Telecommuting/Remote Workplace

Definitions

Telecommuting, also called teleworking, is the availability to work from a location outside of the office and requires the availability of the employee for local in-person visits either at the office or with clients.

Remote work arrangements allow for the employee to work remote 100% of the time and there is not a requirement for in-person meetings, therefore, there is no expectation to live locally.

Practices:

In all cases, telecommute and remote work arrangements should not interfere with the normal operation of the business. Your location should not impact your customers (internal or external), nor interfere with job function or deliverables. You will need to attend and actively participate in meetings via teleconference or in person, respond to emails timely, and provide customer support as if you were in the office. No one should need to cover your workload if you have a remote work arrangement, unless you are on scheduled leave.

The following expectations apply to telecommuting or remote work arrangements:

• • Follow all PIC policies and practices.
    • Remote Computer & Mobile Device Use Practices.pdf - Copy.pdf
  • Ensure the protection of client and PIC agency sensitive information through the use of locking doors, desks, file cabinets, and media storage, regular password maintenance, and any other steps appropriate for the job and the environment.
• The same expectations for confidentiality, security, and safety apply to those with remote work arrangements as for those in the office.
  • Be available by phone, instant messenger and email without delay during core business hours.
  • Remote workdays may need to be re-scheduled or skipped to meet business or Company needs.
  • If you need to be away from your computer or phone while working remotely due to an appointment, the timeframe you will be unavailable needs to be noted on your work calendar. If you will be away for more than two hours, activate an out-of-office message indicating who can be contacted during your absence.
  • Remote work is not designed to be a replacement for appropriate child or elder care. The focus of the arrangement must remain on job performance and meeting business demands.
  • At any time, your supervisor may request a written summary of the tasks and deliverables that were worked on.
  • If you are paid on an hourly basis, record your hours worked, accounting for lunch and rest breaks, in the timekeeping system. Just as when in the office, you must receive advance written approval before changing your schedule or working overtime.
  • If you are salaried, be available during core business hours and other times as necessary to perform your job duties.
  • Client appointments will be conducted using agency approved video teleconferencing applications, such as Zoom to ensure encryptions and security of protected health information.

To request telecommuting or remote work as your primary work location, Staff will need to acknowledge their responsibilities outlined in the Telecommuting and Remote Work Agreement. The signed agreement will be kept in the employee’s personnel file.  

                 Remote Worker Telecommuting Agreement.pdf

Liability and Insurance for Remote Work Arrangements

Business meetings done in person are not permitted in an employee’s home office at any time.

Employees are covered by state statutory worker’s compensation benefits. The employee’s home workspace is considered an extension of PIC’s workspace during the normal agreed upon work hours and while performing work functions. Any work-related injury or illness that may occur during the Employee’s normal employment must be reported to a supervisor or Human Resources immediately. To establish and investigate worker’s compensation claims, the Company or its designees must be allowed access to the designated home workspace.

The Employee is responsible for maintaining a workspace that is free of hazards or other dangers that could cause undue harm to the Employee or equipment.

The Company does not assume liabilities for injuries occurring in the Employee’s home workspace outside of the agreed upon working hours; therefore, the Company is not liable for loss, destruction, damage or injury within or around the Employee’s home.

The employee is responsible for determining any personal income tax implications of using a home office for a telecommuting arrangement. The Company will not provide tax guidance or assume any additional tax liabilities.

Remote workplaces must be in Alaska for all licensed direct service employees.  Working across state lines has licensure requirements that the agency is not able to adequately monitor and ensure compliance.