Sample Telecommuting Policy and Program

Telecommuting refers to a work arrangement that allows an employee in the private sector to work from an alternative workplace with the use of telecommunication and/or computer technologies.

Being voluntary, the company has the right to refuse to make telecommuting available to an employee and to terminate a telecommuting arrangement at any time based on stipulations. Employees are not required to telecommute. Employees have the right to refuse to enter into telecommuting arrangement if the option is made available.

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Term and Duration

The Telecommuting arrangement shall only be for a maximum period one (1) year, unless sooner terminated in accordance with the agreement or when the exigencies of business require it.

Once terminated, the employee under the program shall revert to his original schedule, state, or situation prior to the beginning of the program.

Applicability of Company Policies and Code of Conduct

The Telecommuting employee shall be subject to the same company policies, rules, and regulations, and those contained in the Code of Conduct, relevant memorandum, notices, among others involving discipline and other acts in the company’s exercise of prerogative.

The Telecommuting Employee shall continue to abide by the company’s safety policy and those for occupational safety and health. He shall also be covered by the rules on data privacy and the company policies thereto.

The Telecommuting Employee shall be subject the performance evaluation or appraisal involving the same metrics or standards.

Compensation and Benefits and Work Schedule

The employee’s compensation, benefits, work status and work responsibilities will not change due to participation in the telecommuting program.

The amount of time the employee is expected to work per day will not change. The pay period remains the same. Hence, no change with respect to salaries and benefits as a result of participation in the telecommuting program unless the parties have specifically agreed on particular schedule.

The Telecommuting Employee shall be required to physically report to the office at least twice a month based on the schedule to be agreed upon. The Telecommuting Employee shall also make himself available for the planned meetings and company events.

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The Telecommuting Employee shall enjoy a designated rest day following the six-day work week of eight (8) hours of work per day.

Trainings and Opportunities for Professional Development

The Telecommuting Employee shall be entitled to the same opportunities for training and development subject to the company’s policies on the matter.

Qualification and Agreement

To qualify as Telecommuting Employee the employee will be selected based on the suitability of the jobs, an evaluation of the likelihood of their being successful Telecommuting Employee, and an evaluation of the superior’s ability to manage teleworkers.

Each department will make its own assessment to arrive at suitable selections for telecommuting. All Telecommuting Employees must sign an agreement. No employee shall be considered for telecommuting arrangement without the signed written agreement.

Support System

The company may provide support system in the form of software, tools, equipment and devices for the Telecommuting Employee to effectively perform duties. This may include computer software, hardware, mobile phone, landline, email, Internet access, connectivity to host applications, and other equipment deemed necessary in the discharge of functions.

The support systems provided shall be for official use only. Said software, software, hardware, equipment, data supplies and furniture shall be for exclusive use of the Telecommuting Employee to whom they are assigned and only for the purpose of remote work.

The company policies on maintenance of assets shall apply such as repairs, maintenance, etc. The company shall not be liable for the maintenance and upkeep of employee’s personal equipment when he/she decides to use the same.

The employee shall not expect any privacy when using the company property as the same shall always be subject to audit, maintenance, reconfiguration, etc.

Telecommuting Area

The employee shall designate a workspace within the remote work location or residence for placement and installation of equipment, where applicable, to be used while telecommuting.

The employee shall maintain the designated workspace in a safe condition, free from hazards and other dangers to the employee and equipment. The company shall approve the area chosen as the employee’s remote workspace.

The employee shall submit at least five (5) photos of the home workspace to management prior to implementation. Any company material taken home should be duly logged and kept in the designated work area at home and not be made accessible to others. The employee shall maintain the confidentiality of records at all times.

The company has the prerogative to make on-site visits in the form of verification or audit within the reasonable business hours. The company shall also conduct inspection to ensure that the workspace is safe and free from hazards. The visitation will also allow the company to gather data and information for the purpose of maintenance or repair which in order to carryout the objective the company may retrieve certain equipment, software, data or supplies.

Office Supplies

The company shall provide for the office supplies needed by the Telecommuting Employee in accordance with the proper usage, economy, and practicality. The out-of-pocket expenses for other supplies will not be reimbursed unless by prior approval of the employee’s manager.

Telecommuting Employee’s Liability

The employee’s approved home workspace will be considered an extension of the company’s workspace for as long as the employee had observed the proper care, diligence, and usage.

The company shall not be liable for injuries occurring in the employee’s home workspace outside the approved. The company shall not be liable for loss, injury or liability that may occur in the employee’s residence. This shall include damge or injury to family members, visitors or guests, or others that may become injured within or around the employee’s home.

Communication

The Telecommuting Employee shall be available online, through mobile phone, landline, during defined work hours. All client interactions will be conducted on a client or company site.

Participants will still be available for staff meetings, and other meetings deemed necessary by management. Subject to certain qualification, the company will pay for the mobile phone subscription, landline, or internet access of the employee, where applicable and necessary. Once the Telecommuting Employee is qualified for them, they shall be covered in the agreement.

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Reservation of Prerogative

The company reserves the right to revise, amend, terminate, stop, suspend, or revoke the Telecommuting arrangement with at least 3-month prior notice to the employee.

Dispute Resolution

In case of difference in interpretation and implementation of the Telecommuting agreement the parties shall endeavor to discuss in accordance with the grievance procedure of the company.

Government Reporting

The Company shall notify the DOLE on the adoption of the telecommuting work arrangement by accomplishing the DOLE prescribed report and submitting the same in print or digital copy.