Request Flexible Work Arrangement

This job aid outlines the process for an Employee to request a Flexible Work Arrangement. The request can be submitted for working at an Alternate Work Location or using a Flexible Work Schedule.

Member version: TAMU

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Prerequisites

You must be a part of a participating member and in a position that qualifies for flexible work arrangements.

Important Information

The request must comply with System Regulation 33.06.01 Flexible Work Arrangements, member rules and/or standard administrative procedures. All parties should consult member rules, standard administrative procedures or guidance on justification, attachments or other information to support the approval process.
Before initiating this process, you should verify if your member will allow you to submit this process in Workday.
There are two types of Flexible Work Arrangements, Alternate Work Location and Flexible Work Schedule.
- Alternate Work Location. Use this type when you would like to request remote work, either partially or fully remote.
- Flexible Work Schedule. Use this type when you would like to request adjusted hours and days that differ from your original schedule.
You should not use this process to request reasonable accommodation under the Americans with Disabilities Act Amendment Act. Reasonable accommodations must be initiated through the member Human Resource offices. If you have any questions , please reach out to your member’s local Human Resources office.
You and your Manager will receive an email notification when the Flexible Work Arrangement is approved.
Your HR Partner and HR Contact will receive an email notification when the Flexible Work Arrangement is approved, based on Member selection.

Getting Started

Navigate to your Worker Profile and select Job on the left hand navigation panel.

Select the Flexible Work Arrangement tab and select the Request Flexible Work Arrangement button.

There are six required fields to complete:
- Start Date. The start date will automatically default to the date the request is initiated. Enter the date that the Flexible Work Arrangement will begin.
- Proposed End Date. The Proposed End Date can be no more than 12 months in the future. Enter the end date of your Flexible Work Arrangement.
- Type. There are three Flexible Work Arrangement types available.
  - Alternate Work Location. Select Fully Remote (if you will be completely out of the office) or Partially Remote (if you plan to work a hybrid schedule).
  - Flexible Work Schedule. Use this type when you would like to request adjusted hours and days that differ from your original schedule. Then use the comments box to provide details of your proposed Flexible Work Schedule for each day of the week you selected.
  - Work Place Accommodations. Reasonable accommodations must be initiated by your HR Partner. If you have questions, please reach out to your local Human Resources office.
- Hours Per Week. Enter the number hours being worked outside the normal expected schedule or the number of hours you will work at the Alternate Work Location.
- Days per Week. Enter the number of days per week you will need for the Flexible Work Arrangement.
- Days of the Week. Select the days of the week that will apply for this arrangement.
- Comments. Comments are required to provide justification, details and information to support the request.

Note: Workday does not require attachments, but your member may require documentation. Please review the content to be sure it does not contain medical related information.

Select Submit

Note: After submitting your Flexible Work Arrangement request, you will receive a review step.

Navigate to the Up Next tab for the next steps in the process.

Up Next

The three upcoming tasks below will only route to you when your flexible work arrangement request is for an Alternate Work Location.

Review Documents for Request Flexible Work Arrangement

You will receive the To Do: Request Flexible Work Arrangement. This task will require you to review the document Alternate Work Location Terms and Conditions.

Navigate to your Workday Inbox and select the Request Flexible Work Arrangement To Do.
Review the Alternate Work Location Terms and Conditions Document and instructions.
Select the I Agree checkbox.
Enter any comments as needed and select Submit.
Once submitted, you will need to refresh the inbox to receive the next task.

Note: When multiple Executive Approvers are assigned to an organization, all Executive Approvers will be required to approve select tasks to move the process forward.

Complete Questionnaire

Next, you will receive a questionnaire in the To Do: Alternate Work Location. The questionnaire is about your Alternate Work Location. You will need to specify if your Alternate Work Location will be outside the state of Texas or outside the United States of America.

Select the To Do Alternate Work Location for Request Flexible Work Arrangement and complete the questionnaire.
Select Submit.
Once submitted, you will need to refresh the inbox to receive the next task.

Update Your Work Contact Information

Finally you will receive the To Do: Update Your Work Contact Information.

Navigate to the To Do Update Your Work Contact Information.
Select the Change My Contact Information button. The button will take you to a page to update your contact information, but you must return to your inbox to submit the To Do.

On the Change My Contact Information page, select the add button or the section to edit the following work contact information:
- Additional Address. Enter the address of the Remote Work Location, usually not a member facility. The visibility should be private.

After updating your contact information, select Submit and return to your inbox to submit the To Do.
Enter any comments as needed.
Select Submit.

Additional Routing

The request will be routed to the Manager, Department Head, and Chief Executive Approver for approval.

Note: Some members have chosen additional approval steps that may route to the Export Control Partner, HR Partner, Faculty Partner, Graduate Studies Partner or Executive Approver.

This completes the Request Flexible Work Arrangement business process.