Office of Human Resources * 610 French Road *New Hartford, NY 13413
Alternative Work Arrangement Agreement
This Alternative Work Arrangement Agreement is designed to document alternative
work arrangements, which include alternative work schedules and/or locations as
outlined in the Alternative Work Arrangements policy. This form is located on the Office
of Human Resources website at (http://www.utica.edu/hr/).
Section 1: GENERAL INFORMATION
The following constitutes an Alternative Work Arrangement Agreement between:
_______________________________________________ (please print)
Utica College Supervisor/Manager/Dean
_______________________________________________ (please print)
Employee
________________________________________________ (please print)
Employee Job Title
________________________________________________ (please print)
Department
FLSA Status:
Non-exempt (overtime eligible)
Exempt
Alternative Work Arrangement Option (check all that apply):

Alternative Work Schedule. Includes Flex Time, Compressed Work Week,
Extended Work Week, or any other temporary* change to a work schedule.
Complete a sample two-week schedule and attach to this form.

Alternative Work Location (Telecommuting). Enter address and telephone
number of site below.
Address: ________________________________________________________________
________________________________________________________________________
Telephone: _______________________
*
For the purposes of this form, “temporary” is generally defined as a period of up to six months. Beyond
six months, the change should be formalized in a memorandum to the employee’s personnel file, signed
by the employee and supervisor.
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Section 2: EMPLOYEE TERMS AND CONDITIONS FOR THE ALTERNATIVE WORK
ARRANGEMENT
The employee agrees to participate in the alternative work arrangement outlined above
and agrees to adhere to all applicable guidelines. The department supervisor reviews all
requests from his or her areas of responsibility, recommends the employee’s
participation, and agrees to adhere to the applicable guidelines. The Office of Human
Resources will audit the agreement for compliance with all College and Office of Human
Resources policies as well as state and federal laws. The supervisor and employee
should initially review the Agreement after three months and, if necessary, revise the
work arrangement.
A. Duration. The agreement will be valid beginning __________ and ending
__________ (end date can be no longer than 15 months from the start date).
Prior to the end of the agreement, a review will be conducted which will result in
continuation or termination of the agreement.
Date of initial 90 day review (required):__________. Alternative Work Schedule
Agreement must be renewed annually.
B. Pay and Attendance. All pay, leave, and benefits will be based upon the
employee’s official classification. Employees’ time and attendance will be
recorded as performing official duties of the official position classification. The
employee remains responsible for accurate and timely completion of the
timesheet.
C. Leave. Employees must obtain supervisory approval before taking leave in
accordance with established policy and office procedures. By signing this form,
the employee agrees to follow established procedures for requesting and
obtaining approval of leave.
D. Leave (compressed schedules only). Employees working a compressed schedule
must account for their individual workdays, which may be extended for the
purposes of recording leave. For example, if an employee working four 10-hour
days is absent for one day due to illness, he/she will need to record 10 hours of
sick leave.
E. Holiday Pay (compressed schedules only). If a paid college holiday falls on the
employee’s regularly scheduled work day, the employee will be credited with a
full day of holiday pay for that day, based on his or her scheduled work hours.
For example, if an employee’s arrangement includes a 10-hour work day, he or
she will be credited with an entire day of pay (10 hours of pay) for the
recognized holiday.
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F. Accessibility. The use of an alternative work option does not preclude an
employee from adhering to attendance rules. It also does not preclude an
employee’s attendance, if necessary, at meetings, training sessions, or similar
events or occurrences scheduled on days or at times when the employee would
customarily not be working due to an alternative work schedule.
G. Overtime. The employee will continue to work in his or her current FLSA (Fair
Labor Standards Act) status while working an alternative work arrangement. If
the employee works overtime that has been ordered and approved in advance,
he or she will be compensated in accordance with applicable policy and
regulations. The employee understands that the supervisor will not accept the
results of unapproved overtime work and will act vigorously to discourage it. By
signing this agreement, the employee agrees that failing to obtain proper
approval for overtime work may result in cancellation of the alternative work
arrangement or other appropriate action.
H. Performance Evaluation. The evaluation of the employee’s job performance will
be based upon current performance expectations, performance standards, and
an evaluation of the outcomes/results as agreed upon between the employee
and the supervisor. The employee’s most recent performance appraisal must
indicate that he or she is performing at least a “Meets Standards” level. The
employee must continue to perform at that level or higher to continue the
alternative work arrangement.
Terms and Conditions Specific to Telecommuting:
A. Work Assignments. The employee will meet with the supervisor on a
regular and on-going basis to receive specific assignments and duties,
to identify measurable outcomes and/or results, and to review work
in progress as well as completed work. The employee is to complete
all assigned work according to work procedures mutually agreed upon
by the employee and the supervisor according to standard operating
procedures.
The employee agrees to limit performance of official assigned duties
to the central workplace or department-approved alternative work
site within agreed upon hours. Failure to comply with this provision
may result in nullifying the alternative work arrangement and/or
other appropriate disciplinary action.
B. Telecommuting Work Evaluation/Participation. The employee and
supervisor agree to promptly complete and submit telecommuting
work evaluation materials and to attend periodic group meetings as
required by Utica College.
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C. College-owned Equipment/Assets. Within the confines of restrictive
budgets and the limited availability of equipment, in order to
effectively perform assigned tasks, employees may be permitted to
use Utica College equipment at their telecommuting location with the
approval of their supervisor. Utica College-provided equipment for
the home is not an entitlement, will vary based upon the needs of a
particular job or assignment, and should be cared for and kept up to
date in the same manner as if located on campus. The equipment
must be protected against damage and unauthorized use. Unless
otherwise specified, the employee is responsible for transporting
loaned equipment to/from Utica College for service and maintenance.
All loaned equipment will be serviced and maintained by Utica
College. If feasible, this may mean transporting the equipment to
campus. If not feasible, Utica College IITS staff members may provide
assistance via e-mail or telephone. Utica College-owned equipment
being used at a telecommuting location should be noted in Section 3
of this agreement.
Upon termination of the alternative work arrangement, the employee
must return College equipment in the same condition in which it was
originally received, minus normal wear and tear. The employee is
personally responsible for missing or damaged equipment.
Equipment provided by the employee will be at no cost to Utica
College and will be maintained by the employee. Neither the College
nor the department will be liable for damages to an employee’s
personal or real property during the course of performance of official
duties or while using department equipment in the employee’s
residence.
In order to protect the College’s network and data, employeeprovided equipment must meet the same standards as Utica College
equipment. Examples of meeting standards include but are not
limited to keeping software up to date, keeping current on antivirus
protection, and the encryption of any sensitive data that must be
stored on the machine. IITS staff members will provide guidance in
meeting College standards.
Employees must use one of the available safe methods for connecting
from a home machine to the Utica College network. If a secure option
is not available, the supervisor may determine that certain work
cannot be done from home. To further promote network security,
employees must take great care when using the Internet and opening
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email attachments. No unapproved software should be installed on
the machine for the purposes of doing Utica College work.
For more information, see the Responsible Use of College Computing
Resources policy.
D. Safety Confirmation. The employee confirms that the alternative
work location is, to the best of his or her knowledge, free of
recognized hazards that would cause physical harm (such as no frayed
or loose electrical wires; clean, dry and level floor surfaces; phone
lines and electrical cords are properly secured, etc.). The employee
further confirms that, to the best of his or her knowledge, the space is
free of asbestos-containing materials. If asbestos-containing materials
are present, they are undamaged and in good condition.
The employee agrees to maintain safe work conditions in the off-site
workspace and to practice the same safety habits in the designation
off-site workspace as his or her office on Utica College premises. Utica
College reserves the right to conduct a site visit to the alternative
workspace to determine that it is safe and free from hazards. Any
inspection will occur within normal work hours and with a 24 hour
notice to the employee.
E. Reimbursement. Utica College will not be responsible for operating
costs, home maintenance, or any other incidental cost (e.g. utilities)
whatsoever, associated with the use of the employee’s residence.
Reimbursable expenses, long distance phone, or ISP costs, and use of
office supplies, will be discussed between the department and the
employee. Reimbursement for authorized expenses will follow Utica
College and state accounting policies.
F. Worker’s Compensation. The employee is covered under the
Worker’s Compensation Law for injuries suffered arising out of and in
the course of performing official duties at the telecommuting location
during the set work hours, but must immediately inform his or her
supervisor and the Office of Human Resources, who are required to
file a claim and may be required to investigate the incident.
G. Records. The employee will apply approved safeguards to protect
Utica College records from unauthorized disclosure or damage and
will comply with all public record requirements. Work done at the
telecommuting location is considered official Utica College business.
All records, papers and correspondence must be safeguarded for their
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return to the official location. Release or destruction of any records
should only be done at the official location.
H. Emergency Situations. If there is an emergency and/or lifethreatening event, the employee should notify his/her immediate
supervisor. The employee agrees that important Utica College
telephone numbers, such as the name and telephone number of his
or her immediate supervisor as well as that of the Office of Human
Resources, are posted in a visible location. The employee agrees to
inform members of his or her household that it is necessary that Utica
College and the Office of Human Resources be contacted immediately
in the event of a life-threatening emergency.
I. Child/Elder/Dependent Care. The telecommuter is expected to
manage dependent care or personal responsibilities in a way that
allows him or her to successfully meet job requirements and
responsibilities. Telecommuting work is not a substitute for child care
or other dependent care. It is expected that the employee is not
providing child or dependent care during set work hours.
J. Income Tax Regulations. Tax or other legal implications for the
business use of the employee’s home will be based on restrictions
and regulations set forth by the Internal Revenue Service and state
and local governments. Responsibility for fulfilling obligations in this
area rests solely with the employee.
K. Curtailment of the Agreement. The employee may terminate
participation in this agreement at any time unless flexible work was a
condition of employment. However, management will provide a 48hour notice if the agreement is to be terminated.
Management has the right to remove the employee from the alternative work
arrangement at any time. Employees may be withdrawn from the alternative
work arrangement for reasons to include, but not limited to, declining
performance and organizational benefit. Such withdrawal must be accomplished
in accordance with established policies and procedures. It is possible that factors
outside the College’s control could impact the continuation of the agreement. In
the event that the supervisory reporting relationship changes, please note that
this agreement is not binding and may be subject to review or cancellation.
The employee agrees to perform only officially assigned College duties at the
approved telecommuting location or through official attendance at Utica
College-related meetings.
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Section 3: UTICA COLLEGE EQUIPMENT ASSETS
The Utica College property listed below is being borrowed for use in connection
with Utica College business only, must be located in the designated
telecommuting location, and will be returned to Utica College at the expiration
of this agreement.
The employee agrees to accept listed equipment and understands that its use is
for Utica College business only and must be protected against damage. All
loaned equipment will be serviced and maintained by Utica College. Unless
otherwise specified, the employee is responsible for transporting loaned
equipment to and from Utica College for service and maintenance.
Departments are advised that all Utica College property is covered under Utica
College’s risk management plan and is subject to all conditions and deductibles
as stipulated under the plan.
In the event that equipment is temporarily inoperable, the teleworker/remote
worker and supervisor are to reach an understanding of whether the employee
has other work assignments that can be accomplished. If there are none, the
employee may be asked to report to Utica College within a reasonable
timeframe to complete work.
Description of Item
Quantity
ID/Bar Code Number
Utica College Information Systems to be accessed from alternative work location (if
any):
Description of System/Program
Quantity
Networked or Stand-alone
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Section 4: SIGNATURES AND APPROVAL:
I have read and understand Utica College’s Alternative Work Arrangement policy and
procedures and the College’s technology security standards relating to remote access, if
applicable, and I agree to the conditions detailed above.
______________________________________________
__________________
Employee
Date
______________________________________________
__________________
Supervisor
Date
______________________________________________
__________________
Department Head
Date
______________________________________________
__________________
Office of Human Resources
Date
Original signed document to be filed in the Office of Human Resources. The employee
and the supervisor must keep copies. Alternative Work Arrangement agreements must
be, at a minimum, reviewed annually with a new signed agreement submitted to the
Office of Human Resources.
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