As part of the Fiscal Year 2001 Transportation Department appropriations bill, executive agencies are required to establish policies on telecommuting. The Office of Personnel Management (OPM) must assure that 25 percent of the total Federal workforce is covered by such policies within six months (April 2001) of the passage of the legislation, and that the remaining Federal workforce will be covered over
the next three years. This requirement is contained in Section 359 of Public Law 106-346, dated October 23, 2000 (text attached). However, in anticipation of further developments on telecommuting, we encourage you to develop your policy as quickly as possible.

OPM's Office of Work/Life Programs and the General Services Administration's (GSA) Office of Governmentwide Policy have issued guidance to assist you in your efforts to establish telecommuting policies. This information should also prove helpful as you design programs to (1) increase managers' and employees' awareness of the full range of telecommuting flexibilities; (2) provide information on telecommuting resources; and (3) promote telecommuting programs. We have included a copy of GSA's policy as an example.

The following guidance is available to assist in these efforts: (1) the OPM Telecommuting Briefing Kit helps managers and employees understand the circumstances under which telecommuting can work and provides a sample agreement; and (2) OPM's telecommuting web site also provides additional resources regarding the government's telecommuting initiative.

This information is available at http://www.opm.gov/wrkfam/telecomm/telecomm.htm. GSA also has comprehensive guidance on its web site at http://policyworks.gov/org/main/mp/library/policydocs/mworkplce.htm.

In order to help us meet our Congressional mandate, please submit the attached reporting form regarding your policy development by April 2, 2001. Note that the form asks that you describe your plans to cover the remaining portions of your workforce over the next three years. Please send your responses to: Office of Workforce Relations, (Attention: Mallie Burruss), Office of Work/Life Programs, U.S. Office of Personnel Management, 1900 E Street NW, Room 7316, Washington, DC 20415-2000, Fax: (202) 606-2091.

Please feel free to have a member of your staff contact Mallie Burruss at 202-606-5529 (email: mtburrus@opm.gov) or Ron Patterson at 202-606-1740 (email: repatter@opm.gov) if they have questions.

cc: Human Resources Directors
       Work/Life Coordinators
       Telecommuting Coordinators

"SEC. 359. Each executive agency shall establish a policy under which eligible employees of the agency may participate in telecommuting to the maximum extent possible without diminished employee performance. Not later than 6 months after the date of the enactment of this Act, the Director of the Office of Personnel Management shall provide that the requirements of this section are applied to 25 percent of the Federal workforce, and to an additional 25 percent of such workforce each year thereafter."

"Section 359 establishes a program to reduce traffic congestion that will allow eligible employees of federal agencies to participate in telecommuting to the maximum extent possible without diminished employee performance. Within one year, the Office of Personnel Management shall evaluate the effectiveness of the program and report to Congress. Each agency participating in the program shall develop criteria to be used in implementing such a policy and ensure that managerial, logistical, organizational, or other barriers to full implementation and successful functioning of the policy are removed. Each agency should also provide for adequate administrative, human resources, technical, and logistical support for carrying out the policy. Telecommuting refers to any arrangement in which an employee regularly performs officially assigned duties at home or other work sites geographically convenient to the residence of the employee. Eligible employees mean any satisfactorily performing employee of the agency whose job may typically be performed at least one day per week. The House and Senate proposed no similar provision."

OAD P 6010.4 CHGE 18
September 26, 1996
GSA ORDER

SUBJECT: Time and Leave Administration

1. This order transmits a revision of ch. 12 for inclusion in the HB, Time and Leave Administration.

2. Cancellation. OAD IL-90-7, Time and Leave Administration, GSA Flexiplace Project, dated July 2, 1990, is canceled.

3. Explanation of change. Chapter 12 is revised to include current policies and procedures for short term work-at-home arrangements, to establish new policies and procedures for periodic and long-term work-at-home arrangements, to establish policies and procedures for telework (telecommuting) center arrangements, resulting in four distinct types of Flexiplace (work-at-home and telework) alternatives.

4. Forms. This order provides for the use of five new forms. Forms can be obtained from the Distribution Center, Fort Worth, Texas.

5. Instructions. Remove pp. 37 thru 42 and insert the attached corresponding new pages.

6. Labor Relations Obligations. Implementation of this order with respect to employees represented by a labor organization is contingent upon completion of labor relations obligations. Management officials should consult with their respective Labor Relations Officers to determine the status of the fulfillment of labor relations obligations.

MARTHA N. JOHNSON
Associate Administrator for
Management Services and Human Resources

CHAPTER 1. GENERAL PROVISIONS

CHAPTER 2. ANNUAL LEAVE

CHAPTER 3. SICK LEAVE

CHAPTER 4. LEAVE WITHOUT PAY (LWOP)

CHAPTER 5. COURT LEAVE

CHAPTER 6. MILITARY LEAVE

CHAPTER 7. FUNERAL LEAVE

CHAPTER 8. EXCUSED ABSENCE/ADMINISTRATIVE LEAVE

CHAPTER 9. ADMINISTRATIVE DISMISSALS AND CLOSINGS

CHAPTER 10. RESERVED

CHAPTER 11. FAIR LABOR STANDARDS ACT

CHAPTER 12. HOURS OF DUTY

CHAPTER 13. HOLIDAYS

CHAPTER 14. RESERVED

CHAPTER 15. RESERVED

CHAPTER 12. HOURS OF DUTY

Paragraph                                              Paragraph
        Titles                                              Numbers

Scheduling work........................................ 1

Establishing workweeks and work schedules.............. 2

Adjusting work schedules............................... 3

Overtime............................................... 4

Travel as hours of work................................ 5

Preshift and postshift activity........................ 6

Alternate work schedules (AWS)......................... 7

Other than full-time permanent employment (OTFTP)...... 8

Flexible Workplace Arrangements

(Flexiplace Program)... 9

Flexiplace in GSA...................................... 10

Types of flexiplace arrangements....................... 11

Authority to approve Flexiplace (work-at-home/telework)

arrangements.......................................... 12

Participation in flexible workplace arrangement........ 13

Participation criteria................................. 14

Other management considerations........................ 15

Accounting for time and attendance..................... 16

Guidance and Assistance................................ 17

Appendix A. Required Forms

9. Flexible Workplace Arrangements (Flexiplace Program)

a. Advances in telecommunications capabilities, rising costs of office space, air pollution, traffic problems, and changing social needs have increased interest in alternative or flexible workplace arrangements. "Flexible workplace," "work-at-home," "telecommuting," "teleworking" -- all refer to a work situation or an employer/employee relationship where the location of the work site is shifted away from the traditional office.

b. GSA's goal is to be a leader, not only in the development, but also in the overall use of flexiplace programs, which includes both work-at-home and telework (telecommuting) centers. These programs offer important and significant benefits to the agency and to its employees.

c. Managers, supervisors, or employees may initiate establishment of a flexiplace arrangement. Immediate supervisors and employees will decide how arrangements will be structured.

d. Flexiplace arrangements may include the following:

(1) Work-at-home. Working in a space/area in the employee's residence specifically set aside as an office.

(2) Telework center. Working from an office near the employee's home.

Telework center employees work there primarily because it is close to their home, not necessarily because they belong to the same work unit or organization. The building/space is owned or leased by one or more agencies and may include approved centers established by state, local or county governments or private sector organizations. The RA must approve or authorize regional participation in non-Federal Telecenters.

10. Flexiplace in GSA. GSA has allowed work-at-home arrangements under limited circumstances on a case-by-case basis for many years. Because of the generally positive results of these arrangements, GSA formalized a work-at-home policy in 1986. That policy essentially provided for short-term or infrequent periods of work-at-home. This order updates the current policy and procedures for periodic and long-term work-at-home arrangements. It also expands these policies and procedures to cover telework or telecommuting center arrangements.

11. Types of flexiplace arrangements. GSA offers four distinct types of flexible workplace arrangements, based on the realization that organizational and employee needs may vary considerably and should be considered on a case-by case basis. Some situations require occasional or infrequent periods while others are more conducive to longer periods or regularly scheduled arrangements. The intent in offering four types of arrangement is to provide supervisors, managers, and employees with maximum flexibility to establish an arrangement that is responsive to their unique situation. The four types of arrangements are listed below:

a. Periodic or intermittent arrangements. Infrequent periods of time when projects/ assignments have short turnaround times and/or require intense concentration. Under such circumstances, the employee typically works for a day or so at home, away from typical office distractions, which would enable the employee to focus more effectively on completion of the assignment. No equipment, special approval forms, or other documentation is needed for the arrangement. An informal, verbal agreement between employee and supervisor is the only requirement.

b. Short-term work-at-home arrangements. Occasional or short periods usually scheduled for 6 months or less. Some examples where temporary or short-term flexiplace arrangements may work well include the following:

(1) During convalescence from a short-term injury or illness;

(2) When the work office is not usable, e.g., during office renovation; or

(3) Maternity or paternity reasons.

c. Long-term work-at-home arrangements. Regularly scheduled arrangement, designed to last over 6 months, typically those scheduled for 1 year, which may be extended based on an annual basis by mutual agreement between employee and supervisor. Reasons for initiating a long-term work-at-home arrangement may include the following:

(1) Attract and retain high-quality employees in key occupations and positions;

(2) Improve productivity;

(3) Reduce office space and associated costs;

(4) Improve service to clients; or

(5) Improve access or as a reasonable accommodation for disabled employees.

(6) Commuting distance.

d. Telcommuting Centers. GSA offers telework (telecommuting) arrangements at established satellite work centers. Typically, such centers house employees of more than one agency and include work spaces and equipment common to the normal office environment. Reasons for initiating a telecenter arrangement may include any of the criteria identified above.

12. Authority to approve Flexiplace (work-at-home/telework) arrangements,

a. Short and long-term arrangements in the Central Office require approval by the Head of Service or Staff office (HSSO) and in the regions by the Regional Administrator (RA). This authority can be redelegated to a lower level, e.g., division directors. Periodic or intermittent arrangements require approval by the immediate supervisor only, with no written documentation required. Although Flexiplace arrangements are not an employee entitlement, GSA's policy is that every consideration will be given to each arrangement proposed by an employee. HSSO's and RA's should notify the Personnel Policy and Planning Division (CPP) annually on approval level or authority in their organizations.

b. The Personnel Policy and Planning Division (CPP), will serve as the focal point of the agency Flexiplace Program, and will:

(1) Oversee and coordinate GSA implementation and administration;

(2) Serve as a clearinghouse for information on GSA Flexiplace Initiatives; and

(3) Serve as consultant/facilitator on feasibility of Flexiplace arrangements.

c. RAs should designate a coordinator to serve as the focal point and facilitator within the region.

d. Designated regional coordinators should submit on a semi-annual basis a listing of all program participants, respectively in January and July of each calendar year.

13. Participation in a flexible workplace arrangement.

a. Employees wishing to participate in either program should first discuss the concept and potential benefits to the organization and employee with their immediate supervisor. Clearly defined expectations that show the benefits to the organization and to the employee are the foundation for a successful program. if participation is seen as potentially beneficial by the supervisor, the employee should submit a written request (for short and long-term arrangements) to the approving official through the immediate supervisor. The request must have the approval of the immediate supervisor. The decision to permit participation in a flexiplace program is at the sole discretion of approving officials and is not subject to further review or appeal. The written request should contain the following information:

(1) Employee's name, title, series, grade and length of GSA employment, and organization;

(2) Length of time for the proposed arrangement;

(3) Days per week to be worked off site;

(4) Description of work to be performed; rationale for request (i.e., benefits for GSA/employee by off-site employment); why their position is suitable for the program; and equipment needs, if any.

14. Participation criteria.

a. Participation in the flexible workplace program is voluntary by both management and employee. Participation in the program is not a condition of employment and is not an employee right.

b. Periodic or intermittent arrangements require no written request or documentation.

c. For short-term work-at-home arrangements a written request is required, along with GSA Form 3654, modified Work Agreement Flexible Workplace Program Work-at-home; GSA Form 3655, Work At Home Safety Checklist Employee Certification, and GSA Form 3656, Supervisory

Employee Checkout List.

d. For long-term work-at-home arrangements a written request is required, along with GSA Forms 3654, 3655, and 3656.

e. For telecenter arrangements a written request is required, along with GSA Form 3654A, Modified Telecommuter Work Agreement For Telework Center.

f. New program participants (employees and immediate supervisors) participating in the program must receive training (periodic arrangements are excluded). Supervisors with more than one employee participating can elect to have a group training session or have a separate training session with each participant. The training should be completed prior to the beginning of the flexiplace arrangement. Training can be administered by the Agency and/or Regional Coordinator.

g. There are no limits on the number of in-office days for long-term arrangements. The structuring of the arrangement should be established based on employee/supervisor discussions, on a case-by-case basis. Experience has shown that most long-term arrangements should provide for a minimum work time in the traditional office, e.g., 2 to 3 days per week. Employees participating in short-term arrangements (e.g., recuperating from surgery, maternity reasons, etc.) typically do not have in-office days; they work a full or part-time schedule from their home.

h. The opportunity to participate in a work-at-home arrangement is offered only with the understanding that it is the responsibility of the employee to ensure that a proper work environment is maintained (e.g., dependent care arrangements are made so as to not interfere with the work, personal disruptions such as non-business telephone calls and visitors are kept to a minimum, etc.). The employee and his/her family should understand that the home office is just that, a space set aside for the employee to work. Family responsibilities must not interfere with work time at home.

i. Participants continuing in long-term arrangements after a 1-year period must complete a renewal agreement, GSA Form 3657, Flexiplace Renewal Agreement. At this point, the arrangement should be reassessed to determine the need to revise or update existing participation criteria. The renewal agreement does not have to go through the approval or clearance process. A copy of the completed renewal agreement must be submitted to the agency/Central Office coordinator or to the designated regional coordinator. The Renewal Agreement may also be used to extend short-term arrangements.

j. Management has the right to end participation in the program should the employee's performance begin to decline or participation fails to benefit organizational needs. The overall interest of the office must take precedence. Supervisors or managers should provide notice prior to the cancellation of participation in order to provide adequate time for conversion back to the traditional office. Removal must be in accordance with established administrative proceduresand union-negotiated agreements. Cancellation of the employee's participation for cause may be immediate and does not require advance written notice. A copy of the memorandum terminating participation should be forwarded to the Personnel Policy and Planning Division (CPP). The employee may also request to end participation, without cause, at any time.

k. The decision to terminate any flexiplace arrangement should be documented. A termination letter should be submitted through the immediate supervisor to the approving official. A copy of the termination notice must be submitted to the agency/Central Office coordinator or to the designated regional coordinator.

15. Other management considerations.

a. Federal employee unions have a right to consult on regulations affecting conditions of employment. OPM has consulted with the national offices of Federal unions, and GSA has consulted with unions holding national consultation rights.

b. Unions have the right to negotiate the impact and implementation of a flexiplace program if it affects bargaining unit employees. When managers or employees are considering flexiplace arrangements for employees in a bargaining unit, they should contact their Flexiplace Coordinator or Labor Relations Manager to find out what bargaining obligations may be present and/or what agreements have already been reached with the union.

c. Managers should make sure that any arrangements contemplated conform with any agreements reached with unions on implementing flexiplace plans. The union should be kept informed of any developments and make sure that the union's right to attend any formal discussions with bargaining unit employees are met. Early union involvement in, and understanding of, the flexiplace program helps to prevent unnecessary misunderstandings.

d. The decision to purchase or install computers for use in employees' homes is at the discretion of the immediate supervisor and approving officials. Management may choose to make this decision on a case-by-case basis, considering such criteria as the nature of the work, availability of existing and/or excess equipment, and funding constraints or flexibilities. Managers and supervisors interested in procuring ADP equipment should follow normal procedures. For information on contracting for ADP equipment, see Contracting for GSA ADP Resources (IRM P 2120. 2), and Instructional Letter GSA ADP Acquisitions, IRM IL-90-003. GSA equipment used at home may only be used for official purposes.

e. The use of small Government-owned computers off site raises many questions, such as Privacy Act protection of official records, safeguards on access to sensitive records through telecommunications, acquisition and accountability under Federal Property Management Regulations for computers, etc. The agency may place computers and telecommunications equipment in employees, homes while retaining ownership and control of hardware, software, and data. The Government is responsible for maintaining and repairing the equipment. For a practical discussion on how to set up a work-at-home arrangement, see GSAs Question and Answer Guide on Computers and Telephone Issues, KMP-92-1-I, dated September 1992.

f. Supervisors and managers must ensure that equipment assigned to flexiplace participants is properly accounted for. Employees removing equipment from the building must complete Optional Form 7, Property Pass, FPMR (41 C.F.R section 101-19.108).

g. Classified or sensitive data must not be accessible from off-site locations unless agency ADP security officials certify that the system adequately protects records, and that off-site use conforms to applicable laws or policies. Agency off-site computing policy should identify such records and their restrictions for off-site use. All files, records, papers, or machine-readable materials created using Government-owned equipment are the property of the United States. For policy advice on electronic security procedures, see FIRMR 41 C.F.R. section 201-7, Security of Personal Privacy; and Security of Personal Computer Systems; A Management Guide, NBS Special Publication 500-120, U.S. Department of Commerce, National Institute of Standards and Technology.

h. Arrangements involving classified information and data regardless to type must be approved by GSAs Office of Management Controls and Evaluation (CE). In addition, the arrangement must comply with all provisions of GSA ADM P 1025.2C, GSA Information Security Handbook. Flexiplace arrangements involving sensitive information must comply with all provisions of GSA order, Safeguarding sensitive unclassified information (ADM 1800.3B).

i. 31 U.S.C. section 134B, prohibits paying for telephone installation and service in private residences with appropriated funds. GSA's Office of General Counsel has confirmed this in an official legal opinion. However, a General Accounting Office (GAO) decision states that, under certain circumstances, telephones may be placed in the employee's residence. GAO will recognize a limited exception to the prohibition stated in 31 U.S.C. section 1348, provided the following criteria are met: (1) the service is considered essential, and (2) adequate safeguards exist to prevent abuse (see C.G. B225159, June 19, 1989). Temporary legislation has been enacted for employees participating in the Flexiplace Program, The legislation waives the general prohibition and provides temporary relief to program participants. Contact your Regional and/or Agency Flexiplace Coordinator to determine the status of this legislation.

j. FIRMR, 41 C.F.R. section 201-24.101.1, requires that GSA use FTS2000 for official telephone calls. Therefore, flexiplace participants who are expected to make official long distance calls from home/ or a telecenter should have an FTS2000 authorization card. Current GSA regulation (41 C.F.R. section 101-7i) also allows for reimbursement of expenses incurred as a result of official duties on SF 1164, including business related long-distance telephone calls approved by the agency.

k. 31 U.S.C. section 1348 also prohibits the Government from purchasing a telefax machine for installation in a private residence. The use of a fax machine which is already government owned is permitted. Modems or automatic voice/data switches do riot come under this prohibition.

l. Working at home raises questions under Occupational Safety and Health Administration rules governing the safety of workplaces, and under the Federal Employees Compensation Act (worker's compensation). Offices in the home require adequate work space, light, telephone service, power, and temperature control. Requirements vary depending on the nature of the work and the equipment needed to perform that work, Heating and cooling requirements may be more stringent with computers. Each employee working from home must sign a self certification checklist, which is attached, that proclaims the home safe. Employees are responsible for ensuring that their homes comply with safety requirements. Management may deny an employee the opportunity to participate or may rescind a flexiplace agreement based on safety problems in the home or suspected hazardous materials in the home. Management may also have the home office inspected for compliance with safety requirements when deemed appropriate. Safety inspections will be by appointment only, with a minimum of 24-hour notice.

m. Flexiplace arrangements may increase an employee's home utility costs. GSA assumes no responsibility for participating employee's expenses related to heating, electricity, water, and space usage. The rationale is that balanced against these increases are potential savings to the employee resulting from reduced commuting, parking, meals and clothing expenses. Potential costs and savings cannot be viewed in isolation from each other. A GAO decision concluded that "absent legislation authorizing such expenditures, incremental costs associated with the residential workplace may not be allowed" (B-225159, June 19, 1989).

n. A user fee is generally associated with telecenter space (consult with the national or regional coordinator for specific details).

o. The definition of "official duty station" in the Federal Travel Regulations (FTR, 41 C.F.R. ch. 301) affects entitlements to special salary rates, travel allowances, and relocation expenses. The official duty station also impacts upon reduction-in-force. In flexiplace arrangements, employees may actually work more hours at a remote location than at the office. Regardless of where the employee spends the majority of work hours, the conventional Federal office, for purposes of flexible workplace arrangements, remains the official duty station.

p. The flexiplace program operates under existing law. Any exposure to liability would be covered under the Military Personnel and Civilian Employees Claims Act, the Federal Tort Claims Act, or the Federal Employees Compensation Act.

q. Federal employees participating in the program qualify for continuation of pay (COP) or workers' compensation for on-the-job injury or occupational illness. Agencies pay COP for up to 45 days. After 45 days, the Department of Labor pays workers compensation but charges it back to the agencies. Reports of injuries should be carefully reviewed to ensure that they are work-related. The supervisor's signature on the request only attests to what the supervisor can reasonably know, whether the event occurred at the traditional Office or the alternate worksite. Despite this potential downside, flexible workplace arrangements can also help put injured employees back to work.

r. Supervisors and managers are urged to consider a flexible work place arrangement as a possible option for employees when considering Workman's Compensation claims.

s. Flexiplace is excellent for accommodating disabled employees. For information on employing and accommodating handicapped employees, both at home and at the office, see the handbook, Managing End User Computing for Users With Disabilities, prepared by GSA's Clearinghouse on Computer Accommodation (COCA). GSA's Federal Information Resources Management Regulations, FIRMR Bulletin C-8, establish Governmentwide guidelines for acquiring ADP equipment that helps disabled Federal employees. Other agencies such as the Departments of Veterans Affairs, Commerce, and Justice have resource centers that help managers assess accommodation requirements.

16. Accounting for time and attendance,

a. Existing rules on hours of duty and scheduling work apply to flexible workplace arrangements. Employees could work the same hours as their colleagues at the office or follow an alternative work schedule (AWS). FPM guidance on alternative work schedules provides a variety of flexible or compressed work schedules that can meet almost any need. See par. 7.

b. Supervisors must schedule an employee's actual work requirements. All such arrangements, even maxiflex schedules, provide a structure for scheduling work and accounting for time and leave. Completely unstructured arrangements, where employees simply work at will, violate legal requirements and public policy. Avoiding unnecessary overtime is a long-standing public policy.

c. Potential liability for "suffered or permitted" overtime under the Fair Labor Standards Act (FLSA) can strain personnel budgets and employee relations. Congress clearly intends that agencies pay premium pay for officially ordered and approved overtime; and for regular work at night, on holidays, and on Sunday.

d. Under the Fair Labor Standards Act (FLSA), the agency is responsible for keeping records of time worked. Employees who are FLSA nonexempt are entitled to overtime pay. Agencies must pay not only for officially ordered and approved overtime, but also for any overtime a supervisor suffers or permits his subordinates to work. For employees who perform work in the home, supervisors have less control over suffered or permitted overtime. However, clearly established tours of duty and clear expectations concerning work to be performed can minimize the possibility of employees working unauthorized overtime hours.

17. Guidance and assistance. Criteria for selecting occupations and employees are guides rather than hard and fast rules. some criteria focus on suitability of work, others on suitability of workers. Selection factors particularly relevant to flexible workplace issues are outlined in GSA's "General Questions and Answers For Supervisors and Employees," Office of Human Resources, dated 1996.

Supervisors and managers considering a flexiplace arrangement should contact their respective personnel office for guidance and assistance. Approval of telework/telecenter arrangements are based on availability of space. Additional sources of information on Flexiplace include: Guidelines for Pilot Flexible Workplace Arrangements, dated January 1990; and GSAs Question and Answer Guide on Computers and Telephone Issues, KAO-95-31, dated January 1995.

Appendix A - Required Forms

The following constitutes an agreement between

(Supervisor)

(Employee)

1. Employee volunteers to participate in the program. and to adhere to applicable policies, guidelines, and procedures. Agency concurs with employee participation and agrees to adhere to applicable policies, guidelines and procedures.

2. Participation in the program will last commencing on and ending on .

3. Employee's official tour of duty and duty station will be: to on , (including a one-half hour nonpaid lunch period) on (e.g., 8 a.m. to 4.30 pm. Monday, Wednesday and Friday).

4. Employees official duty station is.

The alternate duty station (the location in which the employee is designated to work while not at the official duty station) is:

All pay, leave, and travel entitlements will be based on the employee's official duty station.

5. Employee's timekeeper have a copy of the employees flexiplace schedule. Employee's time and attendance will be recorded as performing official duties at the official duty station.

6. If leave is taken, employee will notify the supervisor following the established office procedures.

7. Employee will continue to work in pay status while working at his/her residence. If employee works overtime that has been ordered and approved in advance, he/she will be compensated under 5CFR Part 550, Subpart A, Subchapter 1-3.

8. If employee borrows Government equipment, employee will borrow and protect the Government equipment in accordance with agency policy and procedures. Government-owned equipment will be serviced and maintained by the Government. If employee provides own equipment he/she is responsible for servicing and maintaining it.

9. The Government retains the right to inspect the home worksite to ensure proper maintenance of Government-owned property and safety standards, provided the employee is given at least 24 hours advance notice.

10. The Government will not be liable for damages to an employee's personal or real property during the course of performance of official duties or while using Government equipment in the employee's residence, except to the extent the Government is held liable by Federal Tort Claims Act or claims arising under the Military Personnel and Civilian Employees Claims Act.

11. The Government will not be responsible for operating, maintenance, or any other costs (eg., utilities) whatsoever associated with the use of the employee's residence.

12. Employee is covered under Federal Employee's Compensation Act if injured in the course of actually performing official duties at the official alternate work site. Any accident or injury occurring at the alternate duty station must be brought to the immediate attention of the supervisor. Because an employment-related accident sustained by a flexiplace employee will occur outside of the promises of the official duty station, the supervisor must investigate all reports immediately following notification.

13. Employees will meet with the supervisor to receive assignments and to review completed work as necessary or appropriate.

14. All assignments will be completed according to the mutually agreed upon work procedures, guidelines and standards stated in the employees performance plan.

15. Supervisor will monitor employee's productivity. Employee's productivity will be evaluated on criteria and milestones determined by the supervisor.

16. Time spent and quality of products will be measured by correlation with previous and similar efforts. For those assignments without precedent or without standards, regular and required progress

reporting by the employee will be used by the supervisor to rate the job performance and establish standards.

17. Employees will apply approved safeguards to protect Government/agency records from unauthorized disclosure or damage and will comply with Privacy Act requirements set forth in the Privacy Act of 1974, Public Law 93-679, codified at Section 552a, Title 5 U.S.C.

18. Employees most recent performance rating was at least fully successful.

19. Employee's current performance plan and subsequent rating contains performance standards covering work completed at the traditional office, is well as work completed at the employee's residence.

20. Management has the right to terminate this agreement if time spent and quality of work products are unsatisfactory when measured against previous and similar efforts and or/participation becomes administratively burdensome to the supervisor.

Supervisor

|Date

Employee

Date

Agency/Regional Program Coordinator |Date Reviewed

Comments

GENERAL SERVICES ADMINISTRATION
GSA Form 3654 (5-95)

MODIFIED TELECOMMUTER WORK AGREEMENT FOR TELEWORK CENTER

The following constitutes an agreement between

(Supervisor)

(Employee)

1. Employee volunteers to participate in the program. and to adhere to applicable policies, guidelines, and procedures. Agency concurs with employee participation and agrees to adhere to applicable policies, guidelines and procedures.

2. Employee agrees to participate in the program for a period not to exceed beginning on and ending on.

3. Employee's official tour of duty will be: to (including a one-half hour nonpaid lunch period) on (e.g., 8 a.m. to 4.30 pm. Monday, Wednesday and Friday).

4. Employees official duty station is

The alternate duty station (the location in which the employee is designated to work while not at the official duty station) is:

All pay, leave, and travel entitlements will be based on the employee's official duty station.

5. Employee's timekeeper have a copy of the employees telecommmuting center schedule. Employee's time and attendance will be recorded as performing official duties at the official duty station.

6. Employee must obtain supervisory approval before taking leave in accordance with established office procedures. By signing this form, employee agrees to follow established procedures for requesting and obtaining approval of leave.

7. Employee will continue to work in pay status while working at telecommuting center. If employee works overtime that has been ordered and approved in advance, he/she will be compensated in accordance with applicable law, regulations, and Federal Personnel Manual guidance. The employee understands that the supervisors will not accept the results of unproved overtime work and will act vigorously to discourage it. By signing this form, employee agrees that failing to obtain proper approval for overtime work may result in removal from the Telecommuting Center Project or other appropriate action.

8. If employee borrows Government equipment, employee will borrow and protect the Government equipment in accordance with agency policy and procedures. Government-owned equipment will be serviced and maintained by the Government. If employee provides own equipment he/she is responsible for servicing and maintaining it.

9. Employee is covered under Federal Employee's Compensation Act if

10. Employee will meet with supervisor to receive assignment and to review completed work as necessary or appropriate.

11. Employee will complete all assigned work according to work procedures mutually agreed upon by the employee and the supervisor and according to guidelines and standards stated in the employee's performance plan.

12. Employee's job performance will be evaluated on criteria and milestones determined by the supervisor.

13. The evaluation of the employees job performance will be based on norms or other criteria derived from past performance, occupational standards. and/or other standards consistent with these guidelines. For those assignments without precedent or without standards, regular and required progress reporting by the employee will be used by the supervisor to rate job performance. Employee and supervisor agree to complete and submit evaluation materials promptly.

14. At intervals specified by the General Services Administration project management team, the supervisor and employee will participate in evaluation activities designed to measure project performance. Employee and supervisor agree to complete and submit evaluation materials promptly.

15. Employees most recent performance rating of record must be, at least, fully successful.

16. Employee's current performance plan contains performance standards covering work completed at the office (official duty station) as well as work completed at the telecommuting center (as warranted).

17. Employee will apply approved safeguards to protect Government/agency records from unauthorized disclosure or damage, and will comply with Privacy Act requirements set forth in the Privacy Act of 1974, Public Law 93-679, codified at Section 552a, Title 5 U.S.C.

18. Employee may terminate participation in this project at any time. Management has the right to remove the employee from the telecommuting project when performance declines or the arrangement no longer benefits the organization. Persistent failure of the employee to meet expectations after fair warning is grounds for removal. Such removals must be done in accordance with established administrative procedures and union-negotiated agreements, as applicable.

Supervisor

Date

Employee

Date

Agency/Regional Program Coordinator |Date Reviewed

Comments

GENERAL SERVICES ADMINISTRATION

GSA Form 3654A (5-95)

NAME |AGENCY

|

SERVICE

CORR. SYMBOL CODE

BUSINESS TELEPHONE

OFFICIAL DUTY STATION ALTERNATE DUTY STATION AGENCY/REGIONAL COORDINATOR

FORM 3

NAME:

CODE NUMBER:

AGENCY:

AGENCY SUBCOMPONENT:

ADDRESS:

CITY AND STATE:

BUSINESS TELEPHONE: AGENCY COORDINATOR:

Dear Flexiplace Participant,

The following checklist is designed to assess the overall safety of the alternate worksite. Each participant should read and complete the self certification safety checklist. Upon completion, the checklist should be signed and dated by the participating employee and immediate supervisor.

The alternate worksite is

Describe the designated work area

1. ls the space free of asbestos containing materials?

Yes No

2. If asbestos containing material is present, is it undamaged and in good condition? * Only check if applicable

Yes No

3. Is the space free of indoor air quality problems?

Yes. No

4. Is the space free of noise hazards (in excess of 85 decibels)?

Yes No

5. Is there a potable (drinkable) water supply?

Yes No

6. ls adequate ventilation present for the desired occupancy?

Yes No

7. Are lavatories available with hot and cold running water?

Yes No

8. Are all stairs with 4 or more steps equipped with handrails?

Yes No

9. Are all circuit breakers and/or fuses in the electrical panel labeled as to intended service?

Yes No

10. Do circuit breakers clearly indicate if they are in the open or closed position?

Yes No

11. Is all electrical equipment free of recognized hazards that would cause physical harm (frayed wires. bare conductors, loose wires,flexible wires running through wallet exposed wires fixed to the ceiling)?

Yes No

12. Will the building's electrical system permit the grounding of electrical equipment?

Yes No

13. Are aisles, doorways, and corners free of obstructions to permit visibility and movement?

Yes No

14. Are file cabinets and storage closets arranged so drawers and doors do not open Into walkways?

Yes No

15. Do chairs have any loose casters (wheels)? Are the rungs and legs of chairs sturdy?

Yes No

16. Is the office overly furnished?

Yes No

17. Are the phone lines, electrical cords, and extension wires secured under a desk or alongside a baseboard?

Yes No

18. Is the office space neat, clean and free of excessive amounts of combustibles?

Yes No

19. Are floor surfaces clean, dry, level, and free of worn or frayed seams?

Yes No

20. Are carpets well secured to the floor, and free of frayed or worn seams?

Yes No

____________

Employee Signature Date

____________

lmmediate supervisor's signature Date

approved/disapproved

SPECIAL NOTE: SUPERVISORS ARE ENCOURAGED TO CONDUCT AN ON-SITE INSPECTION FOR ANY EMPLOYEE CHECKING 5 OR MORE NO ANSWERS. EMPLOYEES ARE RESPONSIBLE FOR INFORMING THEIR SUPERVISOR OF ANY SIGNIFICANT CHANGE.

_________________________________________________________________________________

COMMENTS

GENERAL SERVICES
ADMINISTRATION GSA FORM
3656 (5-95)

SUPERVISORY -. EMPLOYEE CHECKOUT LIST

AGENCY

NAME OF FLEXIPLACE EMPLOYEE

NAME OF IMMEDIATE SUPERVISOR

The following checklist is designed to ensure that your flexiplace employee is properly oriented to the policies and procedures of the Flexiplace Program. Questions 4, 5, and 6 may not be applicable to your flexiplace employee. If this is the case, simply state non-applicable or n/a.

ITEM

DATE

COMPLETED

1. Employee/Supervisor have read agency policy and procedures of the program.

2. Employee has been provided with a schedule of core hours. |

3. Employee has been issued/has not been issued equipment. (If no equipment has been issued please mark n/a and go to question no. 6.)

4. Equipment issued by the agency is documented.

Check as applicable:                                                 Yes                No

a) computer

b) modem

c) fax machine

d) telephone

9) desk

f) chair

g) other

5. Policies and procedures for care of equipment issued by the agency have been explained and are clearly understood.

6. Policies and procedures covering classified, secure, or privacy act data have been discussed, and are clearly understood.

7. Requirements for an adequate and safe office space and/or area have been discussed, and the employee certifies those requirements are met.

8. Performance expectations have been discussed and are clearly understood.

9. Employee understands that the supervisor may terminate employee participation at any time, in accordance with established administrative procedures and union-negotiated agreements.

10. Employee/Supervisor have participated in training.

SUPERVISOR SIGNATURE

EMPLOYEE SIGNATURE

FLEXIPLACE RENEWAL AGREEMENT

This is to certify that the work-at-home/telecommuting center agreement.

dated to,

between (Employee)

General Services Administration, is extended. The now arrangement will last commencing on and ending on .

The employee and supervisor certify the arrangement is mutually beneficial. Both parties understand that all applicable policies, procedures and criteria contained in the original agreement remain in effect.

SUPERVISOR

DATE EMPLOYEE DATE

COMMENTS

AGENCY NAME: _________________________________

REPORTING DATE: _________________________________

AGENCY CONTACT

Name: _________________________________

Address: _________________________________ _________________________________

Phone Number: _________________________________

Email Address: _________________________________

1.Total Number of Employees in your Agency: _______________
2.Does your agency have a telecommuting policy? Yes _____ No _____
3.Does your policy cover all agency employees? Yes _____ No _____
4.If your answer to Question 3 is No, what percentage of your total workforce is covered by the policy?

• Percentage of Total Workforce Covered: _____
• Number of Employees Covered: _____

5.Does your policy include the following basic elements?

• Definition of "Telecommuting": Yes _____ No _____
• Definition of "Eligible Employee": Yes _____ No _____
• Provision for Union participation: Yes _____ No _____
• Performance Issues: Yes _____ No _____
• Time and Attendance Issues: Yes _____ No _____
• References to telecommunications, equipment, services: Yes _____ No _____
• Liability and responsibility issues: Yes _____ No _____
• Reporting Requirements Yes _____ No _____
• Conditions of a Pilot Program (if appropriate) Yes _____ No _____

NOTE: Please provide a narrative discussion of your plans for developing policies for covering 100 % of your workforce if your existing policy covers only a portion. If you wish, you may attach a copy of your policy.

RETURN BY APRIL 2, 2001, TO:

Office of Workforce Relations
(Attention: Mallie Burruss)
Office of Work/Life Programs
U.S. Office of Personnel Management
1900 E. Street, NW, Room 7316
Washington, DC 20415-2000

OR

FAX to: (202) 606-2091

Questions may be referred to Mallie Burruss at (202) 606-5529 (email: mtburrus@opm.gov) or Ron Patterson at (202) 606-1740 (email: repatter@opm.gov).