Frequently Asked Questions: Alternative Work Arrangement

Alternative work arrangements are work arrangements that include flexible work schedules, job sharing of one position between several employees and having a regular work location at a place other than a campus work site.

No. Work schedules are set in advance and are determined by the business needs of the work group. Once the schedules are defined and communicated to employees, an employee who wishes to deviate from that schedule must do so in writing and receive his/her supervisors approval.

Job sharing involves two or more employees working a portion of a 1.0 full-time equivalent position.

Yes. In a way part-time staff currently are sharing some portion of a 1.0 full-time equivalent position. In the past, we have only identified them as part-time employees, but those employees are also considered to be job sharing.

Benefit eligibility is based on the percentage of an employee's FTE (full-time equivalency). Refer to the Benefits Policy.

If one job share member terminates the arrangement, the supervisor will evaluate the position for continuing the job share arrangement.

No. While you have worked 5 additional hours, you will not be eligible to receive overtime unless you work beyond 40 hours in a pay week.

Telecommuting is a work arrangement that allows the employee to regularly fulfill his/her primary job responsibility at a location other than his/her Vanderbilt work site, such as at home.

The Administrator for the work area approves telecommuting arrangements. Telecommuting arrangements are also reviewed by the department's Engagement Consultant for consistency and tracking.

Job characteristics of a position suited for telecommuting typically require minimum supervision or face-to-face contact. Those jobs have clearly defined measurable deliverables such as word processing, editing, data entry, coding and other tasks of this nature.

No. A position may be suited for telecommuting however, staff members suited for telecommuting are self-disciplined, self-motivated, require little supervision and are comfortable working alone. The option to approve this type of arrangement rests with the administrator for the area and is reviewed by the department's Engagement Consultant for consistency and tracking.

Telecommuting staff should maintain daily contact by telephone and email with his/her department. Whenever possible, weekly face-to-face check-ins should be arranged to discuss work progress.

No. The option to telecommute is not decided on a day-by-day basis by an employee. It is a regularly scheduled approved alternative work arrangement. If an employee is ill and is unable to come in to work and does not have a pre-approved telecommuting work site, then the employee will need to use the reporting off procedure established within his/her work unit.

No. Employees who are on FMLA and unable to report to work may not perform work at home in order to extend his/her available leave time. Remember, employees who have been approved for FMLA leave will not be available for work until he/she is released by the treating physician or in the case of caring for an ill family member, until the approved leave time has been met and is no longer needed.

No. However, temporary alternatives for work arrangements will be evaluated based on the unit needs on a case-by-case basis under our ADA parameters.

Telecommuters who work from home are responsible for having a designated work area. Telecommuters who require home adjustments are responsible for any costs related to remodeling and the initial setup of that designated workspace.

If you are considering tax implications if working from home, it is recommended that you consult with a tax expert.

Vanderbilt will not provide telecommuting equipment unless it is justified based on the needs of the department. The decision as to type, nature, function and/or quality of electronic hardware, modems, system access, data and phone lines rest entirely with the supervisor in coordination with the appropriate central computing support department.

No. Employees using personal equipment are responsible for any loss, damage or wear to that equipment.

Telecommuters should follow their department call-in procedures and utilize PTO when reporting time not worked.

A telecommuter who suffers a work related accident, injury or illness should make a report immediately to the employee's supervisor so that a first report of injury can be reported and an investigation into the incident can begin.

Yes. Vanderbilt policies and procedures apply to all alternative work arrangements.

No. Establishing a remote work location in a telecommuters' home does not make the telecommuter's regular commute to the primary work location a business trip.

Yes. Nonexempt employees will usually work a 40-hour workweek to ensure the successful completion of the job. However, any overtime work must be pre-authorized by the supervisor and reported as hours worked.

No. These arrangements do not change the basic terms and conditions of the staff member's employment, nor are they guaranteed to any employee for any specific time. These arrangements are evaluated by the department and goal expectations are set and monitored. These expectations must be reached regardless of your work location.

If at anytime alternative work arrangements do not meet the needs of the institution they can be discontinued at the discretion of the department.