Alternate work location (AWL) and flexible work schedules are part of the Flexible Work Arrangements umbrella administered in accordance with the revised System Regulation 33.06.01 Flexible Work Arrangements. 

Once the “Request a Flexible Work Arrangement” business process launches in Workday (scheduled for January 19, 2023), all requests, including previously approved AWL and flexible work schedule arrangements, must be submitted through the revised process for new consideration.

Flexible Work Schedule Guidelines

A flexible work schedule arrangement allows employees to fulfill their job duties by working a schedule other than the traditional 8am to 5pm Monday through Friday while still maintaining a 40-hour workweek. A flexible work schedule must be renewed each year and may be terminated if the arrangement is no longer conducive to the business needs of the organization, the employee’s performance diminishes, or the employee no longer wants to work the approved flexible schedule.

Request a flexible work schedule:

Employees must initiate a request for a flexible work schedule according to current System regulations and applicable guidelines. Flexible work schedule arrangement provisions are contingent on approval and should not be considered an employee entitlement.

Log in to Workday and initiate the “Request a Flexible Work Arrangement” (flexible schedule) business process which will route through the appropriate chain of authority for final approval. Reference the User Guide available through Workday Help:

 Request Flexible Work Arrangement

Add Flexible Work Arrangement for Worker

 Alternate Work Location Guidelines

An alternate work location (AWL) arrangement allows employees to fulfill their job duties remotely at a location other than the traditional primary work location affiliated with any Texas A&M University System property. (i.e., Moore/Connally Building) The following guidelines and resources are intended to outline specific terms and conditions that must be followed if an AWL arrangement is approved.

AWL arrangements are either fully or partially remote.  Fully remote allows the employee to fulfill all their job duties from an AWL. This arrangement does not require the employee to report to the primary work location and allows them to fully function in their role leveraging technology to work and communicate.  Partially remote allows an employee to fulfill their on-site responsibilities at the assigned primary work location while also providing flexibility to perform assigned functions from an alternate work location.  The employee and supervisor determine the distribution of time at each location.

Request an AWL arrangement:

Employees must initiate a request for an AWL arrangement according to current System regulations and applicable guidelines. AWL arrangement provisions are contingent on approval and should not be considered an employee entitlement.

Log in to Workday to “Request a Flexible Work Arrangement” (AWL arrangement) and document the associated terms and conditions. Once the AWL arrangement is initiated by the employee, it is routed through the appropriate chain of authority to the final approver (Chief Executive Approver).

Reference the User Guide available through Workday Help:

Request Flexible Work Arrangement
Add Flexible Work Arrangement for Worker

Roles and Responsibilities of employees in the AWL Arrangement:

  • Employees should have a discussion with their manager ahead of initiating the business process in Workday about the proposed advantages for an AWL arrangement and how their role is conducive to an AWL.
  • Employees and managers should validate the AWL by ensuring there is not a loss of productivity when moving to the AWL arrangement. There must not be a negative effect on duties and responsibilities that impact the continuity of services provided and supervisory responsibilities, if applicable.
  • Complete available AWL training prior to entering into any AWL arrangement. This can be accomplished by taking a course(s) offered through LinkedIn or other training source.  Please see below section on Training for more information.
  • Ensure the physical location of the AWL is accurately and appropriately disclosed and update the AWL agreement if circumstances and/or physical location change. (Pending a review with outside counsel on various issues related to tax and employment laws, no further requests of AWL arrangements outside the State of Texas will be approved until these issues can be addressed.  Existing alternate work location arrangements will be grandfathered and critical exceptions, as determined by each member CEO/designee, can be considered as necessary but exceptions should be limited.)
  • Renew the AWL agreement annually.
  • Notify manager as soon as practicable whenever problems arise that may adversely affect ability to perform work at the AWL (e.g., power outages, technology issues, sick family members who require substantial attention, or other personal matters impacting their ability to perform their duties).
  • Comply with the appropriate protocol for reporting computer security incidents or when the employee suspects there may have been an incident.
  • During the hours the employee is on duty at an AWL, the employee must maintain professional appearance and environment, be accessible by telephone, email, instant messaging system, or other appropriate communication technology or software, as determined by management.
  • Ensure all state-owned equipment is used in compliance with applicable guidelines. Departments may create a plan to provide the employee with the necessary computer equipment required to conduct assigned duties provided departmental funding is available. Additionally, the employee shall ensure they use the appropriate assigned account to access all system office systems while working away from the primary work location.
  • If the employee has an office phone at the primary work location, the phone should be forwarded to an available phone line while working at the AWL.

AWL Expectations

AWL arrangements are not intended to allow for work at other jobs, running businesses, or to engage in other activities that would otherwise result in the employee being required to take leave. The expectation is that normal work requirements, both qualitative and quantitative, must be met. Failure to comply with these restrictions or failure to fulfill normal work requirements on account of non-position-related activities may be cause for disciplinary action, up to and including termination of employment.

An employee in a non-exempt position may not work overtime (more than 40 hours in a workweek) without prior authorization from the employee’s manager.

FAQ’s

Which positions are eligible for an AWL Arrangement?

Position eligibility for an AWL arrangement is determined by the essential functions of the position and how many hours of work must be accomplished at the primary work location to meet the business needs of the department. These positions are typically, computer-based, not dependent on continual physical presence or face-to-face customer interactions, and largely self-directed.

How many hours/days can an employee work remotely each pay period?

The number of days/hours that an employee may perform work at an AWL is determined by the assigned duties of the position and the manager’s assessment of several key elements involving the organizational/business needs and availability of employees.  Managers will determine the work schedule that is suitable for ensuring business continuity and employee productivity.

What hours is the employee expected to work when at an AWL?

Work schedule and hours should be discussed with and approved by a manager. Unless a flexible work schedule has been approved, employees are expected to work their regularly schedule hours which is typically defined as 8am to 5pm Monday through Friday.  Any alternative schedules should be initiated and approved as a Flexible Work Schedule through the Flexible Work Arrangement business process in Workday.

Who has the discretion to determine AWL arrangement eligibility and approve AWL requests?

Managers are responsible for determining eligibility given their familiarity and awareness of the relative portability of each employee’s duties and responsibilities and the regularity by which the employee must perform work at the primary work location. This eligibility determination will be the first step in the approval process. Managers must then obtain concurrence from their department head and chief executive approver.  The approval process is complete when approved by the chief executive approver through the flexible work arrangement business process in Workday and the employee receives a notice via Workday regarding the approval. Employees may not begin an AWL until the flexible work arrangement business process in Workday has been approved.

The following types of positions are ineligible for partially or fully remote AWL: positions that are not computer based; positions that are dependent on continual physical presence; positions that require face-to-face customer interactions; and/or positions that are not largely self-directed.

Can an AWL arrangement be terminated?

Yes, an AWL arrangement may be terminated at any time. Reasons for termination may include circumstances where the arrangement is no longer conducive to the business needs of the organization, the employee’s performance diminishes, or the employee no longer wants to work from the approved AWL. Managers should give employees not less than two weeks’ notice of the termination of the agreement.  Employees should consult with their manager prior to the termination of the agreement.

Training

In accordance with revised System Regulation 33.06.01 Flexible Work Arrangements, managers must receive adequate training to effectively manage an employee with an approved AWL.  In order to assist with training needs, LinkedIn offers a number of training courses for managers and the employees they supervise.

LinkedIn Learning:

Get started and activate your license:

  • Click the System Offices activation link.
  • Log in using your email address and your System Offices password.
  • Decide if you want to link your professional LinkedIn profile to your LinkedIn Learning account.
    • This is optional. You can link your LinkedIn profile at any time.
    • If you link your accounts, LinkedIn Learning can personalize course suggestions.
    • Click “Learn More” at the bottom of screen that asks if you want to link your professional profile.
  • Answer the initial set up questions to let LinkedIn Learning know your interests.
  • Bookmark LinkedIn Learning in your browser.

Managers Recommended Training

Fully remote employees recommended training

Partially remote employees recommended training