Category: Human Resources
Policy No.: HR-4
Subject: Teleworking Policy
Date Issued: 3/29/2022
Staff Contact: Finance and Administration Director Melinda Merrell
Last Updated: 12/5/2023
The City’s Personnel Policy Manual allows for teleworking for certain employment positions, when such teleworking is determined to fully meet the needs and requirements of the City, without interruption or disruption to City operations and public services. All teleworking arrangements are subject to the approval of the City Manager, in the City Manager’s discretion (or City Manager’s designee).
Teleworking must meet the needs of the employee, the City organization, residents and customers.
Benefits of teleworking can include attracting and retaining a skilled and diverse work-force; reduction of travel costs for employees; reducing operational and facilities costs for the City; reducing the carbon footprint; improving operational efficiency and effectiveness; and improving employee productivity, health and morale.
Teleworking: An arrangement in which employees are allowed to work from an approved remote location for all or part of the workweek.
A. 
Most regular full-time and part-time office employees are eligible to request and be considered for a teleworking arrangement. Field employees who work in the field most of their workday every day, by the nature of their onsite duties, are not eligible to telework. Additionally, for a requesting employee who has not yet successfully completed their introductory period, a decision regarding a teleworking request may be deferred until the employee’s satisfactory completion of the first month during their introductory period or the supervising department head, department director and or City Manager, as applicable, has determined that the employee has reasonably demonstrated the skills, proficiency, work ethic, and knowledge of the position to successfully telework.
B. 
Teleworking is not a right or guarantee and does not change the terms and conditions of employment.
C. 
Teleworking is at the City’s sole discretion and may be discontinued for any reason, including but not limited to: if the supervisor determines that internal or external customer service or productivity is better provided on site at City Hall or a City facility; if an employee receives an unsatisfactory performance review; failure to provide satisfactory work product; using telework hours to conduct personal business (except during break periods), performing work outside of City business during normal work hours; failing to work a full workday or taking breaks that exceed authorized periods without prior notice to and approval by the department head, department director or City Manager, as applicable; failure to accurately report time; frequent absences or unexcused tardiness from work; teleworking or work schedule practices which are in conflict with the employee’s teleworking agreement; and failure to receive prior authorization from the department head, department director or City Manager, as applicable to adjust work hours or the teleworking agreement.
D. 
Teleworking will only be considered if work duties can be accomplished without sacrificing service delivery and customer service (both internal and external).
E. 
Some positions lend themselves to teleworking arrangements more than others. The department head, department director or City Manager, as applicable, shall have the discretion to determine if and how much employees can telework, based on the particular job functions, organizational and staffing limitations, and customer needs.
F. 
The department head, department director or City Manager, as applicable, shall administer the teleworking policy to promote the efficient use of resources and to provide effective service to City residents. Telework is subject to change or may be terminated at any time. Changes in workload, customer service needs, office coverage, staffing, funding, and legal mandates are some examples that may cause the City to modify or cancel teleworking arrangements.
G. 
All teleworking arrangements will require employees to be accessible, reachable, and responsive during the employee’s normal work hours (as established as part of the approved teleworking arrangement) and may also require in-person or virtual attendance at specific meetings. Occasional deviations in teleworking schedules, such as switching a teleworking day with an in-office day, may be approved in advance by the department director, department head or City Manager, as applicable. By accepting a teleworking arrangement, employees agree to immediately adjust a teleworking arrangement and come on-site in the event of urgent or unforeseen circumstances, including but not limited to the need to cover job duties for another employee, the need to respond to a code violation or emergency, or increased business need. Employees may not decline a request to report to work on site on the basis that it is their “teleworking day.”
H. 
When a nonexempt employee is required to attend an in-person meeting at City Hall or a City facility, the employee will be required to work the entire day in person at City Hall or the City facility, unless otherwise approved by their supervisor and consistent with the parameters and restrictions relating to partial day teleworking arrangements. In order for this teleworking policy to be consistent with federal and state labor laws, nonexempt employees may not telework and work on site at City Hall or a City facility during the same workday, except under the circumstances described the section below titled Types of Teleworking Arrangements.
I. 
At the City Manager’s discretion, All-Staff meetings may require in-person attendance. This may also be true of other department-level meetings held at the discretion of the Department Head.
J. 
Employees must adhere to the terms of the teleworking arrangement in addition to all other City personnel policies while teleworking.
K. 
Teleworking, including hours of work, location of teleworking (generally the employee’s residence), and work assignments must be documented in a Teleworking Agreement and authorized and approved by the department head or department director and Human Resources (Finance & Administration Director) , and a summary of the teleworking arrangement must be signed by the employee in advance of the teleworking arrangement.
L. 
Teleworking is not a replacement for childcare, family care, or use of leave. Teleworking employees are not to attempt to simultaneously telework and handle home management affairs and projects. Separate arrangements outside of teleworking, such as taking vacation leave, need to be made to attend to home affairs and projects.
M. 
While teleworking, employees are expected to be focused on their daily duties as if they were working on site at City Hall or a City facility. Teleworking sites are to be free of disruption and interruption from non-work-related sources. During established working hours, teleworking employees are expected to be available, reachable, and responsive to their coworkers and customers. Just as if they were in the office, teleworking employees are to be responsive to the Teams chat, video functions, phone calls, and other methods of inter-office and external communication, in a manner consistent with the customer service handbook.
N. 
The department head or department director and Human Resources (i.e., the Finance & Administration Director) must approve in advance any non-local tele-working scenarios; such approval shall be limited to cases of emergencies or unusual circumstances. The restrictions of this policy do not apply to non-local work that is performed by an employee on behalf of the City, such as while attending off-site trainings or conferences.
O. 
City vendors, contractors, or customers must not visit the employee’s telework location.
P. 
An employee’s teleworking agreement will establish any communication, supervision, or accountability expectations which differ from in-office work; such expectations may include weekly check-ins and/or weekly e-mails listing accomplishments and/or progress on major work items and tasks.
Q. 
Consistent with standard practice, teleworking employees will be required to accurately record all hours actually worked by them using the City’s normal time-keeping system. Any overtime or hours worked more than the teleworking arrangement must be approved in advance by the department head, department director, City Manager or designated supervisor, as applicable. Failure to comply with this requirement may result in the immediate termination of the teleworking arrangement.
R. 
Confidential materials may not be moved from City Hall to a teleworking location except in the case that the employee ensures the protection of the information or materials. Such safeguards may include the use of locked file cabinets and desks and vehicle security during transport of City property. Employees must immediately notify their department head, department director or the City Manager, as applicable, if a breach in physical, electronic, or informational security is suspected.
S. 
Teleworking employees must establish a safe work environment (including ergonomics) within the teleworking location for work purposes. The City is not responsible for office setup, maintenance, or any remodeling of the employee’s teleworking location to establish a safe work environment. However, for ongoing teleworking employees, the City in its discretion may pay for an on-site ergonomic assessment of the employee’s teleworking office set up. The City in its discretion may also pay for some in-home office equipment that will help improve safety and productivity for the teleworking employee. Examples may include but are not limited to a desk chair or a standing desk.
T. 
The City may establish a list of standard office and furniture items and check out and check in procedures for teleworking equipment. Before any teleworking equipment or furniture is purchased or delivered, a teleworking equipment form must be completed and approved by the Public Works Operations Director (or designee), department head, department director or City Manager, as applicable and the Finance & Administration Director. Any additions or replacements to teleworking equipment or furniture provided by the City requires, in advance, an approved update to the form (or completion of a new form). City-provided equipment and furniture must be promptly returned to the City upon termination of employment for any reason. The return of office equipment or furniture shall also be documented, either on the teleworking equipment form or another form. The original of the teleworking equipment form will reside in the Finance & Administration Department and copies will be distributed to the Public Works Operations Director and the employee’s department head, department director or City Manager, as applicable.
U. 
Teleworking employees must either take their City-owned work laptop home or be assigned a City-owned computer for the duration of teleworking. The use of a personal computer for teleworking is prohibited.
V. 
The City shall provide teleworking employees office supplies, such as pens, pencils, paper, etc., for the performance of City business. Any office supplies needed which are not already available through free access at City Hall must be requested from the employee’s department head, department director, City Manager or designated supervisor, as applicable.
W. 
The City is not liable, and by accepting the teleworking arrangement the teleworker agrees to hold the City harmless, for damage to teleworker’s real or personal property or vehicle caused by or arising from an employee’s teleworking arrangement or use of City equipment while teleworking. The employee shall be solely responsible for the maintenance, repair or replacement of the employee’s personal equipment used in connection with teleworking.
X. 
Teleworking employees are expected to maintain their remote workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a remote work location and in conjunction with the employee’s regular work duties may be covered by Workers’ Compensation under Washington State law. Teleworking employees are responsible for notifying the City of such injuries as soon as practicable. The employee is solely responsible and liable for any injuries or accidents sustained by visitors to the employee’s teleworking worksite.
Y. 
Teleworking employees are responsible for operating costs for teleworking including utilities and internet service.
Z. 
As part of the annual review process, department heads will assess and update the teleworking agreements of their team.
A. 
Temporary Teleworking: This arrangement is short-term, temporary in nature, and typically based on specific projects or on an ad-hoc basis when tasks require uninterrupted focus. Department heads, department directors, the City Manager or designated supervisor may also approve temporary teleworking in advance of anticipated inclement weather or other emergency circumstances that would prevent the employee from coming in to work.
B. 
On-going Teleworking: This arrangement occurs on a regular basis and may be one to five days per week, depending on the specific needs of the customers, the department, and the City. On-going teleworking may initially begin on a trial period basis. The department head, department director, City Manager or designated supervisor, as applicable, may require the teleworking employee to come into the office on any day at any time, though the City will attempt to provide at least a day’s notice when possible.
C. 
Teleworking During an Emergency Proclamation: This arrangement occurs when an emergency has been declared by the City Manager or the City Manager’s designee. The duration and conditions of teleworking will be dependent on the emergency event and business needs.
D. 
Partial Day Telework: Partial day teleworking for nonexempt employees is permitted under limited circumstances. A partial day of teleworking may be allowed when an employee is scheduled to work at City Hall or a City facility and leaves the City facility to run a personal errand that is unrelated to City business. Upon completing the personal errand, the employee may resume the rest of their workday from their residence, provided that they receive prior approval from their supervisor and provided that travel time is not counted as time worked. Similarly, if an employee needs to attend to a personal errand that is unrelated to City business during the workday, the employee may be permitted to telework from home for part of the day, attend to the errand, and then report to City Hall/City facility to work the remainder of the workday. In all such cases, the employee must receive prior approval from their supervisor. Exempt employees may be permitted to telework for partial days and are not subject to the limitations set forth above.
A. 
For ongoing teleworking requests (including ongoing partial day teleworking), the employee must submit a written request to the department head. If the department head determines that the request is reasonable and consistent with the terms and restrictions of this teleworking policy, the department head or designee will complete a Teleworking Agreement and will consult with Human Resources to review the agreement and decide whether to recommend the Teleworking Agreement for approval or denial, typically within ten (10) working days.
B. 
The department head or department director and employee will forward the Tele-working Agreement to Human Resources (Finance & Administration Director) for final approval (in cases where the request is sent to the City Manager as the direct supervisor, the City Manager shall consult with Human Resources in terms of whether the request should be approved). A copy of the approved Teleworking Agreement will be provided to the department head, department director or City Manager, as applicable, to Human Resources and the employee.
C. 
Denied requests will be returned to the employee with an explanation. A copy will also be provided to Human Resources.