Policy 02.08 Telecommuting

POLICY TITLE:	Telecommuting
POLICY NUMBER:	02.08
VERSION:	1.0
REVISED DATE:	May 13, 2020
REVIEWED DATE:	May 14, 2020
APPROVAL DATE:	May 14, 2020
EFFECTIVE DATE:	May 14, 2020
NUMBER OF PAGES:	4

1. Description and Purpose The purpose of this policy is to establish a policy to allow certain City of Saint Paul (City) employees to telecommute.

2. Applicability This policy applies to all employees of the City with a Telecommuting Agreement.

3. Failure to Comply Any failure to abide by this Policy or the Personnel Policy as incorporated herein will result in the removal of the City Network connectivity and the return of City equipment to the City and may result in further repercussions depending on the severity of the violation.

1. Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. The City 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 a City benefit, and it in no way changes the terms and conditions of employment with the City.

a. Telecommuting arrangements may be approved for circumstances such as:

i. Special projects.

ii. Business travel.

iii. Emergency situation or declaration as set forth in City Code of Ordinances (CCO) 8.10.

iv. Employees on family or medical leave to the extent practical for the employee and the City and with the consent of the employee’s health care provider, if appropriate.

b. Telecommuting arrangements are approved by the City Manager on an as-needed basis and are considered based on the business needs of the City. Telecommuting arrangements will be reevaluated periodically and should not be expected to continue indefinitely.

a. Individual employees requesting telecommuting arrangements must be employed with City as a regular full-time or contract employee and must have a satisfactory attendance and performance record.

b. Before entering into any telecommuting agreement, the employee and City Manager, with the assistance of the human resource division, will evaluate the suitability of such an arrangement, reviewing the following areas:

i. Employee Suitability The employee and City Manager 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 City Manager will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement.

iii. Equipment Needs and Scheduling Issues The employee and City Manager will review the employee’s equipment needs and scheduling of the telework.

c. If the employee and City Manager agree, and the human resource division concurs, a Telecommuting Agreement will be prepared and signed by all parties.

a. The City will supply each telecommuter with the following equipment:

i. Laptop computer.

ii. Appropriate installed software programs.

iii. Cellular telephone.

iv. Wireless antenna installed at the telecommuter’s home (City Network), to include ethernet cable to plug into the laptop computer.

b. The City may supply each telecommuter with the following optional equipment:

i. Wireless keyboard and mouse.

ii. Monitor.

iii. Docking station.

c. Equipment supplied by the City will be maintained by the City.

d. The telecommuter must sign an inventory of all City property received and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all City property will be returned to the City.

e. The City will supply the employee with appropriate office supplies (pens, paper, etc.) as deemed necessary.

f. The employee will establish an appropriate work environment within his or her home for work purposes. The City will not be responsible for costs associated with the setup of the employee’s home office, such as remodeling, furniture or lighting, or for repairs or modifications to the home office space.

a. Consistent with the City’s expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of City and customer information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.

b. Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. The City 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 company’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.

c. City staff should establish a functional and secure remote work capability, using the City Network and City equipment. Use of City Network must be established through a wired ethernet connection and must be connected only to City equipment. All work performed remotely should be done using City equipment. All City equipment should maintain a current operating system and should have a current antivirus program. Updates and antivirus scans should be run periodically to ensure continued security and operation.

d. All City equipment, including cell phones is the property of the City. Use of the City Network and/or City equipment should be for job-related use only and not for personal use. City equipment and City Network are to be used by City staff only. Members of the City staff’s household are not authorized to use City equipment or City Network for any purpose. See Personnel Policy 05.08(B)(2). No software, files, or applications should be downloaded or stored on City equipment without prior written approval of the City Manager. See Personnel Policy 05.08(B)(3).

a. Evaluation of telecommuter performance will include:

i. Regular interaction by phone and e-mail between the telecommuter and their supervisor, and weekly face-to-face meetings to discuss work progress and problems.

ii. Both content and frequency of work performed but will focus on work output and completion of objectives rather than on time-based performance.

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 City’s time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the City Manager. Failure to comply with this requirement may result in the immediate termination of the telecommuting agreement.

1. Telecommuting Agreement

2. Telecommuting Safety Checklist

1. https://saintpaul.municipal.codes/CCO/8.10

2. https://saintpaul.municipal.codes/PersonnelPolicies/05.08

1. “Telecommuting” also known as working from home (WFH), working remotely, or e-commuting is a work arrangement in which the employee works outside the office.

1. This is a new policy.