If you’re considering implementing a flexible work or work-from-home arrangement, a comprehensive work-from-home policy is crucial. A written policy clearly outlines the expectations of such an arrangement for both employees and employers, and helps your human resources team handle situations when those expectations are not met. The following policy guidelines encompass best practices across many industries; however, we recommend you customize the template to fit your organization’s needs and requirements.

To help you get started creating your own (or tweaking an existing document), we’ve created this flexible work/work-from-home policy guideline—use it, along with the free template—to make sure your team is well-informed and prepared for their job responsibilities.

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Sample Flexible Work Arrangement/Work-From-Home Policy Guidelines

Flexible Work Arrangement Policy Guidelines

[Company Name] is committed to supporting work-life balance through various means, including flexible work arrangements (FWA). Successful FWA must be structured in a way that allows flexibility in the time devoted to work while at the same time fostering a culture focused on providing the highest level of client service as well as team collaboration.

This policy describes the procedure for proposing an FWA, outlines factors that will be considered in the approval process, and offers general parameters for FWAs.

FWAs are tailored schedules designed to meet the needs of the employee and [Company Name]. There are both full-time and reduced-hour FWAs. Please note that not all positions will be suited to each of the various FWA options, and no employee is automatically entitled to an FWA. Flexible schedules are approved at management’s discretion, based on information provided. FWAs include the following:

  • Flexible Schedule: A rearrangement, but not reduction of, on-site hours that includes stop and start times of work that fall outside normal business hours: 8:30 a.m. and 5 p.m.
  • Compressed Schedule: An employee handles a full workload in fewer, longer workdays, instead of a traditional five-day work week. The employee remains responsible for a full workload.
  • Remote Work: An arrangement under which [Company Name] agrees that for up to eight hours/week some or all of the employee’s responsibilities may be handled at home or some other agreed-upon remote location, within the boundaries of licensing, legal, and insurance restrictions, and working through data privacy protection and other considerations. Other than in rare circumstances where permitted by law, a remote work FWA is not a substitute for suitable childcare or other dependent care. Employees must make or maintain childcare arrangements to permit concentration on and full dedication to work assignments during work hours.
  • Part-time Schedule: Structured as a percentage of a standard full-time schedule. The schedule may or may not fall within regular working hours.

For all of the above, the proposal must explicitly address plans to maintain performance and service standards during hours when the employee is not working. Upon management approval, all FWAs will be documented in an individual FWA Agreement.

Scope and Availability

This section should include the following:

  1. Clear direction on how to request an FWA (i.e., submitting a written request and details that should be included in the request)
  2. Eligibility requirements, for example, minimum number of regularly scheduled weekly hours, length of tenure
  3. Exclusions, for example, certain positions within the organization
    • This section may exclude certain positions or departments altogether, or
    • May include a general statement that certain positions are not eligible along with a brief explanation for the exclusion (i.e. positions require in-office presence, direct patient care, etc.)

Proposing a Flexible Work Arrangement

This section should include the following:

  1. The mechanism to submit an FWA proposal (ie., Request for Proposal form supplied by [Company name], written request sent to direct manager, etc.)
  2. Identify the specific criteria the employee should include in their proposal, for example, if they are looking for a change in hours or workdays, a plan for structuring their workday to meet organizational needs, etc.
  3. All relevant factors taken into consideration (i.e. employee’s tenure, experience level, performance, whether the type of position can reasonably be performed with an FWA, etc.)

Making a Flexible Work Arrangement ‘Work’

This section should include the following:

  1. Requirement to accommodate some flexibility with their FWA to meet client and company needs, such as:
    • Considering busy times of the year
    • Special projects
    • Changing needs of the organization

Duration

This section should include the following:

  1. [Company name]’s policy around reviewing the arrangement after an initial period of time
  2. Periodic reviews of the arrangement thereafter to ensure it’s meeting both the company’s and the employee’s needs
  3. [Company name]’s right to modify an arrangement at any time

Compensation and Benefits

This section should include parameters around compensation, including:

  1. Compensation changes for reduced schedules (i.e. at 80% of the standard schedule, he/she would be compensated at 80%)
  2. Statement that FWA schedule employees with reduced hours receive prorated PTO and benefits (i.e. at 80% of the standard work schedule, he/she would receive 80% of the allowed PTO and benefits available to employees working 40 hours per week)
  3. Frequency of compensation review for FWA employees

Performance Evaluations

This section should include:

  1. A statement that FWA employees will be evaluated during the company’s standard performance review process
  2. In addition to a review of the employee’s performance, the FWA will be evaluated to consider all aspects of the FWA (i.e. the extent to which hours worked by the employee are consistent with the agreed-upon schedule and whether the needs of the department, company, and clients are being met)

Non-Retaliation and Equal Employment Opportunity

A standard non-retaliation and EEO statement should be included in an FWA policy to reflect the company’s commitment to equal employment opportunities among its workforce as well as a no-tolerance statement regarding retaliation for making an FWA request regardless of whether the request is approved or denied.

Don’t Stop Reading Now!

To access the rest of this information, including two free templates your team can use as a baseline for your flexible work arrangement proposal and flexible work arrangement plan agreement, click the link below to download—it’s absolutely free, and you’ll be glad you did!

Download Now: Work From Home Policy Guidelines & Templates