Frequently Asked Questions
Frequently Asked Questions about Remote Work and Flex Scheduling
Q: Does the University or department head have the right to end an arrangement or can I end my arrangement at any time?
A: Yes, with a fourteen (14) day prior written notification. If the employee chooses not to return on the expected date, this will be considered a voluntary resignation and will be treated as such under University standard policies and procedures. Remote Work Agreements are voluntary and may be terminated at any time by the employee.
Q: Are the benefits the same for remote working employees?
A: Yes, an employee’s salary, job responsibilities, and benefits will be the same as if they were not working remotely.
Q: Who can work remotely?
A: Eligibility to work remotely is determined based on job duties and essential functions of the job, satisfactory performance, and time with the university. Please refer to your department on a job duties breakdown to see if you qualify. Non-Exempt employees cannot work remotely outside the state of Florida.
Q: How long is a Remote Work Agreement in affect?
A: A remote work agreement can be approved for up to a year. At that time, a new Remote Work Agreement will need to be completed and re-approved to continue. The employee should be given notice 14 days prior to changing or discontinuing a remote work agreement, but an employee can agree to less notice. Changes or discontinuation of the remote work arrangement must also be submitted to Human Resources.
Q: What if I need remote work due to my own personal medical condition?
A: The UWF Remote Work Arrangements policy is not intended to provide a medical accommodation. An employee (not a family member) may have limitations due to a medical condition that qualify for an accommodation under the Americans with Disabilities Act (ADA). You should contact the ADA Coordinator at ada@uwf.edu to start the process if you qualify.
Q: Who approves remote work agreements?
A: The appropriate supervisors, department head, and division head will make approval decisions for employees’ participation in the Remote Work Program with final approval through the Associate Vice President of Human Resources.
Q: Where can I find information governing UWF's remote work agreements and program?
A: You can view the Workplace Flexibility Program Manual for a complete overview on this program.
Q: As a supervisor, how do I manage my employees that are working remotely on a hybrid schedule?
A: To effectively manage a remote work agreement, start by creating actionable objectives with clearly defined expectations and document them in writing. Assign specific deadlines for key responsibilities and establish regular follow-ups to track progress and accountability. Scheduling checkpoints, whether remotely or in person, allows you to discuss performance and gauge whether the employee is effectively utilizing the remote work arrangement. Additionally, maintaining open and reliable communication channels helps you stay updated on their progress and address any concerns in a timely manner.
Q: What equipment does UWF provide when working remotely?
A: The University of West Florida’s ability to provide equipment determines what technologies are available to support remote work. The University may provide the necessary equipment such as computers, printers, communication tools, and software needed to perform the employee’s work assignments. All of these items remain the property of the University of West Florida and must be returned to the University upon request. In case of extended illness, resignation or termination, or if the program ends, it is the employee’s responsibility to return them personally. The equipment must be protected against damage and unauthorized use. UWF owned equipment will be serviced and maintained by UWF at UWF. Equipment provided by the employee will be at no cost to UWF and will be maintained by the employee.
Items for which expenses are not covered by the department for the establishment of a home office/workspace include, but are not limited to, the following items: Lamps and other room lighting devices, Fans and other room cooling devices, Electrical outlets/conversions, Telephone jacks/additional telephone lines, The cost for the added use of utilities that result from remote work, Door/cabinet locks, Desk/work tables and chairs, Answering machines.
Q: How do overtime work considerations, use of annual and sick leave, and workers' compensation requirements impact the arrangement?
A: Overtime, leave policies, and workers' compensation play important roles in shaping remote work arrangements. Overtime must comply with established labor laws and company policies, with employees accurately tracking hours worked to ensure proper compensation. The use of annual and sick leave remains subject to the same procedures as on-site work, requiring employees to request and document leave accordingly. Workers' compensation covers remote employees for injuries sustained while performing job-related duties, but it’s critical to clearly define the remote workspace and tasks to distinguish work-related incidents from personal activities. These considerations should be outlined in the remote work agreement to ensure mutual understanding and compliance. For additional information, please refer to HR-18.03-05/25 Hours of Work and Benefits
Q: Who qualifies for a flex schedule or a compressed workweek?
A: Employees interested in a flex schedule are responsible for developing a proposal outlining the need to their supervisor for consideration and are on a case-by-case basis.
Q: What are some examples of a compressed workweek schedule?
A: These are examples, but are not limited to just the following as flex time is for arrangements outside normal UWF Business hours:
- Four ten (10) hour days with no work on the fifth day.
- A 4.5-day workweek consisting of 40 working hours spread across four and a half days.
- Weekend work flexibility and staggered hours to accommodate specific employee’s needs.
All the above examples require prior supervisor approval before implementing.