Flexible Work Arrangement Responsibilities and Expectations
Terms of Remote Work Agreement
The duties, responsibilities, and terms and conditions of employment (including salary and benefits, and any changes to them) remain the same as they would be if you were working on campus. This Agreement does not create a promise of continued employment of employee. You must comply with all university policies, rules, and procedures while working remotely. Workers Compensation benefits will apply only to injuries arising out of and in the course of employment as defined by Workers Compensation law. You must report any such work-related injuries to your supervisor immediately, Injury Reporting Packet. The Ohio State University is not responsible for injuries or property damage unrelated to such work activities that might occur in the remote work setting.
All university policies and departmental guidelines, including but not limited to attendance, holidays, premium pay, time away from work and overtime continue to apply during remote work, unless specific exceptions are detailed within this Agreement.
The university maintains the right to end flexible work arrangements, including approved agreements for working outside the state of Ohio.
Failure to comply with the Flexible Work Arrangement Responsibilities and Expectations may result in the immediate termination of any remote work arrangement and/or corrective action in accordance with university policy, procedures and rules.
Working Outside 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. Employees working outside the state outside of Ohio should contact their HR consultant if they have any need for time off for a major life event, including childbirth, adoption, caring for a family member, serious health conditions, injury, or military leave. More information is on the HR website.
When the principal work location is remote, travel costs related to required in-person work will be at the expense of the employee. Potential exceptions would only include rules or policies otherwise documented by a college or unit or a state-specific requirement. For more information on travel and compensable time, review frequently asked questions. Business related travel will follow the university’s Travel Policy.
Parking is the expense of the employee when they are required to come to a university worksite as part of the flexible work agreement. More information is available on the Campus Parc website.
Assets and Responsible Use of University Equipment
Prior to finalization of this Remote Work Agreement, you must verify you have appropriate office equipment, software and internet connectivity (e.g., WiFi) to adequately complete duties. The costs associated with working remotely, including the use of technology, office equipment and furniture will be your responsibility.
Your use of equipment, software, and all other resources provided by The Ohio State University must comply with the OCIO Responsible Use Policy. You have responsibility for maintaining the security and confidentiality of university documents, files, data and other information that are located in the off-site workplace. You are also responsible for keeping equipment secure. See: Institutional Data Policy. If you cease employment with The Ohio State University, you must return all property of The Ohio State University.
You and the department/unit and will both follow the guidance related to non-capital assets found in the university’s Asset Management Policy.
Expenses and Tax Responsibilities
The Ohio State University will not reimburse you for the cost of off-site related expenses such as heat, water, electricity and any insurance coverage. The university is responsible for accurately reporting your state and/or local withholding taxes based on where you are working. It is your responsibility, in partnership with your manager, to ensure your work location(s) on record is accurate and up-to-date.
Remote Worksite Safety and Ergonomics
You and your manager agree to work together to ensure the alternate site meets the university standards laid out in the Ergonomic Computer Workstation Survival Guide developed by Environmental Health and Safety.
Your supervisor or other designee may, at a mutually agreed upon time, make on-site visits to your telework site, to ensure that the designated workspace is safe and free from hazards and to maintain, prepare, inspect, or retrieve university-owned equipment, software, data supplies, etc.
You are liable for any injuries to third parties and/or members of your family that occur on your premises.
Performance Expectations, Work Products and Work Hours
Work product you develop remains the property of the university. When you are working at the remote work location, you will spend time performing officially approved duties. You agree to consult with your manager/supervisor, through mutually agreed-upon mode(s) of communication, to receive or review completed assignments. Work deliverables are the same as if you were working at a non-remote work location. In addition, regular coaching and performance reviews are expected to occur. It is your responsibility to give accurate and up-to-date information to your manager/supervisor, team members, customers, and other business contacts, regarding work location and hours for accessibility. If you are a non-exempt employee, you must also record all hours worked in the appropriate timekeeping system.
You must maintain the agreed upon schedule and location stated in this Agreement.
Timely and accurate completion and submission of time statements is your responsibility. Vacation time, sick leave, and all other paid time off must be authorized in accordance with university Time and Attendance Standards and department policy.
Family care demands shall not compete with work except in the case of an emergency when the applicable time off option will be used. Remote work is not to be regarded as a substitute for ongoing family care. If you need to modify these arrangements, you must inform your supervisor, obtain the necessary approvals, and document the modification.