Flexible Work

Ohio State supports flexible work arrangements to achieve a reliable and productive work environment that enables staff to manage work and personal needs. The university encourages college and unit leaders to support opportunities where employees can work differently – through remote, hybrid or other work arrangements. The availability of flexible work options may change as we evolve in how we do our work.

Employees and managers should have conversations and reference the Flexible Work Policy to align on the expectations for any flexible work arrangement. If an employee would like to request additional flexibility other than their planned location (including time/day flexibility), a Flexible Work Proposal should first be completed. Once the proposal is approved, an online Flexible Work Agreement must be completed attaching the proposal to the request.

Employees who are working remotely in any capacity (either hybrid or fully remote) must complete an online Flexible Work Agreement to appropriately document their work locations and collect work location information for tax reporting purposes. When arrangements or locations change, a new form should be submitted.

When final, the agreement will be securely stored and enable Payroll access to important work location information for tax reporting for employees who have a fully remote or hybrid work arrangement, and it serves as documentation of the agreed upon arrangement. Per House Bill 110 (HB 110) passed in June 2021, employers have to collect updated employee work location information and ensure taxes are reported to the corresponding municipalities. More information is below.

Flexible Work Agreement

Once a workplan is established, employees who are working remotely in any capacity need to complete an online Flexible Work Agreement. Upon completion, it will automatically route to the employee’s supervisor for approval and employees can continue to virtually access or update their agreements online. This job aid outlines the process and common questions for submitting the form.

Employees who are working remotely in any capacity (either hybrid or fully remote) must complete an online Flexible Work Agreement to appropriately document their work locations and collect work location information for tax reporting purposes. It is important for all employees to complete and have the form approved. When arrangements or locations change, a new form should be submitted.

If an employee would like to request additional flexibility other than their planned location (including time/day flexibility), a Flexible Work Proposal should first be completed. Once the proposal is approved, an online flexible work agreement must be completed attaching the proposal to the request.

When final, the agreement will be securely stored to enable Payroll access to important work location information for tax reporting. More information about taxation is below and on the payroll website.

Responsibilities and Expectations of Flexible Work Agreements

Individuals who submit a Flexible Work Agreement for telework (fully remote or hybrid) will need to review the Responsibilities and Expectations for working in a telework arrangement. Once a Flexible Work Agreement is approved by the manager, the employee will receive a second notification of the terms of the flexible work agreement for their review and final sign off. These responsibilities and expectations are outlined here as a reference point for managers, employees and Human Resources professionals.

Working Outside of Ohio

Ohio State continues to evaluate and support opportunities where employees can accomplish their work through remote, hybrid or in-person work arrangements, including when an employee lives and works outside of the state of Ohio.

Employees may not work permanently from international locations. All requests to work domestically but outside of the state of Ohio will be reviewed on a case-by-case basis using the process below.

In these instances, Ohio State must comply with employment laws, as well as regulatory and tax requirements of the relevant state in which the employee performs work. These requirements vary from state to state and must be reviewed on a case-by-case basis.

To appropriately manage the various state regulations and out-of-state employment issues, the Office of Human Resources has established the below guidance for university employees. If state and local laws and regulations are not followed, it can have unintended consequences and liability that can negatively impact the institution and/or the individual. When an employee’s permanent place of work is in a state other than Ohio, that state’s employment laws and taxes must be considered, including minimum wage, overtime regulations, Fair Labor Standards Act (FLSA) exemptions, time off accruals, meal and rest periods and leave provisions.

All employees who receive approval to work outside of Ohio must complete a Flexible Work Agreement prior to working from the new location.

As Ohio State continues to respond to the operational needs of telework, as well as evolving employment laws and policies, the process for managing employees working from remote locations will continue to be evaluated. This website will be updated as more guidance is available.

Flexible Work Details