Employee Remote Work Policy

The recent pandemic across the globe has posed a new challenge for companies to manage their business operations without any disruptions. Thus arose the need for employees to perform their duties out of remote locations or from their home. This policy defines guidelines for employees and managers in the event of such situations.

This policy template is available for download in Word format.

With this Employee Remote Work Policy template, you can:

• Create awareness on employee responsibility towards deliverables & communication
• Ensure protection against data theft or loss of office equipment / devices
• Understand requirements of employees in terms of facilities and equipment
• Ensure right access to company servers and data as per grade and line of work

In just a few minutes, you will be able to create an employee remote work policy. This policy covers rules to be followed with respect to:

• Work expectations in the absence of direct contact / supervision of manager
• Procedure to set up regular discussion/meeting schedules with reporting manager
• Procedure for evaluation of tasks, activities, performance, communication, discipline, etc.
• Company’s obligations and limitations under this policy

Employee Remote Work Policy

Objective

< Company Name > is strongly committed to create the best possible working conditions for its employees, whether they work at a designated workplace or from home or from any remote location.

Scope & Applicability

The Remote Work Policy applies to all employees as well as associates, contractors and consultants in ensuring Business Continuity.

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy / Process

Remote Work Policy is designed to provide guidelines and procedural support to Managers and employees.

Guidelines

Eligibility

The recent pandemic has forced most companies to allow their employees to work from home or from other remote locations. Accordingly, < Company name > has decided to extend remote work facility for all or a set of employees to work from other locations for their safety and well-being. HR and the Management may decide to retain a designated group of employees at the work location for critical business reasons.

Additionally, where all employees are expected to work from a designated workplace, employees may request for remote work with the proper approval and justification from the Reporting Manager and HR.

Rules and procedures

While working remotely, employees must adhere to all the conditions as mentioned in the < Employee Handbook / Company website >. All company policies around code of conduct, confidentiality, data security, deliverables, commitment, etc., continue to apply regardless of location.

Tools will be made available to employees for managing time and tasks, communicating with co-workers, logging and tracking projects, and accessing resources.

Work expectations

Employees must follow the work schedules provided to them, meet set deadlines, uphold high-quality business standards and submit daily reports. And while some flexibility is allowed, the employee must agree to visit the designated workplace for any client meets or critical meetings as defined by the Reporting Manager.

Performance will be measured weekly, focusing on the same metrics that apply to work done in the office.

Communication

Employees are required to be accessible during work hours and thereby ensure the setting up of proper networks and systems. Regular update meetings with Managers and co-workers are recommended for keeping themselves up-to-date on all official happenings. Managers are required to call for regular meetings to check on deliverables and schedules.

Any correspondence from a co-worker or client or government agencies must be responded to as quickly as possible. Proper escalation protocol must be followed, wherever required.

Insurance and Liability

Employees working remotely will continue to receive full company benefits, including health insurance as per employment contract.

Employees are advised to choose a safe and secure location to work from and maintain high levels of safety. The Company is liable for any injuries suffered only at a designated workspace during work hours.

Equipment owned by the company and provided to the employee for official purposes is covered by the company’s chosen insurer. All other equipment owned by employees is to be covered by their own personal insurance provider, if any.

Security

As per the Employee Handbook and NDA Confidentiality Agreement signed by the employee, securing data and company information shall continue to be their responsibility and that of the Reporting Manager. Any breaches in security protocol will lead to strict disciplinary action.

Employees will be given access to a Virtual Private Network (VPN) to secure connections with company servers and networks. The VPN must be used at all times during work hours. Cybersecurity measures have to be put in place and software will be made available to employees.

Compensation

There will be no change in the Company’s pay structure or employee’s compensation due to remote work. Other company processes such as training, performance assessments and appraisals will continue to be conducted as per schedule. Any change in the above conditions will be notified by HR in advance.

The company will reimburse the employee for any electronic and internet costs or official expenses through the defined reimbursement process.

Special Circumstance and Exception

Any Deviation from this policy has to be approved by HR. Any changes to the policy have to be approved by Legal and Compliance.

Non-compliance and Consequence

Violation of this policy is subject to disciplinary action, up to and including termination.