University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Telework and Remote Work

UPPM 60.34

For more information contact:
   Human Resource Services
   509-335-4521 / hrs@wsu.edu

1.0   Overview and Purpose

Telework allows an employee to regularly work from home or at a work location away from a WSU campus or location. Telework is not a right, but an option offered at the discretion of the University, subject to review and discontinuation at any time when it no longer meets University or unit needs.

Telework is an option that may meet a variety of needs, including, but not limited to:

  • Enhancing employee productivity and satisfaction;
  • Reducing commute trips;
  • Energy conservation;
  • Allowing for continuity of operations during extended work location disruptions; and
  • Addressing space restrictions.

2.0   Applicability

This policy applies to all WSU employees. For purposes of this policy, “employee” includes all staff (including project, temporary, classified, and administrative professional) and faculty.

3.0   Definitions

3.1     Official Work Location

Supervisors must identify an official work location for each position. The official work location determines travel reimbursement and taxation. It may also impact other conditions of employment (see Sections 6.0 and 7.0). The official work location for most employees is a WSU campus or location, except as noted in Section 3.2.

Employees must ensure the official work location listed on their Telework Agreement, as well as their official residence, are also accurately reflected in Workday.

3.2     Types of Telework

3.2.a    Fully Remote

A fully remote employee is an employee:

  • Who works at a WSU-affiliated location outside Washington; or
  • Whose official work location is their personal residence or other non-WSU location, whether in Washington or another state.

Fully remote telework is ongoing work in which the employee performs 100 percent of their job duties at a remote work location.

Scenarios in which fully remote telework may be appropriate include, but are not limited to:

  • Employee is a self-motivated, high performer who thrives in an independent work environment and is not needed onsite for projects or team activities.
  • Employee possesses skills critical to unit functioning.
  • Employee’s job duties require them to be in a specific remote location.

For fully remote employees, the remote location is their official work location. Employees who are fully remote may be required to work from a WSU location; however, expenses associated with travel between the employee’s official (remote) work location and the WSU location are reimbursed (see Section 5.6). Note that departments typically do not provide per diem for remote employees to travel to a WSU location but may agree in writing to do so.

3.2.b    Office/Home Hybrid

Office/home hybrid telework is ongoing work in which the employee spends less than 100 percent of their weekly scheduled hours in a remote location. This designation includes employees who work some days during the week from a remote location and some days from a WSU location. It also includes employees who work primarily from a remote location but are occasionally required to work from a WSU location.

Scenarios in which hybrid telework may be appropriate include, but are not limited to:

  • Employee works from home during designated hours to support a specific family need or arrangement.
  • Employee works from home several days per week to maximize productivity due to a difficult commute.
  • Employee is a self-motivated, high performer who thrives in an independent work environment but is also needed onsite for projects or team activities.

The official work location for employees with a hybrid work schedule is the WSU campus or location where the employee works when not working from home or other remote location.

3.2.c    As Needed/Incidental

Scenarios in which incidental telework may be appropriate include, but are not limited to:

  • Employee is experiencing mild illness but is well enough to work from home. Occasional telework when caring for a mildly ill family member is allowable if the caregiver responsibilities do not impede the ability to complete work duties.
  • Employee has an unanticipated, personal disruption that requires them to work from home (e.g., home repair that can’t be coordinated in non-work hours).
  • Employee works from home due to a workplace disruption, inclement weather, or suspended operations.

4.0   Procedures

4.1 Telework Agreements

University departments or units are required to use telework agreements for all telework, except for incidental telework (referred to as “as needed” in Workday). Telework agreements may be used for incidental telework at the discretion of the supervisor. Telework agreements are not contracts of employment and do not change salaries, benefits, job responsibilities, leave policies, appointment end dates, or other basic terms of employment.

The process of developing telework agreements requires:

  • Conducting a preliminary assessment to determine feasibility; and    
  • Preparing and authorizing a formal telework agreement in Workday.

4.2     Preliminary Assessment

Before undertaking a telework agreement, the supervisor and employee evaluate the suitability of telework for the employee and their particular job assignments. In general, a position is suitable for telework if many or all components of the employee’s work may be done off-site without disrupting business operations, workflow, and communication.

The supervisor considers the following when determining if a telework agreement is feasible:

  • If it benefits the organization with little or no cost to the University;
  • If work can be allocated such that in-office employees are not required to take on more than a minimal portion of the teleworking employee’s work;
  • If the necessary work can be accomplished while teleworking; and
  • What interactions are required between the teleworking employee and other employees or customers.

When considering whether a particular employee may telework, supervisors consider factors including, but not limited to:

  • Performance history
  • Level of supervision required
  • Understanding of the operations of the department
  • Understanding of the rules of the University
  • Productivity
  • Time management skills
  • Hours of availability
  • Necessary skills to accomplish the work while teleworking
  • Availability and reliability of appropriate technology (e.g., computer hardware, internet) to support telework

4.3     Denials

An employee’s request to telework may be denied due to University and/or unit needs or an employee’s performance concerns. If an employee’s request to telework is denied based on performance concerns, supervisors should consult with HRS to assist in the department’s review of performance expectations with the employee.

An employee who disagrees with their supervisor’s denial of a request to telework is encouraged to discuss the concern with their supervisor. If the discussion with the supervisor does not resolve the issue, the employee may request a review by the appointing authority. The appointing authority makes the final decision regarding what work, if any, may be performed as part of an approved telework agreement. See UPPM 60.10 for information on appointing authorities.

4.4     Workday Process

If the supervisor’s preliminary assessment indicates a telework agreement is desirable and feasible, the employee and supervisor specify the terms of the arrangement in the Telework Agreement in Workday and to obtain all needed approvals (employee, manager/supervisor, department IT, and appointing authority). See the Workday Request, Approve, and End a Telework Agreement reference guide.

For all WSU faculty, regardless of campus, the provost must approve the telework agreement, in addition to the department chair/director, dean, and vice chancellor for academic affairs (if applicable).

5.0   Terms Applicable to All Telework Arrangements

Telework arrangements do not change job responsibilities or other basic terms of employment. Employees who telework must comply with all laws, University rules, policies, procedures, and instructions that apply to employees working at a WSU work location.

5.1     Length of Commitment and Termination

Start dates and proposed end dates are specified in the telework agreement. Continuation of the agreement is subject to review for effectiveness and may be revoked at any time at the option of the appointing authority, in consultation with the supervisor.

The supervisor reviews the effectiveness of the telework at least annually during the employee’s annual performance review. The employee normally receives a minimum notice of 30 calendar days prior to the termination of the telework agreement. Should the employee wish to terminate the telework agreement, the employee agrees to provide a minimum of 30 calendar days advance notice to their supervisor. See the Workday Assign Work Location and Assign Alternate Work Address reference guides for additional information. 

5.2     Job Duties

Teleworking employees are expected to effectively accomplish their regular job duties, unless adjustments to job duties have been discussed with and approved in writing by their supervisor. Any adjustments to job duties or expectations specific to a telework arrangement must be documented in the agreement, position description, and/or written performance measures.

5.3     Communication

Employees are expected to perform their work during their scheduled working hours and to be available via e-mail, telephone, Teams, or another applicable platform on the same basis as if they are at a WSU work location. If there are communication expectations specific to the telework arrangement, they must be included in the telework agreement.

The teleworking employee is required to:

  • Stay current regarding department and work group events;
  • Facilitate communication with customers and coworkers who may be affected by the employee’s telework arrangement;
  • Keep their supervisor informed of progress on assignments and any problems encountered while teleworking; 
  • Structure their time to ensure attendance at any required in-person meetings or other activities at the WSU work location as designated by the supervisor; and
  • Communicate within the workgroup in accordance with the supervisor’s directives and expectations.

5.4     Attendance/Leave

Attendance is monitored for teleworking employees the same as for employees at a WSU work location. Attendance issues may result in revocation of the telework agreement and corrective or disciplinary action.

Employees must follow University and department leave request procedures when requesting leave. The Ethics in Public Service Act (RCW 42.52) applies to all WSU employees, regardless of work location, and employees must accurately account for all hours worked and leave taken (see UPPM 10.65). (See also UPPM 60.82 regarding children in the workplace.)

If an employee who teleworks is unable to access University systems (e.g., due to internet outage or other technical issue), and additional work suitable for telework is unavailable, the employee may be required to:

  • Make up lost time during the workweek;
  • Temporarily work at a WSU work location (if feasible); or
  • Substitute appropriate accrued leave or leave without pay.

5.5     Compensation

Compensation for remote employees follows the same compensation policies and guidelines as established by WSU policy, civil service rules, or applicable collective bargaining agreement language. This includes abiding by the Seattle minimum wage except where it is exceeded by a specific state or local law.

The Washington State Department of Labor and Industries’ exemption from overtime rules applies regardless of the remote employee’s work location.

5.6     Travel

For purposes of mileage reimbursement, the following principles apply:

  • The costs of commuting between the employee’s official residence or other domicile and the employee’s official work location are not subject to reimbursement. For information on determining an employee’s official work location, see Section 3.1;
  • The employee’s official residence is not the employee’s home but the city, town, or other location where an employee maintains their primary residence. Likewise, the employee’s official work location is the town, city, or other location of the official work location, not the specific address.
  • The costs of voluntary travel between an employee’s official work location and a WSU worksite are not subject to reimbursement.
  • When travel is authorized and necessary for work-related purposes, reimbursement for mileage is calculated from the employee’s official work location. 

For more information and examples regarding reimbursement for mileage, see OFM Mileage Reimbursement Examples. Information regarding reimbursement for other items (airfare, lodging, meals, etc.) is available on the WSU Travel website.

Expense reimbursements are approved by both the supervisor and cost center, program, gift or grant manager in Workday. The employee and these individuals are responsible for ensuring that only allowable expenses are submitted for reimbursement.

5.7     Work Product

Work product developed or produced by the employee while teleworking remains the property of WSU. (See UPPM 35.55.)

5.8     Workers’ Compensation

The employee is covered by Workers’ Compensation for job-related injuries that occur in the course and scope of employment while teleworking from Washington state. Workers’ Compensation applies only to injuries directly related to the performance of work; it does not apply to injuries attributable to the home environment, nor does it apply to injuries to third parties.

An employee whose work is principally localized in another state may require Workers’ Compensation coverage specific to that location. (See Sections 6.0 and 7.0.)

5.9     Liability

For information regarding general liability and automobile liability insurance issues relating to telework, contact Risk Management; telephone 509-335-6893.

5.10    Maintenance/Utilities

If the employee is working from their home, the University is not responsible for the cost of utilities or home maintenance. Likewise, the University is not responsible for the cost of maintenance associated with an employee’s personal equipment used for telework.

5.11    Security and Confidentiality

The WSU System Data Policies (UPPM 87.53) addresses the administration, access, usage, maintenance, and security of University data. The sensitivity of the work information dictates the level of security precautions taken.

Devices used while teleworking must meet the following minimum standards:

  • Trusted Platform Module (TPM) encryption enabled;
  • Anti-virus software that maintains current up-to-date definitions;
  • Up-to-date system and software patches;
  • Endpoints that process WSU confidential or regulated data must have installed and managed endpoint security software; and
  • VPN for remote connectivity, and log reporting to centralized log and event management server.

The employee is required to take reasonable steps to protect University property from theft, damage, or misuse. This includes maintaining data security and record confidentiality to at least the same degree as when working at a regular University work location.

The employee may not duplicate University-owned software and is required to comply with the licensing agreements for use of all software owned by the University.

5.12    Equipment and Supplies

Departments with employees teleworking are required to reimburse those employees or provide the equipment and supplies which the department deems necessary to enable remote employees to perform their work. See UPPM 70.03 and 70.20. The University is not required to duplicate resources between the primary WSU work location and the telework location.

5.12.a     Personal Use Prohibited

Washington law prohibits the use of University property for personal benefit or gain, except in very limited circumstances. University employees may not use or allow use of University property for purposes unrelated to official University activities. See UPPM 20.35 and UPPM 10.65.

5.12.b    Inventory

The department maintains an inventory of University-owned equipment, software, and supplies located at any telework location.

5.12.c    Insurance

University equipment and other resources located at a telework location are not automatically insured. Departments are encouraged to insure such equipment by contacting Risk Management or by viewing online information regarding the commercial insurance program on the Risk Management website.

If departments choose not to insure the equipment, the formal Telework Agreement should specify under “Equipment the Department Will Provide” whether the department or the employee bears the risk of loss. Employees must report any loss or damage of University equipment promptly to their supervisor. Loss of University equipment is also reported on an Inventory Control Report (see UPPM 20.50).

5.12.d    Return of University Property

Employees who telework, even for incidental occurrences, are responsible for returning all University-owned items used at the telework location. The equipment must be in good working order and returned promptly upon request or when the telework arrangement is discontinued for any reason.

If legal action by WSU is necessary to regain possession of University-owned property, the employee may be held responsible for costs incurred by the University, including attorneys’ fees, if the University prevails.

5.13    Records

The employee is required to ensure appropriate technical, administrative, and physical controls and processes are implemented for safeguarding the confidentiality, privacy, integrity, and availability of University records in accordance with University policy. (See UPPM 87.53).

Records created while teleworking are subject to the Washington State Public Records Act (RCW 42.56) and University public records policies. (See UPPM 90.05.) In addition, the employee is responsible for adhering to University records retention requirements. (See UPPM 90.01)

5.14    Safety and Ergonomics

Teleworking employees are required to establish and maintain a clean and safe dedicated workspace that is free from health or safety hazards and ergonomically suitable.

The employee is required to notify the supervisor immediately regarding any safety or ergonomic concerns at the telework location. Health or safety hazards at the telework location may result in immediate suspension or discontinuation of the telework arrangement.

5.15    Onsite Visits

The supervisor, designee, or other University officials may make telework location visits during mutually agreed upon times. Visits may occur for the following reasons:

  • To ensure that the designated workspace is safe and free from hazards; and/or
  • To maintain, prepare, inspect, or retrieve University-owned equipment, software, data, supplies, and furniture.

6.0    Out-of-State Telework

Employees working remotely in a state other than Washington are responsible for verifying and maintaining that their official residence and official work location are accurately reflected in Workday. Taxes, payroll deductions, and the applicability of other labor and employment laws may be different depending on the state where the work is performed.

Whether an individual is subject to income tax in a particular state is typically driven by work location and home address. There is no specific point after which employees working out-of-state become subject to tax in that location. Each state’s income tax and withholding requirements vary significantly and may be based on both personal residence and/or work location. In many cases, whether an employee lives or maintains a residence in the state and is “present” in that state for the majority of the tax year may make the individual a resident for tax purposes.

Employees should familiarize themselves with the residency requirements and tax laws of any proposed out-of-state work location. Guidelines for determining residency status in a state may be found on their state tax authority website.

6.1     Workers’ Compensation

Employees whose work is regularly performed outside of Washington are not normally covered by Washington State Department of Labor & Industries Workers’ Compensation/ Industrial Insurance. WSU does not take Washington State Workers’ Compensation wage deductions from employees whose official work location is out-of-state. Contact Human Resource Services (HRS) for assistance.

6.2     Paid Family and Medical Leave (PFML) and WA Cares Fund Long Term Care (LTC)

Employees who reside and have an official work location outside of Washington are not covered by the Washington State Paid Family and Medical Leave (PFML) program and the WA Cares Fund Long Term Care (LTC) program, if they have applied for and received the exemption for the latter. WSU does not take PFML or WA Cares Fund LTC deductions for employees with approved exemptions. Employees are responsible for determining if the out-of-state location in which they work is covered by similar programs.

6.3     Unemployment Insurance

Employees who work outside of Washington are not covered by Washington unemployment insurance unless there is a reciprocal coverage arrangement in place with the state they work in. Employees who work in a state outside of Washington may be covered by an unemployment insurance program in the state in which they work.

6.4     Out-of-State Income Tax Withholding

Both the employee’s official work location and the location of the employee’s residence may trigger state income tax withholding, depending on state law. If the employee meets the requirements for state taxation and has accurately updated their work location in Workday, WSU withholds the applicable taxes for that state from the employee’s pay. It is the employee’s responsibility to reclaim any applicable refund in their annual filing with the state agency.

6.5     Health Insurance and Benefit Impacts

Health insurance plan availability varies based on an employee’s official work location and home address, as established by the Washington State Health Care Authority. Individuals should work with HRS Benefits to review their options.

7.0   International Telework

Performance of any work for WSU outside the U.S. other than occasional, incidental work must be preapproved by HRS and Payroll Services.

WSU employees must comply with all employment and other related laws of the country, city, and region in which they work. The ability for WSU employees to work internationally typically is dependent on and tied to specific, University-related activities in countries where WSU has a registered legal presence. The structure of the employment relationship varies based on the specific requirements of individual countries. Contact HRS for more information.

Employees who are approved to work internationally are responsible and liable for addressing and resolving any compliance obligations associated with their international telework arrangement, including, but not limited to:

  • Taxes
  • Insurance
  • Banking
  • Immigration and visa requirements

Employees may be required to sign an acknowledgement indicating they understand these obligations and that they are required to return to a WSU work location at the end of the approved telework period. WSU cannot provide personal legal or tax guidance.

All employees traveling and working abroad should be aware of export controls and restrictions on travel imposed by the Office of Foreign Assets Control (OFAC). Additional requirements apply to individuals engaged in federally funded research and development. See UPPM 95.53.

8.0   Resources and Related Policies

_______________________
Revisions: Dec. 2025 (Rev. 649); Oct. 2024 (Rev. 634); Aug. 2023 (Rev. 613); Mar. 2022 (Rev. 590); June 2021 (Rev. 570); Dec. 2020 (Rev. 559); June 2009 (Rev. 342); Sept. 2007 (Rev. 304); Apr. 2002 – new policy (Rev. 206).