6160
Page 1 of 9
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160
– ATTENDANCE AND LEAVE
Supplement No.: 6100-2004-1
Effective Date: May 26, 2004
Duration: This supplement is effective until superseded or removed.
Approved: GALEN B. HALL
ASD for Business Operations
Date Approved: 05/26/2004
Posting Instructions: Supplements are numbered consecutively by Title and calendar year.
Print on blue paper and post by document name. This supplement replaces all previous INT flexiplace direction ( there was not a previous RM supplement ). Retain this transmittal as the first page of this document. The last supplement to this title was INT 6100-94-1.
6160 9 Pages New Document(s):
Superseded Document(s) by Issuance Number and
Effective Date
INT 6100-94-1
(August 19, 1994)
(There was not a previous RM supplement)
3 Pages
Digest of Changes:
6162 – Outlines the Station’s policy on alternate workplaces, also called “flexiplace,” including eligibility requirements, restrictions, costs, travel expenses, and cancellation procedures. Indicates which Station forms must be completed and signed for all flexiplace agreements. Exhibit 01 includes examples of travel situations from alternate worksites. Exhibit 02 provides a completed sample of the “Request for Flexiplace Agreement” form. The Office of Personnel Management’s
(OPM) “Safety Guidelines for the Home Work Space” are included as Exhibit 03.

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6160
Page 2 of 9
6162 – ALTERNATE WORKPLACES
Policy: It is Rocky Mountain Research Station (RMRS) policy to consider approval of employee requests to work at alternate workplaces, also called “flexiplace,” when it is in the best interest of the Government and does not detract from public service or have an adverse impact on coworkers.
Flexiplace agreements can be short-term in nature, for longer periods of time, on an on-going, intermittent basis, or on a permanent basis. Time extensions will not be granted without the approval of an Assistant Station Director (ASD).
All flexiplace agreements shall be approved in advance and be signed by an ASD. The Station’s flexiplace policy is available to all employees who meet the eligibility requirements and will be applied consistently and fairly. Flexiplace is a management option rather than an employee benefit and does not change the terms and conditions of appointment.
Employees shall attend all mandatory Forest Service training for the duration of their agreement. In addition, if the agreement is for more than one year, the alternate worksite (a home or other location) must be within the local commuting area (35 miles) of a Forest Service Research office.
This policy does not apply to scientific exchanges that are covered under different authorities such as sabbaticals and Fulbright scholarships.
Objectives: This policy allows for more flexibility in the workplace, resulting in alternative ways to accomplish work more efficiently and effectively. Objectives are to: 1) improve the quality of work life and job performance and increase productivity (e.g., reduce office overcrowding and provide a distraction-free environment to accomplish work tasks); 2) improve morale and reduce stress by giving employees more options to balance work and family demands; 3) extend employment opportunities to people with disabilities, including employees who have partially recovered from work related injuries and can do the job from an off-site location; 4) accommodate employees who have temporary or continuing health problems or who might otherwise have to retire on disability; 5) potentially enhance recruitment and promote diversity by expanding the geographic recruitment pool; 6) decrease traffic and parking congestion, energy consumption, and air pollution; and 7) reduce employee turnover and retraining.
Eligibility Requirements: An employee may request a flexiplace agreement if they: are not under a student, enrollee, or trainee program; are not in probationary or career conditional status or on restricted leave approval; have been in their current position for more than a year; had a fully successful rating on their most recent performance appraisal; have no record of disciplinary action; and can perform duties in a non-traditional office setting.
An employee must meet all of these criteria, although exceptions can be approved by an ASD (in consultation with the Leadership Team) on a case-by-case basis. Exceptions cannot be made for students, enrollees, or trainees. Failure to maintain eligibility will result in the termination of the established agreement.

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6160
Page 3 of 9
Restrictions: Flexiplace agreements should NOT be implemented when: 1) the employee does not volunteer to enter into the agreement; 2) the agreement is initiated only to save costs related to regular office space; 3) the employee needs to have extensive face-to-face contact with the supervisor, other employees, clients, or the general public; 4) the employee needs frequent access to material that cannot be moved from the regular office; 5) the Station cannot provide any special facilities or equipment that are necessary; or 6) it would be too costly for the Station to duplicate the same level of security at the alternate worksite.
Required Documentation: The Station requires that two forms be completed by the employee and approved by the supervisor and/or ASD prior to an employee working at an alternate worksite.
1.
Request for Flexiplace Agreement , form RMRS-6100-1a (a completed sample form is attached at the end of this supplement under Exhibit 02)
2.
Flexible Workplace Work Agreement , form RMRS-6100-1b
By signing these two forms, the employee acknowledges that they understand and agree to comply with all RMRS regulations related to the flexiplace agreement policy. After forms have been signed, a copy of each shall be sent to the Human Resources staff to maintain a case file.
In addition, the employee agrees to review the
“Safety Guidelines for the Home Work Space”
(Exhibit 03) and, by signing the agreement, certifies that the alternate worksite meets the criteria.
Responsibilities: The table below outlines the steps required for requesting and approving flexiplace agreements. It is management’s intent to review and make a decision about each request in a timely manner (no longer than 30 days after employee has submitted required documentation to their supervisor). The supervisor may work with the ASD to accelerate this timeframe, if needed.
Employee Prepare and sign required documentation. Ensure that the proposed flexiplace agreement meets all parameters of this policy. Once agreement is approved, comply with all aspects of the policy, agreement, and all appropriate laws and regulations. Failure to comply may result in termination of an established flexiplace agreement, and/or disciplinary action.
1 st Line
Supervisor
Project Leader /
Group Leader
Ensure that the proposed agreement is in the best interest of the Station, is appropriate, and is in compliance with this policy prior to approving/submitting the recommendation to the appropriate ASD for final approval. Once approved, examine both the content of the work and the employee’s performance. Ensure that flexiplace employees are in compliance with the policy, the agreement, and all appropriate laws and regulations at all times.
In addition to 1 st line supervisory responsibilities (when applicable), review and determine if proposed agreement is in the best interest of the unit and is in compliance with this policy.
Assistant Station
Director and
Secretary
HR Staff
No flexiplace agreement is valid without ASD approval. Each ASD has the authority to approve agreements that meet all eligibility requirements when it is determined that the agreement is in the best interest of the government. Exceptions to eligibility requirements can be approved by an ASD (in consultation with the Leadership Team) on a case-by-case basis. LT Secretaries are responsible for returning the signed forms to the originating unit and sending copies to the Human Resources (HR) staff.
Maintain a case file for every employee approved for flexiplace.

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6160
Page 4 of 9
Cancellation: Canceling the work arrangement is up to either the employee or the supervisor. The
Station agrees to let the employee resume their regular schedule at the office work site after notice to the supervisor. The Station may cancel the flexiplace agreement at any time and agrees to follow any applicable administrative or negotiated procedures. The Union and Management recognize that this is not a change in working conditions.
If the supervisor believes the flexiplace arrangement is not in the Government’s best interest, they may terminate the agreement with the ASD’s approval. If the agreement is terminated, the employee will be notified and be given 2 weeks to negotiate an effective date with management.
The effective date will be no more than 60 calendar days from the date of the notice.
Flexiplace Costs: The Station is not responsible for any operating costs associated with the employee using their home as an alternate worksite (for example, home maintenance, insurance, or utilities). However, the employee does not relinquish any entitlement to reimbursement for authorized expenses incurred while conducting business for the Government, as provided for by statute and regulations. These situations shall receive supervisory approval in advance. The Station is not responsible for providing upgrades to the employee’s personal computer equipment.
The Station may provide employees with telephone credit cards. When provided, the employee shall use the calling card for all official long distance calls from their alternate worksite. To the extent permitted by law, agencies may pay for the installation of telephone lines in private residences. Public Law 104-52 allows agencies to use funds to install telephone lines and necessary equipment, and to pay monthly charges in any private residence or private apartment of an employee who has been authorized to work at home. All expenses paid for by the government must be paid directly to the vendor. If this is authorized, the employee should work with the Financial
Management staff to make arrangements for payment to the vendor.
NOTE : If there are any potential costs (space, utilities, support services, etc.) that may be incurred when working at an alternate worksite, the employee and supervisor must coordinate with the
Station’s Financial Management staff prior to approval of the flexiplace agreement . The
Financial Management staff (in consultation with others) will help determine if an in-depth analysis of existing and proposed costs is required. They will also help negotiate any agreements for alternate office space, whether costs are involved or not.
Official Travel Expenses: Travel reimbursement will be based on the employee’s official duty station . Employees initiating travel from the alternate worksite rather than the official duty station must complete a cost comparison. Reimbursement will be based on the least expensive route, in compliance with travel regulations. Examples are included in Exhibit 01 . All official travel must be approved by the supervisor in advance and be covered by a travel authorization.
Employees shall pay for expenses incurred as a result of travel to the official duty station; there is no authority for the government to pay these expenses. Travel time to and from the employee’s official duty station is personal time. Supervisors may call an employee back to the official duty station at any time deemed appropriate during the normal scheduled workweek. When possible, the supervisor should provide reasonable notice to allow the employee to plan for such events.

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6160
Page 5 of 9
In accordance with Agriculture Property Management Regulations, motor vehicles acquired with
Government funds shall be used for official use only. Government vehicles shall not be used to provide transportation of an employee between their residence and official duty station or alternate place of employment. The employee shall be responsible for the cost of transporting work assignments unless directed otherwise.
Pay and Leave: The General Accounting Office requires agencies with alternate worksites to provide reasonable assurance that the employees are working when scheduled, for example, by determining the reasonableness of the work output for the time spent or by having the supervisor make occasional telephone calls or visits during the employee’s scheduled work time.
Employees with a flexiplace agreement who are affected by an emergency or hazardous weather may be excused from work. For example, on a “snow closing day,” the Station may grant an excused absence for a flexiplace employee if they cannot perform work because the regular office is closed and/or the alternative work site is affected by the emergency. When an emergency affects only the alternate worksite for a major portion of the workday, the Station may require the flexiplace employee to report to the regular office, approve annual leave or leave-without-pay, or authorize an excused absence.
Performance : Employees shall ensure that a high level of customer service is maintained both internally and externally. Flexiplace arrangements will seldom require major changes in position descriptions, but may affect factors such as supervisory controls or work environment. Performance standards for employees with alternate worksites should be results-oriented and describe the quantity and quality of work products and the method of evaluation. Generally, the same measures will be used for flexiplace employees and employees who perform similar tasks in the office. There should be a communication component in the performance standards to ensure good communication between the employee, others within the unit, and customers.
DEFINITIONS:
Official Duty Station : The regular office where RMRS determines the work is officially located
(generally, the RMRS office for the unit/staff). The official duty station will not change as a result of a flexiplace agreement. A change in the official duty station does not constitute a flexiplace arrangement, regardless of the reason for the change. Employees in a long-term flexiplace agreement may not be provided as much office space as non flexiplace employees.
Worksites: Flexible workplace refers to paid employment performed at an alternate worksite for an agreed-upon portion of time. Alternate worksites may be other Forest Service offices (excluding experimental stations or field research sites) or a home office. Worksites must have a safe and adequate place to work that is free from interruptions and that provides the necessary level of security and protection for Government property (in accordance with Article 27, Section 2 of the Master Agreement).
The employee must have a telephone to facilitate communication with their supervisor and other customers. The supervisor retains the right to inspect the work area, by appointment during normal work hours, to ensure worksite conformance with safety standards and proper safeguarding of work materials.

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6160
Page 6 of 9
6162 – Exhibit 01
Travel from Alternate Work Site to Meeting Location Other than Official Duty Station
Example 1 :
Employee is traveling from Denver, CO ( alternate work site ) to Washington, DC. The employee’s official duty station is Fort Collins, CO.
A cost comparison shows that the cost to travel from Denver is less than to travel from Fort
Collins. The employee is reimbursed for actual expenses incurred traveling from Denver to
Washington, DC.
Example 2 :
Employee is traveling from Albuquerque, NM ( alternate work site ) to Washington, DC. The employee’s official duty station is Fort Collins, CO.
A cost comparison shows that the cost to travel from Fort Collins is less than to travel from
Albuquerque. The employee is limited to reimbursement for the costs that would have been incurred if the employee traveled from Fort Collins.
Example 3 :
Employee is requested to report to their official duty station in Boise, ID. The employee’s alternate work site is Bozeman, MT.
The time spent traveling to and from Boise is done on the employee’s personal time. Time actually worked in Boise is reimbursable. Travel expenses (hotel, meals and incidental expenses, mileage, etc.) are not reimbursable. A government vehicle cannot be used for this travel.

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6162 – Exhibit 02
SAMPLE of COMPLETED FORM RMRS-6100-1a
6160
Page 7 of 9
REQUEST FOR FLEXIPLACE AGREEMENT
Approval of an alternate work site must fully take into consideration employee accountability, productivity, customer service, and impact on co-workers.
SECTION I: Completed by EMPLOYEE
Name : Smokey Bear
Proposed alternate worksite : Home Address
Proposed effective date : MM/DD/YYYY
Duration of request : 6 months
Location of nearest Forest Service office to alternate worksite : RMRS HQ, 6 miles from my home
Reason for request : I am requesting to work at home while I recover from recent surgery.
Provide plan for accomplishing duties remotely to ensure no loss in productivity : My duties can be accomplished through access to a computer. I propose to utilize the government laptop that has been available to me during travel assignments. Some government files will need to be stored at my home for the duration of the request. These are not files that are used by other government employees.
Describe added value for government : I will be able to perform work remotely that might have otherwise gone
“undone.” In addition, my alternate worksite will provide an environment to help me achieve a higher degree of focus on specific projects; this will ensure greater accuracy and attention to detail in the final product.
Provide plan for maintaining good communications between yourself, your supervisor, and the unit support staff : I plan on providing weekly updates as to the progress on my work assignments. My work hours during this time will be Monday-Friday 8:00am to 4:30pm with a half-hour lunch break. During these hours, I will be available via e-mail or phone. If I will be unavailable (for example, for a doctor appointment), I will inform my supervisor and the unit support staff via e-mail or phone prior to the appointment.
Describe impacts on unit staff and mitigating factors : The impacts on the unit staff should be minimal. Due to the nature of my work, I normally work independently from my supervisor and other members of my unit. There will be some administrative impacts, such as submission of timesheets, relaying phone calls to my home, etc. I will contact individuals with whom I have frequent conversations and give them my home phone number and schedule in order to minimize the number of calls the administrative staff may have to deal with. I will leave my home phone number on my voice mail, and I will access my voice mail from home on a daily basis. I will give access to my timesheet to our support person, as I will not have access from my home.
Describe facilities needed and expected cost to government : I have an office in my home that will provide me with a workspace in order to complete my work. This will be at no cost to the government.
Describe equipment needed and expected cost to government : The only equipment needed to accomplish my work will be the laptop I normally have access to. This will create no additional cost to the government.
Describe proposed security measures to ensure protection of government information : As I will be working out of my home, in an office, all government information will be secure. While I am at home, but not working, I will keep my office locked in order to ensure that no damage is caused by potential visitors to my home. The laptop will be used only for official business and in accordance with government regulations, and I will follow established procedures for managing my e-mail in order to ensure that there is no possibility of corruption of electronic files.
Describe plan for ensuring customer service is not impacted : By working established hours, providing contact information on my work voice mail, and accessing my voice mail on a daily basis, there should be no disruption in the quality of customer service that I provide.
SECTION II: Completed by EMPLOYEE (if SCIENTIST)
Provide plan for maintaining creative scientific environment : N/A
Provide explanation of how request is consistent with Research Work Unit Description : N/A

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6162 - Exhibit 02 (continued)
6160
Page 8 of 9
REQUEST FOR FLEXIPLACE AGREEMENT (continued)
SECTION III: Completed by 1 st -LINE SUPERVISOR
Supervisor Name : Uncle Sam Date Received : MM/DD/YYYY
Evaluate if employee has demonstrated the capability to work independently in separate location from supervisor : The employee has demonstrated the ability to work independently for several years. I have minimal need to provide direct supervision to Mr. Bear.
Provide performance and attendance record information to support request : The employee has performed at an acceptable level for the duration of his appointment. His high leave balances are indicators of his outstanding attendance record.
Evaluate employee’s plan for accomplishing duties remotely : Due to the nature of the work accomplished by
Mr. Bear, his plan to work at home should have minimal impact on his productivity.
Evaluate employee’s communications plan : Mr. Bear’s communication plan will provide me with more than adequate information to ensure the success of this arrangement.
Evaluate impacts on unit and proposed mitigating factors : Although there will be some impact on the support staff, it is minimal and justified in this situation.
Evaluate facility needs and costs to determine if the proposed facilities are adequate and the benefits outweigh the costs :
The facilities proposed will be adequate for Mr. Bear’s work. There are no additional costs.
Evaluate equipment needs and costs to determine if the proposed equipment is adequate and the benefits outweigh the costs : The laptop Mr. Bear proposes to use will be adequate. Since he is the sole user of this laptop, it is available during this timeframe. There are no additional costs.
Evaluate security measures : Mr. Bear has always been cautious in regards to security, and his proposal will ensure the security of government information.
Evaluate customer service plan :
The proposed customer service plan will adequately meet customers’ needs.
Supervisor’s recommendation
:
SECTION IV: Completed by PROJECT/GROUP LEADER (if not 1 st -Line Supervisor)
Recommendation :
SECTION V: Completed by HUMAN RESOURCES
Employee’s appointment type (career, career conditional, etc.):
Does the employee have a record of disciplinary actions?
Yes No
SECTION VI: Completed by ASSISTANT STATION DIRECTOR
Recommendation :

RMRS SUPPLEMENT: 6100-2004-1
EFFECTIVE DATE: 05/26/2004
DURATION: Effective until superseded or removed
FSM 6100 – PERSONNEL MANAGEMENT
CHAPTER 6160 – ATTENDANCE AND LEAVE
6162 – Exhibit 03
Office of Personnel Management
“Safety Guidelines for the Home Work Space”
6160
Page 9 of 9
Prior to signing a flexiplace agreement, the employee agrees to review this checklist and, by signing the agreement, certifies that the alternate worksite meets these criteria. This checklist does not encompass every situation that may be encountered. Employees are encouraged to obtain professional assistance with issues concerning appropriate electrical service and circuit capacity for residential worksites.
1. Develop and practice a fire evacuation plan for use in the event of an emergency.
2. Check your smoke detectors regularly and replace batteries once a year.
3. Always have a working fire extinguisher conveniently located in your home, and check the
charge regularly.
4. Computers are heavy. Always place them on sturdy, level, well maintained furniture.
5. Choose office chairs that provide good supporting backrests and allow adjustments to fit you
comfortably.
6. Locate your computer to eliminate noticeable glare from windows and lighting. Place the computer monitor at a height which is comfortable and does not produce neck or back strain.
Locate computer keyboards at heights that do not cause wrist strain or place the keyboard on an adjustable surface.
7. Install sufficient lighting in locations to reduce glare on the work surface.
8. Arrange file cabinets so that opened drawers do not block aisles.
9. Be sure to leave aisle space, where possible, to reduce tripping hazards.
10. Always make sure electrical equipment is connected to grounded outlets.
11. Avoid fire hazards by never overloading electrical circuits.
12. Inspect and repair carpeting with frayed edges or loose seams. Avoid using throw rugs that can
cause tripping hazards in your workspace.
13. Locate computers, phones, and other electrical equipment in a manner that keeps power cords
out of walkways.
14. Always power down computers after the workday is over and always turn off all electrical
equipment during thunderstorms.
15. Keep your work area clean and avoid clutter which can cause fire and tripping hazards.
16. Do not allow non-Government employees to operate or repair Government-owned equipment.
17. Always keep Government files and information in a secure place and do not advertise your
home office to strangers.
18. Always use proper lifting techniques when moving or lifting heavy equipment and furniture.
19. Always report accidents and injuries immediately to your supervisor.