Employee AWL Guidelines

Employees must initiate a request for an AWL arrangement according to current university SAPs, System regulations, and applicable guidelines. AWL arrangement provisions are contingent on approval and should not be considered an employee entitlement.

Now that the alternate work location (AWL) process has launched in Workday, previously approved AWL arrangements must be submitted through the revised process for new consideration.  

The AWL arrangement is initiated by the employee and routed through appropriate chain of authority to the final approver (Employee > Manager > Department Head > Chief Executive Approver). The Chief Executive Approver is assigned to the member chief executive officer (CEO or President), or designee at the level of vice president or higher. Therefore, all AWL arrangements must be approved by a college/school/division Vice President or Dean or higher level authority (AWL approvals may not be delegated to a lower level authority).

Job Aid: Request Flexible Work Arrangement

Roles and Responsibilities of employees in the AWL Arrangement:

• Employees should have a discussion with their manager about the perspective of proposed advantages for an AWL arrangement and how their role is conducive to an AWL.
• Employees and managers should validate the applicability of relevant SAP and guidelines as well as duties and responsibilities that may impact the continuity of services provided as well as any impact to supervisory responsibilities.
• Complete available AWL arrangement training prior to entering into any AWL arrangement.
• Ensure the physical location of the AWL is accurately and appropriately disclosed and update the AWL agreement if circumstances and/or physical location change.
• Renew the AWL agreement each fiscal year.
• Notify manager as soon as practicable whenever problems arise that may adversely affect ability to perform work at the AWL (e.g., power outages, technology issues, sick family members who require substantial attention, or other personal matters impacting their ability to perform their duties).
• Comply with the appropriate protocol for reporting computer security incidents or when the employee suspects there may have been an incident.
• During the hours the employee is on duty at an AWL, the employee must maintain professional appearance and environment, be accessible by telephone, email, instant messaging system, or other appropriate communication technology or software, as determined by management.
• Ensure all university-owned equipment is used in compliance with applicable guidelines. Departments may create a plan to provide the employee with the necessary computer equipment required to conduct assigned duties provided departmental funding is available. A department should deny an AWL in the event university-owned equipment is not readily available or there is a lack of funding to furnish equipment. Additionally, the employee shall ensure they use the appropriate assigned account to access all university systems while working away from the primary duty station.

AWL Expectations

AWL arrangements are not intended to allow for work at other jobs, running businesses, or to engage in other activities that would otherwise result in the employee being required to take leave. The expectation is that normal work requirements, both qualitative and quantitative, must be met. Failure to comply with these restrictions or failure to fulfill normal work requirements on account of non-position-related activities may be cause for disciplinary action, up to and including termination of employment.

An employee in a non-exempt position may not work overtime (more than 40 hours in a workweek) without prior authorization from the employee’s manager.

Work Visas
If an employee is working at the University under a work visa, any conditions related to work location must be satisfied. Remember, it is the employee’s responsibility to check with Texas A&M Immigration Services for Faculty & Scholars regarding their work visa expiration and any updates about their visa.

1. What is an Alternate Work Location (AWL) Arrangement?
   An AWL is a location apart from the traditional primary duty station (ie. office, laboratory, etc.) affiliated with the geographic location/facility associated with any Texas A&M University property. Employees must have an AWL arrangement before they can perform their job duties at the approved AWL.
   
   
2. Which staff positions are eligible for an AWL Arrangement?
   Staff position eligibility for an AWL arrangement is determined by the essential functions of the position and how many hours of work must be accomplished at the primary duty station to meet the business needs of the department/division. These positions are typically, computer-based, not dependent on continual physical presence or face-to-face customer interactions, and largely self-directed.
   
   The following types of positions are ineligible for partially or fully remote AWL: positions that are not computer based; positions that are dependent on continual physical presence; positions that require face-to-face customer interactions; and/or positions that are not largely self-directed.
   
   Review Jobs Best Suited for an AWL Arrangement and 33.06.01.M0.01 Alternate Work Location for Non-Faculty Employees.
   
   
3. Are faculty positions eligible for an AWL Arrangement?
   Faculty eligibility for AWL arrangements is governed by 33.06.01.M0.02 Alternate Work Location – Faculty  Questions regarding faculty requests for AWL arrangements should be directed to facultyaffairs@tamu.edu.
   
   
4. Are student employees (including graduate assistants) or temporary/casual employees eligible for an AWL arrangement?
   Requests for an AWL arrangement for student employees or temporary/casual employees may be considered only if a true business need exists and is properly documented by the manager. The manager must initiate the request in Workday on behalf of the student employee or temporary casual employee.
   
   

5. Can employees use personal cell phones and computer devices to perform university business?
   All remote work associated with the AWL program, should be done utilizing university or agency owned computer equipment.  However, if an employee is working from home after hours, on their own personal time (such as evenings or weekends), they may use their personal cell phones and computer devices.

   Personal cell phones and other devices may be used for validating credentials with TAMU multi-factor security systems and authorized web based systems such as Email.  Personal devices may be subject to TAMU policies and procedures if used to remotely operate authorized University assets and web systems.  Security protocols within the AWL program are not intended to replace any statutory requirements in our Research programs.

   In all situations, employees are expected to maintain security protocols appropriate for the specific law, contract, or legal framework governing data access and use. Data regulation guidance found here.
   
   
6. How many hours/days can an employee work remotely each pay period?
   The number of days/hours that an employee may perform work at an AWL is determined by the assigned duties of the position and the manager’s assessment of several key elements involving the organizational/business needs and availability of employees.  Managers will determine the work schedule that is suitable for ensuring business continuity and employee productivity.
   
   
7. What hours am I expected to work when at an AWL?
   Work schedule and hours should be discussed with and approved by a manager. Unless a flexible work schedule has been approved, employees are expected to work their regularly schedule hours which is typically defined as 8am to 5pm Monday through Friday.  Any alternative schedules should be approved as a “Flexible Work Schedule”.
   
   
8. Who has the discretion to determine AWL arrangement eligibility and approve AWL requests?
   An employee’s request for an AWL arrangement may be approved as submitted, modified, or disapproved by their manager.
   
   First-line managers are responsible for determining eligibility given their familiarity and awareness of the relative portability of each employee’s duties and responsibilities and the regularity by which the employee must perform work at the primary duty station. This eligibility determination will be the first step in the approval process. First-line managers must then obtain concurrence from their department head and chief executive approver, which is typically the dean or vice president.
   
   The following types of positions are ineligible for partially or fully remote AWL: positions that are not computer based; positions that are dependent on continual physical presence; positions that require face-to-face customer interactions; and/or positions that are not largely self-directed.
   
   
9. Is there a limit on the number of employees who are working remotely within an office/division?
   There is no official cap on the number of employees who are eligible within an office, department or division. Position eligibility for an AWL arrangement is determined by the nature of work and how many hours of work must be accomplished at the primary duty station.
   However, during the implementation of the AWL plans, Department/Division Heads should seek concurrence of AWL arrangements consistent with dean or vice president guidance to help ensure similarly situated employees are being handled equitably and uniformly. 
   
   
10. Is there a waiting period requirement that must be met in order to work remotely?
    There is no official waiting period that must be met in order to be eligible for an AWL arrangement; however, individual college, schools or divisions may determine that establishing a waiting period in a new position (ie. 30 days) is necessary for business reasons. Eligibility for an AWL arrangement is connected to the nature of the work and level of onsite presence required.
    
    
11. Can an AWL arrangement be terminated?
    Yes, an AWL arrangement may be terminated by the manager or the employee at any time. Reasons for termination may include circumstances where the arrangement is no longer conducive to the business needs of the organization, the employee’s performance diminishes, or the employee no longer wants to work from the approved AWL. Managers should give employees not less than two weeks’ notice of the termination of the agreement.
    
    
12. Does an existing AWL arrangement transfer with an employee, if they take a new position?
    No. Approval of an AWL arrangement is based on a supervisory determination of the nature of the work, and how many essential functions of the position require onsite presence. Transferring to a new position would require a new AWL agreement with the new manager.
    
    
13. Can an employee work remotely with a dependent in the household?
    An AWL arrangement is not a substitute for dependent care. Employees may not work remotely with the intent of or for the sole purpose of meeting their dependent care responsibilities while performing official duties. While performing official duties, employees are expected to arrange for dependent care just as they would if they were working at the primary duty station.
    
    
14. Will Employee Relations need to concur as they do now with a performance evaluation which results in the termination of an AWL arrangement?
    Yes, coordination with Employee Relations is required if there is risk of termination of an AWL arrangement for performance reasons. 
    
    
15. Is an AWL arrangement required if an employee has been approved for full-time AWL as part of an approved Reasonable Accommodation for ADA?
    No, all medically related AWL arrangement requests must go through the ADA accommodation process.
    
16. Can managers work remotely while their staff are onsite?
    Eligibility for remote work is based on the essential functions of the position and how many hours of work must be accomplished at the primary duty station. Review and concurrence of an AWL arrangement for supervisory employees while their staff is onsite would rest with Department/Division Head and dean or vice president as the Chief Executive Approver.
    
    
17. Can employees work remotely outside the State of Texas? What about remote work outside the continental United States? (revised 6-29-23)
    Requests for out-of-state (outside the State of Texas) AWLs will be evaluated on a case-by-case basis and will require written approval prior to the employee working outside of the state. Out-of-state AWL requests for employees in academic units will require approval from the Provost while requests for non-academic (division) units will require approval from the Chief Operating Officer.
    • Please use the respective memorandum templates to route your out-of-state AWL requests for consideration - academic unit template or divisions template.
    • To expedite your request, critical exception memos should be sent via email to Henry Judah, Interim Chief Human Resources Officer, Human Resources and Organizational Effectiveness at hjudah@tamu.edu.

• Standard Administrative Procedures (SAP)
  • Staff - SAP 33.06.01.M0.01 AWL
  • Faculty  - SAP 33.06.01.M0.02: AWL (pending review/revision)
• System Policy 33.06: Hours of Work for Full-time Salaried Employees
• System Regulation 33.06.01: Flexible Work Arrangements