Remote Work Policy Frequently Asked Questions (FAQs)

Good candidates for remote work may include employees who possess:

• Demonstrated time management and organizational skills.
• Successful performance history.
• Initiative and dependability.
• Tech-savvy skillset.
• Ability to work independently.
• Strong understanding of role and expectations.

Suitability for remote work is determined through a collaborative process which considers multiple factors. For more information, please reference the Evaluating Remote Work Opportunities.

Each remote work arrangement is evaluated on a case-by-case basis. Characteristics of positions that may be considered suitable for remote work include:

• Jobs that entail working independently.
• Minimal interaction with internal and external contacts.
• Limited need for access to equipment and/or materials.

Suitability for remote work is determined through a collaborative process which considers multiple factors. For more information, please reference the Evaluating Remote Work Opportunities.

The purpose of the Remote Work Suitability Assessment is to assist supervisors, managers, and unit leaders in thinking through relevant considerations in order to ensure effective remote work decisions.

The agreement documents details about the remote work arrangement including work location, job duties and work schedule. In addition, it specifies operating parameters and acknowledgments unique to the working arrangement. Finally, it documents approvals and agreement of all parties including the employee, supervisor and other signatories as needed.

Either the employee or the supervisor may suggest a remote work arrangement. The employee and the supervisor are encouraged to discuss their needs and to work together to develop the best possible arrangements for their situation. Supervisors have the authority to request approval of a remote work arrangement, or to postpone consideration of a remote work arrangement to another time.

Supervisors are responsible for submitting the Remote Work Agreement form.

Yes. The Remote Work Agreement documents necessary aspects of the arrangement and must be completed regardless of when approval was given. Employees should work with their supervisors to complete a Remote Work Agreement form.

A hybrid remote work arrangement involves splitting time between university and non-university work locations. For example, a hybrid work arrangement could have an employee work on campus three days a week and remotely two days a week.

It is helpful to consider some of the factors that are utilized when evaluating remote work opportunities. An interest in remote work is a great start and you may also find it helpful to think about:

• Business need-How might a remote work arrangement enhance operations and productivity?
• Position suitability-Do you require access to equipment, materials or files that can only be accessed on campus? Do you require extensive face-to-face contact with students, other employees or the public?
• Employee suitability-Do you exhibit initiative and organizational skills with a positive performance history? Do you have a strong grasp of your role and expectations of the position?
• Supervisory approach-Do you have a solid communication history with your supervisor? And, if you supervise, do you have a strong relationship/communication history with your direct reports?

These are areas which you may find helpful to explore and assist in your framing when approaching your supervisor.

Yes. A Remote Work Agreement is required to document work arrangements where an employee routinely or intermittently performs work through an electronic connection away from any university location.

This portion of the agreement for an FLSA exempt employee, like a faculty member, is less about specific hours than it is about a recognition between employee and supervisor of expectations of performance of assigned courses or work. You may generally note the hours of work while providing any relevant detail about course scheduling or RSCAD, instruction, and service expectations in the "Notes" section below the "Work Hours."

No. The flexible course of work for a faculty member that includes varied times of work during a day/evening and coming on and off campus does not necessitate a remote work agreement. A remote work agreement is needed for a faculty member who would be 100% remote or in a hybrid arrangement as described in policy. A remote work agreement is also not necessary for sabbaticals.

No. Temporary changes in location, such as a short duration trip within the United States, do not warrant a change in the agreement. Only regular recurring changes will require adjustments to the remote work agreement.

Note: satellite work locations for any employee or position being considered for remote work must be located within the United States to comply with all Federal, State and local payroll withholding taxes and wage requirements. A remote work arrangement is not required for business travel (domestic or international) required to fulfill responsibilities of employment. Employees must obtain prior approval for business travel and follow university travel policies.

No. For payroll tax purposes, the employee must choose one location.

A Remote Work Agreement specifies an employee’s typical work schedule with an understanding that variations may occur.

When a Remote Work Agreements is completed, the form does require an end date. It is recommended that supervisors review the remote work arrangements on an annual basis to evaluate the success of the arrangement.

The supervisor can terminate or amend the agreement based on a number or reasons, including operational changes, staffing changes, leadership changes, performance, etc. If the termination or change to the arrangement is involuntary, the supervisor must provide notice in writing to the employee within ten working days.

The grievance or appeal procedures do not apply to decisions regarding remote work requests.

Yes. Remote work arrangements are handled on a case-by-case basis. Since every job, employee and situation are different; it cannot be assumed that the same decision is appropriate for two similar positions. Supervisors know the operations of their department/unit(s) best and are responsible for final decisions on how to get the work accomplished. Supervisors have the authority to request approval of a remote work arrangement, or to postpone consideration of a remote work arrangement to another time.

Kansas State University has a compensation structure in place for staff employees. The compensation structure and pay grade assignments are not impacted by work location. Departments and supervisors are encouraged to reference the Human Resources website for guidance on managing pay within the applicable pay grades for each position.

The employee should discuss this with his or her supervisor. All employee-proposed changes to an existing agreement are subject to department and/or university approval.

An established remote work arrangement exists between the employee and supervisor within their respective college/unit. An employee who transfers to another college/unit would need to go through the remote work approval process in their new college/unit. A new Remote Work Suitability Assessment and Remote Work Agreement form would need to be completed.

No. All requests for disability accommodations are processed through the interactive process discussion involving the employee, supervisor, and the Americans with Disabilities Act (ADA) Coordinator. For questions regarding the accommodation process, contact the ADA Coordinator.

It depends on if you are working 100% remotely or partially-remote (hybrid). As per the policy, for a 100% remote work arrangement that is considered a regular, recurring remote work arrangement, the university will reimburse employees for travel to and from their identified campus or facility location if the distance exceeds a 60-mile radius and is authorized within the remote work agreement. Mileage reimbursement will not be considered for hybrid, periodic, intermittent, or temporary remote work arrangements.

If the employee’s satellite work location is at home, the employee is required to maintain safe conditions in the work area and maintain adequate homeowners, renters, or commercial general liability insurance.  Any work-related incidents or injuries should be reported in the normal manner. Incidents will be reviewed by the State Self Insurance Fund to determine if they are compensable under workers compensation. Information regarding incident reporting can be found on the Environmental Health and Safety website.

Departments are responsible for damaged equipment expenses when the equipment isn't covered by the university’s inland marine insurance policy or when damages are under the $5,000 deductible.  This includes damages to university equipment when used at home or when traveling.  If a department wants to have equipment covered under the policy, they need to provide information to the Risk & Compliance Office including, description, replacement value, purchase date and purchase price.  

Please visit Human Resources’ website to learn more about remote work resources.  Additional questions may be directed to your department HR liaison or sent to HR at hr@ksu.edu. 

There are many factors to consider when exploring the possibility of remote work. Human Resources has developed a guide entitled, Evaluating Remote Work Opportunities, that assists supervisors, managers, and unit leaders in thinking through these factors.

Perhaps. If a department is considering a remote work arrangement for their entire workforce, the department head should engage with HR as soon as possible.

It is essential that supervisors work with individual employees and consider the whole team objectively when evaluating remote work arrangements. When possible, supervisors should consider a group of proposals together which ensures a process that is consistent and transparent. Remote work should have either a net-positive or net-neutral effect on business results and the work environment.

It is essential that supervisors work with individual employees and consider the whole team objectively when evaluating remote work arrangements. When possible, supervisors should consider a group of proposals together which ensures a process that is consistent and transparent. Remote work should have either a net-positive or net-neutral effect on business results and the work environment. Supervisors are encouraged to be transparent in their decision-making process and point to business reasons for considering a remote work arrangement.

Yes. Suitability for remote work arrangement is based on multiple factors. Characteristics of positions that may be considered suitable for remote work include:

• Jobs that entail working independently.
• Minimal interaction with internal and external contacts.
• Limited need for access to equipment and/or materials.

Suitability for remote work is determined through a collaborative process which considers multiple factors. For more information, please reference the Evaluating Remote Work Opportunities.

Employees and supervisors are encouraged to access resources on the Human Resources’ website around specific resources that support remote employees. 

Perhaps. Fair Labor Standards Act (FLSA) status is not a determining factor for remote work suitability. Regardless of FLSA status, characteristics of positions that may be considered suitable for remote work include:

• Jobs that entail working independently.
• Minimal interaction with internal and external contacts.
• Limited need for access to equipment and/or materials.

It may be helpful to remember that nonexempt employees, regardless of work location, must record hours worked through the department’s official timekeeping system.

HR has crafted a thorough onboarding guide that can be found on the HR website.
Furthermore, it is important to share K-State policies that all employees are expected to abide by regardless of their employment location. In addition, all employees are encouraged to register for K-State New Employee Welcome (KSNEW).

If a department would like to hire for a remote work position, the supervisor should complete the Remote Work Suitability Assessment. Once appropriate approval is obtained, the supervisor is encouraged to engage with their Talent Acquisition Strategic Partner to discuss the hiring process for remote work employees.

The essential functions of a position are not expected to change as a result of a remote work agreement. Remote work arrangements should not negatively impact operations or service delivery for a given position/unit. If position updates are necessary, changes can be submitted using the standard position update process in PageUp. Please work with your departmental HR Liaison as appropriate.

Modifications to a remote work arrangement should be documented and initialed by the original signatories on the existing form OR captured on a new Remote Work Agreement form.

If there is a desire to end a remote work arrangement early, an employee or a supervisor may begin the process. For further information, please visit the guidance for ending a remote work arrangement.

As per the policy, employees shall promptly notify their supervisor when unable to perform work assignments due to equipment failure or other unforeseen circumstances. The employee may be assigned to another project and/or work location that may necessitate termination of the remote work agreement.

No. K-State has resources available to route your K-State phone to your remote location through the Avaya remote phone software.

Instructions are available through K-State’s IT Service Portal to forward your desktop phone to another phone.

If you do not have call forwarding set up or voicemail to email, instructions are available to  check your voicemail remotely. 

Instructions are available through K-State’s IT Service Portal to send  voicemail to email.

Learn how to  set up your work computer for remote access from home through remote desktop.

No. In PPM 4045 if inclement weather is declared at a campus or facility work location, an employee who is working remotely at a satellite work location generally is not eligible for inclement weather leave.

If you are scheduled to be on campus the day inclement weather is declared, you would be eligible for inclement weather leave. If you are scheduled to work remotely on the day inclement weather is declared, you are generally not eligible for inclement weather leave.

If an employee working at a satellite work location experiences inclement weather leading to an inability to perform remote work, loss of power or internet service, the employee may be granted inclement weather leave. Employees should notify their supervisor as is practical.

Yes. You are eligible for inclement weather leave. Supervisors should not require non-essential employees to work remotely who are not regularly scheduled to work remotely on a day inclement weather is declared.

Only employees deemed essential who work during inclement weather receive comp time.

Employees must use appropriate accrued leave.

No. You have agreed with your supervisor to shift your regular hybrid schedule for that day and you should work remotely. If you are unable to work remotely that day you have the option to use accrued leave.