Regulations & Policies

Human Resources

I. OBJECTIVE & PURPOSE

While the University has a strong preference for in-person work on campus or at UNF-controlled locations the purpose of this Policy is to provide information to managers and employees regarding performance of University work at an alternate remote site if doing so is in the best interest of the University.  If this Policy conflicts with the terms of an applicable collective bargaining agreement for an employee subject to that agreement, the conflicting terms of that agreement supersede this Policy to the extent they are inconsistent.

II. DEFINITIONS 

1. Remote Work: A flexible work arrangement in which an employee performs their job duties from a location other than on UNF’s campus or UNF-controlled work location. For purposes of this Policy, Remote Work shall include only flexible work arrangements in which an employee is regularly performing their job duties from a place other than their assigned work location more than two days per five-day work week.
2. Remote Work Agreement: A written document outlining the terms and conditions for an employee to engage in Remote Work, including responsibilities, expectations, and the location of the worksite.

III. STATEMENT OF POLICY

It is the policy of the University of North Florida that all employees are to be present at work on the UNF campus or their designated work location (e.g., UNF-controlled work sites or other regular assigned work location), and that all positions, unless otherwise specified, are in-person assignments.  Remote Work arrangements are exceptions to the general rule that employees are to be present on the UNF campus or designated work location while working and are approved for Remote Work only if the arrangement is in the best interest of the University.  All Remote Work arrangements which are to occur on a regular basis must be approved via a Remote Work Agreement that is authorized by the appropriate Vice President or designee. Remote Work Agreements may not exceed one year but may be renewed.  Occasional or sporadic arrangements for an employee to work at a location other than their designated work location may be approved by the employee’s supervisor without the need for a Remote Work Agreement. 

The Remote Work Agreement must be memorialized on a form provided by the University in Workday. In addition to the requirements set forth in the Agreement, the following policies apply to all Remote Work Agreements.

1. Time and Attendance
   

   While working remotely, the employee should record time and attendance as if the employee were performing work at the University. Employees will receive overtime and compensatory leave to the same extent as if they were working on campus. An employee must obtain supervisory approval before taking leave in accordance with established office procedures.

   Nonexempt employees must receive prior supervisory approval before working overtime hours. If an employee works overtime without obtaining preapproval for such work, the employee will be paid for all hours worked but may be subject to discipline and loss of Remote Work approval.

2. Equipment
   

   The supervisor and the employee must agree upon the equipment to be used for Remote Work. University equipment to be used at the remote location must be registered using the property checkout process prescribed by UNF.  Equipment provided by the University must be protected against damage, theft, and unauthorized use. Employees are responsible for following all Information Technology Services policies and have no expectation of privacy on any University equipment or services.  The University will not be responsible for employee-owned equipment used while working remotely.

3. Costs
   

   Employees working remotely are solely responsible for operating costs, home maintenance, or any other incidental costs such as internet and utilities associated with the Remote Work location. An employee may still claim reimbursement for authorized expenses incurred while conducting official business for the University.  All items purchased with an employee’s P-card must be shipped to a UNF address.  Items cannot be delivered to a cardholder’s personal address. 

4. Liability
   

   The University will not be liable for damages to the employee's property resulting from Remote Work. 

5. Work Assignments
   

   An employee working remotely is responsible for fulfilling all aspects of the job while working remotely, including timely completion of work, responsiveness, and availability during working hours. Although the employee may be permitted to work remotely, the employee will be expected to attend in-person meetings or other on-site events when required by the supervisor or the needs of the job. The employee is prohibited from conducting face-to-face university business at the remote location without prior authorization.

6. Evaluation
   

   The employee’s performance will be evaluated according to the same standards as if the employee were not working remotely in accordance with the evaluation procedures outlined in the University policies. If performance is deficient, the employee may be subject to discipline, up to and including loss of Remote Work privileges and termination. At the supervisor’s discretion, the employee may not be allowed to work remotely while on a performance improvement plan (PIP).

7. Records
   

   An employee working remotely will apply safeguards which are approved by the University to protect records, electronic or otherwise, from unauthorized disclosure or damage. All records, papers and correspondence must be safeguarded until returned to the University, stored electronically via the secured university network, or available for public records purposes.

8. Termination of the Arrangement
   

   The Remote Work Agreement is not a contract to guarantee employment or Remote Work for any specific duration. The University may terminate a Remote Work Agreement or arrangement for sporadic remote work at any time and for any lawful reason.

9. Disability Accommodations
   

   In certain circumstances, Remote Work may be permitted as a reasonable accommodation for a disability. In such instances, the agreement for the accommodation may conflict with the applicable rules outlined in this Policy. The terms of the approved disability accommodation supersede any contrary provision contained in this Policy.

10. Location 
    

    Due to the potential of compliance and taxation requirements of other out of state locations, all Remote Work locations shall be within the State of Florida unless approved by the employee’s Vice President or designee and Human Resources. 

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