Overview
The purpose of the Using Flexible Work Arrangement reference guide is to provide Employees with an overview of the business process, eligibility requirements, terminology, and other critical details about the process.
Overview
The Request Flexible Work Arrangement business process allows users to request an Alternate Work Location or Flexible Work Schedule. All Flexible Work Arrangements should follow the guidelines provided by your member. Use The End Flexible Work Arrangement business process is used to end a previously approved flexible work arrangement.
Key Points:
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- There are three types of Flexible Work Arrangements: Flexible Work Schedule, Alternate Work Location, Workplace Accommodation, and International Temporary Work Location (ITWL).
- All Flexible Work Arrangements must be reviewed on an annual basis.
• Your member may have additional requirements and expectations for Flexible Work Arrangements not listed in this reference guide. - You can learn more about Flexible Work Arrangements by reading The Texas A&M University System Regulation 33.06.01 on Flexible Work Arrangements.
Terminology
Flexible Work Arrangement Subtypes
| Term | Description |
| Flexible Work Schedule | Use this type when requesting a variation of the standard work schedule. |
| Alternate Work Location | Use this type when requesting to be Fully Remote (if you will be completely out of the office) or Partially Remote (if you plan to work a hybrid schedule). |
| Workplace Accommodation | This type is entered by HR Personnel only. Do not use the Flexible Work Arrangement process to request reasonable accommodation under the Americans with Disabilities Act Amendment Act. For questions, reach out to your member’s local Human Resources office. |
| International Temporary Work Location (ITWL) | Use this type for a faculty member who intends to temporarily work remotely from a foreign jurisdiction outside the United States due to a critical business need for which the faculty member will perform the duties and responsibilities outlined by the department head in the ITWL agreement for a short-term duration not to exceed 60 days. |
Temporary Adjustment of Work Schedules
With appropriate supervisory approval, employees with a justifiable reason may temporarily adjust hours within a workday or workweek as long as a 40-hour workweek is maintained. This temporary adjustment of work schedules does not require the use of the Flexible Work Arrangement business processes.
Address & Address Usage
| Address | Description |
| Business Location | The Business Location address field is the main address of the Location organization city for each member and cannot be edited. Some employees may actually work at a main address, however, if an employee does not work at the main address, then the Alternate Work Location address field will be used for the assigned primary work station. (this has been true since Workday implementation). |
| Alternate Work Location | The Alternate Work Location address field should be the assigned primary work station for an employee and is generally a member facility. This address should be selected as Public so it will be displayed as the public work address for the employee in Workday. |
| Additional Address | The Additional Address field should be the approved remote work location, whether partially or fully remote. This is generally not a member facility. This address should be selected as Private so that it will not be displayed as the public work address for the employee in Workday with the usage type of Remote Work Location. |
| Address Usage | Description |
| Primary Work Station | The Primary Work Station usage type is associated with the Alternate Work Location address. This usage indicates that an address is the primary work station for an employee. Generally, this is the address of a member facility. |
| Remote Work Location | The Remote Work Location usage type is associated with the Additional Address section. This usage indicates that an address is the location at which an employee works remotely. |
Requirements to Request Flexible Work Arrangements
The requirements listed below need to be met to comply with The Texas A&M University System Regulation 31.06.01 Flexible Work Arrangements. Your member may have additional requirements that need to be met to request a Flexible Work Arrangement. All Flexible Work Arrangements must be reviewed on at least an annual basis.
An Employee must meet the following requirements to be approved for Flexible Work Arrangements:
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- The position must be computer-based.
- The position must not be reliant on continual face-to-face interactions or continual physical presence.
- The position must be largely self-directed.
- The Employee must maintain access to sufficient networking and internet capabilities.
Contact Change Considerations
When requesting an Alternate Work Location, you will receive a To Do in your inbox to update your contact information in Workday. For this To Do, provide the address from which you will work fully or partially remote. You will be asked to provide an Alternate Work Location Address and an Additional Address.
IMPORTANT: Do not select the Use Primary Home Address checkbox in the Alternate Work Location section. A work location using a home address must be submitted as an Additional Address. To correct this error, navigate to your My Tasks Inbox, locate the Contact Change event, select the Gear icon, and select Delete Incomplete.
Payroll and Tax Considerations
Tax withholdings are calculated in Workday based on the primary home address and primary work address. Additional addresses are not used in the calculation, regardless of whether a state tax form has been completed. The state tax form allows the employee to ensure taxes are deducted in accordance with their individual requirements, rather than the standard tax rate for the specific state.
IMPORTANT: If the primary home address and primary work address states are different and both states require tax withholdings, Workday will withhold for both states.
Related Reports
| Report Name | Description |
| Employees with Flexible Work Arrangement | This report will return an Employee’s Organization, Flexible Work Arrangement Type and the flexible work arrangement Date Ranges. |
| Employee Work Contact Address Information: | The report returns the Organization, U.S. Addresses, and Employees with Flexible Work Arrangements. |
| Audit – Employees with Primary Work, Home or Location Address State Not Equal | This report will return the Organization and Employee Type. |