An alternate work location (AWL) arrangement allows an employee to perform job duties remotely and may be utilized when it mutually benefits the needs of the employer and employee, increases productivity, and enhances service capabilities.
Definitions
- Alternate Work Location: a location other than the primary workstation as designated by the division or agency.
- Full-Remote Work: a designation of an alternate work location allowing the employee to fully perform the employee’s job duties away from the primary workstation.
- Partial Remote Work: a location-flexible arrangement, allowing employees to combine onsite and remote work. This arrangement may or may not be in response to a business need.
Employees in good standing may request to participate in a partial remote work arrangement when their job duties and responsibilities are suitable for working remotely. Full-time remote work arrangements are considered when there is a critical need for the employee to complete their tasks at an alternate location and may be considered if it benefits the division.
Considerations of participation address the critical business need, use of accrued leave, confidentiality, safe and secure remote workspace, performance standards, and enhanced service to customers. An AWL provides flexible work arrangements for positions:
- When the work is conducive to it.
- When it can mutually benefit the Engineering Enterprise and employee in achieving work deliverables.
- When the work performance can be appropriately monitored.
- When it does not result in a significant additional financial cost to the division.
Alternate Work Location - Remote Work Key Points
- Remote work is a privilege not a right.
- Partial AWL may be approved for up to two (2) days per week Monday- Thursday
- Employees are expected to maintain normal work hours (Monday-Friday/ 8 a.m.-5 p.m. with an hour meal break).
- It should not be used as a substitute for dependent care.
- Use of sick and vacation leave should be documented appropriately as taken.
- The business needs of the department/division will remain the priority.
- AWL may be revoked to meet business needs.
- Managers and department/division heads may request, with advance notice, an employee work on site on a remote day to meet business needs.
- Full remote work location requests require written justification from the manager to identify the critical business need and should be attached with your Workday request.
- All new requests for employees working in an alternate work location outside the State of Texas will require approval at the Vice Chancellor for Engineering level or designee. This situation should be avoided unless the hire or retention is deemed critical.
- All current approved AWL requests outside the State of Texas are grandfathered and will be reviewed annually to align with the start of the fiscal year.
- A new hire that includes an AWL requires approval before the offer is extended and the AWL situation should be documented in the offer letter.
- Requests to work at an alternate work location may not be submitted retroactively.
- All full remote work requires additional approvals and justification to determine the critical business need.
Work Visas
If an employee is working at the university under a work visa, any conditions related to work location must be satisfied. Remember, it is the employee’s responsibility to check with Texas A&M immigration services for faculty and scholars regarding their work visa expiration and any updates about their visa.
Medical Accommodation
An alternate work arrangement request relating to a medical accommodation should be submitted under the Americans with Disabilities Act as Amended. For information about an accommodation request, please visit our Americans with Disabilities Act as Amended page.
Student Employees
Requests for an AWL arrangement for student employees or temporary/casual employees may be considered only if a critical business need exists and is properly documented by the manager. The manager must initiate the request in Workday on behalf of the student employee or temporary casual employee.
Training Opportunities and Resources
These courses will aid in successful AWL arrangements.
- 2114387: Engineering Partial Remote Work Arrangement
- Request Flexible Work Arrangement Job Aid
- Remote Work Foundations
- Time Management
- One-Minute Habits for Hybrid and Remote Working Success
- Managing Skills for Remote Leaders
Request and Approval Process and Forms
Faculty requests for an AWL are coordinated through the Engineering Faculty Services faculty AWL form.
The staff request process includes information outlined in System Regulation 33.06.01 Flexible Work Arrangements and TEES SAP 33.06.01.E0.01.
All staff requests for a full-remote or partial-remote AWL are submitted through Workday Staff AWL Request:
- Go to your Worker Profile
- Select job on the left hand side
- Select the Flexible Work Arrangement tab
- Select the Request Flexible Work Arrangement button.
Staff member's supervisor reviews and conducts an assessment of the job duties, business needs and the employee’s performance.
Engineering Human Resources & Payroll will review and approve or deny based on the business need.
The Division Head reviews and approves or denies based on the business need of the division.
The Vice Chancellor or designee will review or approve based on the business need of the division.
- Continuation of active AWLs are addressed during the annual employee performance evaluation (March - May).
- Approved AWL requests will be reviewed for renewal at the end of each fiscal year (Aug. 31).
AWLs are only valid for the current fiscal year. Requests to continue an approved AWL must be resubmitted prior to Sept. 1 of the current fiscal year for a Sept. 1 of the next fiscal year implementation.