
    Telecommuting Arrangements may be established for regular career status employees who:
    1. Have completed their probationary period; and
    2. Have received a satisfactory or greater performance rating on their most recent performance evaluation; and
    3. Have been found to work efficiently and effectively with minimal supervision
  4. PROCEDURES
    1. An employee, supervisor or department head or designee may propose a telecommuting work arrangement.  Regardless of who proposes the arrangement, the process for evaluating suitability shall be the same.
    2. Using the Selection Criteria for Successful Telecommuting Guideline, the department head or designee evaluates the:
      1. Department needs
      2. Functions/Tasks to be accomplished
      3. Eligibility of the employee under consideration
    3. If the department head or designee approves the proposed telecommuting work arrangement, the Mandatory Telecommuting Agreementmust be completed.  The use of this agreement is mandatory as it contains the following required elements:
      1. General Work Arrangements (e.g., parties involved, work days & hours, location, communication expectations, specific duties to be conducted);
      2. Personnel Policies/Procedures/Bargaining Unit Contract/FLSA Compliance Applicability
      3. Safety & Equipment/Information Security Responsibilities
      4. Equipment, Furniture & Supply Responsibilities
      5. Tax & Zoning Regulation Responsibilities
    4. Once the Telecommuting Agreement has been completed and signed by the employee and the department head, it shall be submitted, along with all associated documentation, to the organizational unit for approval
    5. The department head or designee shall notify employees’ within the department how the arrangement will work and how it benefits the University
    6. The department will maintain a copy of the signed Telecommuting Agreement in the employee’s personnel file and provide a copy to the employee
    7. Telecommuting Agreement Amendments & Extensions
      All Telecommuting Agreement amendments and/or extensions shall be documented, signed by the employee, the department head or designee, and an organizational unit representative, attached to the original Telecommuting Agreement and maintained in the employee’s personnel file, with a copy provided to the employee
    8. Terminating a Telecommuting Agreement
      The University or the employee may terminate the agreement at any time provided a two week written notice is given
  5. RESPONSIBILITIES
    1. Employee
      1. Participates in establishing a proposed telecommuting work arrangement
      2. Agrees to abide by the terms and conditions of the Telecommuting Agreement
    2. Supervisor
      1. Participates in establishing a proposed telecommuting work arrangement
      2. Provides a recommendation to the department head or designee
    3. Department Head or Designee
      1. Evaluates the proposed telecommuting work arrangement and the supervisor’s recommendation and approves or denies the request
      2. Upon approval, ensures the mandatory Telecommuting Agreement is completed in it’s entirety and has the appropriate signatures
      3. Forwards the request, along with all associated documentation, to the organizational unit for approval
      4. Ensures that the Telecommuting Agreement and all associated documentation is maintained in the employee’s personnel file and copies are provided to the employee
      5. Ensures the department and the employee abide by the terms and conditions of the Telecommuting Agreement
    4. Organizational Unit
      Approves or denies the proposed telecommuting work arrangement, signs the Telecommuting Agreement (if approved), and returns all documentation to the department head or designee

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