Work Arrangement
1. As a telecommuting employee, I
will be performing a portion of my work from a non-Cancer Center
location.
2. The scheduled days and hours I will work off site are specified in my
FWA Request Form (attached). These may include certain "core
hours" during which I will make myself accessible by telephone or
e-mail. The total number of hours I work is not expected to change as a
result of the telecommuting arrangement.
3. On days when I am required to work at the office, whether scheduled
or unscheduled, commuting time to and from the office will not be
treated as work hours or compensable time.
4. Business needs—including travel, trainings, meetings, etc.—may
require me to adjust my telecommuting schedule or work at the Cancer
Center office on days when I would normally work off-site, and I am
willing to do so.
5. My telecommuting arrangement will not be construed as a contract of
employment and the Cancer Center may legally modify or terminate this
arrangement at any time for any reason.
6. If I transfer or am promoted to another position, this telecommuting
arrangement will be subject to automatic review.
7. The general policies and procedures of the organization will prevail
in this new arrangement.
8. I will be responsible for providing information required for the
Cancer Center’s attendance and timekeeping processes. If I am a
non-exempt employee, I will be required to accurately track and report
my hours to my manager on a weekly basis.
Compensation and Benefits
9. My compensation and benefits will not change because I work
off-site.
10. I will sometimes be
expected to work overtime off-site, just as I would if I were working
on-site. If I am eligible for overtime pay, my manager must authorize my
overtime in advance. Any overtime will be paid in accordance with the
Cancer Center’s overtime policy.
Computer Equipment and Software
11. I will work with my manager to determine the equipment and
software necessary for me to perform my job effectively from another
location.
12. I will provide and maintain a computer and workstation that meets
minimum information technology requirements. Unless otherwise indicated
in advance of the agreement, I will not be reimbursed for these
expenses.
13. In the event that I require Cancer Center equipment, the Cancer
Center will assume the costs of providing, and will maintain ownership
of this equipment and software.
14. I will not duplicate Cancer Center-owned software except as formally
authorized.
15. I will take reasonable care to protect Cancer Center equipment from
theft, damage or misuse.
16. I must return all Cancer Center equipment and software when the
telecommuting arrangement ends or when I leave the Cancer Center. If I
refuse to return any Cancer Center materials, the Cancer Center may take
whatever legal action is necessary to regain its property, data, or
supplies.
Technical Support
17. The Cancer Center will provide help desk technical support
to troubleshoot connectivity issues. The Cancer Center accepts no
responsibility for damage or repairs to any equipment I own.
18. I understand that this support is available primarily by phone and
if unable to be resolved by phone, I may be required to bring Cancer
Center owned equipment into the Cancer Center
19. If equipment failure prevents productive work for more than one day
I may be required to work on-site until repairs are completed, unless
loaner equipment is available. Alternatively, I may choose, with my
manager’s approval, to make up lost productivity later in the day or
week or to take paid time off.
Furniture, Office Supplies and Travel Expenses
20. I will provide and maintain a desk and lights suitable for
maximizing productivity and reducing discomfort, grounded electrical
outlets, smoke detectors and a fire extinguisher. I will not be
reimbursed for these expenses.
21. I am responsible for any home expenses, such as utility bills, and
expenses related to building or remodeling my workspace.
22. The Cancer Center will not reimburse me for travel expenses other
than those normally covered under the existing Cancer Center policy.
Connectivity
23. I will provide and maintain the necessary connectivity
requirements, including an adequate high-speed Internet service
provider. Unless otherwise indicated in advance of the agreement, I will
not be reimbursed for these expenses.
24. I will submit a reimbursement request for business-related use of my
home telephone lines.
Insurance
25. I understand that the Cancer Center’s property insurance
does not extend to my home, and that I am required to contact my
homeowner’s or renter’s insurance carrier to determine to what
extent my policy covers the equipment.
26. I will register my telecommuting equipment with my insurance carrier
or, if necessary, purchase an additional rider to my existing policy.
27. I will provide proof of such insurance to the Cancer Center.
Data Security and Proprietary Information
28. I will take all precautions necessary to protect and hold
secure proprietary information and will comply with Cancer Center
policies regarding data security.
29. I will regularly use the Cancer Center-provided anti-virus software
and will not install non-Cancer Center provided or supported software on
Cancer Center-provided equipment.
30. I agree to follow the Cancer Center’s standard policy regarding
securing and disposing of confidential information.
31. I will not use Cancer Center-provided equipment for personal use and
will prevent unauthorized access to Cancer Center data by individuals
who are not Cancer Center employees (spouse, children, visitors, etc.).
Safety and Liability
32. I will designate adequate and separate workspace in my home
and keep that space in safe, hazard-free condition. Cancer
Center-provided equipment will be connected to a properly grounded
electrical outlet and all wires will be kept out of walkways.
33. I understand that with at least 24 hours advance notice, an
authorized representative(s) of the Cancer Center may visit my home
office to monitor my compliance with the Cancer Center’s regulations
including safety, security, and confidentiality regulations, or to
inspect or retrieve data, Cancer Center equipment, or similar material.
Workers' Compensation/Liability
34. I understand that the Cancer Center has the same interest in
my health and safety at my home office as it does when I work at the
Cancer Center's work site.
35. Since my home office may be an extension of the Cancer Center
workspace, the Cancer Center may be liable under its Workers
Compensation insurance plan for work-related accidents or injuries,
which take place during work to benefit the Cancer Center, or at the
convenience of the Cancer Center, during my approved work schedule and
only in my designated and approved work area.
36. I understand that this coverage does not cover accidents or injuries
unrelated to my work for the Cancer Center or extend to family members,
visitors and others in my home, even if the injury/accident occurs in my
designated and approved work area.
37. I further understand that I will not hold business meetings in my
home. Necessary meetings will be held onsite in the Cancer Center.
38. In the event of a work-related injury or accident, I will follow the
same reporting/documentation procedures required for those occurring at
the Cancer Center's work sites including reporting the injury to the
Cancer Center within 30 days of the accident. Failure to notify the
Cancer Center within 30 days may result in a loss of workers’
compensation benefits.
39. I understand that the mere fact of taking work home will not be
sufficient to entitle one to workers’ compensation benefits for an
injury suffered at home.
40. I understand that workers’ compensation benefits for travel will
only be covered if the travel is for a business purpose of the Cancer
Center.
41. I agree to maintain my designated and approved work area in a clean
and safe condition. The Cancer Center is not responsible for any repair
or maintenance to the home-work area. Any and all repairs needed at the
designated and approved work area should be made immediately and are the
sole responsibility of the employee.
Tax Issues
42. I understand that it is
my responsibility to assess tax implications related to my home office
and that the Cancer Center does not offer guidance on tax issues. If I
have any questions regarding tax implications I am encouraged to consult
with a qualified professional.
Dependent Care
43. I must ensure that my home office environment allows me to
meet my job responsibilities in the same professional manner as when I
am on site. To that end, I am responsible for maintaining appropriate
childcare or eldercare arrangements, if applicable, and for establishing
work practices that make the telecommuting arrangement transparent in my
business dealings. I understand that telecommuting is not to be used as
a substitute for regular dependent care.
Training
44. Telecommuters and managers are required to participate in a Cancer
Center-sponsored training program before a telecommuting arrangement
begins.
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