WORKING AT HOME POLICY AND PROCEDURES



Policy - Flexibility in Working from Home

1. Overview

In an effort to meet the demands of our business during the challenges presented by the current global crisis (COVID-19), the Company has crafted this policy to allow approved employees the opportunity and benefit of working from home for safety and production reasons. It is important to note that some of our positions require our team members to work directly from the office each day. Examples include front-line manufacturing positions or the front-desk employee.

We recognize the benefits gained through working from home (telecommuting) and we wish to grant this privilege to employees who have demonstrated commitment, length of service and trust. We have shown a history of granting remote access and flexibility in work location to employees who have exceeded three years of continuous full-time employment with the company, however we will be waiving the three-year length of service requirement for the next four months.

2. Agreement to work from home

During this four-month time period the employee will not be required to submit the standard written request for a work from home arrangement.

The senior management team will be responsible to recommend and approve those positions and individuals eligible for a work from home arrangement. This program and benefit will in some cases allow full remote work. This policy will be reviewed at the end of the period. Some employees will be allowed to work from home for the majority of their duties. The Company holds the right to withdraw the approval to work remotely at any time. Considerations include job duties, clients, tasks, ongoing performance of the employee, distance from work and any other business-related, economic or health related items.

3. Conditions

To work remotely, the following conditions must be met. Each employee requesting a work from home arrangement must:

• receive a written approval from their immediate manager or human resources.

• maintain high-speed connectivity to the Internet to complete their normal workflows.

• have immediate access to a telephone for direct communication. Call-forwarding from the office is recommended.

4. Working Arrangements and Expectations

This generous benefit demonstrates a high level of trust from the company and requires the employee to be conscientious, committed and communicative.

The remote workstation should be set up in an area free of distractions and interrupting noise. Ongoing communications should be initiated from the employee to the manager. For instance, it is a good practice to remind your immediate manager when you will be working from home.

Employees must prevent interruptions during working hours including but not limited to, dependent care responsibilities, elder care, compensated activity including conflicting work, employment, contracts or sales during the hours of work at home.

1. Equipment

Employees who are granted the privilege of working from work from home must provide their own office equipment, at the expense of the employee and they must provide connectivity to the Internet. They may use a company laptop if they have one. The company is not responsible to provide ancillary equipment. Maintaining a direct live contact number during office hours is also required.

Any equipment provided by the employer for the purposes of working at home, for example a laptop computer, will be inspected and maintained by the employer. The employee is required to take reasonable care of all equipment, to keep it secure and to use it in accordance with operating instructions, and IT policies. The employee must take precautions and company equipment must not be left unattended at any time.

2. Insurance Coverage

Employees are advised that working from home may affect the provisions of any home contents insurance and are advised to inform their insurers prior to commencing working from home. Laptops are insured while in suitable secured premises or on the person. They are not insured when left unattended in vehicles.

3. Personal Details and Safety

Employees are advised not to release their home address and telephone number to clients or third parties. Employees are strongly advised to never meet volunteers, clients, or customers at home.

4. Confidentiality and access

Equipment and files should only be accessible to the employee and safeguarded from access by other members of the household and visitors. The employee agrees that management will have access at a reasonable time frame, to equipment and any paper records kept at an employee’s home.

5. Review and changes of home working arrangement

This policy is subject to review and changes as directed by management. This agreement does not form a contract of employment.

5. Health and Safety

The employer has a duty to protect its staff’s health and safety at work in accordance with the provisions of the Health and Safety at Work Act 1974 and the regulations made under it.

Employees are required to comply with the employer’s Health and Safety policies while they are at work and to take reasonable care of their own health and safety and that of any third party with whom they come into contact during the course of their employment.

6. Reporting Sickness Absence

In the event that the member of staff is sick during a period of working at home then the normal employer’s sickness reporting rules must be followed.

7. Travel Costs and Other Expenses

On days designated as work from home days, the home address becomes the working location. If ancillary appointments require the employee to travel to a client, the travel would be reimbursable under company expense guidelines.

On days when the employee works from the office, travel time/distance is not considered a business expense. The office is the working location and commuter mileage is not eligible for expense reimbursement.

Employees based at home are expected to provide their own furniture, heating, lighting, etc., The Company will cover the costs of consumables – paper, stationery, office supplies, etc.

8. Compliance

Failure to comply with any aspect of this policy or related policies such as Health & Safety and the IT policies may result in the loss of privileges to work from home and may subject the employee to disciplinary action.

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