805: Remote Work Policy

Updated November 15, 2024

Overview & Purpose

This policy regulates remote work opportunities for eligible Georgetown University employees in Staff and Academic & Administrative Professional (AAP) positions. This policy addresses regular remote work arrangements, not occasional instances, such as working from home for a day or two at a time due to unique or unforeseen circumstances with supervisory permission. The University may also permit or require remote work for any amount of time when, at its sole discretion, determined to be necessary (including but not limited to emergency situations) or in the University’s best interest. 

Policy Statement & Scope 

The University’s, and its departments’, business needs inform whether a position is eligible for remote work. The position’s supervisor, in concurrence with the Department Head and University Human Resources, is ultimately responsible for any decision to start or discontinue a hybrid or telework mode of work designation. Final approval, conditions, and requirements for remote work covered by this policy are at the discretion of the University. 

Employee compensation, benefits, work status, work responsibilities, and all other conditions of employment with Georgetown University ordinarily are not changed due to an employee’s shift to remote, in-person, or hybrid status.

  • While working remotely and unless otherwise altered by the University, employees must continue to abide by all University and department policies and procedures including but not limited to the Equal Opportunity and Non-Discrimination Policy, the Policy Statement on Harassment, the Georgetown University Computer Systems Acceptable Use Policy, and the Georgetown University Information Security Policy.  However, if there are any discrepancies between the applicable University policies and the Remote Work Employment Agreement, the terms of the Remote Work Employment Agreement shall govern.    
  • Failure to follow Georgetown policies and rules governing remote work may result in discipline, termination of the remote working arrangement, and/or termination of employment in accordance with the University’s ordinary processes.
  • Employees shall not use remote work as a substitute for making arrangements for ongoing child-care, elder-care, or other personal needs. Should it be discovered that an employee is using remote work for such purposes, it will be revoked.

This policy does not address requests for reasonable accommodations for medical/disability- or religious-related reasons under applicable federal, state, or local law. Employees requesting to work remotely as a reasonable accommodation should follow the policies and procedures issued by the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA). See https://ideaa.georgetown.edu/ada/. The University may or may not use the Remote Work Employment Agreement to document remote work that is provided as an accommodation.  

Mode Of Work Designations

The University has the following mode of work designations:

  • On-Campus: Positions that generally require work to be performed in person on Georgetown’s campus for all regularly scheduled work days. 
  • Hybrid: Positions that generally require work on campus some days each week and telework on other days. The University uses a flexible general hybrid designation, with the expectation that units and managers will have explicit conversations with employees about schedules, the average number of on-campus days per week for the employee, periods where work needs may necessitate more days in the office or vice versa, etc.
  • Telework: Positions that generally permit remote work full time, though the employees may be required to come to campus as needed. Telework employees must reside in a location where the University is approved as an employer. 

This policy applies to all employees who work remotely, including hybrid employees and telework employees.

Procedures

The University generally designates certain positions as hybrid or telework, if eligible. Additional requests for regular remote work arrangements may be initiated by employees or a supervisors. Final approval for remote work is at the discretion of the University through its Department Heads and, University Human Resources.

A Remote Work Employment Agreement approved by University Human Resources must be signed by the employee and the supervisor and is required for an employee to participate in regularly scheduled remote work. The Remote Work Employment Agreement will specify the terms and conditions of the employee’s off-site work, as well as the approved off-campus Worksite(s) (as identified within the Remote Work Employment Agreement). Agreements may be reviewed periodically and at any time by University Human Resources as part of regular assessment of University and departmental needs and individual compliance. Remote Work Employment Agreements are part of the employees’ personnel records.

Job criteria

Not all positions are suitable for remote work. University Human Resources, in coordination with relevant departments, will review position descriptions to determine the suitability of positions for regularly scheduled remote work, considering all relevant factors and focusing on whether essential job functions can be successfully carried out remotely. Jobs best suited for remote work typically require independent work, minimal in-person communication or interaction, and often result in a specific, measurable work product without substantial supervision. Other examples of factors that may be considered include, but are not limited to, potential impacts on stakeholders, productivity, and the department, as well as the frequency of remote work requested.

Schedules, Salary, Benefits, Leave, and Overtime

Once approved, remote work schedules are issued by supervisors. If an employee wishes to change the schedule, the employee must obtain advance written approval from their supervisor. Supervisors will evaluate any such request based on business needs and other relevant factors. Employees must establish work practices that ensure business operations are not disrupted for colleagues or clients when working remotely.

Unless otherwise altered by the University, salary, benefits, and job responsibilities ordinarily do not change when participating in remote work. Unless otherwise altered by the University, all University policies and procedures ordinarily continue to apply, including but not limited to those relating to leave and overtime. Nonexempt employees who are permitted to work remotely must comply with Georgetown’s timekeeping and payroll expectations, including those specific to the state in which the employee’s Worksite is located.  Employees must accurately record all working time.

Personal income taxes generally will be withheld based on the location of the primary Worksite identified in the Remote Work Employment Agreement. Georgetown does not provide tax advice and encourages employees working remotely to consult with a qualified tax professional to determine any state or local income tax implications that may result from their remote working arrangement.

Work Area and Equipment

A separate work area must be designated at the Worksite for work (“Work Area”).  This area must be maintained in a safe condition and must be used solely for work-related purposes without any extended visitors during working time. Unless required by applicable law, the University assumes no responsibility for expenses related to any employee’s remote work arrangements including, but not limited to, heating, electricity, water, security, insurance, and space usage. 

The employee’s use of equipment, software, and all other resources provided by Georgetown is limited to the purposes of the employee’s off-site work for Georgetown and is not intended for the employee’s personal use. The University will be responsible for the service and maintenance of University-owned equipment. 

The employee is required to return University-provided equipment within 48 hours of the University’s request and upon termination of the Remote Work Employment Agreement.  To the extent permitted by law, employees authorize the University to withhold from any accrued but unpaid leave, bonus, or other appropriate University-provided benefit (but not from employee’s salary), the fair market value of any unreturned or damaged property.  

Upon reasonable notice, the supervisor may make an on-site visit to the employee’s remote work site during the employee’s scheduled remote work hours for the purposes of verifying that the employee is working remotely as scheduled; determining that the site is safe and free from hazards; investigating reports of injuries or property damage related to work activities; and to maintain, repair, inspect, or retrieve University property. 

Employees must obtain and keep in force appropriate liability insurance for the duration of the remote work arrangement and provide evidence of such insurance to Georgetown upon request.

Information Security

Employees must ensure that Georgetown’s expectations for information security are met and that University property is secured in a manner similar to property used and secured by employees working at one of Georgetown’s physical offices. Employees are responsible for maintaining the security and confidentiality of Georgetown systems, files, data, and other information in the Work Area or otherwise in the employee’s possession, custody, or control electronically (including on the employee’s personal computer or other electronic devices) or in hard copy. Employees must abide by applicable University and departmental policies and confidentiality agreements.

Travel to Campus

Employees with non-local telework arrangements may be required to report to work at any Georgetown campus or office as needed. To the extent practicable, the supervisor, department head, or relevant stakeholder shall provide the employee in advance notice of such travel needs, to allow sufficient time for the employee to make appropriate travel arrangements. The schedule for required in-person engagement will be dictated by business needs or requested by the supervisor or department leader. The employee may discuss with their supervisor exceptions to attending a particular in-person engagement event.

Departments may, at their discretion, consider providing financial support for expenses related to non-local travel to campus, including but not limited to, transportation, lodging, and meals, unless required by applicable state law. The employee must secure pre-authorization and approval in writing by their supervisor and the department leader if travel-related expenses for non-local remote workers are to be paid by the department. 

For employees completing the majority of their work on-campus or in the local DMV area, travel between their home and campus would be considered a standard commute, independent of the frequency of the travel, employee’s mode of work designation, and/or distance traveled.  

Expenses

Georgetown will reimburse employees for expenses consistent with University Policy FA 111: Accountable Plan Expense Reimbursement Policy and applicable law.

Workers’ Compensation

Georgetown will maintain Workers’ Compensation insurance that covers employees working remotely for injuries occurring within the Work Area arising out of and in the course of employment as defined by applicable Workers’ Compensation law. Employees must report any work-related injuries to their supervisors immediately. Georgetown is not responsible for injuries or property damage unrelated to such work activities that might occur in the Work Area as identified in the Remote Work Employment Agreement.

Management and Supervision

Supervisors are responsible for managing the employee’s remote work arrangement and work product. Supervisors must ensure that departmental needs are met and that productivity is not negatively affected by remote work arrangements. Supervisors must maintain regular and necessary communications with hybrid or remote working employees, and include them as appropriate in ordinary workplace meetings and other interactions. Supervisors of hybrid and/or remote workers should review the University’s Hybrid Workplace Resources.

Evaluation and Discontinuation 

All remote work arrangements are periodically assessed for effectiveness.  The University has the sole discretion to terminate a hybrid or remote working designation for a position at any time. Normally, a written 30-day notice will be provided when remote work is to be terminated.

Departments must ensure employees continue to follow applicable University policies and procedures while working remotely and abide by the Remote Work Employment Agreement.

For additional information, the following resources are available:

Doha Campus: Human Resources unit (Remote Work Agreement, Application, job criteria, employee performance, evaluation, telework orientation, Workers Compensation); Office of Information Technology Help Desk ( https://guqhelpcenter.sfsq.georgetown.edu , questions regarding technology, connectivity, systems security, protection of intellectual data); Facilities Management (issues of workplace safety and liability insurance).