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PPENDIX
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TELECOMMUTING AGREEMENT
TEMPORARY IN RESPONSE TO COVID-19
Employee Information
Employee Name:
Department:
Employee ID No.:
Position No.:
These conditions for telecommuting are agreed upon by the employee, the supervisor,
and the Dean/Director/Department Head (or designee):
The employee will work at (street address, city, zip code) and will be accessible by:
phone XX, e-mail XX, and/or text XX.
Description of remote work space (description of remote office e.g., home office, den,
etc.):
The employee's normal telecommuting work schedule (day(s) and hours) will be:
The following are typical assignments to be worked on by the employee at the remote
location:
Special considerations or expenses to be covered by the University, if any:
*UVM does not reimburse employees for internet access charges required for
telecommuting.
*Any ADA accommodations in place should be discussed for consideration in the
telework environment, e.g. assistive technologies.
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____________________________________________________________________
____________________________________________________________________
The following UVM-owned equipment and/or software will be used by the employee in
the remote work location and will be returned to UVM when directed or at the expiration
of this agreement:
The employee will meet with their supervisor on the following schedule, either in-person
or remotely. Describe how and/or where meetings will occur, e.g., telephone, skype,
video-conferencing, face-to-face, etc.:
The employee will attend other mandatory work meetings as follows (indicate whether
remotely or in-person):
Employee agrees to the following terms and conditions:
UVM may visit the employee's designated work location at mutually agreed-upon
times to ensure that safe working conditions exist.
Employee will be reachable during designated working hours by phone, email
and/or text.
Because of the extraordinary situation in the workplace caused by COVID-19,
you will be working remotely, as assigned, for a temporary period.
Planned expiration of agreement: When management determines that normal business
operations are restored.
I agree to the duties, obligations, responsibilities and conditions for telecommuters described
above and in the UVM Telecommuting Policy and Guidelines. I understand that management
may terminate this arrangement at any time.
____________________________________________________________________
Employee Signature Date
Supervisor Signature Date
Dean/Director/Department Head Signature Date
COPY: Department or Deans Office/HR Rep and uvmler@uvm.edu
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Attachment to Telecommuting Agreement
Guidelines for Telecommuting
Communication. While telecommuting, the employee shall be reachable by telephone/cell
phone, fax, text, or e-mail during agreed-upon work hours. The employee and supervisor shall
agree on the most efficient means for communication and expected response times from
employee.
Conditions of Employment. The employee's conditions of employment shall remain the same
as for non-telecommuting employees: wages, benefits and leave accrual will remain unchanged.
Equipment. Home worksite furniture and equipment shall generally be provided by the
employee. In the event that equipment and software is provided by UVM at the remote work
site, such equipment and software shall be used exclusively by the employee and solely for the
purposes of conducting UVM business. Software shall not be duplicated and non-UVM
approved software shall not be loaded to UVM computers or other electronic devices owned by
UVM. If UVM provides equipment, the employee is responsible for safe transportation and set-
up of such equipment.
Equipment liability. UVM will repair and maintain, at the UVM worksite, any equipment
loaned by the University to support the telecommuting arrangement. Employee agrees to use
surge protectors at all times with any UVM computer used at the remote site. The employee will
be responsible for:
any intentional damage to the equipment;
damage resulting from gross negligence by the employee or any member or guest of the
employee's household;
damage resulting from a power surge if no surge protector is used;
maintaining the current virus protection software;
maintaining all electronic devices that send or store data in conformity with the
University’s Information Security Policy.
UVM may pursue recovery from the employee for University property that is deliberately, or
through negligence, damaged, destroyed, or lost while in the employee's care, custody or control.
Damage or theft of UVM equipment that occurs outside the employee's control will be covered
by UVM. UVM does not assume liability for loss, damage, or wear of employee-owned
equipment.
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Remote Work Site. Employee warrants that the home or other designated remote work site is
quiet, clean, and safe, with adequate lighting and ventilation. Unless pre-approved by the
employee’s supervisor, the employee will not hold business visits or meetings with professional
colleagues, customers, or the public at the remote worksite.
Hours of Work. The employee will have regularly scheduled work hours agreed upon with the
supervisor, including specific core hours and telephone/other electronic accessibility. The
employee must promptly and accurately report all exception time to regular hours (vacation, sick
time, other leave time) in accordance with University practices for exempt employees. The
employee will attend job-related meetings, training sessions and conferences in person as
requested by supervisors. In addition, the employee may be requested to attend "short-notice"
meetings in person.
Incidental Costs. Unless otherwise stated in the Telecommuting Agreement or agreed upon in
writing with a supervisor, all incidental costs, such as residential utility costs, internet service or
cleaning services, are the responsibility of the employee.
Inclement Weather. If the primary worksite is closed due to an emergency or inclement
weather, the supervisor will contact the employee. The employee may continue to work at the
remote work site. If there is an emergency at the remote work site, such as a power outage, the
employee will notify the supervisor as soon as possible. The employee may be reassigned to the
primary work site or an alternate work site.
Inspections. In case of injury, theft, loss, or tort liability related to telecommuting, the employee
agrees that agents of UVM may investigate and/or inspect the remote work site.
Injuries. The employee will be covered by workers' compensation for job related injuries that
occur in the designated workspace, including the employee’s home, during the defined work
period. In the case of injury occurring during the defined work period, the employee shall
immediately report the injury to the supervisor and to Risk Management and Safety in
accordance with University procedures for reports of injury. Workers' compensation will not
apply and UVM is not responsible for any injury sustained at the remote work location that is not
sustained in the course of performing job duties for UVM. UVM is not responsible for injury to
any persons other than the employee at the remote work site. Employee agrees that their home
owners’ insurance shall be kept up to date and is the sole source of liability coverage for any
injury that is not work related or that occurs to any person other than to employee.
Intellectual Property. Products, documents, and records developed while telecommuting are
property of UVM in accordance with the University’s Intellectual Property Policy.
Leave. The employee must obtain supervisory approval before taking leave in accordance with
the usual practices of the office and UVM policy.
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Network Access. UVM is committed to supporting telecommuting by providing network access
to remote locations. However, network access is not guaranteed. Employee agrees that where
network access is necessary for the efficient performance of UVM job duties, employee will
promptly notify the supervisor of any disruption in network access or normal functioning.
Office Supplies. UVM shall provide any necessary office supplies. Out-of-pocket expenses
voluntarily incurred by employee for supplies normally available in the office will not be
reimbursed.
Performance & Evaluations. The supervisor and employee will formulate objectives, expected
results, and evaluation procedures for work completed while the employee is telecommuting.
The supervisor and employee will meet at regular intervals to review the employee's work
performance.
Personal Business. Telecommuting employees shall not perform personal business during hours
agreed upon as work hours.
Policies. UVM policies, rules and practices shall apply at the remote work site, including but not
limited to those governing communicating internally and with the public, employee rights and
responsibilities, facilities and equipment management, financial management, information
resource management, purchasing of property and services, and safety. Failure to follow policy,
rules and procedures may result in termination of the telecommuting arrangement and/or
disciplinary action.
Quality of Work. All work shall be performed according to the same high standards as would
normally be expected at the primary worksite.
Record Retention. Products, documents and records that are used, developed, or revised while
telecommuting shall be copied or restored to UVM's network record system. Whenever possible,
all such information shall be backed up, preferably on a thumb drive or on the VPN server.
Security. Security and confidentiality shall be maintained by the employee at the same level as
expected at all worksites. Restricted access or confidential material shall not be taken out of the
primary worksite or accessed through a computer unless approved in advance by the supervisor.
The employee is responsible to ensure that non-employees do not access UVM data or records,
either in print or electronic form. All confidential or private material must be maintained in a
locked, secure location.
Telephone/Internet Expenses. The employee and supervisor will use the most efficient and
effective way of handling long distance calls, whether that is the use of a cell phone, calling card
or reimbursement of long distance business calls. UVM will not reimburse employee for internet
service at a remote site.
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Travel. The employee will not be paid for time or mileage involved in travel between the remote
work site and the primary work site unless reimbursement has been agreed upon in writing by the
supervisor and is in accordance with UVM’s Travel Policy.
Taxes. A home office is not an automatic tax deduction. Telecommuters should consult with a
tax expert to examine the tax implications of a home office.
Income taxes will be withheld based on the location of where the work is performed. Employees
who live in a state other than Vermont are required to maintain accurate information in
PeopleSoft for their home address and to immediately advise their supervisor if they move to
another state. Supervisors must advise Payroll of any telecommuting agreement with an
employee who lives in a state other than Vermont. Employees may wish to consult their tax
advisor with respect to other tax consequences.
University Property. Equipment and services may be provided by and paid for by the
employee's department at the supervisor's sole discretion. In many cases, employees will be
expected to provide their own equipment, such as computers and telephone lines, if they wish to
telecommute and the University will not reimburse the employee for wear and tear on any such
equipment or for connection/access costs associated with internet or other electronic service
necessary to perform job functions at a remote site.
Equipment such as computers, printers, software, and services such as fax lines provided on loan
by the University remain the property of the University while on loan, and must be returned upon
termination of the telecommuting arrangement. If University equipment is provided, each piece
of equipment must be listed with its serial number when the employee takes possession.
Employees must return the equipment in the same condition in which it was originally received,
minus normal wear and tear. Employees are personally liable for missing or damaged
equipment.
Insurance. The University assumes no liability for injuries occurring in the employee's home
workspace outside of work hours or injuries not sustained in the course of performing job duties
for UVM. Employees should note that some homeowner policies do not automatically cover
injuries arising out of, or relating to, the business use of the home. Employees are responsible to
ensure that the homeowners’ insurance is adequate to cover anticipated losses and is in effect at
all times.
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