Effective October 1, 2023
Case Western Reserve has adopted a Staff Hybrid Remote Work Program with a goal of maintaining the vibrancy of our residential campus while also providing flexibility for remote work.
Specific information about the Staff Hybrid Remote Work Program can be found on the Frequently Asked Questions (Hybrid Work FAQs) page.
Generally
Under the Staff Hybrid Remote Work Program, the University permits hybrid remote work arrangements for eligible staff in certain departments. Eligible staff are permitted to work two (2) hybrid work days per week, unless in designated departments. Prior exceptions to the two days/week are withdrawn, unless in a designated department.
Hybrid Remote Work is defined as a combination of working from both an on-campus (including satellite campus locations or facilities) and off-campus worksite (typically the employee’s residence). This may include working at the off-campus location up to two days a week on a weekly basis throughout the year.
Fully Remote Work is defined as working at an off-campus location generally on a full-time basis (i.e., every day of an individual’s work week). This includes individuals in specific departments or those who are approved to work out-of-state. Staff who generally work full-time at an off-campus location but make occasional trips to campus for work-related meetings or functions are still considered to be engaged in Fully Remote Work.
Staff who are regularly based at an on-campus worksite but frequently engage in business-related travel to varying locations (e.g., recruiting trips, development trips) are not considered to be engaged in Fully Remote Work.
Eligibility
Exempt and non-exempt staff members in eligible departments/positions may participate in remote work if they meet the following minimum qualifications:
- successful completion of an orientation period;
- no Positive Corrective Action (PCA) in the twelve (12) months preceding the request for Hybrid Work; and
- an overall rating of at least “successful” on their most recent performance evaluation review.
**If an eligible employee receives a PCA or evaluation below "successful", the supervisor/HRA must withdraw the hybrid remote work for that employee. The employee is not eligible for one year. Once eligible, the supervisor/HRA may submit a revised schedule including that employee.
For employees not eligible to work hybrid and receiving Flex Comp Days, an employee who does not meet these minimum qualifications is likewise ineligible for the Flex Comp Days for one year. Once eligible again, the days will be pro-rated for the remainder of that fiscal year as outlined below.
Flex Days
Employees whose duties prevent off-campus work are eligible for up to three flex (comp) days off per fiscal year (which are pro-rated to hire date and must be taken in half-day or whole-day increments) with the supervisors’ advance approval.
- Employees hired April 1 - June 30 would receive 0.5 flex days prior to the start of the new fiscal year.
- Employees hired between January 2 and March 31 would receive 1.0 days for the remainder of the fiscal year.
- Employees hired by January 1 would receive 1.5 days for the remainder of the fiscal year.
- Employees hired October 1 - December 31 would receive 2.0 days for the remainder of the fiscal year.
- Employees hired between July 2 - September 30 would receive 2.5 days for the remainder of the fiscal year.
- Employees hired by July 1 will receive the full 3 days for the new fiscal year.
Flex Days cannot be used in orientation and are not paid out upon leaving the university.
Non-exempt staff previously working a hybrid schedule but now in Departments not eligible for hybrid starting October 1, 2023 are eligible for Flex Days. Exempt staff previously working a hybrid schedule but now in Departments not eligible for hybrid starting October 1, 2023 are not eligible for Flex Days.
Employees salary grade 18 and above are not eligible for the three Flex Days.
Employees working a compressed work week (i.e., four 10-hour days per week) are not eligible for the three flex (comp) days.
Secure Remote Work
Information about Guidelines for Secure Remote Work can be found on [U]Tech's Website here.
Caveats
- Staff whose roles require full-time campus presence are eligible for up to three (3) comp (flex) days’ of work per fiscal year, with their supervisor’s approval. Comp (Flex) Days are not paid out when leaving the university. Senior staff (i.e., SG 18 and above) are not eligible for the three (3) Flex Days.
- Non-exempt employees may not work overtime without their supervisors’ prior written consent.
- The nature of employment (e.g., compensation, benefits, at-will status) for all staff remains the same in the hybrid work arrangement.
- Equipment that the university provides, whether used on or off campus, remains the property of the university and must be returned upon the university’s notice and/or the end of the staff member’s employment.
- Employees leaving the University who are working a Hybrid Work schedule must work on campus their last day of employment to return all university property.
- Data security and confidentiality must be maintained regardless of work location; supervisors should contact the Office of Compliance and/or [U]Tech with questions
- Safety of a remote work area is the responsibility of the staff member; staff injured performing remote work must notify the Office of Risk Management within 24 hours of the incident.
Time Reporting For Hybrid Schedules
Employees working Hybrid Work arrangements are required to use the appropriate time code in their HCM timesheet to reflect hours worked at their on-campus location and hours worked at their remote location. U]Tech's HCM Knowledge Base provides helpful documents for various HCM components, including information on Employee Self Service Time Reporting and Manager Self Service Time Entry (Approval).
For employees entering Hybrid Remote Work, under Employee Self Service, the Employee Salary Time Sheet for Hybrid Work Program (exempt staff) and Employee Hourly Time Sheet for Hybrid Work Program (non-exempt staff) provides guidance on how remote work should be recorded.
For supervisors approving Hybrid Remote Work, under Manager Self Service, the Employee Time Approval provides guidance on how the manager should approve time, include Hybrid Remote Work time.
Local Taxes When Working From Home
Review the September 1, 2022 daily article for information about local withholding taxes for participants of the Staff Hybrid Work Program.
Contact the Payroll Office at payroll@case.edu or 216-368-4290 with any questions about local tax withholdings.
Employees working a hybrid remote schedule must notify the Payroll Office at payroll@case.edu if they move to ensure local taxes are being sent to the correct home city. Simply updating HCM with an employee's new home address is not sufficient for tax purposes.