7 April 2005

MEMORh~DUM FOR ALL NY DISTRICT CORPS OF ENGINEER EMPLOYEES

SUBJECT: Telework Program

REFERENCES:

a. Memorandum from CEHR-D (672-206) dated 1 March 2002,Subject: Telework

b. CEHR-D (690-900) dated 24 Jan 2002, subject: Qualityof Worklife flexibilities

c. Division Commander Policy Memorandum #5d. DOD Telework GUldee. DOD Telework Policy

MISSION STATEMENT: This program provides employees with theflexibility of an alternative workplace while maintainingthe ability to efficiently and effectively execute themission of the New York District. All employees will begiven an equal opportunity to apply for this program.

1. Types of Telework: DoD offers two types of teleworkarrangements. The intent in offering two types of teleworkis to provide supervisors, managers, and employees withmaximum flexibility to establish an arrangement that isresponsive to their particular situation.

A. Regular and recurring telework means an approved workschedule where eligible employees regularly work at leastone day per biweekly pay period at an alternative worksite.

B. Ad hoc telework means approved telework performed at analternate worksite on an occasional, one-time, or irregularbasis. (Telework of less than one day per pay period isconsidered ad hoc). Such situations may occur throughoutthe year or be a one-time event. Ad hoc telework may alsocover short-term assignments, for example, for employeesrecovering from injury or illness. Agreement for ad hoctelework, does not confer eligibility for regular andrecurring telework. The manager should retain a record ofthe number of employees who undertake approved ad hoctelework and the incidence of such telework.

2. Reasons for Telework: It is USACE policy to enhance thequality of worklife by providing telework to all eligibleemployees.Benefits of this program include:

A. Attracting and retaining high quality employees;

B. Accommodating disabled employees or employees withcontinuing health problems.

C. Improving morale by giving employees more time tobalance work and family (saves time on long commutes to andfrom work) .

D. Decreasing traffic congestion, parking problems,energy consumption, and air pollution;

E. Providing services when regular office schedules areinterrupted.

F. Promoting individual productivity.

3. POLICY STATEMENT: Managers must look closely at theirorganizations to see how to maximize use of this teleworkprogram. Supervisors are encouraged to review all proposalswith a goal of maximizing eligible employees participationin the telework program.

4. Selection Criteria: All employees who would like toparticipate should first discuss the program benefits, bothorganizational as well as personal, wi.th their immediatesupervisor. The results of this discussion should berecorded on the attached form, Appendix A, signed by bothparties, and sent to the Division/Office Chief and the HumanResources Office. The decision to permit or denyparticipation in a telework arrangement is at the solediscretion of the approving official. Participation isvoluntary, is not a condition of employment and is not anemployee right.

The followi.ng will be considered by supervisors in decidingwhether to approve an employee's request.

A. Position Suitability:(1) Type of work suitable for working at an alternate

worksite:a. Work that requires studying and writing, such

as data analysis, reviewing cases or reports,writing decisions or reports; doing research

b. Telephone intensive tasks, such as setting upa conference, obtaining information, followingup on participants in a study;

c. Computer related tasks, such as programming,data entry, word processing.

(2) Positions that may be unsuitable for workingat an alternate work site:

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a. Requires routine face-to-face contactwith the supervisor, other employees,customers, or the general public;

b. Requires routine access to material which cannot practically be moved from the officialduty station;

c. Wage Grade employees (i.e. WG, WS, WI" XF, XG,XH) who perform duties that are worksitedependent and, therefore, are unsuitable forthis program.

d. Trainee or entry level positions.

B. Employees: To be considered eligible for teleworkparticipation, employees must meet the following minimumrequirements:

(1) Be employed on a full time schedule.(2) Be employed by the Corps of Engineers for at(3) least 6 months.(4) Be currently evaluated no less than successful or

higher on TAPES evaluation.(5) Have no restrictive leave problems or any

disciplinary actions.(6) Have a history of reliability and responsibility

in discharge of work duties and of producing high qualitywork.

(7) In consultation with their supervisor, fullyunderstand their responsibilities and associatedexpectations of their role in connection with the workperformed by their office.

(8) Be able to establish priorities and manage time.(9) Be self-motivated and able to coordinate work

effectively and without close supervision.

All requirements are to be individually considered andevaluated.

C. Employee Grievances: If an employee disputes thereason(s) given by a supervisor for not approving him or herfor telework, or for terminating his or her teleworkagreement, the employee may submit a grievance using theagency amninistrative or negotiated grievance procedure, asappropriate.

5. Satellite Locations. Arrangements may be made to haveemployees work at satellite facilities if satellitelocations are found and desk space and computer access isavailable.

6. Equipment needs and costs to the organization.

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A. Funding for the Telework program is theresponsibility of the New York District subject to FY Budgetconstraints. No additional USACE Army Funds are availableto fund telework arrangements.

B. Employees may use their own personal computers whenit does not involve access to the Corps network. Thoseemployees that need access to the Corps network would berequired to use notebook computers provided by theGovernment (see paragraph C below). Personal computers maybe used to access email via the world wide web, provided thecomputer meets current Corps software standards asdetermined by IMO. When using a personal computer, theexact specifications must be provided to the InformationManagement Office in order to determine the appropriatesoftware for the type of work the employee will be doing.Employees who choose to use their own home computers will beresponsible for all maintenance and security upgradesrequired to access the District system.

C. The Corps of Engineers may authorize, but is notRequired to provide notebook computers for those employeeswho do not have computers at home. This equipment must becapable of supporting the agreed upon work assignment to beperformed at the alternate work site, and must be able to becompliant with current security and system requirements.Periodic maintenance of government-furnished notebookcomputers will be provided by the Government. Employees whoare assigned Government notebook computers will be requiredto bring them into the office for servicing. No servicingof Government computers "Jill be provided at non-qovernmentalternate work locations, except for situations related toreasonable accommodation of disabled employees.

D. Software for non-qovernment computers will not beprovided by the Information Management Office. Software forGovernment computers will be the standard confiqurationused in the district, unless additional software isrequested and paid for by the Division/Office and installedby IMO.

E. Hardware and software costs wiLl be borne by eachDivision/Office.

F. Communications. Communications will be provided inone of the followinq ways depending on specific needs:

(1) 1 800 telephone number.(2) For access to the internet and E-mail purposes

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an internet provider which is feasible and beneficial to theCorps of Engineers may be provided. Employees can use theirregular internet provider if they choose for web access toE-mail, or dj.rect dial by using one of the District 1-888numbers.

(3)Employees may use their home phone line and bereimbursed for work-related usage subject to review of theirphone bill and management approval.

(4) ISDN line or dedicated line to offsitegovernment controlled facilities. This is the least likelysolution, given the cost.

The option selected will be determined based on cost,computer configuration, type of work, type of softwarerequired, etc. Questions related to hardware, software, andcommunications will be answered by the InformationManagement Office.

7. Participation Procedures and Conditions:

A. Written Agreement: If, after discussion between theemployee and the immediate supervisor, participation is seenas potentially beneficial and workable by the immediatesupervisor, the employee should submit a written requestAppendix B.l, which includes the request for telework andthe safety checklist Appendix B.2.

(1) The written agreement at Appendix B includes:Employee name, title, series, grade, organization, andlength of service with the Corps of Engineers.

(2) Exact days per week and hours to be worked at analternate site. Indicate if an Alternative Work Scheduleis in effect.

(3) Location of alternative work site in the homethat will be used as the work-at-home space/area.

(4) Rationale for request (i.e. benefits fororganization as well as benefits for employees) .

(5) Detailed description of work to be performed atalternate site and work products that will be produced.

(6) Equipment needs and costs, if any.(7) Proposed date to begin this arrangement.

Proposed end date, if any.(8) A copy of the employee's latest performance

rating.

B. Structure of arrangement: Generally a teleworkarrangement will be a maximum of five (5)days or 40 hours ina pay period. Supervisors and employees may agree to moreflexible arrangements depending on mission and individualsituations. The immediate supervisor and the empioyee will

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propose how their particular arrangements will be structuredwithin the following parameters:

(1) Official Duty Station: The official duty stationremains the traditional office location for pay purposes.Local travel will not be paid to alternate work sites.

(2) Hours of Duty: Management makes the finaldetermination on an employee's work sChedule. Any AlternateWork Schedule (AWS) in effect is valid for alternate worksite arrangements and continues within the same AWSguidelines as set forth under the original AWS agreement.

(3) Number of Days: Alternate work site days may besubstituted due to occasional conflicts with the priorapproval of the supervisor.

(4) Leave: Absences from scheduled tours of duty mustbe documented by means of an appropriate leave request forannual leave, sick leave, LWOP, etc.

(5) Overtime: Same regulations apply, supervisorsshould ensure that overtime is worked only with advanceapproval.

(6) Training, Travel or Meetings: Training, travel orcritical meetings should not be reschedu.led just because itis an employee's telework day. Alternate telework daysmay be substituted due to occasional conflicts withsupervisory approval (frequent conflicts may warrant apermanent change to a participant's telework schedule)

C. Submission of Written Agreement: Once the writtenagreement is submi.tted by the employee to their immediatesupervisor, the immediate supervisor will review thisproposal and, if agreeable, he/she will forward thisproposal to the approving official.

D. Safety Checklist: Each employee working from atelework site must sign a Self-Certification SafetyChecklist, located at Appendix B.2., which certifies thework space safe prior to beginning a Telework arrangement.

Management may deny an employee the opportunity toparticipate or may rescind a telework agreement based onsafety problems. Supervisors may request onsite inspectionof a participant's work area for compliance with safetyrequirements when deemed appropriate.

When a supervisor or safety inspector is making an onsitehome inspection at the home of an employee, an additionalperson shall accompany the person performing the inspection.The reason(s) for the visit shall be given to the employeein advance, and the employee's consent will be obtainedprior to visiting the employee. If the employee refuses to

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allow an inspection of the premises, the program may beterminated for that employee.

E. Telework Agreement: This is the formal contractbetween the Agency and the employee. It outlines thestructure of the Telework arrangement and lists theresponsibilities of the employee and the Agency. (AppendixA,B,&C. The Agreement form will be provided to the HumanResources Office and must be signed by the employee, thesupervisor, and the approving official.

F. Telework Environment: The opportunity to work atan alternate worksite is offered only with the understandingthat it is the responsibility of the employee to ensure thata proper work environment is maintained. Telework is not asubstitute for childcare. Dependent care arrangements mustbe made so as not to conflict with the work schedule. Theemployee and his/her family must understand that the officein the home is just that, a space set-aside for the employeeto work. Dependent care should be provided by a qualifiedcare provider other than the telework participant. Asupervisor may rescind a telework agreement if the teleworkenvironment is not clearly separated from dependent care.

G. Training: Telework participants (includingsupervisors) must receive an orl.entation on Telework Programand responsibilities. This will be provided by the HumanResources Office.

H. Extensions of the arrangement: Participantscontinuing in long-term arrangements may extend the existingAgreement upon mutual consent of the employee and thesupervisor. At the time of the renewal, the arrangementshould be reassessed by the supervisor and the employee todetermine the need to revise or update the existingparticipation agreement.

1. Termination/Modification of the arrangement. Employeepartici.pation is not a right. Employ'ee participation isvoluntary. Participation in the program will be terminatedand/or modified for just cause or if it is determined thateither the mission or the employee's performance has beenadversely impacted by the arrangement. Termination and/ormodification of the arrangement will also occur when theemployee leaves the offi.ce or division that establi.shed thecurrent telework arrangement.

Supervisors or managers should provide at least a two (2)week written notice, if possible, prior to the terminationand/or modification of participation. The two week notice

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requirement will only be waived in the event of anappropriate work related requirement or for just cause. Amemorandum terminating/modifying participation will be sentfrom the supervisor and the head of division or office tothe participant. A copy of the termination/modificationmust be furnished to the Human Resources Office. Managementreserves the right to review and existing arrangement whenwarranted upon a change is personnel occurs, i.e.supervisor, workload, mission, etc.

The employee may also end participation at any time. Atermination letter will be submitted to the approvingsupervisor. A copy of the letter must be sent to the HumanResources Office.

Human Resource must ensure that sufficient data ismaintained regarding the number of positions eligible fortelework, the number of employees offered the opportunity totelework, and the number of employees who actually teleworkso that they may comply with DoD, Army, and USACE reportingrequirements, when requested.

8. Other Considerations.

A. Position Description: There is generally no change inan employee's position description. If the arrangementcontinues for more than 1 year, some modifications may berequired in the areas of management controls and workenvironment.

B. Performance Standards: As with the positiondescription, managers should review the performanceobjectives and/or responsibilities at mid year review toensure there are clear and objective standards of qualityand quantity of work performed at the alternate work sitefor specific duties.

C. Equipment and Files Responsibility:install equipment for use in an employee'ssite is at the discretion of the immediateapproving officials.

The decision toalternate worksupervisor and

D. Management must consider such criteria as the type ofwork, availability of existing and/or excess equipment andfunding availability. The individual participant will beresponsible for the transfer of any equipment to and fromthe office and the alternate work site.

E.Property accountability for all telework equipmentmust be maintained.

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Additionally:

1. Any equipment assigned to a participant must beproperly accounted for on a hand-receipt. Teleworkparticipants will bring in equipment for annual inventory orbar-code scan the item at the alternate worksite. Teleworkparticipants will pay for lost items.

2. Corps of Engineers equipment used at home may onlybe used for official purposes;

3. Government files, equipment, software and data mustbe kept secure;

4. Government supplied software provided byInformation Management will be licensed to the Corps ofEngineers. The employee will comply with all software andcopyright license agreements which will be provided by IM.

5. Computer security policies in effect in the mainwork location will be applied at the alternate work locationto protect hardware, software, and data, to include anti­virus safeguards.

6. The employee must notify the supervisori~~ediately when government-owned property is lost, damagedor malfunctions. Corps of Engineers is responsible forrepairing COE equipment. The employee is responsible forequipment that is damaged due to negligence or misuse.

If the employee uses his/her own computer in performinghis/her official duties under the telework agreement, he orshe will remain the owner of the computer and is responsiblefor all maintenance and repair.

F. Telephones. If the telework participant obtainspermission from their supervisor in advance, the agency willpay for the employee's authorized business-related long­distance phone calls after the employee submits an itemizedtelephone bill. The head of the Division/Office mustcertify that adequate safeguards against personal misuseexist, and that the service is necessary for direct supportof the agency's mission. Employees will submitreimbursement requests for business related expenses inaccordance with existing regulations. Supervisor approvalis required.

G. Liability: The Army Corps of Engineers will not beliable for damages to an employee's personal or realproperty during the course of performance of official dutiesor when using the COE equipment at the alternate work site,except to the extent the government may be held liable byclaims under the Federal Tort Claims Act or the MilitaryPersonnel and Civilian Employees Claims Act.

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H. Compensation: Employees on Telework are covered underthe Federal Employee's Compensation Act if injured in thecourse of actually performing official duties at thetelework location. Reports of injuries must be carefullyreviewed to ensure that they are work related and occurredduring the employee's tour of duty. Accidents and injuriesoccurring at the Telework location are to be immediatelyreported to the Supervisor.

I. Home Utility Costs: Employees participating inTelework must understand that the government assumes noresponsibility for employee expenses incidental to workingat home, such as heating, electricity, water, and spaceusage. These expenses are offset by the benefits of workingat home and reduced corrunuting, parking, meals, and clothingexpenses.

J. DOD Mass Transportation Benefit Program and TeleworkArrangements. When an employee's monthly commuting costsare reduced because of a telework arrangement, he/she mustalso reduce his/her "usual monthly commuting costs" underthe Part C, Employee Certification section of the DOD MassTransportation Benefit Program application.

9. Authority to Approve Telework Arrangements and Summaryof Required Documentation. The authority to approvetelework work arrangements lie with the Chief of theOffice/Division. Since a second-line supervisor's approvalis required, the Chief of Staff will approve Teleworkarrangements for the following offices:SA, SE, EEO, PA, HR, LMO, VE, IR, OC.

The entire Telework package will consist of:

A. A detailed description of the proposed teleworkarrangement which includes the proposed alternate worksiteschedule and office work schedule and the specific duties tobe performed.

B. The request must include a completed copy of the HomeSafety Checklist signed by the employee.

C. The approved Telework Agreement must be signed by thesupervisor, the employee, and the approving official.

D. A copy of the telework package whether approved ordisapproved must be submitted to the Telework ProjectCoordinator in the Human Resources Office.

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10. Program Evaluation. Every 3~ year following thesigning of this program, a telework committee consisting ofa representative from the Human Resources Office, amanagement team, and union representative(s) will evaluatethe program effectiveness. Information as to the success ofthe program will include recommendations/comments frommanagement, union, and participating employees. Therecommendations/comments will be compiled by the HumanResource Office. The Telework Committee will be comprised ofequal numbers of management and union representatives. Thecommittee will review the recommendations submitted andprovide their findings to the Commander. The Commanderultimately has the final decision on all matters regardingthe Telework program.

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APPENDIX "A:

INITIAL SELECTION CRITERIA FORM

DATE: _

EMPLOYEE:

Il1MEDIATE SUPERVISOR:----------------

ELIGIBLE FOR PROG~M:---

NOT ELIGIBLE FOR PROGRAM: ~c-;-------------

(Please state reasons for ineligibility.

ADDITIONAL COMMENTS:

EMPLOYEE SIGNATURE AND DATE: _

IMMEDIATE SUPERVISOR SIGNATTJEE AND DF.TE: _

DlHE SENT TO HUMAN EESOUECES OFFICE

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APPENDIX B.1: WRITTEN AGREEMENT:

Employee:

LAST NAHE

TITLE, SERIES, PL~D GRADE

DIVISION/OFFICE

FIRST NAME MIDDLE INITIAL

LENGTH OF SERVICE WITH THE CORPS

DAYS IN BIWEEKLY PAY PERIOD EHPLOYEE IS AUTHORIZED TOTELEWORK:

DAY

HONTUESWEDTHURSFEI

PERlrlEEK

PER PAYPERIOD

WORK SCHEDULE DUTY HOURSREGULAR COMPRESSED

ALTERNATIVE WORKSITE IS:(GIVE ADDRESS OF HOME OFFICE OR ALTERNATE WORK AREA)

LOCATION OF HOME OFFICE OR F_LTERNATE WORK AREA:

PHONE:FAX:

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EMAIL:

RATIONALE FOR REQUEST:

DETAILED DESCRIPTION OF WORK TO BE PERFORMED AT HOME ANDWORK PRODUCTS THAT WILL BE PRODUCED.

EQUIPMENT NEEDS AND COSTS, IT 1~IY.

PROPOSED DATE TO BEGIN THIS ARRANGEMENT.

EMPLOYEE'S lATEST PERFORMANCE RATING.

-"---=;--;~=~=~-----EMPLOYEE SIGNATURE

IMMEDIATE SUPERVISOR SIGN}'\TURE

DIV/OFFICE CHIEF SIGNATURE

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DI\TE

DATE

DATE

APPENDIX B.2:

NY DISTRICT US ARMY CORPS OF ENGINEERSSAFETY CHECKLIST - TELEWORK (WORK-AT-HOME) PROGRAMEMPLOYEE CERTIFICATION

NAME _

Dear Participant:

ORGANIZATION _

The following checklist is designed to assess the overallsafety of the alternative worksite. Each participant shouldread and complete the self-certification safety checklist.Once completed, the employee should sign and date it, andreturn a copy to the supervisor, Human Resources Office andretain a copy for his or her own records.

The alternative worksite is:

ADDRESS: "" _

CITY: ______STATE : ZIP :__

LOCATION:Descr ibe 7tC""h-e-w-c-o""CrC""k-a-r-e-a-.--------------

1. Are temperature, noise, and lightinglevels adequate for maintaining yournormal level of job performance?

2. Is adequate ventilation present for thedesired occupancy?

3. Is all electrical equipment free ofrecognized hazards that would cause physicalharm (frayed wires, bare conductors, loosewires or fixtures, exposed wiring on theceiling or walls)?

4. Will the building's electrical systempermit the grounding of electrical equipment(a three prong receptacle)?

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YES

YES

YES

YES

NO

NO

NO

NO

5. Are aisles, doorways, and corners freeof obstructions to permit visibility andmovement?

6. Are file cabinets and storage closetsarranged so drawers and doors do not openinto walkways?

7. Are the phone lines, electrical cords,and extension wires secured under a desk oralongside a baseboard?

8. Is the official work area free of alltripping hazards?

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YES

YES

YES

YES

NO

NO

NO

NO

APPENDIX C:

NY DISTRICT CORPS OF ENGINEERSTELECOMMUTING PROG~M

SUPERVISORY/EMPLOYEE APPROVAL CHECKLIST

The following checklist is designed to ensure that thetelecommuting employee is properly oriented to the policiesand procedures of the program.

NAME OF EMPLOYEE:

NAME OF I~~EDIATE SUPERVISOR:

1.Employee has read the guidelines outlining thepolicies and procedures of the program.

2.Employees has been provided with a copy ofTelecommuting agreement outlining the work schedule.

3. Employee has been issued equipment.

4. Equipment issued by the agency is documented.

ComputerModemFAX MachineTelephoneOther

5. Policies and procedures for care ofequipment issued by the agency have beenexplained and are clearly understood.

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

7. Requirements for an adequate and safe officeand/or area have been discussed, and the employeecertifies those requirements are met.

8. Performed expectations have been discussedand are clearly understood.

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~_._-

9. Employee understands that the supervisormay terminate employee participation at anytime, in accordance with establishedadministrative procedures.

EMPLOYEE SIGNATURE AND DATE

IMMEDIATE SUPERVISOR .AND DATE

DIVISION/OFFICE CHIEF SIGNATURE AND DATE

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