33.06.01.I1 Alternate Work Location

1.1 This rule must be followed when an employee requests approval to work at an alternate work location (AWL). The procedure informs employees of the opportunity to request an AWL and explains the specific terms and conditions that must be followed if an AWL is approved.

1.2 This rule does not apply to a temporary alternate work location arrangement in duration
of a month or less that is approved by the employee’s supervisor.

1.3 This rule does not apply when the Agency requires employees to work at an alternate
work location as part of a research study.

1.4 TTI and Texas A&M University System operational requirements take precedence over an employee’s request for an AWL. AWL provisions are contingent upon approval in accordance with this rule and should not be considered an employee entitlement. An AWL agreement may be terminated at any time, with or without cause, by either the supervisor or the participating employee.

The purpose of the provision of an AWL is to create a flexible and supportive work environment for Texas A&M Transportation Institute employees.

State law prohibits employees from using AWLs as their regular place of work without the approval of the Agency Director. The Agency Director has delegated authority to approve AWLs to the Executive Associate Director.

To meet the minimum eligibility requirements, an employee must:

4.1 Be a regular budgeted employee, as defined in System Policy 31.01.01: Compensation Administration. A regular budgeted employee is one who is employed for 50 percent or more time for an employment period which is expected to reach four and one-half months or more or for a semester, excluding students holding positions for which student status is a requirement for employment.

4.2 Have a current annual performance evaluation with an overall rating of “meets expectations” or above.

4.3 Not currently the subject of a formal disciplinary action.

4.4 Be able to effectively perform the duties in his/her job description while working at the alternate work location.

5.1 An employee must request permission to work at an AWL from his/her supervisor in writing.

5.2 The supervisor will determine if the employee meets the minimum eligibility requirements for working at an AWL by reviewing the employee’s current job description, current annual performance review, and other relevant documents.

5.3 The supervisor will consider the impact of the AWL agreement on the department in the areas of staffing; customer service; timely handling of routine tasks; telephone and email coverage; team interaction and responsibilities; and other operational considerations.

5.4 If the supervisor decides to grant the employee’s AWL request, the employee and supervisor will complete the Alternate Work Location Agreement (with appropriate agency approvals), Inventory of Equipment at Alternate Work Location Form, and the Alternate Work Location Safety Checklist.

5.5 If the AWL request follows medical leave in excess of three continuous working days, the usual procedure of providing a physician’s statement of release to work, as stated in System Regulation 31.03.02: Sick Leave, will apply.

5.6 All correspondence and forms related to the AWL agreement will be maintained in the employee’s official personnel file, with copies provided to the supervisor and employee.

6.1 If the approved AWL time period is greater than three months, the Alternate Work Location Agreement, and performance of the employee under the AWL agreement, will be reviewed at the end of the first three months by the supervisor and the employee to determine if continuation of the AWL is mutually beneficial to both the employer and the employee. Based on this review, the agreement may be continued “as is,” continued with modifications, or terminated.

6.2 If the AWL agreement is modified, the supervisor will review the modifications with the employee and forward the modified agreement to the next level supervisor for approval. A copy of the modified agreement will be provided to the Program Manager and Division Head and be placed in the employee’s personnel file.

6.3 If the AWL agreement is terminated, the supervisor will notify the employee and next level supervisor. A copy of the terminated agreement will be provided to the Program Manager and Division Head and be placed in the employee’s personnel file.

6.4 If the AWL agreement is determined to be mutually beneficial, the supervisor’s recommendation to continue the agreement will be forwarded to the next level supervisor for approval, with a copy placed in the employee’s personnel file.

6.5 Following the initial three-month review, the AWL agreement will be evaluated at least annually during the employee’s annual performance evaluation if the agreement is still in effect.

6.6 If renewing the AWL for another year is mutually beneficial to the employee and supervisor, the supervisor must send a memorandum to the next level supervisor notifying him/her of the renewal of the agreement, with a copy placed in the employee’s personnel file.

In situations in which employees have special needs that merit consideration under the Americans with Disabilities Act (ADA), employees and/or supervisors should contact the TTI Human Resources Office at 979/845-9538 for guidance.

TTI Human Resources Office