Policy Purpose
Advantus Corp’s Work from Home & Flex Schedule Policy outlines the guidelines for employees who periodically work from a location other than our offices. We are committed to help employees face the demands of juggling work, family, and personal obligations by offering flexible work arrangements. These arrangements provide employees with increased flexibility with their work schedule while allowing Advantus Corp to maintain a progressive and productive work environment.
Work from Home Eligibility
- New employees are eligible to work from home one day per week after the initial training period. This will vary and be determined on a case-by-case basis.
- All permanent, full-time employees with up to one year of service are eligible to apply to work from home one day per week.
- All permanent, full-time employees with more than one year of service are eligible to apply to work from home up to two days per week.
- All permanent, full-time employees with more than three years of service are eligible to apply to work from home up to three days per week.
- Work from home is subject to position eligibility and is at the discretion of your manager.
- Employee productivity is subject to verification.
- Must have a 3.0 or higher performance score on the most recent performance review.
- Cannot have current verbal or written disciplinary action on file.
Requests to Work from Home
After the initial training period, Advantus Corp will consider requests to work from home one day per week. Between 1 year and 3 years of service, Advantus Corp will consider requests to work from home up to two days per week. After 3 years of service, Advantus Corp will consider requests to work from home up to three days per week. A request to work from home should be submitted through the ADP payroll portal.
Upon receipt of your request, Advantus Corp may contact you for additional information/ask you to explain why your job responsibilities are suitable for work from home.
All work from home arrangements must be scheduled and approved in advance by the department head but may be revoked at any time based on business needs.
Working from home may by revoked in the absolute discretion of the department head or Company for any reason including the failure to meet productivity standards, slowing department workflow, or violations of the work from home policy or any company policy.
Advantus Corp may approve a request to work from home for a trial period. During the trial period, the work from home arrangement will be reviewed by Advantus Corp and may be withdrawn or approved for a longer period.
Advantus Corp or your manager may require employees who work from home to report to work as needed. Requested work from home days must not interfere with the work of the department or the company. The needs of the department and the company take precedence over a remote workday. Department managers are responsible for the coordination of the department’s work from home days to ensure maximum productivity within the department.
Employee is responsible for having an adequate work from home setup. Employees who are scheduled to attend Zoom must use video conferencing to attend. Employees will be required to log in using 2 Factor Authentication (2FA) and install/use the Microsoft Authenticator app on their phone for logging in.
Working from home is not designed to be a replacement for childcare. Employees may not provide primary care for children under 12 years of age when they are working at home. Employees with children under age 12 may work at home only if someone else will provide primary care for the child during work hours.
Flexible Work Schedule
Advantus Corp office employees will be considered for alternative work scheduling on a case-by-case basis. Employees will work eight hours per workday (Monday – Friday) with flexible start and end times. Employees who are approved for flextime can begin their shift between 7 AM EST and 10 AM EST and end their shift between 3:30 PM EST and 6:30 PM EST. Employees are not permitted to forgo the required 30-minute lunch break to shorten the duration of the workday.
Flexible work arrangements are not appropriate for all employees or positions and are not a universal employee benefit. Factors that will be considered when determining flexible work arrangements:
- The nature of the employee’s job.
- The needs of the employee’s team or department.
- The impact on colleagues.
- The impact on customers.
Eligibility
- All permanent, full-time employees who work in an office role are eligible to apply for a flexible work schedule.
- Employee must have a satisfactory attendance record.
- Employee must have a 3.0 or higher score on the most recent performance review.
- Employee must consistently demonstrate the ability to complete tasks and assignments on a timely basis.
- Employee cannot have current verbal or written disciplinary action on file.
Procedure
- Employee submits a written request to his or her department head that includes the desired work schedule.
- Department head approves or denies the request. If denied, the department head will explain why.
- Employee and manager meet to discuss the details of the arrangement and set specific goals and responsibilities.
- HR is notified of the new schedule and adjusts employee’s assigned schedule in the company’s payroll system.
Upon approval of a flexible work schedule, a trial period will apply to assess the impact and effectiveness of the arrangement. After successful completion of the trial period, the work arrangement will be reviewed at least annually thereafter to ensure continued success.
Once the schedule is determined and approved, employees cannot make changes for at least 90 days, and any substantial changes must be approved by the department head. One-off exceptions will be allowed for things like doctor’s appointments or other commitments.
Flexible work arrangements may be adjusted or cancelled at any time by the department head. When cancelled, the employee will be provided an adequate amount of time to adjust personal obligations that are impacted by the cancellation. An employee wishing to change an alternative work arrangement must obtain written approval from his or her department head.
Policies Remain in Effect
Employees permitted to work from home and who have flexible schedules must continue to abide by Advantus Corp’s company policies. Failure to follow Advantus Corp policies may result in discipline, including but not limited to termination of the work from home or flexible schedule arrangement or termination of employment.
Time Keeping
Nonexempt employees who are permitted to work from home or have a flexible schedule must comply with Advantus Corp’s timekeeping policy by clocking in and out.
Expenses
Advantus Corp will not be responsible for any of the following costs related to working from home:
- Phone/Cell phone charges
- Internet access
- Electric bills
- Office space, supplies, and equipment
Worker’s Compensation Worker’s compensation does not apply to injuries to any third parties or members of the employee’s family on the employee’s premises. In the event of a job-related injury, you should report the incident to your supervisor as soon as possible.