PURPOSE

It is the policy of the National Cancer Institute–Frederick (NCI-Frederick) to enable exempt Contractor employees to telecommute under appropriate circumstances within established guidelines. Telecommuting enables employees to work at home or an alternate work site during regularly scheduled hours. As a means to meet work objectives, telecommuting is a management option, not an employee entitlement.

DEFINITIONS

Telecommuting – Performing work at a place other than the employee’s official duty station.

Regular Telecommuting – Work performed at an alternate work site on at least one occasion per pay period or on a fulltime basis for durations of a pay period or longer.

Occasional Telecommuting – Work performed at an alternate work site on a non-regular (as defined above) basis.

Alternate Work Site – A specific area at a telecommuting center or within an employee’s residence or at another location other than the official duty station.

Official Duty Station – The current work location assigned to the employee.

Temporary Basis – Approved period of performance not to exceed one year. Requests for renewal may be submitted.

National or Local Crisis – Events that disrupt the normal operation of business for an extended period of time. May be as a result of environmental disaster, political actions, public health concerns, or extraordinary operating issues.

Line Management – All levels of supervision within the organization from first line supervisor, through manager and director.

SCOPE

This policy and procedure applies to all NCI-Frederick contractor exempt employees.

POLICY

Reasons for initiating regular telecommuting agreements may include, but are not limited to the following: to enhance mission accomplishment, to improve service to customers, to improve productivity, to attract and retain high-quality employees in key occupations, to reduce office space and associated costs, to assure reasonable accommodation for employees with disabilities and during periods of national or local crisis.

Reasons for initiating occasional telecommuting arrangements may include, but are not limited to the following: to facilitate completion of discrete portions of projects or work assignments, during office renovation or periods of unfavorable environmental conditions, as reasonable accommodation during periods of temporary disability and during periods of national or local crisis.

Telecommuting is approved on an annual basis (subject to renewal) with employee participation being voluntary and is subject to management approval and change at any time.

The employee must have a safe and adequate place to work off-site that is free from interruptions and must certify the adequacy and safety of the off-site location. The employee is solely responsible for determining any and all tax implications or zoning regulations.

The employee will not engage in any non-business activities during paid telecommuting hours at the alternate worksite, including, but not limited to activities such as childcare, elder care or the conduct of personal business.

The employee must assure that government-owned equipment is used only for authorized purposes. All government property on loan must have the appropriate loan documents on file at the official duty station. NCI-Frederick assumes no responsibility for the provision, repair, maintenance, or replacement of personally-owned equipment used for telecommuting.

Systems must be in place to ensure the confidentiality and protection of data and material used at alternate worksites.

CRITERIA FOR PARTICIPATION

1. Work to be performed at the alternate work site must be work that can be reasonably performed off site by the employee.
2. The supervisor must be able to assess and validate the quantity and quality of the employee’s work performed at the alternate work site.
3. The employee’s most recent performance rating must be “effective” or better. The employee must not be on a performance improvement plan.
4. The employee must not require close supervision.
5. The employee’s absence from the official duty station must not unduly interrupt office operations.
6. Telecommuting employees must maintain regular communication with the supervisor, and be available for on-site meetings or urgent situations as required.
7. The employee must have a computer and other tools and equipment at the alternate worksite compatible with on-site equipment and adequate to perform the duties of his/her position.

PROCEDURE

1. Either line management or the employee may identify specific tasks or projects appropriate for telecommuting.
2. Regular telecommuting requests require completion of a Telecommuting Agreement Form. This request form must be approved in the following order by: line management, Human Resources, Contract Principal Investigator/Key Person and NCI Contracting Officer. Occasional telecommuting requests may be approved by line management.
3. Approved Telecommuting Agreements may continue until the expiration date. Requests for renewal must be submitted thirty (30) days in advance. Employees should not continue to telecommute beyond the expiration date of the agreement, as telecommuting labor incurred past this date may be deemed unallowable as a contract cost.
4. An audit will be performed annually to verify compliance with this policy and proper documentation of work performed.
5. If an employee’s request to participate in the telecommuting program is denied, line management will provide written notice to the employee explaining the reason(s) for denial.

RESPONSIBILITIES

Employee

1. Requests to initiate a telecommuting agreement and may request to end participation, without cause, at any time.
2. Promptly informs his/her supervisor whenever problems arise which adversely affects his/her ability to perform work at the alternate work site.
3. Must be available upon reasonable notice (generally a day in advance, if feasible) to come to the official duty station whenever the need arises for meetings, travel, training, etc.
4. Follows established leave policies at the alternate work site as though he/she were at the official duty station.
5. Furnishes his/her supervisor with a telephone number at which to contact him/her during the employee’s scheduled telecommuting hours.
6. Accurately records time worked in the timekeeping system.

Line Management

1. Recommends or denies regular telecommuting requests and approves or denies occasional telecommuting requests, based on criteria and justification.
2. Terminates telecommuting agreements based on employee performance or changes in business requirements.
3. Recommends or denies requests for renewal of telecommuting agreements.
4. Assures compliance with telecommuting agreement criteria and purpose.
5. Monitors performance and review deliverables under the telecommuting agreement.
6. Provides written explanation to the employee of reasons for the denial of a telecommuting request.
7. Completes written reports of accomplishments and benefits to the contract for completed telecommuting agreements as requested.
8. Attests to and approves all hours worked at the alternate work site.
9. Retains documents necessary to verify work performed during the period of telecommuting.
10. Submits regular telecommuting requests to the Contract Human Resources department for approval.

Human Resources Department

1. Reviews and makes recommendations to the Contract Principal Investigator/Key Person for recommendation to NCI or denial of regular telecommuting requests based on the information provided in the request, policy criteria and justification.
2. Maintains a master file of all telecommuting requests, agreements, and approval documents.
3. Reports cases of noncompliance with policy provisions to the Contract Principal Investigator/Key Person.

Contract Principal Investigator/Key Person

1. Recommends to NCI or denies telecommuting requests based on the information provided in the request and justification.
2. Approves telecommuting arrangements essential for work continuance during periods of national or local crisis. The Principal Investigator/Key Person may delegate this authority to line management.

The Contractor

1. Conducts annual audit of telecommuting agreements to verify compliance with this policy.
2. Reports cases of noncompliance with policy provisions to Human Resources and the Contract Principal Investigator/Key Person.

NCI Contracting Officer

1. Approves or denies requests for regular telecommuting.