UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460

UJ
O
JUN -9 1999
OFFICE OF
EXECUTIVE SUPPORT
MEMORANDUM
FROM.
SUBJECT. Guidance for Flexiplace and
FROM. Diane N Bazzle, Director
Office of Executive Support

TO-
Office of the Administrator Managers and Supervisors
I am pleased to provide the Office of the Administrator (AO) managers and supervisors
with a comprehensive manual which outlines the guidance for two very important workplace
issues- Flexiplace and Alternative Work Space. The information in this manual reflects the
separate agreements signed by EPA management with the American Federation of Government
Employees (AFGE) and the National Treasury Employees Union (NTEU) As you use this tool,
it will be important to be aware of the particular bargaining unit to which the employee being
considered for one of these opportunities belongs.
It is extremely important to understand that Flexiplace and Alternative Work Space are
two separate workplace programs and cannot be used interchangeably The Flexiplace Program
provides employees the opportunity to work at a place other than the regularly assigned work site
such as satellite locations or their residences; work arrangement is discretionary on the part of
management and voluntary on the part of the employee. The Alternative Work Space Program
is a program that considers an employee's request to work at a location other than the officially
assigned work station solely because of claims of adverse health effects caused or aggravated by
some conditions associated with the officially assigned work site.
We hope you will find this manual to be a useful tool Please feel free to contact your
administrative contact in the Office of Executive Support if you have any questions.
Attachment
Recycled/Recyclable • Printed with Vegetable OD Based Inks on 100% Recycled Paper (40% Postconsumer)

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Briefing/Training
Guide

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FLEXIPLACE
EPA Headquarters
Briefing/Training Guide
May, 1999

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CONTENTS
Introduction
Q & a 5
Vlatnx (EPA Policy. N'TEU, AFGE Agreements)
Greater Washington. D C Area Federal Interagency Telecommuting Centers
"Being A Telecommuter"
" Supervising Telecommuters"

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EPA Non-Bargaining
Employees Program

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Introduction
EPA's Flexible Workplace Program (Flexiplace) goes back to 1990-1991 when the
Agency joined 14 other federal agencies in a home-based, flexiplace pilot program operated and
ev aluated by OPM and GS A As a result of the two year program, OPM assured all federal
agencies of their authority to establish such programs and encouraged their use EPA s Flexiplace
programs continued under the OPM guidance until the Agency issued a new Flexiplace Policy
document (=?3180 - EPA Flexiplace Policy, December 23, 1997) The differences between the old
guidance and the new policy were primarily procedural and editorial The policy includes updated
forms, an updated standard work agreement and clarified terms and definitions
An American Federation of Government Employees (AFGE) National Collective
Bargaining Agreement for flexiplace was negotiated and signed effective November 13, 1998
Thp agreement must be implemented as approved by all organizational locations (including
Headquarters) within the AFGE National Council
Similar negotiations and agreement have been concluded at Headquarters with the
National Treasury Employees Union (NTEU) Chapter 280 That agreement is effective April 17,
1999
(NOTE The policy document and the two union agreements may be found on EPA's
Intranet Website http /''intranet epa gov/rmpolicy/hr)
This guide answers the most frequently asked questions about flexiplace, provides a matnx
of the major subject areas for the Policy document and the two union agreements, information on
the Greater Washington. D C Area Federal Interagency Telecommuting Centers, and do's &
don'ts for employees and supervisors It is intended to include the applicable guidance to meet
the training requirement

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Flexiplace — Frequently Asked Questions
General
1 What is Flexiplace?
Flexiplace is the assignment to work at an alternate work location other than an
employee's official work station.
2.	Is participation, vn Flexiplace an employee nght?
No. Flexiplace is a work arrangement that is discretionary on the part of
management and voluntary on the part of the employee.
3.	What are the different types of Flexiplace?
Regular, episodic, and medical. In general, regular Eexiplace involves the
performance of existing duties at an alternative work location on a regular and
recurring basis. Episodic Flexiplace involves discrete work or assignments of
specific limited durauon that can be performed at an alternative work location.
Medical Flexiplace involves the continued accomplishment of agency work while
an employee has a temporary medical condiuon that does not affect the
employee's ability to perform his or her regular work assignment at the alternative
work location. Please refer to the appropriate section in the agency policy or
union agreements for more specific guidance.
4 How is Flexiplace different than alternative work space?
These are two separate programs The alternative work space program covers
those employees who, through approved medical documentation, may work at a
location other than their official work site due to problems associated with the
building or office space. It is a program with its own application process and
criteria.
5.	Is there a budget for Flexiplace?
No specific funding has been provided for Flexiplace. This means that any associated
costs (e.g., extra computers, modems, dial-in lines, phone charges) will come from the
operating budget Approval will be based on availability and additional cost to the
Agency among other factors.
6.	Will there be a limit on the member of people who are allowed to participate?
Not at this time.

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7 Are there arty job categories or occupations that are automatically excludedfrom participation?
No. Applications will be reviewed on an individual basis.
8. Can SEE errrolkes and contractors participate w FUxiplace?
No. The Flexiplace program applies only to EPA employees.
9 Can part-tone employees participate?
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be sufficient to provide both office and Flexiplace days.
10.	Do employees need to re-apply for Flexiplace even if they were on existing pilot Flexiplace arrangements prior to
the agency pobxy or negotiated agreements with the unions?
Yes All employees need to re-apply according to agency policy or appropriate
union agreement.
11.	If an employee is demed one type ofFlexiplace, can the employee applyfor another type ofFlexiplace?
Yes. For example, regular Flexiplace may not be appropriate but episodic
Flexiplace could be an option, assuming established criteria are met.
12.	If an employee is removedfrom Flexiplace participation, can the employee re-apply after a specified length of
tune?
An employee can reapply after 6 months.
13.	What type of traxnxng is required before entering into a Flexiplace agreement?
The training requirement is intended to assure that program parucipants
(employees and their supervisors) receive applicable guidance that covers
Flexiplace policies and guidelines, as well as personal and occupational aspects of
Flexiplace agreements. That may include training and/or other types of
communication which provides an overview of the program and the requirements
for participation.
14 Can the employee make changes to their alternative work location, work schedule or other aspects of their tour of
duty?
The policy guidelines provide for maintaining one's regularly scheduled tour of
duty, hours, etc. Any deviations from maintaining existing schedules should be
negotiated with the employee's supervisor.
15. Can you remain on a compressed work schedule and also be on Flexiplace?

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Yes.
I 6 Can supervisors limit the number of days to specific days because of the employee's existing compressed work
schedule?
Supervisors will consider the criteria contained in the policy and agreements and
determine the number of Flexiplace days based on the individual merits of each
request. The specific days can be designated by management based on
reasonableness and practicality of the request with respect to such issues as
.complexity of administrative arrangements that need to- be made or potential
impact on other employees' workload.
17.	Why is there a safety checkhst? How does the employee certify the items on the checklist? Does it refer just to
the work area or to the whole house? What does the supervisor's signature signify? Certification? Receipt?
The safety checklist in an OSHA requirement for all federal agencies with Flexiplace
programs. The employee is expected to certify the conditions to the best of their
knowledge. Most of the items on the checklist refer to the space designated as a work
area. For instance, if an employee has a second-floor office/study to be used as an
Alternative Work Location (AWL), but there is water on the floor in the basement,
the office could be reasonably reported as "safe" because the basement is distant, not
work-related, and not used as a Flexiplace work area. On the other hand, if the
home has an asbestos problem, that would extend to the whole house, including the
AWL. The supervisor's signature on the form only acknowledges receipt of the safety
checklist. A safet\ inspection would need to be conducted to certify anything more.
If an accident or injury should occur in the AWT. :t is important to noufy your
supervisor immediately.
18.	If the employee requests to work at a government worksite or GSA-approved telecenter, do they need to complete
the Self-Certification Safety Checkhst?
No. The presumption is that a GSA-approved telecenter or other government
facility would meet existing workplace safety standards.
19.	If I am on approved Flexiplace, must I give out my home phone member?
The Flexiplace program requires that you be accessible to the supervisor, co-workers
and customers to the same extent that you are in the office, by phone and LAN
This includes your agreement to release your home telephone number or the number
of your AWTL to "customers."
20.	Does application for Flexiplace presume that you have day care arrangements taken care of for Flexiplace
days?
The Work Agreement you sign certifies that you will not conduct unauthorized

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personal business, such as day care or eider care, while in official duty status, and that
you will arrange for any dependent care and other personal responsibilities so as to
ensure work without interruption.
2I Does EPA have to install telephone lutes, computers or other equipment at employee's home if they are approved
to work at home?
The agency will provide appropriate equipment, when it is available, for
employees to perform work at the Flexiplace work site. The agency may install
telephone lines and other necessary equipment and pay monthly telephone
rharg
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EPA Non-Bargaining
Employees Application

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In order for work co be approved for Flexiplace it must be defined and measurable.
Those measures should ensure that the work is being performed. In addition, the
employee is expected to be at work and accessible by phone or e-mail throughout
their regularly scheduled work day. In some cases, employees may be asked to keep
hourly logs of work completed. Unauthorized absences will be treated the same as if
they occurred m the office-i.e., subject to disciplinary action and/or removal from
the Hexiplace program as appropriate.
29.	How does participation in Flexiplace affect participation tn the Transit Subsidy program?
If an employee's transportation costs are reduced to under the amount allocated, he
or she must request a reduction in the amount of transit subsidy requested. If the
employee already received money for a particular month that was not fully used, he
or she must request a reoucuon in the next month's subsidy.
30.	If the government shuts down for weather related reasons, does the employee get creditedfor compensatory tune
or overtime f they work on their Flexiplace day from their approved alternative work location?
If the employee is on approved Flexiplace the day the government shuts down,
the employee is expected to work their normal tour of duty from their alternative
work location. The employee is not entitled to compensatory time or overtime
pay.
31.	Can I vary my schedule at the A WL?
You are required to work the same schedule that applies at your regular work site.
32.	Who do empbyees contact f they have additional questions on Flexiplace?
Employees should contact their supervisor or their respective union
representative. Managers and supervisors should contact the Labor Relations
Office.
33.	Where can employees get copies of the agmry polity and negotiated agreements?
Copies can be obtained at EPA's Intranet Website: http://intranet.epa.gov/rmpohcy/hr.
34.	Is there a re-certification requirement?
As indicated in Hexiplace, annual certificauon is required.
Application and Approval
35. How does an employee apply far Flexiplace?

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Depending on which bargaining unit they are in, the employee must complete the
appropriate application for Flexiplace and submit all required materials to their
immediate supervisor for consideration.
36 Who signs and approves Flexiplace applications?
Management. Depending on the organization, the employee's supervisor, upper
management (or a management committee in some organizations) may review
and make decisions on the applications.
37.	Can the same supervisor sign and approve the Flexiplace application?
Yes. Management will make the decision on all applications.
38.	What are the criteria for approving/disapproving Flexiplace?
The agency policy and both union agreements lay out the specific criteria.
Generally, they involve such factors as portability of work, customer service,
available equipment and costs.
39.	Who has thefinal authority to approve/disapprove applications or specific elements wiihxn the application?
Management.
40.	How much time do supervisors have to approve or disapprove an Flexiplace application?
Normally, supervisors should make their decisions on applications within 15
calendar days.
41.	If an employee is demed Flexiplace, can the empbyee re-apply after a specified length of time?
The employee may re-apply at any time if any aspects of the application change
(e.g., new work duties, new supervisor).
42.	If an employee's application for Flexiplace is not approved, what are the appeal rights?
Disapprovals may be grieved under the negotiated grievance procedure for
bargaining unit employees or the administrative grievance procedure for non-
bargaining unit employees. The First step of this process is to take the matter up with
the immediate supervisor in an attempt to settle it informally.
43.	Who determines where the employee will work (home, GSA-approved telecenter, other) ?
Management.

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44. Does the alternative work site or location need to be within the local commuting area?
The program and participant requirements of the EPA Flexiplace policy
anticipated that the work site location be within the local commuting area,
however, geographical location, by itself, is not among the criteria for disapproval.
The EPA Labor Relations Staff should be consulted in these situations.
45.	Can employees request and be approvedfor more than one type of Flexiplace?
In unique circumstances, employees may be approved for different types of
Flexiplace at the :>ame time. For example, an employee may be approved for
regular Flexiplace and later suffers a temporary illness or medical condition that
prevents them from performing their job duties in their normal work site. Upon
providing appropriate medical evidence, the employee could apply and be
approved for medical Flexiplace for the remaining work days. The employee
would continue to perform his or her regular work assignments.
46.	Are different ehgibihty requirements usedfor the different types of Flexiplace?
Generally, the requirements for eligibility are the same for all types of Flexiplace,
but under episodic Flexiplace, the nature of the work will usually be a project or a
discrete portion of a project that is of short duration, with measurable work
products of an infrequent or occasional nature. Under medical Flexiplace, the
decision to approve/disapprove will also be based on the employee's ability to
provide definitive, conclusive medical evidence concerning his/her temporary
medical condition, and will include an expected return-to-work date, not longer
than six months
47.	What is meant by "timely advance request" under employee responsibilities (p. 3 of the Agreement)?
Circumstances may vary widely depending on the various types of Flexiplace
involved, the nature and duration; therefore no specific advance notice period is
specified. Employees should use good judgement in providing as much lead time as
possible in light of management's responsibility to evaluate the various aspects of the
request. An employee with a planned medical situation of substantial duration (e.g.,
one month), for example, would want to provide more advance notice than a request
for a one-day episodic request that arose as the result of an unanticipated assignment.
48.	How many days can employees work under regular Flexiplace?
Normally, employees may be approved to work no more than two days per week
at the alternative work locauon. For more specific guidance, refer to the
definitions section in the appropriate agency policy and negotiated agreements.
49 What happens if I am on a Flexiplace agreement and I change jobs or there are other changes tn my
assignments?

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These sorts of changes could trigger a reassessment of the Flexiplace arrangement for
suitability and continued approval.
50.	Do new performance standards need to be written for employees on Flexiplace?
No Changes should not be necessary because the actual duties to be performed
and any assessment of results should remain the same at the AWL. However,
critical elements and performance standards must have clearly defined
performance requirements that are quantifiable, measurable, and/or results
		j
vi
51.	Does removal from the program affect an employee's performance rating? Is it considered a disciphnaiy action?
Terminating an employee's Flexiplace work agreement is not m itself disciplinary in
nature, nor does it necessarily imply performance problems. However, if the reason
for removal from the program were conduct-related (e.g., unauthorized absence from
duty) or performance-related (e.g., failure to complete assignments in a timely
fashion), then disciplinary and/or performance-based action might be warranted.
52.	What type of medical information is required in order to be consideredfor medical Flexiplace?
The medical condition shall be certified in a manner acceptable to the agency.
Generally, it will be a physician's statement of temporary incapacitation including
diagnosis, prognosis, and targeted return date or other acceptable evidence
related to the reason for the employee's Medical Flexiplace request.
53 Do employees need to submit an application each time ihey request episodic Tl^aplace^
Yes.
54.	If the cost is less because I have a home computer, will I be more likely to be approved for Flexiplace?
This is not likely to be a primary factor. The portability of the work and other
approval criteria are more likely to affect approval of the request.
Medical Flexiplace
55.	How does Medical Flexiplace relate to sick leave?
Flexiplace should not be confused with leave. When an employee is on sick leave, he
or she is incapacitated or unavailable to work due to personal or family illness or injury.
Under Medical Flexiplace, the employee is able to work either part or all of the time,
but is especially unable to get to the office.

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56 Does Medical Flexiplace affect use of the Leave Bank? (e.g., now that work at home is available, will people
be expected to work instead of requesting leave bank?)
No Participation in Medical Flexiplace is strictly voluntary.
57	For Medical Flexiplace, the language reads, "will normally not exceed svc months." What does this mean and
why?
Medical Flexiplace is not intended as a permanent arrangement, nor as a substitute
for disability retirement. While six months was suggested as a benchmark for
identifying temporary as opposed to permanent situations, the agreement due^
provide for extensions of this time frame where appropriate.
58	For Medical Flexiplace, the language also reads " the Employer may approve up to 5 days per week at the
alternate work location " -- what about part-time or fewer hours per day?
The number of hours per week an employee may work while on Medical Flexiplace
will depend both on the amount of work that can be performed away from the office
and the nature of medical condition involved. For example, if the condition is a
broken leg but the employee is not otherwise incapacitated to work, nothing would
preclude that employee working 40 hours per week assuming that amount of work
was available to be performed at home. On the other hand, if the employee is
recuperating from an illness, only a limited number of hours may be performed due
to medical limitations prescribed by the doctor. Medical documentation must specify
the beginning date of the medical situation and the number of days per week and
houro per day the employee may work.

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EPA Non-Bargaining^
Employees Agreement

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SUMMARY (See Pages 1-8 for more details)
FLEXIPLACE DIFFERENCES FOR AFGE/NTEU AND NON-BARGAINING UNIT
AGREEMENT
Differences
in the
agreements
EPA Flexiplace for
Non-Bargaining
Unit Employees
12/23/97
EPA Flexiplace for
Employees under the
AFGE Agreement
11/30/98
EPA Flexiplace for
Employees under the
NTEU Agreement
04/18/99
Regular
No more than two
days per week
outside the office.
No more than two days
per week outside the
office.
Flexiplace days must be
the same each week.
No more than-fourtlays
in any two week period.
Portability of
work
assigned
Supervisor will
assess the portability
of the work.
Supervisor will assess the
portability of the work.
Work must be part of
employee's regular
assignment and must be
clearly defined and
measurable.
Supervisor will assess
the portability of the
work.
Work must be part of
employee's regular
assignment, however
does not have to be
measurable.
Oversight
functions
Designate Program
Coordinator to
ensure admin,
functions are
appropriately
covered.
Umon and management
will meet within 6
months of the
implementation date to
review available data
evaluate and resolve any
disputes
Union and management
will meet within one
year of implementation
date to review available
data and to discuss and
identify concerns or
issues.
Application
requirements
Application
forwarded to
Flexiplace
Coordinator.
No time designated
for response.
Employee will submit
required application -
normally a written
decision will be provided
to the employee within 15
days after receipt of
applications.
Employee will submit
required application -
normally a written
decision will be provided
to the employee within
15 days after receipt of
applications
Training
All flexiplace
participants MUST
attend training
(provided by Prog.
Coord.)prior to their
initial participation.
Employees & their
supervisors MUST
receive applicable
guidance which may
include training and/or
other types of
communication.
Employees & their
supervisors MUST
receive applicable
guidance which may
include training and/or
other types of
communication.

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Flexiplace at EPA Headquarters

Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Types of Flexiplace
and Their
Characteristics
Regular - Work as scheduled .n advance and
performed at the alternate workplace on a
regular and recurring basis Normally,
employees will be scheduled no more than
two days per week outside of the office
Episodic - Available on an ad hoc, short-term
basis to complete projects which are not
regular or recurring in nature
Medical - Designed to permit employees who
have a temporary medical condition that
precludes them from working at the
conventional workplace to continue to be
productive and accomplish work assignments
that can be performed at a place other than the
regularly assigned worksite The medical
condition shall be certified in a manner
acceptable to the Agency
Regular - Employees may request the
performance of duties at an alternate work
location on a regular or recurring basis
Normally, employees will be scheduled to
work no more than two days per week at the
AWL Flexiplace day(s) must be the same
each work week under this form of
Flexiplace
Episodic - This is appropriate for work on
assignments of specific limited duration that
can be performed at an AWL
Medical - This is designed for the continued
accomplishment of Agency work while an
employee has a medical condition which does
not affect the employee's ability to perform
his or her regular work assignments at an
AWL The Agency may request the
employee to provide a physician's statement
of incapacitation or other acceptable evidence
related to the reason for the employee's
Medical Flexiplace request
AWL - This is an agreed upon work location
other than the employee's official duty
station
Regulai - Employees may icquebl the
performance of duties at an alternate work
location on a regular and recurring basis
Normally, employees will be scheduled to
work at the discretion of their supervisor, no
more than four days in any two week pay
period at the AWL
Episodic - This is appropriate for work or
assignments of specific limited duration that
can be performed at an AWL
Medical - This is designed for the continued
accomplishment of Agency work while an
employee has a medical condition which does
not affect the employee's ability to perform his
or her regular work assignment at an AWL
The Agency may request the employee to
provide a physician's statement of
incapacitation or other acceptable evidence
related to the reason for the employee's
Medical Flexiplace request
Responsibilities
AAs and RAs-(l) Decide on the application
and use of Flexiplace assignments within their
respective AAships or Regions This includes
determining which organizational elements
and/or positions may participate in the
programs and (2) ensure that appropriate
management controls and reporting
procedures arc in place before employees
Management - Approving the use of
Flexiplace in accordance with the terms of the
agreement and in consideration of such
factors as mission accomplishments, service
to the public, and costs and benefits to the
Agency and employees
Employccs-(l) Completing required forms to
participate in the program, (2) Making
Management - Approving the use of
Flexiplace in accordance with the terms of the
agreement and in consideration of such factors
a mission accomplishment, service to the
public, and costs and benefits to (he
Agency and employees
Employees-(l) Completing required forms to
participate in the program, (2) Making

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Flexiplace at EPA Headquarters
Page 2
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Responsibilities
(Cont'd)
beg>n Flexiplace assignments
Supervisors-(l) Approve or disapprove the
employee's participation in the program, (2)
approve or disapprove worksite arrangements
(which must remain the same unless
otherwise approved by the supervisor); (3)
assess the impact of the proposed Flexiplace
assignments on the productivity of the office
as a whole and on any other affected
employees, (4) assess the portability of the
employee's work and the likelihood of the
employee's successfully completing it away
from the official duty station, (5) develop or
amend performance standards and
measurements, if necessary, for work
performed away from the official duty station,
(0) provide equipment, when necessary and
available, for the employee to adequately
perform assigned work; and (7) maintain
productivity record and information to
evaluate the employee's performance and
quality of work
Employecs-(l) Complete work agreements,
(2)	Observe agreed upon hours of work in
accordance with established EPA policies,
(3)	Observe Agency policies for requesting
leave, (4) Safeguard Agency equipment and
use it only for official purposes, (5) Serve as
the designated official (employer
representative) in charge of their off-side
workplace, and therefore be responsible for
compliance with appropriate health and safety
regulations As the designated official the
employee must
iimely advanced requests fo* use of
Flexiplace, (3) Observing agreed upon hours
of work, (4) Observing established policies
and procedures for requesting and using
leave, (5) Safeguarding Agency equipment
and supplies and using them only for official
purposes; (6) Completing the Employee Self-
Certification of Time and Attendance Report
and returning it to the supervisor on a bi-
weekly basis, (7) Performing only official
EPA business while on Flexiplace
assignment, including an AWL environment
that is free from distractions and
interruptions, and (8) Maintaining compliance
with appropriate health and safety regulations,
and reporting unsafe working conditions
tn^ely advanced requests for use of
Flexiplace, (3) Observing agreed upon hours of
work, (4) Observing established policies and
procedures for requesting and using
leave, (5) Safeguarding Agency equipment
and supplies and using them only for official
purposes, (6) Completing the Employee Self-
Certification of Time and Attendance Report
and returning it to the supervisor on a bi-
weekly basis, (7) Performing only official
EPA business while on Flexiplace
assignment, including an AWL environment
that is free from distractions and
interruptions, and (8) Maintaining compliance
with appropriate health and safety regulations,
and reporting unsafe working conditions

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Flexiplace at EPA Headquarters
Page 3
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Responsibilities
(Cont'd)
(a) complete the "Emp'oyee Se'f-
Certification Safety Checklist," which
identifies significant safety standards that
should be met, and (b)relurn it to his/her
supervisor prior to entering into a Flexible
Workplace Program Agreement, (6)
Complete the Employee Self-Certification of
Time and Attendance Report and returning it
to the supervisor on a bi-weekly basis, (7)
Respond in a timely manner to Agency
customers and to the public, (8) Complete
required training, and (9) if applicable, make
proper arrangements for dependent care
during work-at-home hours, before beginning
the Flexiplace assignment
Program Coordinators^ 1) Ensure that all
participating supervisors and employees are
aware of their responsibilities, (2) Maintain
copies of all Flexiplace applications and
workplace agreements, and (3) Monitor and
evaluate the program
Note At his/her option, an AA/RA may
establish this position and place it anywhere
in the organization However, if an AA/RA
does not designate a coordinator, he/she must
ensure that the administrative functions listed
above are appropriately delegated and
performed by one person


Eligibility
Rcgular-(l) have supervisory approval for
participation, (2) have worked as an EPA
employee for at least one year, (3) have at
least a Successful performance rating as the
most recent rating of record, (4) have clearly
Employees must (1) volunteer for the
program, (2) have supervisory approval for
participation, (3) have worked as an EPA
employee for at least one year, (4) not be a
probationary or temporary employee, (5) not
Employees must (1) volunteer for the
program, (2) have supervisory approval for
participation, (3) have worked as an EPA
employee for at least one year, (4) not be a
probationary or temporary employee, (5) not

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Flexiplace at EPA Headquarters
Page 4
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Eligibility
(Cont'd)
defined performance standards and
measurements, (5) have portable work, (6) if
working at home, be able to provide an
appropriate work location with adequate
space not subject to undue interruptions
which would impact productivity and access
to a telephone, (7) have demonstrated to the
satisfaction of the supervisor the ability to
work independently, (8) be willing to sign
and abide by a written work agreement, and
(9) if applicable, be able to arrange for
dependent care during the time the employee
is working at home
Episodic - The requirements are the same as
for Regular Flexiplace, however, the nature of
the work will usually be a project or a discrete
portion of a project that is of short duration,
with measurable work products of an
infrequent or occasional nature
Note It is recommended that employees with
frequent public or internal client contact be
eligible only for Episodic Flexiplace
participation
Medical - the decisions to approve an
employee's participation in Medical
Flexiplace is entirely that of the supervisor
The approvaKdisapproval will be based on the
employee's ability to provide definitive,
conclusive medical documentation concerning
his/her temoorarv medical condition, and will
include an expected return-to-work date
As a rule, temporary medical conditions
would not continue for more than a few days
have had documented performance or
conduct deficiencies within the preceding 12
months, (6) have portable work, (7) if
working at home, be able to provide an
appropriate work location with adequate
space not subject to undue interruption which
would impact productivity and access to a
telephone, and (8) have demonstrated the
ability to work independently
have had documented peifoi induce ur
conduct deficiencies within the preceding 12
months, (6) have portable work, (7) if working
at home, be able to provide an appropriate
work location with adequate space not subject
to undue interruption which would impact
productivity and access to a telephone, and (8)
have demonstrated the ability to work
independently

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Flexiplace at EPA Headquarters
Page 5
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Eligibility
(Cont'd)
to a few months Supervisors may not leave
Medical Flexiplace assignments open-ended


Criteria for
Approval and
Disapproval
Supervisors determine approval based on
eligibility requirements, including their
assessment of the portability of the
employee's work and the impact of the
proposed Flexiplace assignment on the
productivity of the office as a whole and on
any other affected employees
Approved -(1) portability of the work, (2)
reasonableness and practicality of the request,
(3) additional cost to the Agency, (4)
availability of necessary equipment, (5)
service delivery to internal and external
customers, including office coverage; and (6)
needs of the employee
Approved -(1) portability of the work, (2)
reasonableness and practicality of the request,
(3) additional cost to the Agency, (4)
availability of necessary equipment, (5) service
delivery to internal and external customers,
including office coverage, and (6) needs of the
employee


Disapproval^ 1) Agency employment for less
than one-year, (2) the position requires
extensive face to face contact with employees,
clients or the general public, (3) the work
requires access to material which cannot be
removed from the official work site, (4) any
performance or conduct deficiencies have
been identified and documented, (5) the
employee's work schedule is insufficient to
provide both office and Flexiplace days
because of a limited tour of duty, (6) the work
requires close supervision because the
employee is new to the work or is being
trained on new or developmental duties, or
other work monitoring requirements, and (7)
the employee has not demonstrated an ability
to work independently, including time
management
Disapproval^ 1) the nature of the position is
such that it cannot be performed from an
alternate work location, (2) Agency
employment for less than one year, (3) the
position requires extensive face to face contact
with employees, clients or the general public,
(4)	the work requires access to material which
cannot be removed from the official work site,
(5)	performance or conduct deficiencies have
been identified and documented, (6) the
employee's work schedule is insufficient to
provide both office and Flexiplace days
because of a limited tour of duty, (7) the work
requires close supervision because the
employee is new to the work or is being trained
on new or developmental duties, or other work
monitoring requirements, and (8) the employee
has not demonstrated an ability to work
independently, including time management
Flexiplace
Guidelines
(1) the employee must sign a Flexiplace Work
Agreement lhat covers (he terms and
conditions of participation in the Flexiplace
Program (2) Work agreements for Regular
(1) The employee must sign a Flexiplace
Work Agreement that covers the terms and
conditions of participation in the Flexiplace
Program (2) The same work schedule rules
(1) The employee must sign a Flexiplace Work
Agreement that covers the terms and
conditions of participation in the Flexiplace
Program (2) The same work schedule rules

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Flexiplace at EPA Headquarters
Page 6
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Flexiplace
Guidelines
(Cont'd)
Flexiplace will noniially provide for a
minimum of three days per week at the
official duty station (3) Position description
changes arc not necessary unless the
Flexiplace arrangement changes the actual
duties to be performed (4) Performance
standards and critical elements must have
clearly defined performance requirements that
are quantifiable, measurable and results
oriented (5) Any official record removed for
or generated from Flexiplace assignments are
the property of EPA An employee must get
written approval before taking official
Records to a Flexiplace site Confidential and
Privacy Act information will continue to be
properly safeguarded at AWL just as it is at
the official duty station using established
guidelines and procedures All official
records taken from the office location will be
appropriately documented At the end of the
Flexiplace assignment (termination, return to
official duty location, etc ) the employee must
return all official records to the EPA office
Employees must comply with any and all
other applicable records security laws,
regulations and policies (6) Employees at
AWL are subject to the same maximum
workday limits as those working at the
official duty station Employees must self-
certify time and attendance to their
supervisor (7) Employees in the Flexiplace
Program are covered by the Federal
Employee's Compensation Act (8) The
Agency will provide appropriate office
equipment when it is available (9)Employees
are responsible for photocopying, mailing,
that apply at the regular work site apply at the
alternative work location (3) Position
description changes are not necessary (4)
Performance standards and critical elements
must have clearly defined performance
requirements that are quantifiable, measurable
and results oriented Changes should not be
necessary because the actual duties to be
performed and any assessment of results
should remain the same at the AWL (5) Any
official record removed for or generated from
Flexiplace assignments are the property of
EPA Confidential and Privacy Act
information will continue to be properly
safeguarded at AWLjust as it is at the
official duty station using established
guidelines and procedures Employees must
comply with any and all other applicable
records security laws, regulations and
policies (6) Employees at AWL are subject
to the same maximum workday limits as those
working at the official duty station
Employees must self-certify time and
attendance to their supervisor (7)
Employees in the Flexiplace Program are
covered by the Federal Employees
Compensation Act (8) The Agency will
provide appropriate office equipment when it
is available (9) Employees are responsible
for photocopying, mailing, and faxing at the
AWL (10) Employees performing work at
the AWL will follow established procedures
for requesting and obtaining approval of
leave
that apply at the regular work site apply at (lie
alternative work location (3) Position
description changes are not necessary (4)
Performance standards and critical elements
must have clearly defined performance
requirements that are quantifiable, measurable
and/or results oriented Changes should not be
necessary because the actual duties to be
performed and any assessment of results
should remain the same at the AWL (5) Any
official record removed for or generated from
Flexiplace assignments are the property of
EPA Confidential and Privacy Act
information will continue to be properly
safeguarded at AWLjust as it is at the
official duty station using established
guidelines and procedures Employees must
comply with any and all other applicable
records security laws, regulations and
policies (6) Employees at AWL are subject
to the same maximum workday limits as those
working at the official duty station
Employees must self-certify time and
attendance to their supervisor (7)
Employees in the Flexiplace Program arc
covered by the Federal Employees
Compensation Act (8) The Agency will
provide appropriate office equipment when it
is available (9) Employees are responsible for
photocopying, mailing, and faxing at the
AWL (10) Employees performing work at
the AWL will follow established procedures
for requesting and obtaining approval of
leave

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Flexiplace at EPA Headquarters
Page 7
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Flexiplace
Guidelines
(Con'd)
and faxing at the AWL


Changes
When any element of the work agreement
changes (e g , position, work assignment, or
personnel changes, etc ), and participation is
still approved, the Flexiplace arrangement
must be re-evaluated and modified
Whenever changes occur, the following
actions should be taken (1) If the change
results in a new supervisor for the Flexiplace
employee and the employee would like to
continue telecommuting (a) the new
supervisor will be provided
orientation/training and given an overview of
the employee's current work assignments and
(b) the employee and supervisor will assess
suitability for Flexiplace and, if approved, a
new Flexiplace work agreement wil be put in
place, and (2) If the change results from a
change in job tasks/assignments, the
employee and supervisor must reassess the
employee's suitability for Flexiplace and
complete a new work agreement
When any aspect of the work agreement
changes (e g , position, work assignment,
supervisor, alternative work location, etc ),
the employee and supervisor will reassess the
empoyee's work for Flexiplace suitability and
continued approval
When any aspect of the work agreement
changes (e g , position, work assignment,
supervisor, alternative work location, etc), the
employee and supervisor will reassess the
empoyee's work for Flexiplace suitability and
continued approval
Withdrawal or
Removal From
Program
An employee may terminate his/her
Flexiplace arrangement at any time without
prejudice and return to his/her official duty
station
An unacceptable performance appraisal
automatically terminates an employee's
An employee may terminate his/her
Flexiplace arrangement at any time without
prejudice and return to his/her official duty
station Employee notice to the supervisor
should be in writing and acknowledged by the
supervisor to prevent misunderstandings
about the employee's work location
An employee may terminate his/her
Flexiplace arrangement at any time without
prejudice and return to his/her official duty
station Employee notice to the supervisor
should be in writing and acknowledged by the
supervisor to prevent misunderstandings about
the employee's work location

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Flexiplace at EPA Headquarters
Page 8
Agency Flexiplace Agreement
AFGE Flexiplace Agreement
NTEU Flexiplace Agreement
Withdrawal or
Removal From
Program
(Cont'd)
Flexiplace anangement
Management retains the right to terminate an
employee's Flexiplace participation at any
time Reasons for termination may include
(1) the employee's Flexiplace assignment no
longer benefits the Agency, (2) the
employee's work assignments are not being
performed efficiently or effectively, (3) the
employee fails to comply with the agreed
upon program requirements, (4) the employee
fails to participate in requested program
monitoring and evaluation activities
(including surveys, focus groups, etc ), or (5)
conduct problems arise
The Agency may remove an employee from
the Flexiplace Program based on the
employee's failure to adhere to the
requirements specified in the Flexiplace
Program Agreement, including performance or
conduct problems When a decision is
made to remove an employee from the
Flexiplace Program, the employee must be
given written notice indicating the reason(s)
for removal The employee may reapply for
Flexiplace Program participation six months
after removal from the Program, provided that
his/her performance and conduct are fully
satisfactory
The Agency may remove an employee from
the Flexiplace Program based on the
employee's failure to adhere to the
requirements specified in the Flexiplace
Program Agreement, including performance
or conduct problems When a decision is
made to remove an employee from the
Flexiplace Program, the employee must be
given written notice indicating the reason(s)
for removal The employee may reapply for
Flexiplace Program participation six months
after removal from the Program, provided that
his/her performance and conduct are fully
satisfactory

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Welcome!
To the Greater Washington, D.C. Area
Federal Interagency Telecommuting Center Pilot Project!
Interagency
Telecommuting Center
Pilot Project
Sponsored by
The U.S. General Services Administration


-------
Fscleral Interagency Telecommuting Center Pilot Project
Project Overview
Sponsored by
The U.S. General Services Administration
As of January 1999, the U.S. General Services Administration (GSA) has established a
network of interagency teiecenters in outiymg communities surrounding Washington,
D.C.
These teiecenters are designed as alternate workplaces that augment the work-at-home
option used by many Federal agencies as part of their "Family-Friendly" flexiplace
program arrangements.
For more information, select one of the links listed below or contact the GSA Office of
Strategic Innovations on (202) 208-1585 or Email at prentice.einarsen@gsa.gov.
Background
DC Area Telecenter Listing
Pricing Scrnetur and Rilling Procedures
Start-up Procedures
DC Area Telecenter Man
Legislative Suonort
4?
March 1998 Pilot Project Studv
1995 Interim Report
Agencv Telecommuting Coordinators
Julv 1997 Report to Congress
GSA Telecommuting Homepage
Nationwide Telecenter Listing
Thanks for visiting the Telecenter P;'C. P'oje " homepage! If you have any comments or
suggestions regarding this page, please direct diem to the Office of Strategic Innovations
on (202) 208-1585 or Email at prentice.einarsen(ccฐsa.sov.

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Federal Interagency Telecommuting Center Pilot Project
Washington DC Area
Telecenter Listing
Sponsored by
The U.S. General Services Administration
0
The information on this page is current as of January 15,1999. Changes are made as
needed. If you detect outdated or incorrect information or if you want more information
pertaining to thi sproject, please contact the GSA office of Strategic Innovations on (202)
208-1585 or Email at prertticp.pinarsen(a)2sa.90v.
Maryland
Hagerstown
14 N'orth Potomac Street, Suite 200
Hagerr.c .vn. MD 21740
Info- (301) 745-5601
Email: mibravrtSaol.coni
Internet: http://nilot.wash.lib-md.us/telework
Frederick
7340 Executive Way, Suite M
Frederick, MD 21704
Info (301) 698-5904
Email: telework'Sibasvs.net
Internet, http://www.ibasvs.net/telework.htm
Bowie
Community Network Telework Center
Thurgood Marshall Library
Bowie State University
14000 Jencho Park Road
Bowie, MD 20715
Info. (301)352-4390
Email: telework@bowiestate.edu
Laurel (Spring 1999)
Laurel Telecommuting Center
Laurel Lakes Corporate Center
13974 Baltimore Avenue-
Laurel, MD 20707
Info* (301) 934-7628
Email. danettec'Scharles-cc.md.us
Internet: mvw.teiecommute.somd.org
Laurel

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Mary'ar.c National Guard Ls2.-,.ir.grri!eCenter
3601 Oceile Roac
Laurel, MD 20708
Info (410)429-4514
On-site phone: (301) 210-3394
Email: kmcneill@erols.com
Internet: www.edmonds-associates.com/telecomea.html
Reisterstown
Maryland National Guard Leaming/TeleCenter
13610 Desert Storm Lane, Camp Fretterd
Reisterstown, MD 21136
Info-(410) 429-4514
Email: kmcneill@erols.com
Internee: www.edmonds-associates.com/teiecomea.html
White Oak
Maryland National Guard Leaming/TeleCenter
12200 Cherry Hill Road
Silver Spring, MD 20904
Info: (301) 352-4390
Email: telework@bowiestate.edu
A joint project involving GSA, the MD Nat'l Guard and Bowie St. University
Calvert County
Calvert County InTeleWork Center
110 S. Solomon's Island Rg.
Prince Frederick, MD 2067S
Info: (301) 934-7628
Email: danettec@charles.cc.md.us
Internet: www.telecommutesomd.org
Waldorf
Waldorf InTeleWork Center
128 Smallwood Village Shopping Center
Waldorf. MD 20602
Info: (301) 934-7628
Email: danettec@charles.cc.md.us
Internet: www.telecommutesomd.org
Virginia
Fairfax City
GMU Telecommuting & Training Center
4031 University Drive; 1st Floor
Fairfax, VA 22030
Info: (703) 279-3301
Email: telework@gmu.edu
Herndon
GMU Telecommuting & Training Center
768 Center Street
Herndon, VA 22170
Info- (703) 279-3301
Email, telework@gmu.edu
•

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C-MU Teiscor-jr.utmg &. Training Center
ฆ 00 Carpenter Street. Ste !03
Scerii-g, Va 20166 Info (703) 279-3301
Email telewprk@gmu.edu
Manassas
9500 Godwm Drive. Building 105
Manassas, Va 20! 10
Info (703) 367-3000
Email no.commute@lmco.com
Internet:
www.lmco.com/nianassas/telecommute
13 North Loudoun Street
Winchester, VA 22601
Info. (540) 678-1909 x226
Email: infofSsvtbc.com
Spotsylvania County
10799 Columbia Drive
Fredericksburg, VA 22408
Info: (540) 710-5001
Email: italcott@radco.state.va.us
Internet: www.radcn.state.va.us/telecoiprD
Stafford County
2721 Jefferson-Davis Highway, Suite 11
Stafford, VA 22554
Info: (540) 710-5001
Email: italcott@radco.state.va.us
Internet: www.radco.state.va.us/telecomip
Note: A new telecenter is scheduled to open along the 195 corridor in the
Woodbridge area in early 1999.
West Virginia
Jefferson County
401 South Fairfax Blvd.
Ransoo, WV 25438
Info: (304) 728-30511252
Email: welcome@ictc.org
Internet: www.jctc.org
Thanks for vtsuing this webpage' If you have any comments or suggestions regarding this page, please
direct them to the GSA Office of Strategic Innovations at the phone numoer or email address listed above.

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website:
www.gsa.gov/pbs/owvpilot.htm

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AFGE/EPA Flexiplace
Program

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B
eing A
Telecommuter
u One man we know would dress
in a coat and tie, get into Ms or and
drive around the block before going
back into the house to start his
day."
L05 Angeles Tunes
June 1989
To be a successful telecommuter, you will need to learn to deal
with less structure and more freedom in completing your work.
Telecommuting is not as simple as staying at home and working.
It requires careful planning and discipline. The following section
has been designed to provide you with some basic tools for work-
ing at home and maintaining or increasing your level of produc-
tivity, and the quality, quantity, and timeliness of your work
product
Getting Organized
If you take the time to develop good work habits from the first
day that you start telecommuting, you will realize that it can be
easy to get your work completed away from the office.
Pick a work location.
It is very important that you identify a safe location in your
home as your work space. You do not need to devote a
whole room to your work station. Some telecommuters
have successfully developed part of an existing room, a
garage, an attic, and even a doset into their work station.
Make sure that your work station is safe and separated
from other areas.
Establish a routine.
Try to set a work schedule for the days you telecommute
and stick to it as much as possible. Start and stop working
at the same hours on telecommuting days. This will help
establish a work routine for you.
Replace the ritual of getting ready for the office.
As a telecommuter, you will no longer have the traditional
office rituals of morning conversations, coffee, a suit and
tie, or even the long dreadful commute that will symbolize
the beginning the work day. You may need to come up

-------
with some new rituals. Some telecommuters play specific
music, or start working after the morning exercise or bike
ride. Find a ritual that will work for you.
Make a to-do list for your work assignments.
Develop a list of goals and assignments for the days that
you telecommute. By the end of the day go c er your list to
see how much you have actually accomplish -Sometimes
it is better to make this list the day before yo > telecom-
muting day, so that you can plan for ail the resources that
you will need at home. Schedule your work so you don't
need assistance from others on your telecommuting days.
Remember you may not have access to a fax machine, a
photocopy machine, or even a computer at home. Plan
your work accordingly.
Have an end of the day ritual.
It is good practice to have some ritual in place that mark,
the end of the work day. Be creative.
Managing Your Work
As a telecommuter, you will need to manage your work very
efficiently. It is up to you to make sure you are as well informed
and as hard working as you have always been.
Maintain contact with the office.
Make sure that you are staying in touch with the office on
days that you are telecommuting. Some telecommuters set
up a buddy system with a trusted co-worker or a secretary
in the office, whom they call once a day when they are tele-

-------
R eing A Telecommuter
commuting. Check your messages on the days that you are
telecommuting and return calls if possible. Don't fall out of
touch just because you are telecommuting. Decide early in
the day how accessible you want to be. As a telecommuter,
you may have the luxury of actually working for three to
four hours without any interruptions.
Have an answering machine.
If you do not have voice mail in your office, it is recom-
mended that you use an answering machine at home to
pick up yourmessages when you are in the middle of a
project or unavailable. You will also need to decide
whether or not the secetary in your department should
give out your home number as the number where you can
be reached on a telecommuting day.
Have a system at home.
Establish a system for organizing the work that you keep or
do at home Otherwise, you will end up with stacks and
trails of paper everywhere.
Stick to deadlines.
Make sure you are following the same rules for deadlines
as in the office. Don't miss deadlines. If you are mailing
reports, send them so they are at the office on the day that
they are due or earlier. If you are sending your work via
the computer over the phone lines, it should also be there
on time.
Keep your manager informed of your progress.
As a telecommuter, you will need to make sure that your
supervisor or manager is kept informed on the status of
your projects, your progress, or any difficulties you are
having. Think of your manager as a customer you need to
keep satisfied.
Attend department gatherings.
Always attend department gatherings and group meetings.
You don't want to become invisible just because you are
telecommuting.

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Training Family, Friends &
Neighbors
to be taken seriously as a telecommuter/ you will need to take
telecommuting seriously yourself. Be careful not to create a bad
image for telecommuters. You will need to train the people
around you so you don't have too many interruptions.
The message is that you are at home working.
The first thing you will need to do is to let everyone
around you know that you are working at home and you
still have the same responsibilities that you normally have
as an employee. You have the same objectives, the same
goals, and the same deadlines; the only difference is that
you can complete part of your assignments at home.
Decide on which type of interruptions are OK.
You should decide under what circumstances family or
friends can actually interrupt your work to ask you ques-
tions, favors, or have you respond to an urgent need. You
may want to develop some ground rules for your family
when you are working at home. Some telecommuters
actually have their families set the rules so that they can
buy into the whole process. A family meeting might be a
good time to raise some of these issues. You will also need
to set some rules with neighbors and friends. Don't lose
your cool! You should try to remain flexible. Sometimes
the errand that someone may ask you to run may be the
short break you need.
Set rules for the use of office materials, equipment,
pens, papers, etc. in the home.
You may need to set some rules regarding the use of office
supplies needed at your home work space. Decide on

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jR eing A Telecommuter
issues such as whether the children may borrow pens,
paper, stapler, etc You may want to cadi your work space
off-limits to other members in your household.
Don't telecommute if there are problems at home.
It is best to avoid telecommuting on days when you know
there will be distractions in the home. Additionally, if you
have an elderly family member who needs care, or an
infant or a toddler home during the whole day, it will be
difficult to telecommute and complete any work. You
might want to wait until you have additional help at home
before you start telecommuting.
Telecommuting is not a replacement for child care.
Do not assume that because you are at home working, you
can also take care of the children. Telecommuting can
allow you to have more flexibility in accommodating your
child care needs but cannot really replace it If you think
you can take care of the kids and do your work, you might
actually end up with two jobs instead of one, and this will
prevent you from handling your County job in a profes-
sional manner.
Developing Good Habits
Develop good habits when telecommuting and beware of overin-
dulgences.
Pace yourself so you don't burn out
Make sure you are taking enough breaks and you are not
turning into a workaholic just because your work is always
there. You must be able to start and end the work day in a

-------
timely manner. Schedule a few breaks throughout the
work day. On the other hand, don't develop bad work
habits and do less work than before
Watch out for bad habits.
Watch out that the following habits don't creep up
on you:
~ Stracking too often
A Sleeping late
A Talking on the phone too long
A Watching too muchTV
A Drinking
A Smoking
A Wearing your pajamas all day long
A Paying the neighbors too many visits
A Procrastinating
These habits are detrimental to telecommuting. Try to
remove all the possible temptations so that you can conduct
your work.
Review
The key to successful telecommuting lies in being able to manage
your work space, your job, your family members and others, and
yourself. With some determination, discipline and commitment
and by follrwin - the guidelines set for you in this document, you
can make telecommuting work for you. Just remember there were
rules that you followed in the office and you will need another set
of rules for working in your home. It is your responsibility to
make telecommuting work.

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eing A Telecommuter
Don't give telecommuting a bad name.
Don't run errands for everybody in the neighborhood just because
you are at home
Don't stay on the telecommuting program if it is not working for
you. Telecommuting does not suit every person's lifestyle or job
responsibilities.
Ergonomics
Designing your workspace is an important step to insure success
while working at your remote location. Spend time planning your
workspace now, so you won't have to waste time later rearranging
your office. The key components of your home office are:
Your Desk
The height of the work surface should satisfy the require-
ments of the most critical task. Conventional desk surfaces
are usually about 29 indies high which can be perfectly
adequate for many tasks. A common height recommended
for computing surfaces is approximately 26 inches. Be sure
your desk is a comfortable height for you.
Your Chair
This is probably the most important piece of furniture in
the office, so it should be selected carefully. The seat
should be adjustable and the height of the top surface of the
seat to the floor should be 15 to 21 inches. Both the height
and angle of the backrest should also be adjustable. It
should also provide support at the back of your waist.
Annrests should be substantial enough to provide support,
but not so large as to be in the way. Find a chair that s
comfortable for you.
Lighting
The lighting in an office can affect comfort, visibility, jnd
performance. Whether you are using natural daylight or

-------
artificial lighting, it should be directed toward the side or
behind your line of vision, not in front or above it Bright
light sources can bounce off working surfaces and diminish
your sense of contrast Northern daylight is the best light
for your office and for operating a computer.
Electricity
When configuring your work space, be alert to the electrical
support needed for your equipment Arrange the hard-
ware as follows:
~	Cover interconnecting cables or make sure they are
placed out of the way to avoid the possibility of
tripping over them.
~	Place the equipment in close proximity to electrical
outlets. If using a computer, or a fax machine,
connect it to a surge protector/master switch.
A Place heavy items on sturdy stands dose to walls.
A Provide sufficient air space around the computer
components. Keep equipment out of direct sunlight
and away from heaters.
Noise
A totally noise-free environment can be stressful Psycho-
logically, some background sound (like music) can be
beneficial in maintaining a level of productivity and reduc-
ing boredom. Your professional image may be affected by
sounds of crying children, lawn mowers, vacuum cleaners,
or barking dogs while you attempt to conduct business
over the phone at home. You may be able to shut a door to
eliminate noises. The use of a room divider or screen may
prove useful in controlling the noise. Should you choose to
use music in your home office, you may find that it helps
you concentrate.

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R eing A Telecommuter
Do's
Have a work space at home
Have a beginning of the day ritual
Stick to the stme sd it rV.'c ou telecommuting days.
Take breaks throughout the day.
Keep your work organized so you don't have paper everywhere at
home.
Plan your work ahead for your telecommuting day.
Train family members and neighbors when you may be inter-
rupted.
Avoid bad habits like overeating.
Call the office and keep in touch as often as necessary.
Stick to all deadlines.
Maintain or increase your level of performance.
Take telecommuting very seriously.
Attend department and group meetings.
Keep your boss informed of the progress you are making.
Have some type of end of work day ritual such as a walk around
the block.
If telecommuting works well for you, talk to your supervisor or

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u I love my commute. It's about 50
feet.*
ComputerLand Magazine
September 1988
manager about increasing the number of days you can telecom-
mute.
If telecommuting is not working for you, talk to your supervisor
or manager. See if you can jointly find ways to solve the
problem(s) that you have been encountering. If the problems
persist, you may want to consider going off the program. Remem-
ber that youx participation in the telecommuting program is en*
tirely voluntary.
Don'ts
Don't procrastinate or develop bad work habits at home.
Don't change your work schedule every time that you telecom-
mute.
Don't let the radio or TV distract you or impair your professional
image.
Avoid working at home if you are not getting along with your
spouse.
Don't work at home if you have an infant, a toddler, or an elderly
person who requires your constant care and attention.
Don't take work home that requires group decisions or constant
input from co-workers.
Don't run to the refrigerator too often.
Don't start sleeping late on telecommuting days.
Don't stay in your bed clothes all day long.

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upervising Telecommuters
Management Skills
To be successful at supervising your remote employees, you will
need to use the management skills with which you currently
manage your employees who work in the office. The skills which
you will rely upon the most frequently are:
Assisting remote employees in organizing their work.
Understand the time frames involved in completing tasks,
and the resources required to see the projects through to
completion. By using your planning skills as a supervisor,
you will be successful in effectively distributing work
among your employees and feeling confident that they will
, be capable of completing whatever tasks you will be assign*
ing-
* Companies that do nothing tat
put a bunch of terminals in peoples'
homes and not much else
create duos. There has to be a
well-planned effort to manage thse
people and make sure they are stiD
part of the office."
Alan Jay Wdflt President
Summit Consulting Group
Assigning work to the employees.
Establish a means of communicating to employees the ex-
pected end product as well as the due date, the anticipated
quality, and any other criteria which might affect the sue*
cessful completion of die individual tasks on which the
employees will be working.
The means by which you communicate what needs to be
done, when it needs to be completed, and by whom it
needs to be done may take the form of a phone call, a
weekly face to face meeting, or a written memo. Use what-
ever means of communication is most comfortable for you.
As & manager of remote employees, your valuable time
spent communicating with the remote workers wilt dictate
the caliber of work which they produce. You need to spend
time communicating very clearly and concisely what is
expected of the telecommuting employees.

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Establishing timeframes.
Work with your employees in developing attainable
timeframes. Hie employees will dearly understand what
the workload is and will be more focused in their work if
they are following a timetable. The timetable is a list of the
tasks which need to be completed and the times by which
those tasks need to be accomplished.
Reviewing status.
Establish intermediate review periods to determine the
progress on the tasks which the employees are performing.
The intervals for assessment may be at particular points
during the project upon completion of certain tasks or on a
recurring basis, such as once a week on Monday.
Coaching and developing employee's capabilities.
Make the most of the time you spend with your remote <
ployees because your time together is limited. Always rซ. .
inforce positive behavior. Bring unsatisfactory perform-
ance to the employee's attention immediately and develop
the capabilities in your employees to correct whatever defi-
ciencies they may have Use the communications tools
available to you to provide your employees with timely
and ongoing feedback whether that be via voice mai^ elec-
tronic mail, a phone call, or a face to face meeting.
You should already be familiar with these skills and be using
them while supervising your employees located in the office. You
will find that refining these management skills will not only bene-
fit your remote workers, but you as well. You will be pleased to
experience a greater degree of organization and the capability of
actually being able to accomplish more tasks by using these skills.
Organization leads to inoeased job satisfaction.

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upervising Telecommuters
Management Methods
Managing employees from a remote location isn't new. To ensure
the success of your telecommuting program, be aware of the
following tips and traps:
~	Managing by dosely supervising isn't necessarily good
supervision. You can achieve good supervision without
being in dose proximity. You will be managing by objec-
tives and results instead of managing by observation.
~	In order for the telecommuters to succeed at telecom-
muting, you need to succeed at supervising. This is a win-
win situation for you and your employees.
A Understand that there is resistance to managing employees
from a remote location. That resistance does not translate
to an impossible obstacle or unachievable goal
~	It's all right for employees to drop out of the program. This
arrangement is not cast in concrete.
Being aware of some of the adjustments involved with telecom*
muting will give you an edge in finding resolutions to concerns,
prior to those concerns becoming problems. This program brings
a tremendous amount of flexibility into your working environ-
ment Take advantage of that flexibility.
Managing By Objectives
MBO is a management tool which affords you and your
employees the opportunity to clearly communicate your ex-
pectations as a supervisor and the employee's expectations
as a telecommuter. You may find that this tool is so suc-
cessful that you implement it as a means of managing all of
your employees! Implementation of MBO^ can be accom-
plished as follows:

-------
upervising Telecommuters
Management Methods
Managing employees from a remote location isn't new. To ensure
the success of your telecommuting program, be aware of the
following tips and traps:
A Managing by v!o&ly supervising isn't necessarily good
supervision. You can achieve good supervision without
being in dose proximity. You will be managing by objec-
tives and results instead of managing by observation.
~	In order for the telecommuters to succeed at telecom-
muting, you need to succeed at supervising. This is a win-
win situation for you and your employees.
~	Understand that there is resistance to managing exnployd
from a remote location. Hut resistance does not translate
to an impossible obstacle or unachievable goal.
~	If s all right for employees to drop out pf the program. This
arrangement is not cast in concrete.
Being aware of some of the adjustments involved with telecom-
muting will give you an edge in finding resolutions to concerns,
prior to those concerns becoming problems. This program brings
t tremendous amount of flexibility into your working environ-
ment Take advantage of that flexibility.
Managing By Objectives
MBO is a management tool which affords you and your
employees the opportunity to clearly communicate your ex-
pectations as a supervisor and the employee's expectations
as a telecommuter. You may find that this tool is so suc-
cessful that you implement it as a means of managing all of
your employees! Implementation of MBO's can be accom-
plished as follows:

-------
~	Prepare an itemized list of whit you expect from the em-
ployee. This list cut be organized on a weekly basis,
monthly basis, or a quarterly basis. You have the flexibility
to establish objectives in a format which will be easy for
you to administer.
~	Indude the telecommuter in the process of establishing ob-
jectives. This allows the employee to provide valuable
input in defining expected results.
~	Be very explicit about what you expect from the employee.
Establish a matrix or graph and dearly define what the tele-
commuter needs to accomplish.
A Create a document to support your telecommuting arrange-
ment You can treat this document as an agreement be-
tween you and the telecommuter covering what is expected
of the telecommuter.
~	Track the results. If you are establishing weekly objectives,
schedule a meeting in a week to review the telecommuter's
accomplishments. Use this as a dynamic document, ca-
pable of, being dunged whenever necessary. This docu-
ment will enable you and the telecommuter to instantly de-
termine whether or not your telecommuter is successful.
Maintain a copy of the objectives for your file and make a
copy for the employee to keep. Employees feel more con-
trol over their destiny if they too can trade their success.
This management tool will provide you the capability of manag-
ing the products which your employees produce, not the process
they employ to reach the goal In many instances, youi focus
should not be on how the employee accomplishes the task, but
instead on the quality, quantity, and timeliness of the completed
work product

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~	Team effort
The non-telecommuters are as oitical to the program's ef-
fectiveness as the telecommuters. Your work group's
success depends upon the efforts of all the members of the
team.
~	Support strategies.
The non-telecommuters shouldn't be expected to do extra
work in the office while the telecommuters are working
from their remote locations. Establish mutual strategies
which will support both the non-telecommuters and the
telecommuters.
~	Communications links.
Establish guidelines for contacting the telecommuters when
an issue arises in the office which requires immediate
action. Don't expect the non-telecommuters to work on
their own assignments as well as handling problems for
telecommuters, while the telecommuters are working from
their remote location.
Establish procedures for answering the telecommuter's
phones while they are telecommuting. Indude the secretar-
ies and receptionists in the process of formulating what
they will say when they answer die phone Refrain from
advising incoming callers, "Ms. Jones is at home today."
Instead, use the phrase, "Ms. Jones is working from another
location at this time. HI be happy to have her return your
call as soon as she is able.*
Instruct the telecommuters to call the office at regular inter-
vals. Determine whether it will be the telecommuters' re*
sponsibility to call the secretary for messages, or if it will be
the seaetary's responsibility to call the telecommuter with
messages. Provide the seoetaries and receptionists with a
list of the telecommuter's home phone numbers. Your

-------
upervising Telecommuters
ซ We hive to break, through the
idea that in executive is a person
who drives 33 miles a day to a
central location where hundreds or
thousands of people work In cu-
bicles and. unless you go there,
nothing gets done."
AlvinToffler
lines to voice mail is a satisfactory method of insuring that
their calls are answered without adding extra work for the
secretaries and receptionists.
Keep a log of the incoming calls answered by the secretary
or receptionist for the telecommuter. This will assist you in
determining how much extra work has been generated as a
result of the telecommuting program. The log will
provide documentation showing when the call came intc
the office, and when it was passed to the telecommuter.
The existing social network.
The non-telecommuters must understand that the social
interaction within the office will change with the advent of
telecommuting. Their best buddy with whom they share
coffee breaks and lunch hours may no longer be available
to spend that time with them. The non-telecommuters will
no doubt experience an unbelievably quiet environment
when the program first begins.
Contingency plans.
Establish Murphy's Law strategies to guide the work group
through every "what if* situation which may exist Ad-
dress all issues pertinent to the team as a whole. Encourage
the telecommuters and non-telecommuters to jointly par-
ticipate in this
What happens if it Is not working?
You and the telecommuter must understand that not every-
one who tries telecommuting is successful. However, many
problems encountered by telecommuters can be resolved
with your assistance.
Some problems the telecommuter may face
are
A Uncontrollable distractions.
The neighbors and the family just don't understand that

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while the employee is at home he is unavailable for other
activities.
~	Cabin fever*
Being at home 24 hours a day becomes unacceptable.
A Productivity and/or quality of work.
The employee's productivity and/or the quality of the
employee's work has declined since the employee has been
participating in the telecommuting program.
~	Desire or need to be around people.
The employee discovers the need for social interaction is a
critical factor in her life
Should the telecommuter experience any of these or other prob-
lems, review the information in this handbook on how to success-
fully telecommute, and try to help the telecommuter isolate his
problem. Continue working with the telecommuter until the
difficulty has been overcome.
If it becomes apparent that the employee must terminate partici-
pation in the project, don't hold a grudge against that employee
because he was not successful in his efforts. Help die employee to
understand that he is of value to the organization and bring him
bade into the office as quickly as possible.
As a last resort, consider bringing the telecommuter back into the
office full time.

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upervising Telecommuters
m.
A Bright Future For
Telecommuters
A key concern for telecommuters is less visibility and its impact
on upward mobility in the organization. Here are some points to
assist you as a supervisor in maintaining high visibility /or your
telecommuters:
Monitor employee performance.
Look for above average performance among the telecom-
muters.
Encourage your employees to set higher goals.
Assign more complex projects which will assist in develop-
ing your employee's skills.
Communicate.
Advise die upper echelon in your organization of the
telecommuter's achievements.
Ensure visibility.
Take advantage of "opportunity assignments" and have tht
telecommuters participate in those assignments. When the
opportunity arises for presentations, be sure to include the
telecommuters.
Don't forget about your telecommuters just because they are not
in the office. Out of sight is not out of mind!

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Review
Always keep in mind that good communication are the
backbone of a successful telecommuting program.
~ Talk to your telecommuter*.
A Use your effective listening skills when exchanging infor-
mation with your remote workers.
A Indude your subordinates in activities which are taking
place in the office while they aren't there. For example,
when you celebrate a birthday in the office, indude your
telecommuters on a speaker phone when you sing "happy
birthday" to the celebrant litis will make your telecom-
muters feel like they are a part of the day to day world in
your organization.
A Frequent communication with your telecommuters will
enable you as the manager to maintain the appropriate
guidance and direction with your employees.
A Keep the avenue open for redprocal communications from
your telecommuters. Hiis will assist the telecommuters in
avoiding feelings of isolation.
A Bring your telecommuters bade into the office at regular
intervals. As a manager, you can assign core days for your
telecommuters to be in the office. The core days will be
great opportunities for team meetings.
The telecommuting program for the County of Los Angeles is
extremely flexible. Take advantage of that flexibility, for it will
assist you in achieving success In your telecommuting efforts.
Happy telecommuting!

-------
Q upervising Telecommuters
Do's
TRUST your telecommuter.
Encourage good organizational skills.
Develop your telecommuter.
Require participation in the surveys and evaluation process.
Encourage goal setting.
Give appropriate and timely feedback.
Take die time to plan.
Manage by measuring results.
Communicate regularly.
Use telecommuting as an opportunity to strengthen your manage*
ment skills.
Be flexible and use your creativity to achieve optimum results
from the program.
Expect changes.
Take telecommuting very seriously.
Delegate assignments equitably among your telecommuters and
your non-telecommuting employees.
Flan meetings when your telecommuters can participate.
Include your telecommuters in day to day activities.

-------
ฃ3*
Schedule regular status reports.
Be prepared if telecommuting does work well to allow the em-
ployee greater frequency of telecommuting.
Be prepared if telecommuting doesn't work well to allow the
employee to tenninate participation in die program.
Don'ts
Don't conduct curfew cheeks.
Don't call your telecommuter every hour to check on progress.
Don't ignore your telecommuter.
Don't ask for constant status reports.
Don't set unrealistic deadlines for projects.
Don't neglect problems.
Don't set unattainable goals.
Don't manage by closely supervising.
Don't expect perfection; there will be adjustments.
Don't give telecommuting a bad name.
Don't expect everyone to be a successful telecommuter. Allow the
unsuccessful telecommuter to tenninate participation in the pro-
gram.

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AFGE/EPA Flexiplace
Application

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EPA
FLEXIPLACE POLICY
3180
12/23/97
Environmental Protection Agency
401 M Street, S.W.
Washington, D.C. 20460

-------
EPA. FLEXIPLACE POLICY
Flexiplace Policy - Table of Contents
Section
I.	Definition
II.	Purpose
III.	Scope
IV.	Responsibilities
A.	AAs' & RAs'
B.	Supervisors'
C.	Employees'

D.
Program Coordinators'
V.
Guidelines

A.
Eligibility Requirements for Regular Flexiplace

B„
Eligibility Requirements for Episodic Flexiplace

C.
Eligibility Requirements for Medical Flexiplace

D.
Work Agreements .

E.
Work Schedules

F.
Position and Performance Issues

G.
Records Management

H.
Time and Attendance Issues

I.
Fair Labor Standards Act (FLSA)

J.
Worker's Compensation Coyerage

K.
Pay Linkages

L.
Facilities Linkages

M.
Equipment Linkages

N.
Training Linkages

O.
Liability Issues

P.
Tax Issues
VI.
Application Process and Procedures
VII.
Termination
VIII.
Change Issues
3180
1223 97
Page
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2
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4
4
4
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5
6
6
6
7
8
8
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9
9
10
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11
11

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EPA FLEXIPLACE POLICY
Appendix
(1)	Application Form.
(2)	Work Agreement
(3)	Employee Self-Certification Safety Checklist
(4)	Employee Self-Certification Time & Attendance Report
(5)	Annual Recertification of Employee Eligibility Form
5180
1223-97
AI
A2
A9
A10
All

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EPA FLEXIPLACE POLICY
5180
1223 97
FLEXIPLACE
I. Definition The Flexible Workplace Program (Flexiplace) provides employees the oppor-
tunity to work at a place other than the regularly assigned work site such as
satellite locations or their residences. Flexiplace is a work arrangement that
is discretionary on the part of management, and voluntary on the part of
the employee. Participation in Flexiplace is NOT an employee right or
entitlement There are three types of Flexiplace arrangements at EPA:
1.	Regular. Work is scheduled in advance and performed at the
alternate workplace on a regular and recurring basis. Normally,
employees will be scheduled to work no more than two days per week
outside of the office.
2.	Episodic. Available on an ad hoc, short-term basis to complete
projects which are not regular or recurring in nature.
3.	Medical. Designed to permit employees who have a temporary
medical condition that precludes them from working at the
conventional workplace to continue to be productive and accomplish
work assignments that can be performed at a place other than the
regularly assigned worksite. The medical condition shall be certified
in a manner acceptable to the Agency.
NOTE: Medical Flexiplace assignments are made at the
discretion of management. Medical Flexiplace is intended for
employees who DO NOT have permanent medical conditions.
Employees with health related problems resulting from
sensitivity to the workplace, injury sustained at the workplace,
or chronic non-workplace related health problems CANNOT
use Medical Flexiplace as an arrangement for their condition.
Instead, the employee should contact his/her servicing Human
Resources Office for advice on the appropriate program to
address their health condition.
n. Purpose The Federal Government promotes telecommuting programs such as EPA's
Flexiplace program to address the Government's challenges of: improving
customer service, reducing energy consumption, safeguarding air quality,
reducing traffic congestion, operating with limited funding, and meeting
employee needs. EPA strives to make creative applications of new working
arrangements such as Flexiplace available to the Agency's super-isors and
1

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EPA FLEXIPLACE POLICY,	} 180-
1123 97
employees. Flexiplace may benefit the Agency and its employees by:
•	providing a means of responding to rapidly changing factors that impact
today's work force, such as demographic, societal and technological
changes:
•	reducing employee turnover and absenteeism;
•	improving management techniques; and
•	responding to sociological and environmental issues.
HI. Scope This policy is based on Office of Personnel Management (OPM) and General
Services Administration (GSA) guidelines. It applies to situations in which an
employee will work at a Flexiplace worksite and covers all permanent full-time
and part-time EPA employees except those on Intergovernmental Personnel
Agreements (IPAs) and Interagency Agreements (LAGs). Public Health
Service Officers may participate in Flexiplace in accordance with all applicable
rules and regulations of the USPHS Commissioned Corps Personnel System.
Employees on official travel may not participate in Flexiplace.
IV.	Below are responsibilities for managers and employees.
Responsibilities
IV. A. AAs' AAs and RAs must:
and RAs'
Responsibilities ซ decide on the application and use of Flexiplace assignments w ithin their
respective AAships or Regions. This includes determining which
organizational elements and/or positions may participate in the program
or be excluded from participation in the program.
• ensure that appropriate management controls and reporting procedures
are in place before employees begin Flexiplace assignments.
IV. B.	Supervisors must:
Supervisors'
Responsibilities * approve or disapprove the employee's participation in the program;
•	approve or disapprove worksite arrangements (which must remain the
same unless otherwise approved by the supervisor);
•	assess the impact of the proposed Flexiplace assignment on the
productivity of the office as a whole and on any other affected
employees;
•	assess the portability of the employee's work and the likelihood of the
employee's successfully completing it away from the official duty
station:
i

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EPA flexiplace policy
5180
12.23 97
•	develop or amend performance standards and measurements, if
necessary. for work performed away from the official duty station.
•	provide equipment, when necessary and available, for the employee to
adequately perform assigned work:
•	complete required training;
•	mamtain productivity records and information to evaluate the
employee's performance and quality of work.
IV. C.	Employees must:
Employees'
Responsibilities ซ complete work agreements;
•	observe agreed-upon hours of work in accordance with established EPA
policies;
•	observe Agency policies for requesting leave;
•	safeguard Agency equipment and use it only for official purposes:
•	complete the "Employee Self-Certification of Time and Attendance
Report" (see Form 4 in attached Appendix) and return it to the
supervisor on a biweekly basis;
•	serve as the designated official (employer representative) in charge of
their off-site workplace, and therefore be responsible for compliance
with appropriate health and safety regulations. As the designated
official the employee must:
•	complete the "Employee Self-Certification Safety Checklist"
which identifies significant safety standards that should be met
and
•	return it to his/her supervisor prior to entering into a Flexible
Workplace Program Agreement
•	. respond in a timely manner to Agency customers and to the public;
•	complete required training; and
•	if applicable, make proper arrangements for dependent care during
work-at-home hours, before beginning the Flexiplace assignment
IV. D. Program Program Coordinators must:
Coordinators'
Responsibilities ซ ensure that all participating supervisors and employees are aware of
their responsibilities;
•	ensure that all participating employees receive training;
•	maintain copies of all Flexiplace applications and workplace
agreements; and
•	monitor and evaluate the program.

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EPA FLEXIPLACE POLICY
3180
12.23 97
NOTE: At his/her option, an AA/RA. may establish this posi^
and place it anywhere in the organization. However, if an
AA/RA does not designate a coordinator, he/she must ensure
that the administrative functions listed above are appropriately
delegated and performed by one person.
V. Guidelines Below are guidelines for managers and employees.
V.A. Eligibility An employee participating in Flexiplace must:
Requirements
for Regular ซ. have received the supervisor's approval for participation;
Flexiplace —have worked as an EPA employee for at least one year;
• have at least a level 3 (currently known at EPA as Tully Successful")
performance rating as the most recent rating of record;
have portable work;
have clearly defined performance standards and measurements:
be willing to sign and abide by a written work agreement;
if working at home, be able to provide an appropriate work location
with adequate space, access to a telephone, and without undue
interruption which could impact productivity,
if applicable, be able to arrange for dependent care during the time the
employee is working at home: and
have demonstrated to the satisfaction of the supervisor the ability to
work independently.

V.B. Eligibility The requirements are the same as for Regular Flexiplace; however, the nature
Requirements of thq work will usually be a project or a discrete portion of a project that is of
for Episodic sh0rt duration, with measurable work products of an infrequent or occasional
Flexiplace nature.
NOTE: It is recommended that employees with frequent public
or internal client contact be eligible only for Episodic Flexiplace
participation.
V.C. Eligibility The decision to approve an employee's participation in Medical Flexiplace is
Requirements
for Medical
Flexiplace
entirely that of the supervisor. The approval/disapproval will be based on the
employee's ability to provide definitive, conclusive medical documentanon
concerning his/her temporary medical condition- and will include an expected
return-to-work date. As a rule, temporary medical conditions would not
continue for more than a few days to a few months. Supervisors may not lea\e
4

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EPA FLEXIPLACE POLICY
5180
1223 97
Medical Flexiplace assignments open-ended.
Medical documentation - The employee's physician must include a narrative
description in the documentation that:
•	clearly describes why a temporary change in work site would benefit
the employee.
•	lists restrictions that should be placed on the work performed at the
alternative work site,
•	summarizes the diagnosis,
•	summarizes the prognosis, including expected retum-to-work date, and
•	discusses medical management (including how the temporary medical
condition might interrupt the employee's work schedule).
To be considered for Medical Flexiplace, an employee's medical
documentation must demonstrate that:
•	the employee is unable to perform the duties of the position at the
traditional work site because of temporary medical reasons.
•	the employee is able to perform the duties of the position at an
alternative duty station, and
•	the employee will be able to return to the regular work site at a certain
date.
Recertification - After six months in a Medical Flexiplace assignment an
employee must provide medical certification on the status of his/her medical
condition to support continued participation.
NOTE: Supervisors managing employees on Medical Flexiplace
assignments that continue for longer than six months should reconsider
whether the condition is temporary and whether Medical Flexiplace is
the appropriate Agency vehicle to address the condition. For
clarification on this, issue, supervisors should call the servicing Human
Resources Office.
V. D. Work Each employee must sign a work agreement that covers the terms and
Agreements conditions of participation in the Flexiplace Program (see Form 1 in attached
Appendix). The work agreement constitutes an agreement by the employee
and his or her supervisor to adhere to the Program's policies. Supervisors must
recertify an employee's work agreement at least once every 12 months (see
Form 5 in the attached Appendix).
The work agreement covers the following items:
5

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EPA FLEXiPLACE POLICY
3180-
12.23 97
•	agreement to release home telephone number to "customers" (applies
only to employees working at home);
•	voluntary nature of the arrangement;
•	length of Flexiplace assignment;
•	hours and days of duty for each duty station:
•	location of the duty station;
•	responsibilities for timekeeping, leave approval, and requests for
overtime and compensatory time;
•	performance requirements; and
•	proper use and safeguards of Government property and records;
standards of conduct, etc.
V. E. Work Flexiplace work schedules must state the days and times an employee will
Schedules work in his/her regularly assigned work setting and in the Flexiplace work site.
Work agreements for Regular Flexiplace will normally provide for a minimum
of three days per week at the official duty station. Work schedules may parallel
those in the office or be structured to meet the needs of participating employees
and their supervisors. However, employees must work schedules consistent
with their offices' core work hours and may not work non-standard evening
and weekend schedules. Supervisors must approve overtime and compensatory
time in advance.
V. F. Position
and
Performance
Issues
Position Descriptions. Changes to position descriptions are not
necessary unless the Flexiplace arrangement changes the actual duties
to be performed. Minor modifications may be made to reflect the
supervisory controls or work environment factors.
2. Performance Standards. Critical elements and performance standards
' must have clearly defined performance requirements that are
quantifiable, measurable and results-oriented. Explicit and objective
"norms" for work output should be based on experience with those
required and sustained in the office and monitored through scheduled
and required progress reports.
V. G. Records EPA employees are required to comply with the following guidelines on using
Management records or duplicating records when working at Flexiplace locations.
Compliance with these Flexiplace policies will protect the Agency and the
employee in the event of litigation or investigation. During an investigation,
all relevant records must be made available to investigators and auditors.
1. Any official record removed for Flexiplace assignments remains the
6

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EPA FLEXIPLACE POLICY
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1123-97
property of EPA. Additionally, any official record that is generated
from Flexiplace assignments becomes the property of EPA.
2.	An Employee must get written approval from his/her supervisor prior to
taking official records to a Flexiplace work site. This approval will be
for a stated period of time only. All official records that are moved
from an office location to a Flexiplace work site will be documented in
accord with applicable procedures or requirements, e.g., charge-out
procedures, check-out cards, sign-out sheets, etc.
3.	The removal of Privacy Act and other sensitive information for
Flexiplace assignments is subject to supervisory approval. When such
records are used by EPA employees at Flexiplace locations, care must
be taken to ensure that information is not disclosed to anyone except
those who are authorized access to the information in order to perform
their duties. Appropriate administrative, technical, and physical
safeguards must be taken to ensure the security and confidentiality' of
these records.
4.	At the conclusion of the approved charge-out time of the Flexiplace
assignment, or upon termination of employment, the employee must
return the official record to the EPA office. If the employee needs this
record to complete future Flexiplace assignments, he/she must again get
written approval from the supervisor, prior to removal of the record
from the office.
5.	When duplicate copies/records used at Flexiplace locations are no
longer needed by the employee, they must be recycled or destroyed if
they do not contain Privacy Act information. Duplicate records
containing Privacy Act material must be returned to EPA for shredding.
In the event that any information should be added to or changed in a
duplicate record, it must be added to or changed in the official record.
If an employee has a duplicate record at home and there is no longer an
administrative need to retain the record, the employee must obtain
permission from the supervisor to retain this duplicate copy for his/her
own personal use.
6.	Confidential Business Information (CBr) or national security classified
information may not be removed from EPA offices except as permitted
and authorized by established procedures.
V. H. Time and 1. Hours of Dutv Employees may work standard schedules or follow
Attendance	Alternative Work Schedules (as statutorily defined), depending upon
7

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EPA FLEXIPLACE POLICY
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Issues	the agreement between the employee and the supervisor. Alternative
Work Schedules at EPA typically involve an employee working eight
nine-hour days, one eight-hour day, with one day off each pay period.
Employees must work schedules consistent with their offices* core
work hours and may not work non-standard evening and weekend
schedules.
2.	Leave. The policies for requesting annual leave, sick leave, or other ab-
sence from duty remain unchanged. Employees are responsible for re-
questing leave in advance and keeping the timekeeper informed of leave
usage.
3.	Certification and Control of Time and Attendance (T&Al Supervisors
must report time and attendance to ensure thai employees are paid only
for work performed and that absences from scheduled tours of duty are
accounted for. Federal policy and procedures governing certification of
time and attendance require agencies with employees working at remote
sites to provide reasonable assurance that they are working when sched-
uled. Reasonable assurance may be obtained by occasional supervisor
telephone calls, random visits by the supervisor to the employee's work
site, and determination of the reasonableness of work output for the
time spent. Employees must self-certify time and attendance to their
supervisor. This may be done electronically, by report (see Form 4 in
attached Appendix for an example), or by other acceptable means.
4.	Administrative Leave. Dismissals. Emergency Closings. Although a
variety of circumstances may affect individual situations, the principles
governing administrative leave, dismissals, and closing remain un-
changed When an employee knows in advance of a situation that
would preclude working at the Flexiplace work site, either time in the
office or leave should be scheduled. In the event that the assigned duty
station is closed due to the weather or other emergency, employees in
Flexiplace assignments at an alternative work site would be expected to
work their regularly scheduled hours unless they take leave.
V. I. Fair The existing rules in 5 Title U.S.C. and in the Fair Labor Standards Act eov-
Labor	eming overtime also apply to Flexiplace arrangements. All overtime work for
Standards Act people in Flexiplace assignments must be approved in advance by the
(FLSA)	supervisor. An employee who works overtime without advanced supervisory
approval may be removed from the Flexiplace program.
V. J. Workers Flexiplace employees are covered by the Federal Employees Compensation Act
Compensation (FECA). Employees can qualify for continuation of pay or workers' compensa-
8

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EPA FLEXIPLACE POLICY
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I2Z5 97
tion for on-the-job injury or occupational illness if injured in the course of per-
forming official duties at the official or alternate duty station. Supervisors
must ensure that claims of this type are immediately brought to the attention of
the servicing Human Resources Office. Any accident or injury occurring at the
alternate duty station must be brought to the immediate attention of the super-
visor.
V. K. Pay 1. Dutv Station. For pay purposes, the "official duty station" is the
Linkages	employee's Federal office.
2.	Special Salary Rates. The employee's official duty station serves as the
basis for determining special salary rates.
3.	Premium Pay. The normal rules apply for night differentials and
Sunday and holiday pay whether work is accomplished at the conven-
tional or alternate duty station. The employee's official work schedule
determines his/her entitlement to premium pay. Working at night, on
Sundays or on holidays requires pre-authorization by the supervisor,
whether working at the traditional work site or at an alternate work site.
V. L. Facilities 1. Home Office Space. If working at home, employees participating in
Linkages	Flexiplace should have a designated work space or work station for
performance of their work-at-home duties. Requirements will vary, de-
pending on the nature of the work and the equipment needed to perform
the work.
2.	Home Utility Expenses. Incremental home utility costs associated with
working at home will not be paid by the Agency. Exceptions apply
only where the personal expense directly benefits the Government (e.g..
business-related long distance or toll calls on the employee's personal
phone).
3.	Miscellaneous Expenses. Costs associated with the copying of
work-related materials, facsimile charges, express mail, etc. may be
reimbursed by the Agency, depending upon local policy.
4.	Workplace Is Not a Government Facility. While the Agency may own
some of the property and materials used by the employee in the home
workplace, the employee agrees and understands that die home
workplace is not a Government facility, and that costs of safeguarding,
insuring, and maintaining the home workplace and the Government
property therein are the sole responsibility of the employee.

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EPA FLEXIPLACE policy
31 SO-
12 23,97
V. M.	The Agency will provide appropriate equipment, when it is available, for
Equipment employees to perform work at the Flexiplace work site.
Linkages
1.	Telephone. EPA may provide telephone credit cards or may reimburse
an employee working under an approved Flexiplace Agreement for
business-related long-distance and toll phone calls on his/her personal
phone. EPA may install telephone lines and other necessary equipment
and pay monthly telephone charges in private residences under special
circumstances.
2.	T.aptop Computers. Agencv-owned Equipment, etc. When available,
Agency-owned property, such as laptop computers and other
telecommunications equipment, may be used by employees in their
private residences, provided the equipment is used only for official
business. Strict adherence to regulations concerning the safeguarding
and removal of all equipment is essential. Prior approval through the
appropriate channels must be obtained before any property is removed
from the Agency and property passes must be issued for each piece of
equipment. The Agency will not provide office furniture. All
equipment, software, data, and supplies furnished by the Agency shall
remain the sole property of the Agency. Employees must agree to
return these items upon request of the Agency or upon termination of
the Flexiplace agreement. Employees are responsible for the safety and
security of all equipment and data provided by or generated for the
Agency, including maintaining security and confidentiality. Employer-
owned software shall not be duplicated. Employees are solely
responsible for maintaining any of their personally-owned equipment.
3.	Supplies. If needed, the Agency will provide necessary office supplies
(paper, pens, diskettes, etc.). The Agency will not reimburse employees
for any supplies purchased independendy.
V. N. Training Program Coordinators provide training for supervisors and employees that
Linkages	covers Flexiplace policies and guidelines, as well as personal, occupational.
and health and safety aspects of Flexiplace arrangements. All Flexiplace
participants must artend training prior to their initial Flexiplace participation.
V. O. Liability Questions related to claims for personal property damage or loss or personal
Issues	injury related to the employee's performance of official duties should be
directed to the servicing Human Resources Office. The Agency will address
issues of employeฎ or Agency liability in accordance with the specific facts of
10

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EPA flexiplace policy
3180
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each case and under the provisions of the Federal Employees Claims Act. the
Federal Tort Claims Act. the Military Personnel and Civilian Employees
Claims Act, and local law. where appropriate.
V. P. Tax
Issues
Generally, a Federal tax deduction is not allowed for a home office or work
space unless used exclusively on a regular basis as a principal place of
business. Employees who believe they may be entitled to a tax deduction
based on home office or work space, depreciation of employee-owned personal
computers and related equipment, etc., should consult their tax advisors or the
Internal Revenue Service for information on tax laws and interpretations.
VI. Application
Process and
Procedures
The following language describing application procedures is provided as an
example and may be modified to meet local needs.
1.	Employees meeting the eligibility requirements for Flexiplace (see
Section V, Paragraph A) may apply for the program provided their
organizational elements or positions have been authorized by senior
management to participate in the program. These employees must
complete the application package (see Forms 1-3 in attached Appendix)
and obtain the appropriate approval signatures.
2.	The original signed application package must be forwarded to the
Flexiplace Coordinator. The Flexiplace participant and his or her
supervisor each should retain a copy.
3.	All employees interested in participaung in the Flexiplace Program
must attend a Flexiplace training session, which provides an overview
of the program and the requirements for participation.
VII.	1. An employee may terminate his or her Flexiplace arrangement at any
Termination	time without prejudice and return to his/her official work site.
2.	A performance appraisal below level 3 (currently known at EPA as
•'Fully Successful") automatically terminates an employee's Flexiplace
arrangement.
3.	Management retains the right to terminate an employee's Flexiplace
participation at any time. Reasons for termination may include:
•	the employee's Flexiplace assignment no longer benefits the
Agency.
•	the employee's work assignments are not being performed
11

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EPA FLEXIPLACE POLICY
31 SO
12.23/97
efficiently or effectively.
•	the employee fails to comply with the agreed-upon program
requirements,
•	the employee fails to participate in requested program
monitoring and evaluation activities (including surveys, focus
groups, etc.), or
•	conduct problems arise.
VHI. Change Whenever any element of the work agreement changes (position, work
Issues	assignment, home office, or personnel changes, etc.) and participation is still
approved, the Flexiplace arrangement must be reevaluated and modified.
Examples of such changes include:
•	the Flexiplace employee is reassigned to a different job and/or
organizational unit.
•	the supervisor of a Flexiplace employee is reassigned to a
different job, or
•	the Flexiplace employee is assigned a new supervisor.
Whenever changes occur, the following actions should be taken:
1. If the change results in a new supervisor for the Flexiplace
employee and the employee would like ro continue
telecommuting: (a) the new supervisor will be provided
orientation/training and given an overview of the employee's
current work assignments and (b) the employee and supervisor
will assess suitability for Flexiplace and, if approved, a new
Flexiplace work agreement will be put in place.
' 2. If the change results from a change in job tasks/assignments, the
employee and supervisor must reassess the employee's
suitability for Flexiplace and complete a new work agreement

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EPA FLEXIPLACE POLICY
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APPENDIX
The following forms must be used
as is or modified for local use.
Flexiplace Application Package
1.	Application Form
2.	Work Agreement
3.	Safety Checklist
Other Attachments
4.	Employee Self-Certification Time and Attendance Report
5.	Annual Recemfication of Eligibility

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EPA FLEXIPLACE POLICY
1. FLEXIPLACE APPLICATION FORM
3180
12/23/97
Emplovee Name
Job Title
Grade Levd
Division/Office
Mulcode
Home 'Address
Home Telephone Number
Fira Luc Supervisor
Telephone Exl
Type of Flexiplace Applied for: [ ] Regular [ ] Episodic [ ] Medical
Regular -	days per week/pay period; Medical - consult with Flexiplace Coordinator or your Human
Resources Office for more information on this program	
I. Type of work to be performed ai alternate work site. (Please be specific. If more space is needed. use the
Com/news Section on this form or continue on a separate sheet of paper.)
2. Briefly describe how you meet the criteria for participation. (See page 4 of the Program Guidance)
3. Benefits to the Agency.
Al

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EPA FLEXIPLACE POLICY
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4 Comments.
Employee Signature
ACTION ON APPLICATION
	Approved
Reason tor Disapproval (if applicable)
Disapproved
Supervisor s Signature
Date
Approving Official ! Signature
Date
If employee is approved for Flexiplace participation, provide employee and office
timekeeper with a copy of this form and send the original to the Flexiplace Coordinator or
appropriate official.
If the employee is disapproved for Flexiplace participation, please inform the employee of
the reason(s) for disapproval.
Employee's official tour of duty is listed below:
Pay Period

Hours
Duty Station
Work Week
Day
From
1 To
Official
Alternate

Monday




Week 1
Tuesday




Wednesday





Thursday




A2

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EPA FLEXIPLACE POLICY
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Friday




Week 2
Monday




Tuesday




Wednesday




Thursday




Friday




Note: Management reserves the right to alter the employee's Flexiplace work schedule to accommodate peak
workload office demands or for any other official purpose with advance notification.
A3

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AFGE/EPA Flexiplace
Work Agreement

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EPA FLEXIPLACE POLICY
2. FLEXIPLACE WORK AGREEMENT
3L80
12/23/97
Mailcode
All terms set forth in the Flexiplace policy document are hereby incorporated by
reference in this work agreement.
1. Employee agrees to adhere to the applicable guidelines and policies. EPA, hereinafter
referred to as Agency, concurs with employee participation and agrees to adhere to the
applicable guidelines and policies.
2. Duty Station. All pay, special salary rates, leave and travel entitlements will be based
on the employee's official duty station.
Official duty station: 		
Alternate duty station (the location in which the employee is designated to work while
not at the official duty station): 		
Please describe the designated work area in the alternative duty station:
3. Employee's timekeeper will have a copy of the employee's Flexiplace schedule.
Employee's time and attendance will be recorded as Flexiplace Time using a special
code established for this purpose. Employee's supervisor will certify biweekly time
and artenHarrg for hours worked. Employee must complete the "Employee
Self-Certification Time and Attendance Report" (Attachment 1) and return it to his or
A4

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EPA FLEXIPLACE POLICY
her supervisor on a biweekly basis.
3180
12/23/97
4.	Employee must obtain supervisory approval before taking leave in accordance with
established office procedures. By signing this agreement the employee agrees to follow
established procedures for requesting and obtaining approval of leave.
5.	The employee will continue to work in a pay status while working ar his/her alternate
duty station. An employee who works overtime or compensatory time that has been
requested and approved in advance will be compensated in accordance with applicable
laws and regulations. By signing this agreement, the employee agrees to obtain proper
approval for overtime or compensatory time work. Failure to adhere to proper
approval for overtime or compensatory time may result in the employee's removal
from the Flexiplace Program or other appropriate action.
6.	An employee who is authorized to use Agency equipment will protect the Agency
equipment in accordance with the procedures established in FIRMR Bulletin 30. dated
October 15, 1985. An employee who provides his/her own equipment is responsible
for installing, servicing, and maintaining it.
7.	The employee agrees to permit periodic inspections by the Agency of the alternate duty
station during the employee's normal working hours to ensure proper maintenance of
Agency-owned equipment and duty station conformance with health and safety
standards. The supervisor must provide the employee with at least 24 hours advance
written notice of the inspection.
8.	The Agency is not liable for damages to an employee's personal or real property during
the course of performance of official duty or while using Agency equipment in the
employee's alternate duty station, accept to the extent the Agency is liable under the
Federal Tort Claims Act or under the Military Personnel" and Civilian Employees
Claims Act. Typically, damage to an employee's real or personal property will not be
compensable.
9.	The Agency is not responsible for operating costs, home maintenance or any other
incidental costs (e.g., utilities) whatsoever associated with the use of the employee's
A5

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EPA FLEXIPLACE POUCY
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alternate duty station (e.g., home residence). The Agency will provide necessary office
supplies that are regularly available at the Agency (such as paper, pens, printer
ribbons, diskettes, envelopes, tape, staples, etc.).
10.	An employee working under an approved Flexiplace Agreement will be reimbursed for
business-related long distance and toll phone charges on his or her personal phone.
Costs associated with the copying of work-related materials, facsimile charges, express
mail, etc. may be reimbursed by the Agency.
11.	The employee is covered under the Federal Employee's Compensation Act (FECA) if
injured in the course of performing official duties at the official or alternate duty
station* in accordance with applicable Departmem of Labor regulations and standards
governing FECA liability.
Any accident or injury occurring at the alternate duty station must be brought to the
immediate attention of the supervisor and the servicing Human Resources Office.
Because an employment-related accident sustained by an employee participating in the
Flexiplace Program could occur outside the premises of the official duty station, the
supervisor must investigate all reports immediately following notification.
The employee must complete the "Employee Self-Certification Safety Checklist,"
which identifies significant safety standards that should be met, and submit it to his/her
supervisor prior to participating in the Flexiplace Program.
12.	The employee will communicate as needed with his/her supervisor to receive assign-
ments and have completed work reviewed in accordance with the supervisor's instruc-
tions.
13.	The employee will complete all assigned work in accordance with his/her supervisor's
instructions. Regular and required progress reporting, as defined by the supervisor,
will be used by the- supervisor in his/her assessment of the employee's job
performance.
14.	The supervisor will evaluate employee's job performance against performance
standards established in the employee's performance agreement. The agreement will be
A6

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EPA FLEXIPLACE POLICY
amended to reflect the employee's Flexiplace participation, if appropriate.
3180
12/23/9"*
15. To participate in the Flexiplace Program, an employee must have a performance rating
of Fully Successful (level 3 or equivalent) or better in the most recent approval. This
does not apply to employees who are statutorily exempt from performance ratings
. (e.g., Administrative Law Judges).
16.	The employee agrees to use approved safeguards to protect Agency records from
unauthorized disclosure or damage and to comply with die requirements set forth in the
Privacy Act of 1974, as amended, 5 U.S.C. 552a, and those concerning release of
confidential business information (CBI) as set forth in 40 C.F.R. Part Q, Subpart B.
See Section V.G. in the EPA Flexiplace Program Guidance for more details.
17.	The employee may suspend or terminate participation in Flexiplace at any rime without
prejudice. Management has the right to remove the employee from the program if the
employee's participation in the program fails to meet the needs of the organization, as
defined by the supervisor. Reasons for termination include: the employee's Flexiplace
assignment no longer benefits the Agency, the employee's work assignments are not
being performed efficiently or effectively, the employee fails to comply with the agreed-
upon program requirements, and conduct problems.
18.	The employee agrees to perform his/her officially assigned duties at either the official
duty station or the alternative duty station. Failure to comply with this provision may
result in administrative action, such as charge of leave, loss of pay, termination of
participation in. the program, or disciplinary action, as warranted, based on the
situation.
19.	The employee agrees not to conduct unauthorized personal business while in official
duty status at the official or alternate duty station (e.g., dependent care, home repairs,
real estate transactions). The employee agrees to arrange for any dependent care and
other personal responsibilities in a manner that allows him/her to successfully meet job
responsibilities. Flexiplace is not a substitute for dependent care.
20.	This Agreement does not restrict the employee's right to change schedules in accor-
A7

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EPA FLEXIPLACE POLICY
3180
12/23/97
dance with existing policies. If a permanent change of schedule is approved, the
schedule on pages A2-A3 of the application package will be changed accordingly and
initialed by both the employee and the supervisor.
21.	The employee and the supervisor agree to attend the required training and orientation
prior to participation in the Flexiplace Program.
22.	The employee and the supervisor agree to complete the "Annual Recertification of
Employee Eligibility to Continue in the Flexiplace Program" (Attachment 5) and
submit it to the Flexiplace Program Coordinator or appropriate official prior to the
anniversary date of the agreement.
I have read the work agreement and agree to adhere to the applicable guideline* and
policies as set forth in this document

Employee t Signature
Date
EPA concurs with the participation of this employee and agrees to adhere to the applicable
guidelines and policies.

Supervise* s Signature
Date
Appiamsg Officul'i Signature
Datt
A8

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EPA FLEXIPLACE POLICY
3180
12/23/97
3. EMPLOYEE SELF-CERTIFICATION SAFETY CHECKLIST
The following checklist is designed to assess the overall safety of the alternate duty station and must be completed uxi pnor to die
beginning ot the Fleuplace assignment Please read, complete and sign the checklist and obtain your supervisor's approval ioJ signature.

Yes
So
NM
1
Is the space free of asbestos-containing materials1



. 2
If asbestos-containing material is present, is it undamaged and in good condition? (Only
check if applicable)



3
Does the space appear to be free of uidoor air quality problems?



4
Is the space free from excess noise?



5.
Is there a potable (dnnkabiel water supply system tn place?



6
Is ventilation present Cor the desired occupancy?



7.
Are bathroom* i) available with hoc and cold running water?



8
Are all sain with four or more steps equipped with handrails?



9
Are all circuit breakers and/or fuses in tbe electrical panel labeled as to  tbe floor and free of frayed or worn seams1



Employees agree by their signature hereon dot die purpose of this rhrrfclw is to assist employees in raffing tbeir individual obligation to
ensure their safety and tte safety of others m their respective borne workplace. The Agency and any supervisor are not able to ensure
compliance with any of the provision} of this chrrHig aad aecordmgiy do not undertake to do so. Failure by the Agency or any supervisor to
inspect die premises or any act or omission related to any such inspection shall not be dccmrd to shift te responsibility of ensuring safety in
tbe home workplace from the employee. Employees are responsible for informing their supervisors of any significant change to their home
workplaces.
Employee's Signature
Date
' Supervisor's Signature
Date
A9

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EPA FLEXIPLACE POUCY
3180
12/23/97
4. Flexiplace Program
Employee Self-Certification Time and Attendance Report
Employee Name
Beginning Due:


Fwrfwiff Dl2C."
Emer all tours worked oปer die two week pay period. Place a ~ in tfac *F* cotaam for days wotted on Henpbce.
DAY
F
HOURS
From To
DAILY
TOTAL
A/L
S/L
CT/OT
Sunday







Monday







Tuesday







Wednesday







Thursday







Friday







Saturday







Sunday







Monday







Tuesday







Wednesday







Thursday







Friday







Saturday







Employee's Signature
Superasor'i Siyaoire

Renarts:


A10

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EPA FLEXIPLACE POLICY
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5. Annual Recertification of
Employee Eligibility to Continue in the Flexiplace Program
Employee's Name
Supervisor's Name
RECERTIFICATION - at least every 12 months
Type of Flexiplacerl ] Regular [ ] Episodic [ J Medical >
Regular - day* per week/pay period: Medical - consult with Human Resources Office for details.
For regularly ybcriuted Fteuplacc p
she is ai die office (0) or die Flenpi
Mmeipm- laป [he employee'* nnhikM wwlr ป-(,
lace 
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.. A
"V
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460

\'0V 2 5
? 5
MEMORANDUM
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
SUBJECT:
FROM:
Final American Federation of Government Employees National Collective
Bargaining Agreement for Flexiplace
Romulo L. Diaz, Jr.
Assistant Administrator
TO:
Assistant Administrators
General Counsel
Inspector General
Chief Financial Officer
Associate Administrators
Regional Administrators
Staff Office Directors
I am pleased to announce that the American Federation of Government Employees
(AFGE) National Collective Bargaining Agreement for flexiplace was successfully negotiated
and signed. This agreement must be implemented as approved by all organizational locations
within the AFGE bargaining unit. The agreement does not affect non-AFGE bargaining units.
The agreement was effective on November 13, 1998. I would like to congratulate the union and
management negotiating team for their diligence, patience, and fortitude demonstrateckwhile
working together to conclude this agreement. Attached to this memorandum is a copy of the
AFGE/EPA Flexiplace Agreement.
This mutual agreement by AFGE National union and management includes: -
(1) procedures for employees to follow in requesting flexiplace; (2) factors for management to
consider in exercising its flexibility to grant or deny flexiplace, such as portability of the work,
the employee's time, attendance and performance history, and the availability of funds to support
flexiplace work stations; (3) recognition of three types of flexiplace (medical, episodic, and
regular) with somewhat different criteria; (4) recognition that EPA bargaining unit employees
who were in flexiplace arrangements as of May 11, 1998, may continue under that arrangement
until 30 days after the effective date of the agreement; and (5) the agreement does not delegate
bargaining to the local level and will become part of the new AFGE National contract.
Inconsistent local agreements or practices in AFGE-represented locations will be superseded by
this agreement unless specifically exempted by the agreement.
Pnnisd on Recydsa Paper

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-2-
A copy of the agreement will be placed on the EPA home page and a synopsis of the
agreement will appear in Employee Matters. Should you have questions please contact Steve
Sharfstein at (202) 260-2842 or Linda Wallace at (202) 260-3686.
Attachments
cc: Assistant Regional Administrators
Alan Hollis, President, AFGE National Council
Human Resources Officers
Program Management Officers
Headquarters Human Resources Staff Directors

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AFGE/EPA FLEXIPLACE PROGRAM
TABLE OF CONTENTS
I.	Scope and Tehns of Agreement
II.	Purpose
III.	Definitions
IV.	Responsibilities
V.	Eligibility
VI.	Criteria for Approval/Disapproval
VII	Flexiplace Guidelines
VIII.	Application Process and Procedures
IX.	Withdrawal or Removal from Flexiplace Program
X.	Changes
XI.	Problems with Potential Affect on Work Performance
XII.	Implementation
APPENDICES
(1)	Application
(2)	Safety Checklist
(3)	Work Agreement
(4)	Employee Certification of Time & Attendance Report
(5)	Notice of Removal from Flexiplace

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I. Scope and Terms of This Agreement
The parties agree that the implementation and administration of the EPA Flexiplace Program in
the AFGE/EPA bargaining unit will be governed by applicable law, government-wide rules and
regulations, and this agreement.
II.	Purpose
The Federal Government promotes telecommuting programs such as EPA's Flexiplace program
to address the Government's challenge of: improving customer service, reducing energy
consumption, safeguarding air quality, reducing traffic congestion, operating with limited
funding, and meeting employee needs.
III.	Definitions
A. Flexiplace. Flexiplace is the assignment to work at an alternate work location other
than an employee's official work station. Participation is voluntary. Generally, any
occupation/job involving portable work can be considered for inclusion. Management will
approve participation based on such factors as mission accomplishment, costs, and benefits to
the organization and employees. There are three forms of Flexiplace covered by this
agreement:
1.	Regular. Under this type of Flexiplace arrangement, employees may request the
performance of duties at an alternate work location on a regular and recurring basis Normally,
employees will be scheduled to work no more than two days per week at the Alternate Work
Location (AWL). Flexiplace day(s) must be the same each week under this form of Flexiplace.
2.	Episodic. This form of Flexiplace is appropriate for work or assignments of specific
limited duration that can be performed at an AWL.
3.	Medical. This form of Flexiplace is designed for the continued accomplishment of
Agency work while an employee has a medical condition which does not affect the employee's
ability to perform his or her regular work assignment at an AWL. The Agency may request the
employee to provide a physician's statement of incapacitation or other acceptable evidence
related to the reason for the employee's Medical Flexiplace request.
The Employer may approve up to 5 days per week at the AWL.
This type of Flexiplace is not intended to be a permanent arrangement and will normally not
exceed 6 months. This time period may be extended where the eligibility factors and other
requirements of this agreement are met. Such extensions will not be unreasonably denied
B Alternate Work Location (AWL) The AWL is an agreed-upon work location other
than the employee's official work station
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C. Portable Work. Work that is normaHy performed at the employee's official work site
but which can be performed with equal effectiveness at another location with respect to quality,
quantity, timeliness, customer service and other aspects of mission accomplishment. It is
understood that this work is part of the employee's regular assignment and does not involve a
change in duties or the way assignments are performed. In order to be portable, the work must
be clearly defined and measurable.
IV. Responsibilities
A.	Management is responsible for approving the use of Flexiplace in accordance with the
terms of this agreement and in consideration of such factors as mission accomplishment,
service to the public, and costs and benefits to the Agency and its employees.
B.	Employees are responsible for the following:
1.	Completing required applications/agreements'to participate in program. (Appendix
1-3)
2.	Making timely advance requests for use of Flexiplace in a manner that allows
approving official sufficient time to consider and plan for the request.
3.	Observing agreed upon hours of work in accordance with established policies and
• bargaining agreement(s).
4.	Observing established policies and procedures for requesting and using leave.
5.	Safeguarding Agency equipment and supplies and using them only for official
purposes
6 Completing the Employee Self-Certification of Time and Attendance Report
and returning it to the supervisor on a biweekly basis. (Appendix 4)
7.	Performing only official EPA business while on a Flexiplace assignment, including
maintaining an AWL environment that is free from distractions and interruptions.
8.	Maintaining compliance with appropriate health and safety regulations, and
reporting unsafe working conditions.
V. Eligibility
In order to participate in the Flexiplace program, an employee must:
1.	Have volunteered for the program
2.	Have supervisory approval for participation
3.	Have worked as an EPA employee for at least one year.
4.	Not be a probationary or temporary employee.
5	Not have had documented performance or conduct deficiencies within the preceding
12 months.
6	Have portable work
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7.	If working at home, be able to provide an appropriate work location with adequate
space not subject to undue interruption which would impact productivity and access
to a telephone.
8.	Have demonstrated the ability to work independently.
VI. Criteria for Approval/Disapproval
A Criteria for approval includes the following:
1.	Portability of the work.
2.	Reasonableness and practicality of the request with respect to such issues as
complexity of administrative arrangements that need to be made or potential impact
on other employees' work load.
3.	Additional cost to the Agency.
4.	Availability of necessary equipment.
5.	Service delivery to internal and external customers, including office coverage.
6.	Needs of the employee.
B. Generally, requests will not be approved if any of the following conditions apply:
1.	The employee has been with the Agency for less than one year.
2.	The position requires extensive face to face contact with supervisors, other
employees, clients or the general public.
3.	The work requires access to material which is routinely required to accomplish
assignments and cannot be removed from the official work site.
4.	Any performance or conduct deficiencies, including time and attendance, have been
identified and documented.
5 The employee's work schedule is insufficient to provide both office and Flexiplace
days because of a limited tour of duty.
6.	The work requires close supervision because the employee is new to the work or is
being trained on new or developmental duties, or other work monitoring
requirements.
7.	The employee has not demonstrated an ability to work independently, including time
management.
VII. Flexiplace Guidelines
A. Work Agreement. Employees who have been approved for Flexiplace assignments
must sign a Flexiplace Work Agreement that covers the terms and conditions of participation in
the Flexiplace Program (Appendix 3). This agreement will provide employees with sufficient
information about the Flexiplace Program so they can make an informed decision whether to
participate When signed, this agreement documents commitment by the employee and his/her
supervisor to adhere to Flexiplace policies. The work agreement includes the following items
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1.	Privacy Act/security provisions for government property and records;
2.	Personal and financial liability;
3.	Agreement to release home telephone number to "customers" (applies only to
employees working at home).'
4.	Voluntary nature of the arrangement.
5.	Length of the Flexiplace assignment.
6.	Days and hours of duty for each duty station.
7.	Location of AWL.
8.	Responsibilities for timekeeping, leave approval, overtime or compensatory time.
9.	Work assignments for the AWL.
B.	Work Schedules. The same work schedule rules that apply at the regular work site
apply at the alternate work location.
C.	Position Descriptions and Performance Issues.
1.	Position Descriptions. Changes to position descriptions are not necessary because the
actual duties to be performed should remain the same.
2.	Performance Standards. Critical elements and performance standards must have
clearly defined performance requirements that are quantifiable, measurable and results oriented.
Changes should not be necessary because the actual duties to be performed and any assessment
of results should remain the same at the AWL.
D.	Records Management
EPA employees are required to comply with the following guidelines on using records or
duplicating records when working at Flexiplace locations. Compliance with these Flexiplace
policies will protect the Agency and the employee in the event of litigation or investigation.
During an investigation, all relevant records must be made available to investigators and
auditors.
1.	Any official record removed for Flexiplace assignments remains the property of
EPA. Additionally, any official record that is generated from Flexiplace assignments becomes
the property of EPA.
2.	Confidential and Privacy Act information will continue to be properly safeguarded at
AWL just as it is at the official duty station using established procedures as permitted and
authorized (for example, the EPA TSCA Confidential Business Information Security Manual)
3 Employees must comply with any and all other applicable records secunty laws,
regulations and policies.
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E. Time and Attendance
• 1. Employees performing work at the AWL are subject to the same maximum workday
limits as they would be if they were performing work at the official duty station. Employees
performing work at the AWL are not authorized to work overtime or official compensatory
time; except in special circumstances (e.g., to meet priority needs of the Agency). In these
situations, prior approval must be obtained from their supervisor.
2.	Employees performing work at the AWL will follow established procedures for
requesting and obtaining approval of leave, consistent with Article 24 of the. Master Collective
Bargaining Agreement.
3.	Certification and Control of Time and Attendance (T&A). Federal policy and
procedures governing certification of time and attendance require agencies with employees
working at AWL to provide reasonable assurance that they are working when scheduled and
absences during the work day are accounted for. Employees must self-certify time and
attendance to their supervisor. This may be done electronically, by report (see Form 4 in
attached Appendix for an example), or in accordance with other established procedures.
4.	Administrative Leave/ Emergency Closings/Late Openings/ Dismissals: Employees
are not entitled'to excused absence for emergency closings, delayed openings or early
dismissals for conditions or events that do not affect their reporting for duty at the alternative
work location. In the event that conditions prevent the employee from performing his/her
duties at the alternative work location (e.g., power outage), the employee must report to the
official work site if it is open, subject to the same excused absence allowances provided to other
employees at that site, or request appropriate leave.
F Fair Labor Standards Act
The existing rules in Title 5 U.S.C. and in the Fair Labor Standards Act governing overtime
also apply to Flexiplace arrangements. All overtime work for employees in Flexiplace
assignments must be approved in advance by the supervisor.
G. Workers Compensation
Flexiplace employees are covered by the Federal Employees Compensation Act (FECA).
Employees can qualify for continuation of pay or Workers Compensation for on-the-job injury
or occupational illness if injured in the course of performing official duties at the official duty
station or the alternate work location. Supervisors must ensure that claims of this type are
immediately brought to the attention of the servicing Human Resources Office. Any accident
or injury occurring at the alternate work location must be brought to the immediate attention of
the supervisor. Because the Agency is liable for potential workers compensation costs, the
Agency shall have the right to conduct inspections of employees' Alternate Work Location(s),
provided 24 hours advance notice is given and the employee is working at the alternate work
site on the day of the inspection.
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H. Pay Rates
1.	Duty Station. For pay purposes, the "official duty station" is the employee's Federal
office.
2.	Special Salary Rates. The employee's official duty station serves as the basis for
determining special salary rates.
3.	Premium Pav. The same rules and regulations apply for night differentials find
Sunday and holiday pay whether work is accomplished at the conventional or AWL. The
employee's official work schedule determines his/her entitlement to premium pay. Working at
night, on Sundays or on holidays requires pre-authorization by the supervisor, whether working
at the traditional work site or at an AWL.
I. Facilities
1.	Home Office Space. If working at home, employees participating in Flexiplace
should have a designated work area for performance of their work-at-home duties..
Requirements will vary, depending on the nature of the work and the equipment needed to
perform the work.
2.	Equipment and Expenses. The Agency will provide appropriate equipment, when it
is available, for employees to perform work at the Flexiplace work site. Employees may choose
to use home personal computers and other office equipment in support of their Flexiplace
requests. The Agency will not be responsible for any operating costs, home maintenance,
homeowners or renters insurance, or other residential costs associated with a flexiplace
assignment except the Agency will pay the cost for authorized telephone calls (including toll
calls) incurred for official Agency business.
a..	Telephones. EPA may provide telephone credit cards or may reimburse an
employee working under an approved Flexiplace Agreement for business-related long-distance
and toll calls on his/her personal phone. EPA may install telephone lines and other necessary
equipment and pay monthly telephone charges in private residences under special
circumstances. The Agency reserves the right to determine the most cost-effective manner of
-covering telecommunications costs.
b.	Laptop Computers. Aeencv-owned Equipment, etc. When available,
Agency-owned property, such as laptop computers and other telecommunications equipment,
may be used by employees in their private residences, provided the equipment is used only for
official business. Strict adherence to regulations concerning the safeguarding and removal of
all equipment is essential. Prior approval through the appropriate channels must be obtained
before any property is removed from the Agency and property passes must be issued for each
piece of equipment. All equipment, software, data, and supplies furnished by the Agency shall
remain the sole property of the Agency. Employer-owned software shall not be duplicated for
private use or profit. Employees must agree to return these items upon request of the Agency
for maintenance or any other reason, or upon termination of the Flexiplace agreement
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Employees are responsible for the safety and security of all equipment and data provided by or
generated for the Agency, including maintaining security and confidentiality. Employees are
solely responsible for maintaining any personally-owned equipment.
c. Supplies. If needed, the Agency will provide necessary office supplies,
(paper, pens, diskettes, etc.), subject to applicable rules and regulations regarding use of
government property.
3.	Miscellaneous Expenses. Employees are expected to plan for and accomplish
necessary photocopying, mail, and facsimile transmissions at the AWL. In emergency
situations, and with the prior approval of the supervisor, costs associated with the copying of
work-related, materials, facsimile charges, express mail, etc., may be reimbursed.
4.	Workplace Is Not a Government Facility. While the Agency may own some of the
property and materials used by the employee in the home workplace, the employee agrees and
understands that the home work place is not a Government facility, and that costs of
safeguarding, insuring, and maintaining the home work place and the Government property
therein are the sole responsibility of the employee.
5.	Questions related to claims for personal property damage or loss or personal injury
related to the employee's performance of official duties should be directed to the servicing
Human Resources Office. The Agency will address issues of employee or Agency liability in
accordance with the specific facts of each case and under the provisions of the Federal
Employees Claims Act, the Federal Tort Claims Act, the Military Personnel and Civilian
Employees Claims Act, and applicable law, as appropriate .
6.	Generally, a Federal tax deduction is not allowed for a home office or work space
unless used exclusively on a regular basis as a principal place of business. Employees who
believe they may be entitled to a tax deduction based on home office or work space,
depreciation of employee-owned personal computers and related equipment, etc., should
consult their tax advisors or the Internal Revenue Service for information on tax laws and
interpretations.
VIII. Application Process and Procedures
The following language describes application procedures:
A. The employee will submit the attached application for performing work at the AWL. The
application will describe the nature of the duties to be performed and the specific day(s)
requested. The request will be submitted to management for approval. The decision will be
provided to the applicant in writing as soon as possible, normally within 15 calendar days.
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B.	The Application must be submitted within a reasonable advance period allowing sufficient
time for the approving official to consider and plan for the request. If the assignment is
initiated by the supervisor, and the employee concurs, the employee is still responsible for
submitting a Flexiplace Program Application.
C.	The criteria for approving a request to work at the AWL will be based on the terms of this
agreement.
D.	Employees and their supervisors approved for the Flexiplace Program must receive
applicable guidance, which may include training and/or other types of communication, which
provides an overview of the program and the requirements for participation.
IX.	Withdrawal or Removal from the Flexiplace Program
A.	An employee may terminate his/her Flexiplace arrangement at any time without prejudice
and return to his/her official duty station. Employee notice to the supervisor should be in
writing and acknowledged by the supervisor to prevent misunderstandings about the
employee's work location.
B.	The Agency may remove an employee from the Flexiplace Program based on the
employee's failure to adhere to the requirements specified in the Flexiplace Program Agreement
and/or any performance or conduct issues or concerns which adversely affect or alter the
conditions pertaining to any of the approval criteria identified in Section VI. When a decision
is made to remove an employee from the Flexiplace Program, the employee must be given
written notice indicating the reason(s) for removal (Appendix 5). The employee may reapply
for Flexiplace Program participation 6 months after removal from the Program, provided that
her/his performance and conduct are fully satisfactory.
X.	Changes
A. When any aspect of the work agreement changes (e.g, position, work assignment,
supervisor, alternate work location, etc.), the employee and supervisor will reassess die
employee's work for Flexiplace suitability and continued approval.
XI.	Problems with Potential Affect on Work Performance
A.	Employees will promptly inform supervisors whenever any problems arise which adversely
affect their ability to perform work at the AWL. Examples could include situations such as
equipment failure, power outages, telecommunications difficulties, etc.
B.	In the event of a local emergency situation which adversely affects employees' ability to
commute to the workplace (e.g , transit stnke, natural disaster), the parties agree to meet
immediately to discuss possible temporary Flexiplace arrangements for affected employees
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XII. Implementation
A.	The provisions of this agreement do not modify government-wide laws, regulations or the
Master Collective Bargaining Agreement for using Flexiplace (or some variation of the
program) as a reasonable accommodation for qualified disabled individuals.
B.	EPA bargaining unit employees who are using Flexiplace arrangements as of 5/11/98 will
continue under that arrangement until 30 days after the effective date of this agreement, when
they will be required'to comply with these provisions.
C.	Violations of this agreement are subject to the negotiated grievance procedure between the
parties.
D.	This agreement becomes effective on the 31st days after the completion of Agency Head
Review. If any portion is properly disapproved, the remaining portion will become effective
and the parties will return to the bargaining table as soon as possible to resolve outstanding
issues.
E.	Union and management will meet within 12 months of the implementation date of this
agreement to review available data and to discuss and identify concerns or issues regarding the
Flexiplace program. AFGE participants will be provided official time and travel expenses to
prepare for and participate in these meetings. If further meetings are necessary, they will be
jointly arranged.
1. The following information on each AAship and Regional Office will be provided to
the Union no later than 12/31/98 in order to get a current picture of existing Flexiplace
programs within the Agency:
a.	Name, job title, series and grade and location of every employee on Flexiplace as of
October 31, 1998.
b.	Type of Flexiplace (Regular, Episodic, Medical)
c.	All handouts/training materials/guidelines for the EPA/AFGE Flexiplace program
d.	Beginning and ending date (projected or actual) of each employee's Flexiplace
assignment
e.	Copies of any surveys done with participants for any reason
f.	Copies of any reports or evaluations regarding the Flexiplace program provided to
the upper level EPA management, other agencies or organizations outside of EPA
F. The existing goals for Flexiplace participation in Region I, Region VIII or any other
portion of the bargaining unit will not be reduced or eliminated.
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G. An electronic copy of this agreement will be place on the EPA LAN with a 7-day pop-
up notice, on the web page and in "Employee Matters." A hard copy will be provided to
new employees and other bargaining unit employees if individually requested
H. This agreement will become a part of the new AFGE national contract and will not be
re-opened except by mutual agreement during the life of the contract.
For EPA:
u]nJf	A-/-Z
tiator '	LirfaaJ. Wallace/Chief Negotiator

J^ilfastings-Ellis, Cl^Negotiator
zC /Mcr-
Alan L. Hollis, Council 238 President , , Devereaux Barnes, Office Director,' OSW
nJLrl -alUf 	
Ey\fihe Petty-Collier, Co/incil 238 1st VP Steven E. Johnson, LMR Rep, Region III
11

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Appendix (1)
AFGE/EPA FLEXIPLACE APPLICATION FORM
Employee Name	Telephone Ext.	Mailcode	
Type of Flexiplace: Regular	 Episodic	 Medical	
Job Title/Series/Grade	 Division/Office	
Alternate Work Location Address		
Alternate Work Location Telephone	FAX	
First Line Supervisor	Telephone Ext		
Number of Days per Pay Period requested for Alternate Work Location	
Description of work to be performed at Alternate Work Location:
I certify that I have at least a Fully Successful or Pass performance appraisal rating
I certify that I have work space at the alternate work location suitable for performing work.
I certify that I am willing to sign and abide by the Flexiplace Program Work Agreement.
If the request is for medical flexiplace, medical documentation justifying the reason for the request
and the projected duration of the need is attached to this application.
Employee Signature 	Date	
*******************************************************************************
ACTION ON APPLICATION
Approved	Disapproved	
Specific Reason for Disapproval.	
Supervisor's Signature 	Date	
Approving Official's Signature 		Date	
NOTE: A copy of this form should be maintained by the employee, the supervisor and a copy sent to
the appropriate Flexiplace Coordinators.
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Appendix A (2)
EMPLOYEE SELF-CERTIFICATION SAFETY CHECKLIST
The following checklist is designed to assess the overall safety of the A WL and must be completed signed and given to your
supervisor with your application for the Flextplace program					

Yes
No
N/A
Comments
1 Is the space free of asbestos material0




2 If NO. is the asbestos undamaged and in good condition"7




3 Docs the space appear to be free of indoor air quality problems''




4 Is the work space free from excess noise0




5 Is v^ater a^ ailabie and drinkable in the space''




6 Is\enulationadequate'




7 Is a bathroom a\ ailablc with hot and cold running water0




8 Arc there handrails for stairs with more than 3 steps0




9 Are circuit breakers/fuses m the electrical panel labeled as to intended service''




10 Do circuit breakers clearly indicate if they are opened or closed0




11 Is electrical equipment free of recognized hazards that would cause physical
harm (for example, frayed wires, bare conductors, loose wires, exposed wires
fixed to the ceiling, a rat's nest of plugs in a single outlet and so on)-'




12 Will the building s electrical system permit the grounding of electrical
equipment'




13 Are aisles, doorway and comers free of obstructions to permit visibility and
movement"




14 Do file cabinets and storage closets open so they do not obstruct walkways-'




15 Do chairs ha\ e stable and secure wheels/casters7




16 Arc rungs and lees of chairs stable and sturdy''




17 Arc the phone lines, electrical cords and extension wires safely secured0




18 Is the olTice free of combustible or materials0




19 Is there adequate electrical lighting to accomplish the work assignments'




20 Are floor surfaces clean, dry and level0




21 Arc carpets well secured to the floor and free of frayed or worn scams0




22 Arc there am other known safety issues that should be addressed for this
work space'




Signing this form does not guarantee that the AWL is hazard free, but does verify thai the employee has made a reasonably
carefiil inspection for potential ha^ds. Employees are responsible for informing their supervisors of any changes to their
A WL which could impact on health and safety of the employee and others.
Employee's Signature			Date	
Supervisor's Signature		Date	
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Appendix (3)
AFGE/EPA FLEXIPLACE WORK AGREEMENT
All terms set forth in the AFGE'EPA Flexiplace Agreement ("'Flexiplace Agreement") are hereby
incorporated by reference in this work agreement.
Name	Mailcode		
1 Employee agrees to adhere to the AFGE/EPA Flexiplace Agreement. EPA, hereinafter referred to as
Agency, concurs with employee participation and agrees to adhere to the AFGE/EPA Flexiplace
Agreement
2. Duty Station. All pay, special salary rates, leave and travel entitlements will be based
on the employee's official duty station.
Official duty station				
Alternate Work Location (the location in which the employee is designated to work while not at
the official duty station) 	
3 Please describe the designated work area in the AWL.
4.	Employee's timekeeper will have a copy of the employee's Flexiplace schedule. Employee's time and
attendance will be recorded as Flexiplace Time using a special code established for this purpose.
Employee's supervisor will certify bi-weekly time and attendance for hours worked. Employee must
complete the "Employee Self-Certification Time and Attendance Report" (Appendix 4) and return it to
his or her supervisor on a bi-weekly basis.
5.	Employees performing work at the AWL will follow established procedures for requesting and
obtaining approval of leave, consistent with Article 24 of the Master Collective Bargaining Agreement.
6	Employees performing work at the AWL are subject to the same maximum workday limits as they
would be if they were performing work at the official duty station. Employees performing work at the
AWL are not authorized to work overtime or official compensatory time, except in special circumstances
(e g., to meet priority needs of the Agency). In these situations, prior approval must be obtained from the
Supervisor
7	An employee who is authorized to use Agency equipment will protect the Agency equipment in
accordance with the procedures established in FIRMR Bulletin 30, dated October 15, 1985. An employee
who provides his/her own equipment is responsible for installing, servicing, and maintaining it.
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8	Provided the employee is given at least 24 hours advance notice, the employee agrees to permit
periodic inspections of his/her AWL during the employee's normal working hours to ensure site
conformance with safety standards and other specifications in these guidelines. Such inspections will
occur only on days when the employee is working at the AWL.
9	Questions related to claims for personal property damage or loss or personal injury related to the
employee's performance of official duties should be directed to the servicing Human Resources Office
The Agency will address issues of employee or Agency liability in accordance with the specific facts of
each case and under the provisions of the Federal Employees Claims Act, the Federal Tort Claims Act,
the Military Personnel and Civilian Employees Claims Act, and local law as appropriate
10.	The Agency will not be responsible for operating costs, homejnaintenance, homeowners or renters
insurance, or other residential costs except the Agency will inatnffimd pay the cost for authorized
telephone expenses (including toll calls) incurred for official Agency business.
11.	The Agency will provide necessary office supplies that are regularly available at the Agency (such as
paper, pens, printer ribbons, diskettes, envelopes, tape, staples, etc.).
12 EPA may provide telephone credit cards or may reimburse a employee working under an approved
Flexiplace Agreement for business-related long distance and toll calls on his/her personal phone. EPA
may install telephone lines and other necessary equipment and pay monthly telephone charges in private
residences under special circumstances. The Agency reserves the right to determine the most cost-
effective manner of covering telecommunications costs.
13. Employees are expected to plan for and accomplish necessary photocopying, mail and facsimile
transmissions at the regular work site. In emergency situations, and with the prior approval of the
supervisor, costs associated with the copying of work-related materials, facsimile charges, express mail,
etc., may be reimbursed.
14	The employee is covered under the Federal Employee's Compensation Act (FECA) if injured m the
course of performing official duties at the official or alternate duty station, in accordance with applicable
Department of Labor regulations and standards governing FECA liability. (NOTE: Any accident or
injury occurring at the alternate duty station must be brought to the immediate attention of the supervisor
and the servicing Human Resources Office. Because an employment-related accident sustained by an
employee participating in the Flexiplace Program could occur outside the premises of the official duty
station, the supervisor must investigate all reports immediately following notification.)
15	The employee must complete the "Employee Self-Certification Safety Checklist," which identifies
significant safety standards that should be met, and submit it to his/her supervisor prior to participating in
the Flexiplace Program.
16	The employee will communicate as needed with his/her supervisor to receive assignments and have
completed work reviewed in accordance with the supervisor's instructions.
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17. The employee will complete all assigned work m accordance with his/her supervisor's instructions.
Progress reviews under Article 34 as revised by the parties will be used by the supervisor in his/her
assessment of the employee's job performance. The supervisor will evaluate employee's job performance
against performance standards established in the employee's performance agreement.
18	To participate in the Flexiplace Program, an employee must have a performance rating of at least
Fully Successful (Level 3 or equivalent) in the rating of record.
19	The employee agrees to use approved safeguards to protect Agency records from unauthorized
disclosure or damage and to comply with the requirements set forth in the Privacy Act of 1974, as
amended. 5 U.S C. 552a, and those concerning release of confidential business information (CBI) as set
forth in 40 C F.R. Part U, Subpart B and EPA's TSCA Confidential Business Information Security
Manual.
20.	An employee may terminate his/her Flexiplace arrangement at any time without prejudice and return
to his/her official duty station. Employee notice to the supervisor should be in writing and acknowledged
by the supervisor to prevent misunderstandings about the employee's work location.
21.	The Agency may remove an employee from the Flexiplace Program based on the employee's failure to
adhere to the requirements specified in the Flexiplace Program Agreement and/or a decline in overall
performance below the fully successful level. However, employees will not be removed from
participation for single, minor infractions of Flexiplace Program requirements. Supervisors will counsel
employees about specific problems before effecting removal. When a decision is made to remove an
employee from the Flexiplace Program, the employee must be given written notice indicating the
feason(s) for removal. The employee may reapply for Flexiplace Program participation 6 months after
removal from the Program, provided that her/his performance is at least fully successful, and meets all
other eligibility requirements.
22.	The employee agrees to perform his/her officially assigned duties at either the official duty station, the
alternative work location or while on official travel. Failure to comply with this provision may result in
administrative action, such as charge of leave, loss of pay, termination of participation m the program, or
disciplinary action, as warranted, based on the situation.
23 The employee agrees not to conduct unauthorized personal business while in official duty status at
the official or alternate work location (e.g., dependent care, home repairs, real estate transactions). The
employee agrees to arrange for any dependent care and other personal responsibilities in a manner that
allows him/her to successfully meet job responsibilities. Flexiplace is not a substitute for dependent care.
24. This Agreement does not restrict the employee's right to change schedules in accordance with existing
agreements. If a permanent change of schedule is approved, the schedule in the application package will
be changed accordingly and initialed by both the employee and the supervisor.
25 The employee and the supervisor agree to attend the required training and orientation prior to
participation in the Flexiplace Program.
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26. An employee must be willing to report to the official work site without delay if unexpectedly needed.
I have read and understood all the provisions of this work agreement and agree to abide by them.
Employee's Signature	Date	
EPA concurs with the participation of this employee and agrees to adhere to the provisions of this
agreement.
Supervisor's Signature	Date	
Approving Official's Signature	Date	
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Employee Name	
Official Tour of Duty:
Pay Period
Work Week
Day
Hours
Duty Station
From To
Official Alternate
Week 1
Sunday



Monday



Tuesday



Wednesday



Thursday



Friday



Saturday






Week 2
Sunday



Monday



Tuesday



Wednesday



Thursday



Friday



Saturday


Appendix (4)

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Appendix (4)
AFGE/EPA Flexiplace Program
Employee Self-Certi
ication Time and Attendance Report
"mployee Name
Pay Period Beginning Date 1
Pay Period #
Pay Period Ending Dare
Enter all hours worked over the two week pay period Place a checkmark m the "F" column for days
worked at the Alternate Work Location on Flexiplace.
WEEK 1
DAY
F
START
TIME
END
TIME
TOTAL
WORK
HOURS
A/L
HOURS
S/L
HOURS
COMP TIME OR ,
OT
| Sunday







Monday







Tuesday







Wednesday







Thursday







Friday







Saturday







WEEK 2
DAY
F
START
TIME
END
TIME
TOTAL
WORK
HOURS
A/L
HOURS
S/L
HOURS
COMP TIME OR
OT
Sunday







Monday







Tuesday







Wednesday







Thursday







Friday







Saturday







Employee's Signature_
Supervisor's Signature
Totals: Work /Annual /Sick / Comp or OT
	Date	
	Date
18

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Appendix (5)
NOTICE OF REMOVAL
From FLEXIPLACE PROGRAM PARTICIPATION
DATE:
TO (Name of Employee)
FROM: (Name of Supervisor)
SUBJECT: Removal of Employee Participation in EPA's Flexiplace Program
I am rescinding your participation in EPA's Flexiplace Program effective	
Date
The specific reason(s) for my decision is as follows:
You may reapply for participation in the Flexiplace Program no sooner than 6 months from the date of
this notice, provided that your overall performance is at least fully successful and you meet all other
eligibility requirements for participation.
Signature of Supervisor
Received by			
Signature of Employee/Date
(Signature does not imply agreement)
19

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or
SSi
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D C 20460
MAY 2 7 1999
OFFICE OF
ADMINISTRATION
RESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Final National Treasury Employees Union Chapter 280 Agreement for Flexiplace
General Counsel
Inspector General
Chief Financial Officer
Associate Administrators
Staff Office Directors
I am pleased to announce that the EPA and National Treasury Employees Union (NTEU)
Chapter 280 Agreement for Flexiplace has been successfully negotiated and ratified, effective
April 18, 1999. This agreement, a copy of which is attached, must be implemented by all
organizational locations at EPA Headquarters which have employees in the NTEU Chapter 280
bargaining unit.
I would like to congratulate the union and management negotiating team for the excellent
cooperation and partnership they demonstrated while working together to conclude this
agreement. A very similar but separate flexiplace agreement was signed earlier with the
American Federation of Government Employees (AFGE) that covers all AFGE bargaining units
throughout EPA.
This mutual agreement by NTEU Chapter 280 and management includes (1) procedures
for employees to follow in requesting flexiplace, (2) factors for management to consider in
exercising its flexibility to grant or deny flexiplace, such as portability of the work, the
employee's time and attendance and performance history, and the availability of funds to support
flexiplace work stations; and (3) recognition of three types of flexiplace (regular, episodic, and
medical). All employees in the NTEU Chapter 280 bargaining unit who wish to participate in
the flexiplace program, including those that are already participating under a pilot program, must
submit all appropriate forms and documentation according to the new negotiated agreement
This new agreement supersedes any other flexiplace programs for NTEU Chapter 280 bargaining
unit employees
FROM: Romulo L. Diaz, Jr.
Assistant Administra
TO.
Assistant Administrators
Recycled/Recyclable • Printed with Vegetable Oil 8ased inks on 100% Recycled Paper (40% Postconsumer)

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Under appropriate circumstances, flexiplace may be beneficial to both EPA's mission
and to the employee. The flexiplace agreement supports President Clinton's directives on
creating a family friendly workplace by supporting the expansion of flexible family friendly
work arrangements. Working at a suitable alternate location could increase the employee's
productivity, could improve morale and reduce stress by giving employees more options to
balance work and family demands, and may decrease traffic congestion and air pollution.
The agreement on flexiplace is separate and distinct from the partnership agreement that
was implemented m March of this year on Alternative Work Space for employees suffering
adverse health effects from conditions in their work station. Additionally, flexiplace is not a
substitute for accommodations that may be available to disabled employees under the
Rehabilitation Act.
A copy of the agreement is located on the EPA Intranet at the following website address:
http://intranet.epa.gov/rmpohcv/hr/nteuflex.pdf. Should you have any questions please contact
Robert Stevens at (202) 260-5651 or Linda Wallace at (202) 260-3686.
Attachment
cc: James Murphy, President NTEU Chapter 280
Program Management Officers
Headquarters Human Resources Staff Directors

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NTEU CHAPTER 280/EPA FLEXIPLACE PROGRAM
TABLE OF CONTENTS
I	Scope and Terms of Agreement
II	Purpose
III	Definitions
IV	Responsibilities
V	Eligibility
VI	Criteria for Approval/Disapproval
VII.	Flexiplace Guidelines
VIII.	Application Process and Procedures
IX.	Withdrawal or Removal from Flexiplace Program
X	Changes
XI.	Problems with Potential Affect on Work Performance
XII	Implementation
APPENDICES
(1)	Application
(2)	Safety Checklist
(3)	Work Agreement
(4)	Employee Certification of Time & Attendance Report
(5)	Notice of Removal from Flexiplace

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I. Scope and Terms of This Agreement
The parties agree that the implementation and administration of the EPA Flexiplace Program in
the NTEU Chapter 280 bargaining unit will be governed by applicable law, govemment-wide
rules and regulations, and this agreement
II.	Purpose
A well-managed Flexiplace program promotes the Agency's mission by decreasing traffic and
parking congestion, energy consumption and air pollution. It further addresses the
government's challenge of improving the quality of worklife, job performance, and increasing
productivity.
III.	Definitions
A.	Flexiplace. Flexiplace is the assignment to work at an alternate work location other
than an employee's official work station. Participation is voluntary. Generally, any
occupation/job involving portable work can be considered for inclusion. Management will
approve participation based on such factors as mission accomplishment, costs, and benefits to
the organization and employees. There are three forms of Flexiplace covered by this
agreement:
1.	Regular. Under this type of Flexiplace arrangement, employees may request the
performance of duties at an alternate work location on a regular and recurring basis. Normally,
employees will be scheduled to work, at the discretion of their supervisor, no more than four
days in any two week pay period at the Alternative WorkJLocation (AWL).
2.	Episodic. This form of Flexiplace is appropriate for work or assignments of specific
limited duration that can be performed at an AWL.
3.	Medical. This form of Flexiplace is designed for the continued accomplishment of
Agency work while an employee has a medical condition which does not affect the employee's
ability to perform his or her regular work assignment at an AWL. The Agency may request the
employee to provide a physician's statement of incapacitation or other acceptable evidence
related to the reason for the employee's Medical Flexiplace request.
The Employer may approve up to 5 days per week at the AWL. This type of Flexiplace
is not intended to be a permanent arrangement and will normally not exceed 6 months This
time period may be extended where the eligibility factors and other requirements of this
agreement are met. Such extensions will not be unreasonably denied.
B.	Alternate Work Location (AWL) The AWL is an agreed-upon work location other
than the employee's official work station.
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C Portable Work Work that is normally performed at the employee's official work site
but which can be performed with equal effectiveness at another location with respect .to quality,
quantity, timeliness, customer service and other aspects of mission accomplishment It is
understood that this work is part of the employee's regular assignment and does not involve a
change in duties or the way assignments are performed.
IV.	Responsibilities
A.	Management is responsible for approving the use of Flexiplace in accordance with the
terms of this agreement and in consideration of such factors as mission accomplishment,
service to the public, and costs and benefits to the Agency and its employees.
B.	Employees are responsible for the following:
1.	Completing required applications/agreements to participate in program.
2.	Making timely advance requests for use of Flexiplace in a manner that allows
approving official sufficient time to consider and plan for the request.
3.	Observing agreed upon hours of work m accordance with established policies and
bargaining agreement(s).
4.	Observing established policies and procedures for requesting and using leave.
5.	Safeguarding Agency equipment and supplies and using them only for official
purposes.
6 Completing the Employee Self-Certification of Time and Attendance Report
and returning it to the supervisor on a biweekly basis. (Appendix 4)
7.	Performing only official EPA business while on a Flexiplace assignment, including
maintaining an AWL environment that is free from distractions and interruptions.
8.	Maintaining compliance with appropriate health and safety regulations, and
reporting unsafe working conditions
V.	Eligibility
In order to participate in the Flexiplace program, an employee must:
1.	Have volunteered for the program.
2.	Have supervisory approval for participation.
3	Have worked as an EPA employee for at least one year
4	Not be a probationary or temporary employee.
5	Not have had documented performance or conduct deficiencies within the preceding
12 months
6	Have portable work.
7	If working at home, be able to provide an appropriate work location with adequate
space not subject to undue interruption which would impact productivity and access
to a telephone.
8	Have demonstrated the ability to work independently
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VI. Criteria for Approval/Disapproval
A.	Criteria for approval includes the following
1.	Portability of the work.
2.	Reasonableness and practicality of the request with respect to such issues as
complexity of administrative arrangements that need to be made or potential impact
on other employees' work load.
3.	Additional cost to the Agency.
4.	Availability of necessary equipment.
5.	Service delivery to internal and external customers, including office coverage.
6.	Needs of the employee.
B.	Generally, requests will not be approved if any of the following conditions apply.
1.	The nature of the position is such that it cannot be performed from an alternative
work location.
2.	The employee has been with the Agency for less than one year.
3.	The work being performed requires extensive face to face contact with supervisors,
other employees, clients or the general public.
4.	The work being performed requires access to material which is routinely required to
accomplish assignments and cannot be removed from the official work site.
5.	Performance or conduct deficiencies, including time and attendance, have been
identified and documented.
6.	The employee's work schedule is insufficient to provide both office and Flexiplace
days because of a limited tour of duty.
7 The work requires_close supervision because the employee is new to the work or is
being trained on new or developmental duties, or other work monitoring
requirements.
8. The employee has not demonstrated an ability to work independently, including time
management.
VII. Flexiplace Guidelines
A. Work Agreement. Employees who have been approved for Flexiplace assignments
must sign a Flexiplace Work Agreement (Appendix 3) that covers the terms and conditions of
participation in the Flexiplace Program. This agreement will provide employees with sufficient
information about the Flexiplace Program so they can make an informed decision whether to
participate. When signed, this agreement documents commitment by the employee and his/her
supervisor to adhere to Flexiplace policies. The work agreement includes the following items
1	Privacy Act/security provisions for government property and records;
2	Personal and financial liability,
3	Agreement to release telephone number of approved alternative work location to
customers
4	Voluntary nature of the arrangement
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5	Length of the Flexiplace assignment
6	Days and hours of duty for each duty station
7	Location of AWL.
8	Responsibilities for timekeeping, leave approval, overtime or compensatory time.
9	Work assignments for the AWL.
B.	Work Schedules. The same work schedule rules that apply at the regular work site
apply at the alternate work location. This agreement is separate from and does not modify
existing compressed work week policies and schedules.
C.	Position Descriptions and Performance Issues.
1.	Position Descriptions. Changes to position descriptions are not necessary because the
actual duties to be performed should remain the same.
2.	Performance Standards. Critical elements and performance standards must have
clearly defined performance requirements that are quantifiable, measurable and/or results
oriented. Changes should not be necessary because the actual duties to be performed and any
assessment of results should remain the same at the AWL.
D.	Records Management
EPA employees are required to comply with the following guidelines on using records or
duplicating records when working at Flexiplace locations. Compliance with these Flexiplace
policies will protect the Agency and the employee in the event of litigation or investigation.
During an investigation, all relevant records must be made available to investigators and,
auditors
1.	Any official record removed for Flexiplace assignments remains the property of
EPA Additionally, any official record that is generated from Flexiplace assignments becomes
the property of EPA.
2.	Confidential and Privacy Act information will continue to be properly safeguarded at
the AWL just as it is at the official duty station using established procedures as permitted and
authorized (for example, the EPA TSCA Confidential Business Information Security Manual).
3.	Employees must comply with any and all other applicable records security laws,
regulations and policies.
E Time and Attendance
1 Employees performing work at the AWL are subject to the same maximum workday
limits as they would be if they were performing work at the official duty station Employees
performing work at the AWL are not authorized to work overtime or official compensatory
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time, except in special circumstances (e g, to meet priority needs of the Agency). In these
situations, prior approval must be obtained from their supervisor
2.	Employees performing work at the AWL will follow established procedures for
requesting and obtaining approval of leave, in accordance with applicable laws, rules,
regulations, and Agency policies.
3.	Certification and Control of Time and Attendance (T&A). Federal policy and
procedures governing certification of time and attendance require agencies with employees
working at an AWL to provide reasonable assurance that they are working when scheduled and
absences during the work day are accounted for. Employees must self-certify time and
attendance to their supervisor. This may be done electronically, by report (see Appendix 4 for
an example), or in accordance with other established procedures.
4.	Administrative Leave/ Emergency Closings/Late Openings/ Dismissals: Employees
are not entitled to excused absence for emergency closings, delayed openings or early
dismissals for conditions or events that do not affect their reporting for duty at the alternative
work location. In the event that conditions prevent the employee from performing his/her
duties at the alternative work location (e.g., power outage), the employee must report to the
official work site if it is open, subject to the same excused absence allowances provided to other
employees at that site, or request appropriate leave.
F.	Fair Labor Standards Act
The existing rules in Title 5 U.S.C. and in the Fair Labor Standards Act governing overtime
also apply to Flexiplace arrangements. All overtime work for employees in Flexiplace
assignments must be approved in advance by the supervisor.
G.	Workers Compensation
Flexiplace employees are covered by the Federal Employees Compensation Act (FECA).
Employees can qualify for continuation of pay or Workers Compensation for on-the-job injury
or occupational illness if injured in the course of performing official duties at the official duty
station or the alternate work location. Supervisors must ensure that claims of this type are
immediately brought to the attention of the servicing Human Resources Office. Any accident
or injury occurring at the alternate work location must be brought to the immediate attention of
the supervisor. Because the Agency is liable for potential workers compensation costs, the
Agency shall have the right to conduct inspections of employees' Alternate Work Location(s),
provided 24 hours advance notice is given and the employee is working at the alternate work
site on the day of the inspection.
H Pay Rates
1 Duty Station For pay purposes, the "official duty station" is the employee's Federal
office
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2	Special Salary Rates. The employee's official duty station serves as the basis for
determining special salary rates
3	Premium Pay. The same rules and regulations apply for night differentials and
Sunday and holiday pay whether work is accomplished at the conventional or AWL. The
employee's official work schedule determines his/her entitlement to premium pay. Working at
night, on Sundays or on holidays requires pre-authonzation by the supervisor, whether working
at the traditional work site or at an AWL.
I. Facilities
1.	Home Office Space. If working at home, employees participating in Flexiplace
should have a designated work area for performance of their work-at-home duties.
Requirements will vary, depending on the nature of the work and the equipment needed to
perform the work.
2.	Equipment and Expenses. The Agency will provide appropriate equipment, when it
is available, for employees to perform work at the Flexiplace work site. Employees may choose
to use home personal computers and other office equipment in support of their Flexiplace
requests. The Agency will not be responsible for any operating costs, home maintenance,
homeowners or renters insurance, or other residential costs associated with a flexiplace
assignment except the Agency will pay the cost for authorized telephone calls (including toll
calls) incurred for official Agency business.
a. Telephones. EPA may provide telephone credit cards or may reimburse an
employee working under an approved Flexiplace Agreement for business-related long-distance
and toll calls on his/her personal phone. EPA may install telephone lines and other necessary
equipment and pay monthly telephone charges m private residences under special
circumstances. The Agency reserves the right to determine the most cost-effective manner of
covering telecommunications costs.
b Laptop Computers. Aeencv-owned Equipment, etc. When available,
Agency-owned property, such as laptop computers and other telecommunications equipment,
may be used by employees in their private residences, provided the equipment is used only for
official business. Strict adherence to regulations concerning the safeguarding and removal of
all equipment is essential. Prior approval through the appropriate channels must be obtained
before any property is removed from the Agency and property passes must be issued for each
piece of equipment. All equipment, software, data, and supplies furnished by the Agency shall
remain the sole property of the Agency. Employer-owned software shall not be duplicated for
private use or profit Employees must agree to return these items upon request of the Agency
for maintenance or any other reason, or upon termination of the Flexiplace agreement
Employees are responsible for the safety and security of all equipment and data provided by or
generated for the Agency, including maintaining security and confidentiality Employees are
solely responsible for maintaining any personally-owned equipment
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c. Supplies. If needed, the Agency will provide necessary office supplies,
(paper, pens, diskettes, etc ), subject to applicable rules and regulations regarding use.of
government property.
3.	Miscellaneous Expenses Employees are expected to plan for and accomplish
necessary photocopying, mail, and facsimile transmissions at the AWL. In emergency
situations, and with the prior approval of the supervisor, costs associated with the^opying of
work-related materials, facsimile charges, express mail, etc., may be reimbursed.
4.	Workplace Is Not a Government Facility. While the Agency may own some of the
property and materials used by the employee in the home workplace, the employee agrees and
understands that the home work place is not a Government facility, and that costs of
safeguarding, insuring, and maintaining the home work place and the Government property
therein are the sole responsibility of the employee.
5.	Questions related to claims for personal property damage or loss or personal injury
related to the employee's performance of official duties should be directed to the servicing
Human Resources Office. The Agency will address issues of employee or Agency liability in
accordance with the specific facts of each case and under the provisions of the Federal
Employees Claims Act, the Federal Tort Claims Act, the Military Personnel and Civilian
Employees Claims Act, and applicable law, as appropriate.
6.	Generally, a Federal tax deduction is not allowed for a home office or work space
unless used exclusively on a regular basis as a principal place of business. Employees who
believe they may be entitled to a tax deduction based on home office or work space,
depreciation of employee-owned personal computers and related equipment, etc., should
consult their tax advisors or the Internal Revenue Service for information on tax laws and
interpretations.
VIII. Application Process and Procedures
The following language describes application procedures.
A.	The employee will submit the attached application for performing work at the AWL. The
application will describe the nature of the duties to be performed and the specific day(s)
requested. The request will be submitted to management for approval The decision will be
provided to the applicant in writing as soon as possible, normally within 15 calendar days.
B.	The Application must be submitted within a reasonable advance penod allowing sufficient
time for the approving official to consider and plan for the request. If the assignment is
initiated by the supervisor, and the employee concurs, the employee is still responsible for
submitting a Flexiplace Program Application
C The criteria for approving a request to work at the AWL will be based on the terms of this
agreement
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D Employees and their supervisors approved for the Flexiplace Program must receive
applicable guidance, which may include training and/or other types of communication, which
provides an overview of the program and the requirements for participation
IX.	Withdrawal or Removal from the Flexiplace Program
A.	.An employee may terminate his/her Flexiplace arrangement at any time without prejudice
and return to his/her official duty station Employee notice to the supervisor should be in
writing and acknowledged by the-supervisor to prevent misunderstandings about the
employee s work location.
B.	The Agency may remove an employee from the Flexiplace Program based on the
employee's failure to adhere to the requirements specified in the Flexiplace Program Agreement
and/or any performance or conduct issues or concerns which adversely affect or alter the
conditions pertaining to any of the approval criteria identified in Section VI. When a decision
is made to remove an employee from the Flexiplace Program, the employee must be given
written notice indicating the reason(s) for removal (Appendix 5). The employee may reapply
for Flexiplace Program participation 6 months after removal from the Program, provided that
his/her performance and conduct are fully satisfactory.
X.	Changes
A. When any aspect of the work agreement changes (e.g, position, work assignment,
supervisor, alternate work location, etc.), the employee and supervisor will reassess the
employee's work for Flexiplace suitability and continued approval.
XI.	Problems with Potential Affect on Work Performance
A.	Employees will promptly inform supervisors whenever any problems arise which adversely
affect their ability to perform work at the AWL. Examples could include situations such as
equipment failure, power outages, telecommunications difficulties, etc.
B.	In the event of a local emergency situation which adversely affects employees' ability to
commute to the workplace (e.g., transit strike, natural disaster), the parties agree to meet
immediately to discuss possible temporary Flexiplace arrangements for affected employees
XII.	Implementation
A The provisions of this agreement do not modify government-wide laws, regulations or the
Collective Bargaining Agreement for using Flexiplace (or some variation of the program) as a
reasonable accommodation for qualified disabled individuals
B EPA bargaining unit employees who are using Flexiplace arrangements as of the union
ratification date will continue under that arrangement until 30 days after the effective date of
this agreement, when they will be required to comply with these provisions
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C Violations of this agreement are subject to the negotiated grievance procedure between the
parties
D This agreement becomes effective on. the 3151 day after the completion of Agency Head
Review. If any portion is properly disapproved, the remaining portion will become effective and
the parties will return to the bargaining table as soon as possible to resolve outstanding issues.
E. Union and management will meet within 12 months of the implementation date of this
agreement to review available data and to discuss and identify concerns or issues regarding the
Flexiplace program. NTEU participants will be provided official time to prepare for and
participate in these meetings. If further meetings are necessary, they will be jointly arranged.
1.	The following information on each AAship and Regional Office will be provided to the Union
no later than one year from signature date of this agreement:
a.	Name, job title, series and grade and location of every employee on Flexiplace as of
December 31,1999
b.	Type of Flexiplace (Regular, Episodic, Medical)
c.	For employees participating in the Regular Flexiplace, the number of flexiplace days in
the pay period at the alternative work location
d.	Beginning and ending date (projected or actual) of each employee's Flexiplace
assignment
2.	An electronic copy of this agreement will be placed on the EPA Intranet and widely publicized
A hard copy will be provided to new employees and other bargaining unit employees upon
request
3 This agreement will become a part of the NTEU Chapter 280 contract and will not be reopened
except by mutual agreement during the life of the contract.
For NTEU Chapter 280:
i\n
JuJie^Simjjso^, Chief Negotiator
J ,l^hrSC
Ros^zell^ Canty-Letiom)e, Chief Steward
P -
1, S^rn<
Freshteh Toghrol, Senior Chemist, OPPTS
For EPA:
a.
Robert H. Stevens, Chief Negotiator
Director, OSWER
{, Director, Human Resources
Staff and Associated Activities, OAR
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NTEU/EPA FLEXIPLACE APPLICATION FORM
Employee Name			Telephone_	Mailcode	
Job Title/Series/Grade			
Division/Office			
	New Request		Change Request 	Annual Recertification
Home/Alternate Work Site Address		
Home/Alternate Work Site Telephone	Fax	
First Line Supervisor 			Telephone Ext.	
Type of Flexiplace 	Regular 	Episodic 	Medical
Number of days/duration of Flexiplace requested	
Description of work to be performed at Alternate Work Location:
I certify that I received a Pass performance appraisal rating under the PERFORMS Program, or an
equivalent rating.
I certify that I have work space at the alternate work location suitable for performing work.
I certify that I am willing to sign and abide by the Flexiplace Program Work Agreement
If request is for medical flexiplace, medical evidence supporting the request and the projected
duration that it will be needed is attached to the application.
Employes Signature 	 Date	
ACTION ON APPLICATION
Approved	 Disapproved	
Specific Reason for Disapproval:	
Supervisor's Signature	 Date	
Approving Official's Signature	 Date	
NOTE: A copy of this form should be maintained by the employee, the supervisor and a
copy sent to the appropriate Flexiplace Coordinators.
Appendix (1)

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EMPLOYEE SELF-CERTIFICATION SAFETY CHECKLIST
The following checklist is designed to assess the overall safety of the A WL and must be completed and given to your
supervisor with your application for the Flexiplace program.	

Yes
No
N/A
Comments
l. Is die space free of asbestos material1




2. If NO, ts the asbestos undamaged and m good condition?




3. Does the space appear to be free of indoor air quality problems?




4. Is the work space free from excess noise*7




5. Is water available and drinkable m the soace?




6. Is vennlanon adequate?




7. Is a bathroom available with hot and cold running water?




8. Are there handrails for stairs with more than 3 steps?




9. Are circuit breakers/fuses in the electrical panel labeled as to intended
service?




10. Do circuit breakers dearly indicate if they are opened or closed?




11. Isdectrcal equipment free of recognized hazards that would cause
physical harm (for example, frayed wires, bare conductors, loose wires,
exposed wires fixed to the ceiling, a rat's nest of plugs in a angle outlet
and so on)''




12. Will the building's electrical system permit the grounding of electrical
equipment?




13. Are aisles, doorways, and corners free of obstructions to permit
visibility and movement?




14. Do file cabinets and storage closets open so they do not obstruct
walkways''




15 Do chairs have stable and secure wneels'casters?




16 Are rungs and legs of chairs stable and sturdy1




17. Are the phone lines, electrical cords and extension wires safely
secured'




IS. Is the office free of combustible materials7




19 Is there adequate electrical lightning to accomplish the work
1



20 Are floor surfaces clean, dry, and level1




21. Are carpets well secured to the floor and free of frayed or worn seams'1




22. Are there any other known safety issues that should be addressed for
this work space1




Signing this form does not guarantee that the A WL is hazard free, but does verify that the employee has made a reasonably
careful inspection for potential hazards Employees are responsible for informing their supervisors of any changes to their
.-J WL which could impact on health and safety of the employee and otherj.
Employe:'s Signature	Date		
Supervisor's Signature				Date		
Appendix (2)

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NTEU/EPA FLEXIPLACE WORK AGREEMENT
All terms set forth in the NTEU/EPA Flexiplace Agreement ("Flexiplace Agreement") are hereby
incorporated by reference in this work agreement
Name	Mailcode 	
1. Employee agrees to adhere to the NTEU/EPA Flexiplace Agreement. EPA, hereinafter referred
to as Agency, concurs with employee participation and agrees to adhere to the NTEU/EPA
Flexiplace Agreement.
2 Duty Station. All pay, special salary rates, leave and travel entitlements will be based on the
employee's official duty station.
Official duty station:		
Alternate Work Location (the location in which the employee is designated to work while not at
the official duty station):	
3. Please describe the designated work area in the alternative work location.
4.	Employee's timekeeper will have a copy of the employee's Flexiplace schedule. Employee's
time and attendance will be recorded as Flexiplace Time using a special code established for this
purpose. Employee's supervisor will certify bi-weekly time and attendance for hours worked.
Employee must complete the "Employee Self-Certification Time and Attendance Report"
(Appendix 4) and return it to his or her supervisor on a bi-weekly basis.
5.	Employees performing work at the alternative work location will follow established procedures
for requesting and obtaining approval of leave, in accordance with applicable laws, rules,
regulations, and Agency policies.
6.	Employees performing work at the AWL are subject to the same maximum workday limits as
they would be if they were performing work at the official duty station. Employees performing
work at the AWL are not authorized to work overtime or official compensatory time, except in
special circumstances (e.g., to meet priority needs of the Agency). In these situations, poor
approval must be obtained from their supervisor.
7 An employee who is authorized to use Agency equipment will protect the Agency equipment in
accordance with the procedures established in FIRMR Bulletin 30, dated October 15, 1985. An
employee who provides his/her own equipment is responsible for installing, servicing, and
maintaining it.
Appendix (3)

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8	Provided the employee is given at least 24 hours advance notice, the employee agrees to permit
periodic inspections of his/her AWL during the employee's normal working hours to ensure site
conformance with safety standards and other specifications in these guidelines. Such inspections
will occur only on days when the employee is working at the AWL
9	Questions related to claims for personal property damage or loss or personal injury related to
the employee's performance of official duties should be directed to the servicing Human Resources
Office. The Agency will address issues of employee or Agency liability in accordance with the
specific facts of each case and under the provisions of the Federal Employees Claims Act, the
Federal Tort Claims Act, the Military Personnel and Civilian Employees Claims Act, and local
law as appropriate
10	The Agency will not be responsible for operating costs, home maintenance, homeowners or
renters insurance, or other residential costs except the Agency will pay the cost for authorized
telephone expenses (including toll calls) incurred for official Agency business.
11.	The Agency will provide necessary office supplies that are regularly available at the Agency
(such as paper, pens, printer ribbons, diskettes, envelopes, tape, staples, etc.).
12.	EPA may provide telephone credit cards or may reimburse an employee working under an
approved Flexiplace Agreement for business-related long-distance and toll calls on his/her
personal phone. EPA may install telephone lines and other necessary equipment and pay monthly
telephone charges in private residences under special circumstances. The Agency reserves the
right to determine the most cost-effective manner of covering telecommunications costs.
13.	Employees are expected to plan for and accomplish necessary photocopying, mail, and
facsimile transmissions at the regular work site. In emergency situations, and with the prior
approval of the supervisor, costs associated with the copying of work-related materials, facsimile
charges, express mail, etc., may be reimbursed.
14.	The employee is covered under the Federal Employee's Compensation Act (FECA) if injured
in the course of performing official duties at the official or alternate duty location, in accordance
with applicable Department of Labor regulations and standards governing FECA liability.
(NOTE: Any accident or injury occurring at the alternate duty station must be brought to the
immediate attention of the supervisor and the servicing Human Resources Office. Because an
employment-related accident sustained by an employee participating in the Flexiplace Program
could occur outside the premises of the official duty station, the supervisor must investigate all
reports immediately following notification.)
15 An employee in an Alternative Work Location other than a federally controlled site must
complete the "Employee Self-Certification Safety Checklist," which identifies significant safety
standards that should be met, and submit it to his/her supervisor pnor to participating in the
Flexiplace Program.
16. The employee will communicate as needed with his/her supervisor to receive assignments and
have completed work reviewed in accordance with the supervisor's instructions.

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17 The employee will complete all assigned work in accordance with his/her supervisor's
instructions. Progress reviews under Article XVIII as revised by the parties will be used by the
supervisor in his/her assessment of the employee's job performance. The supervisor will evaluate
employee's job performance against performance standards established in the employee's
performance agreement.
18.	To participate in the Flexiplace Program, an employee must have a performance appraisal
rating of Pass under the PERFORMS Program, or an equivalent rating.
19.	The employee agrees to use approved safeguards to protect Agency records from unauthorized
disclosure or damage and to comply with the requirements set forth in the Privacy Act of 1974, as
amended, 5 U.S.C. 552a, and those concerning release of confidential business information (CBI)
as set forth in 40 C.F.R. Part U, Subpart B and EPA's TSCA Confidential Business Information
Security Manual.
20.	An employee may terminate his/her Flexiplace arrangement at any time without prejudice and
return to his/her official duty station. Employee notice to the supervisor should be in writing and
acknowledged by the supervisor to prevent misunderstandings about the employee's work
location.
21.	The Agency may remove an employee from the Flexiplace Program based on the employee's
failure to adhere to the requirements specified in the Flexiplace Program Agreement and/or any
performance or conduct issues or concerns which adversely affect or alter the terms of this
agreement. When a decision is made to remove an employee from the Flexiplace Program, the
employee must be given written notice indicating the reason(s) for removal. The employee may
reapply for Flexiplace Program participation 6 months after removal from the Program, provided
that his/her performance and conduct are fully satisfactory, and meets all other eligibility
requirements.
22.	The employee agrees to perform his/her officially assigned duties at either the official duty
station, the alternative work location or while on official travel. Failure to comply with this
provision may result in administrative action, such as charge of leave, loss of pay, termination of
participation in the program, or disciplinary action, as warranted, based on the situation.
23.	The employee agrees not to conduct unauthorized personal business while in official duty
status at the official or alternate work location (e.g., dependent care, home repairs, real estate
transactions). The employee agrees to arrange for dependent care and other personal
responsibilities so as to insure that the employee can work without interruption. Flexiplace is not
a substitute for dependent care.
24.	This Agreement does not restrict the employee's right to change schedules in accordance with
existing agreements. If a permanent change of schedule is approved, the schedule in the
application package will be changed accordingly and initialed by both the employee and the
supervisor

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25	The employee and the supervisor agree to attend the required training and orientation prior to
participation in the Flexiplace Program
26	An employee must be willing to report to the official work site without delay if unexpectedly
needed.
27. The employee agrees to release the telephone number of the approved alternative work
location to customers.
I have read and understood all the provisions of this work agreement and agree to abide by
them.
Employee's Signature	 Date	
EPA concurs with the participation of this employee and agrees to adhere to the provisions of this
agreement.
Supervisor's Signature	 Date	
Approving Official's Signature
Date

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NTEU/EPA Flexiplace Program
Employee Self-Certification Time and Attendance Report
Employee Name:
Pay Period Beginning Date:
Pay Period #
Pay Period Ending Date:
Enter all hours worked over the two week pay period Place a check mark in the "F" column for
days worked at the Alternate Work Location on Flexiplace.
WEEK 1
Day
F
Start Time
End Time
Total Work
Hours
A/L
Hours
S/L
Hours
CO MP TIME
orOT
Sunday







Monday







Tuesday







Wednesday







Thursday







Friday







Saturday







WEEK 2
Day
F
Start Time
End Time
Total Work
Hours
A/L
Hours
S/L
Hours
COMP TIME
orOT
Sunday







Monday







Tuesday







Wednesday







Thursday







Friday







Saturday







Totals: Work	/Annual	/Sick	/Comp or OT
Employee's Signature_
Supervisor's Signature
Appendix (4)
Date

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NOTICE OF REMOVAL
FROM FLEXIPLACE PROGRAM PARTICIPATION
DATE:
TO:	(Name of Employee)
FROM: (Name of Supervisor)
SUBJECT: Removal of Employee Participation in EPA's Flexiplace Program
I am rescinding your participation in EPA's Flexiplace Program effective	
Date
The specific reason(s) for my decision is as follows:
You may reapply for participation in the Flexiplace Program no sooner than 6 months from the
date of this notice, provided that your overall performance rating is a Pass under the
PERFORMS Program or an equivalent rating, and you meet all other eligibility requirements for
participation.
Signature of Supervisor
Received by 		
Signature of Employee/Date
(Signature does not imply agreement)
Appendix (5)

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A To
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C 20460
SSI
v	
	ฆ*
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D C 20460
DEC 7 1998
OFFICE OF
ADMINISTRATION
ANB RESOURCES
MANAGEMENT
MEMORANDUM
FROM
SUBJECT:
Partnej
JqMC. Chambemn/Director
/Office of Administration
on EPA H6adquarter$ Alternative Work_SpaceJifOgram
TO:
Headquarters Employees
As Chairperson of the Headquarters Partnership Council, I am pleased to be able to
announce the completion of an EPA headquarters partnership agreement on Uniform Criteria and
Procedures for Requesting and Assigning Alternative Work Space This partnership
accomplishment serves as an outstanding example of what can be achieved through persistent
team efforts It is certainly a success for partnership, an improvement of customer service; and a
mutually acceptable resolution of a complex and difficult issue
On November 30, 1998, senior representatives of EPA management, American Federation
of Government Employees (AFGE) Local 3331 and National Treasury Employees Union (NTEU)
Chapter 280 signed the agreement signifying acceptance of the partnership document on
alternative work space by the Headquarters Partnership Council Our NTEU Chapter 280
partners have informed us that they hope to complete their mandatory ratification vote by the end
of the calendar year The official implementation date of this program is anticipated for early next
year and will be accompanied with detailed briefings and training
I am sure you share my appreciation for the efforts of the partnership work team that has
labored with this issue for more than two years The team was made up of senior representatives
from AFGE Local 3331, NTEU Chapter 280, the Safety, Health and Environmental Management
Division, the Facilities Management and Services Division, the Office of General Counsel, the
Office of Human Resources and Organizational Services, and the Office of Enforcement and
Compliance Assurance Together they have set a new standard for results through partnership
Recycled/Recyclable . Printed with Vegetable Oil Based Inks on 100% Recycled Paper (40% Postconsumer)

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2
I have attached an executive summary of the agreement to this memorandum. Copies of
the full agreement are available in both the NTEU and AFGE offices as well as the Safety, Health
and Environmental Management Division in room 1606 NE Mall. If you have any questions,
please call Dennis Bushta at 202-260-7183.
Attachment

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Alternative Work Space

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EXECUTIVE SUMMARY for
UNIFORM CRITERIA AND PROCEDURES FOR
REQUESTING AND ASSIGNING ALTERNATIVE WORK SPACE
A workgroup comprised of representatives from the Headquarters unions and
management has worked cooperatively over two years to develop a guidance document for
employees and supervisors regarding Alternative Work Space (AWS)
SECTION I - PURPOSE
This Agreement establishes uniform criteria and procedures for HQ employees applying
for, receiving or continuing to work in AWS solely because of claims of adverse health effects
caused or aggravated by some physical condition associated with the work station It also
provides guidance for supervisors reviewing and deciding on requests for AWS and requires a
Work Agreement (discussed twice a year at mid-year and end-of-year performance evaluations)
between the employee and management
SECTION n - APPLICABILITY
This AWS program applies only to Headquarters employees in the D.C area
SECTION m - DEFINITIONS
Terms used in the document, e g., "alternative work space" and "physician," are defined
SECTION IV - REQUESTS FOR IMMEDIATE RE-LOCATION
If an employee requests immediate relocation due to adverse health effects believed to be
associated with the officially assigned work site, the supervisor must first contact Facilities to
determine if painting, construction, re-carpeting or other activities are the cause If there are no
apparent physical causes, then the supervisor should request Safety and Health to conduct an
evaluation of the employee's work station Concurrent with these requests to Facilities and/or
Safety and Health, the supervisor should consider
1	relocating the employee to a different work station in the same or another building,
2	assigning the employee to a flexiplace,[this is to be limited to availability only as an option
while the employee is providing required information and the work space assessed]
3	working with FMSD to relocate the employee to the "clean space" in Crystal Station, or
4. approving administrative, sick or annual leave for the employee
At any time, the employee may request to be assigned to AWS by completing the AWS Form
SECTION V - APPLYING FOR AWS
This section covers both new requests for AWS status and also requests to continue in

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2
AWS. To be eligible, an employee must be able to successfully perform the critical elements of
his or her assigned duties outside of the officially assigned work station, taking into account
whether there are duties not currently assigned to the employee that the employee can perform
from a location other than the officially assigned work station. AWS arrangements are considered
on an individual basis. The decision to approve or continue an employee's participation in AWS
is the responsibility of and at the discretion of the supervisor, in accordance with criteria and
procedures established in the Agreement.
Step 1: Applying for AWS
New Requests: Employee completes an AWS Space Form
Requests to Continue Current AWS Status. An employee in AWS must submit a completed AWS
Space Form, including a new statement of recommendations from his/her physician, within six
months from this Agreement's effective date. AWS status will be considered not in effect if the
deadline passes and updated information is not submitted. If the supervisor receives the
documents on time, then the employee will remain in the prior AWS arrangement until the
supervisor has made a decision based on the new information Should the employee choose to
appeal the decision, he or she may remain in the current work station until the appeal or grievance
process is completed
Renewing/Updating the AWS Form Employee must submit an updated AWS Form every two
years, or at the occurrence of one of the following events, whichever is sooner.
1	The treating physician or practitioner recommends reevaluation of AWS;
2	Where the employee is located in an EPA facility, and there is a proposed change in the
physical location of the employee, or an alteration of the work station, that is relevant to
the Statement of Recommendations, or
3	The employee notifies the supervisor of a change in his or her medical condition or status
Step 2: Deciding the AWS request
Upon receiving a completed AWS Form, a supervisor must decide, in writing, within 30
calendar days whether to approve or not The supervisor shall consider'
1	Whether the critical elements of the employee's performance plan can be performed at a
location other than the officially assigned work station The supervisor and employee may
need to work together to consider the possibility of restructuring the employee's duties
and/or assignments; and
2	The information contained in the Statement of Recommendations completed by the
treating physician or practitioner
If the supervisor initially cannot make a determination based on the information received,
then the supervisor may

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3
1.	In writing, request written clarification from the employee,
2.	With the employee's permission and/or involvement, request in writing clarification from
the treating physician or practitioner;
3	Seek the advice of the AWS Program Oversight Committee (with employee), or
4	With employee's written authorization, consult with the EPA Health Unit physician to
assist in providing a written interpretation of the Statement of Recommendations
This responsibility and authority to decide on the AWS request rests with the supervisor
The responsibility to initiate the request and provide sufficient information and documentation as
described in this program rests with the employee
Step 3: Assigning a Work Site for the AWS Employee
Available options include a different work station in the same building, a work station in
another EPA or GSA building, an AWS space provided by the Agency, or a location other than
an EPA building.
SECTION VI - AWS WORK AGREEMENT
The supervisor and employee must finalize a Work Agreement (at Appendix B) that
identifies the work assignments the employee is qualified and able to perform at a location other
than the officially assigned work station
SECTION vn - AWS PROGRAM ADMINISTRATION
AWS program coordination and information are available to employees and supervisors
through the personnel servicing teams in OHROS The teams can supply copies of all pertinent
forms and policies In addition, the teams track the activities of the AWS Program Oversight
Committee and maintain copies of records of any decisions
SECTION vm - DISPUTE RESOLUTION PROCESS
The AWS Program Oversight Committee, a standing subcommittee of the Headquarters
Labor/Management Partnership Council, is responsible for clarifying the intent and application of
the Agreement The Committee can help supervisors and employees expedite the application,
understanding and proper utilization of the program Employees may elect to use the grievance
procedures set forth in the union bargaining agreements or in the EPA order, as appropriate
SECTION IX - RESCISSION
This Agreement rescinds earlier guidance and agreements
SECTION X — EFFECTIVE DATE (effective upon signature)

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UNIFORM CRITERIA AND PROCEDURES FOR
REQUESTING AND ASSIGNING ALTERNATIVE WORK SPACE
SECTION I - PURPOSE
This Alternative Work Space Program Partnership Agreement establishes uniform criteria
and procedures for employees applying for, receiving or continuing an assignment to work in
Alternative Work Space (AWS) for health associated reasons. This Partnership Agreement also
establishes criteria and procedures for supervisors reviewing and deciding on AWS assignments
for employees and provides for establishing Work Agreements with those employees. AWS is a
stand-alone, internal, Headquarters policy that is defined by this Partnership Agreement. AWS
provides an employee an opportunity to be considered for work at a location other than the
officially assigned work station solely because of claims of adverse health effects caused or
aggravated by some physical condition associated with the work station. Nothing in this program
reduces or expands an employee's rights under Worker's Compensation or claims for reasonable
accommodation brought pursuant to the Federal Rehabilitation Act of 1973, as amended, or any
other employee right or entitlement. In addition, AWS is distinct from medical flexiplace
(available to employees under the Agency's Flexiplace policy).
SECTION n - APPLICABILITY
The AWS program applies only to EPA employees employed at EPA's Headquarters
Offices located in the Washington, D.C. metropolitan area.
SECTION m - DEFINITIONS
(a)	Alternative Workspace CAWS) is an assigned work location other than the officially assigned
work station This work location is assigned to an employee solely because of claims of adverse
health effects caused or aggravated by some condition associated with the employee's officially
assigned work site
(b)	Alternative Work Space Program Oversight Committee is a standing subcommittee of the
Headquarters Labor/Management Partnership Council The Committee has four members, one
representative from the Office of Human Resources and Organizational Services (OHROS, an
office within the Office of Administration and Resources Management, or OARM) one
representative from the Association of Federal Government Employees (AFGE) Local 3331, one
representative from the National Treasury Employees Union (NTEU) Chapter 280, and one
representative from an AA-ship who is serving on the Headquarters Labor/Management
Partnership Council.
(c)	Alternative Work Space Program is the EPA Headquarters program that considers an
employee's request to work at a location other than the officially assigned work station solely
because of claims of adverse health effects caused or aggravated by some condition associated
with the officially assigned work site

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2
(d)	Alternative Workspace Program Coordination will be handled in OHROS AA-ships will be
able to receive information regarding the AWS Program from their individual personnel servicing
teams within OHROS
(e)	EPA Health Unit Physician is a licensed doctor of medicine provided at the Headquarters
health unit through an Interagency Agreement with the U.S. Public Health Service/Division of
Federal Occupational Health. The health unit physician is available to all EPA employees as pan
of EPA's wellness service, including medical consultation related to requests for Alternative Work
Space.
(f)	Facilities and Management Services Division (FMSD) is a division within the Office of
Administration and Resources Management with responsibility for building-related services.
(g)	Office of Human Resources and Organizational Services (OHROS) is an office within the
Office of Administration and Resources Management with responsibility for, among other things,
providing information and materials to employees regarding the AWS program and process.
(h)	Physician means a licensed doctor of medicine or doctor of osteopathy
(i)	Practitioner means a person providing health services who is not a physician, but who is
certified by a national organization and licensed by a State to provide the service in question.
(j) Safety. Health and Environmental Management Division (SHEMD) is a division within the
Office of Administration and Resources Management with responsibility for providing
professional direction and guidance on occupational safety and health issues internal to EPA.
(k) Statement of recommendations refers to the treating physician or practitioner's statement of
recommendations and/or restrictions as set out in Part 3 of the Alternative Work Space Form (at
Appendix A).
(1) Supervisor means the individual with official and designated supervisory status who provides
the employee's first level of supervision.
(m) Work site njpans the EPA or GSA facility at which the employee's work station is located
(n) Work station means the employee's officially assigned desk, cubicle, or office.

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3
SECTION IV - REQUESTS FOR IMMEDIATE RE-LOCATION
This section applies when an employee reports experiencing adverse health effects that
he/she believes are associated with the officially assigned work site and requests immediate
relocation from the officially assigned work station. As soon as possible after being contacted by
the employee, the supervisor should contact FMSD to ascertain whether any short-term physical
changes within the building may be causing the problem, such as painting, construction, re-
carpeting or other activities. This information may be helpful to both the supervisor and the
employee in determining next steps If no apparent physical changes within the building appear to
be occurring, then the supervisor should also contact SHEMD to request an evaluation of the
employee's work station SHEMD's evaluation may help determine whether any timely changes
can be made to assist the employee.
In the meantime, in response to a request for immediate relief the supervisor should
consider doing one of the following:
1.	relocate the employee to a different work station in the same or another EPA or
GSA building;
2.	assign the employee to a flexiplace location in accordance with the Agency's
Qexiplace policy;[this is to be limited to availability only as an option while
the employee is providing required information and the work space assessed].
3.	working with FMSD, relocate the employee to the "clean space" in Crystal
Station, or
4 approve administrative, sick or annual leave for the employee.
While SHEMD and FSMD look into the situation, the employee may request to be assigned to
AWS by completing the AWS Form.
SECTION V - APPLYING FOR AWS
This seqfion applies both to new requests for AWS status and also to requests to continue
m AWS as approved or permitted prior to the date of thjs partnership agreement
Eligibility
To be eligible for AWS, an employee must be able to successfully perform the critical
elements of his or her assigned duties outside of the officially assigned work station, taking into
account whether there are duties not currently assigned to the employee that the employee can
perform from a location other than the officially assigned work station

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4
Basis for Decision
AWS arrangements are considered on an individual basis. The decision to approve or
continue an employee's participation in AWS is the responsibility of and at the discretion of the
supervisor, who must act in accordance with criteria and procedures set out in this Partnership
Agreement.
Step 1: Applying for AWS
Requests for New AWS Status
An employee who believes that he or she is experiencing adverse health effects caused by
the work site initiates the AWS process by submitting a completed Alternative Work Space Form
(at Appendix A).
Requests to Continue Current AWS Status
Any employee who currently believes that he or she is participating in an authorized AWS
airangement is required to notify his or her immediate supervisor of his or her status within 30
days from the effective date of this agreement. The employee must submit a completed
Alternative Work Space Form, including the statement of recommendations, no less than six
months from the effective date of this agreement. Should the employee elect not to submit the
aforementioned materials within the stipulated timeframe, it will be automatically assumed that
AWS status is no longer in effect. Contingent upon the supervisor receiving the documents in a
timely manner, the employee will remain in the prior AWS arrangement until the supervisor has
finalized his or her decision. If the employee chooses to appeal the supervisor's decision as
provided in this Agreement, the supervisor may not require the employee to leave the current
work station until the appeal or grievance process is completed.
Renewing/Updating the AWS Form
The employee must submit an updated Alternative Work Space Form every two years, or
at the occurrence of one of the following events, whichever is sooner
1	The employee's treating physician or practitioner recommends reevaluation of
AWS;
2	Where the employee is located in an EPA facility, and there is a proposed change
in the physical location of the employee, or an alteration of the work station, that is
relevant to the Statement of Recommendations; or
3	The employee notifies the supervisor of a change in his or her medical condition or
status

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5
Step 2: Deciding the AWS request
Once the employee submits a completed Alternative Work Space Form, the supervisor
shall decide within 30 calendar days whether to approve AWS This dectsion must be reflected in
writing on the AWS Space Form. The supervisor must upon receipt acknowledge in writing (by
signing oi initialing the AWS Form) the employee's written application for AWS The supervisor
shall then meet with the employee to discuss the application and to determine any immediate
needs.
In making this decision, the supervisor shall take into consideration the following criteria
I Whether the critical elements of the employee's performance plan can be
performed at a location other than the officially assigned work station. The
supervisor and employee may need to work together to consider the possibility of
restructuring the employee's duties and/or assignments; and
2. The information contained in the Statement of Recommendations completed by the
treating physician or practitioner
If the supervisor initially cannot make a determination based on the information received,
then the supervisor may
1	In writing, request written clarification from the employee;
2	With the employee's permission and/or involvement, request in writing clarification
from the treating physician or practitioner. This clarification must also be in
writing;
3	Seek the advice of the AWS Program Oversight Committee with employee
involvement; or
4	Subject to the employee's providing written authorization, consult with the EPA
Health Unit physician to assist in providing a written interpretation of the
Statement of Recommendations
The responsibility and authority to decide on the AWS request rests with the supervisor,
not with the treating physician or practitioner, the EPA Health Unit physician or the AWS
Program Oversight Committee. The supervisor should consider the physician's statement of
recommendations in deciding on the AWS request.
The responsibility to initiate the request and provide sufficient information and
documentation as described in this program rests solely u-ith the employee

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6
Step 3: Assigning a Work Site for the AWS Employee
When the employee is assigned to AWS, the supervisor must determine where the
employee will be assigned to work. Available options include a different work station in the same
building, a work station in another EPA or GSA building, an AWS space provided by the Agency,
or a location other than an EPA building.
Facilities and Management Services Division (FMSD) of the Office of Administration and
Resources Management can provide information on the availability of alternative work space
within the Headquarters buildings, can provide transition space, can alter existing space to address
specific needs, where feasible, or can provide specified facilities services that may be requested for
employees assigned to AWS. To the extent practicable, FMSD can also take steps to improve the
officially assigned work station in response to specific recommendations.
The Safety, Health and Environmental Management Division (SHEMD) of the Office of
Administration and Resources Management can perform a safety and health assessment of the
space (including industrial hygiene and ergonomic applications), provide information on the safety
and health of the officially assigned work station and provide consultative support to supervisors
and employees when requested.
SECTION VI - AWS WORK AGREEMENT
Both the employee and the supervisor are responsible for working together to develop
work products and for maintaining effective and open communication.
The supervisor and employee must finalize a Work Agreement (at Appendix B) to ensure
that both the employee and the supervisor understand the AWS arrangement. Work assignments
vary in the degree to which they are specific to a particular work station. Therefore, in
developing a Work Agreement, the employee and the supervisor must work together to identify
the work assignments the employee is qualified and able to perform at a location other than the
officially assigned work station.
In developing the Work Agreement, the supervisor and the employee must consider the
Statement of Recommendations, specifically the job restrictions or special considerations that are
recommended, in order to identify possible AWS arrangements
The Work Agreement must also identify the equipment the Agency and/or the employee
will provide to enable the employee to perform his or her work assignments In addition to the
Work Agreement, employees in AWS must complete the self-certification time and attendance
report at Appendix C

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SECTION VII - AW S PROGRAM ADMINISTRATION
AWS program coordination and information are available to employees and supervisors
through the personnel servicing teams in OHROS The teams can supply copies of all pertinent
forms and policies In addition, the teams track the activities of the AWS Program Oversight
Committee and maintain copies of records of any decisions
Each supervisor of an employee assigned to AWS must provide to the relevant personnel
servicing team a copy of the employee's completed AWS Form and any additional or supporting
information (excluding medical information protected by the Privacy Act) developed as part of the
application and decision processes. The supervisor will update this information as necessary
All records, excluding Privacy Act protected medical information, pertaining to
employees in AWS shall be centrally maintained in OHROS
SECTION vm - DISPUTE RESOLUTION PROCESS
The AWS Program Oversight Committee, a standing subcommittee of the Headquarters
Labor/Management Partnership Council, is responsible for clarifying the intent and application of
the AWS Partnership agreement The AWS Program Oversight Committee is available to
supervisors and employees to help expedite the application, understanding and proper utilization
of-the program. For example, the committee may recommend an opportunity for an employee
and supervisor to meet in person to discuss an AWS request In this way the committee may be
able to function as a third party facilitator and or as a mediator in attempting to work out an
acceptable resolution
Employees' Rights
Employees within the representational scope of either AFGE Local 3331 or NTEU
Chapter 280 may elect to use the agreed-upon grievance procedure as set forth in the pertinent
agreement
Employees who do not fall within the scope of either bargaining unit's representation mav
elect to utilize the Agency's Grievance System, EPA Order 3110 8A, which sets forth the
grievance procedure available for such employees This action can be initiated by contacting
OHROS
SECTION DC - RESCISSION
This .Alternative Work Space Program Partnership Agreement rescinds the July 10 19S9
"Guidance Regarding Employee Requests for .Alternate Work Space or Work Assignments and
supersedes .Article XV of the NFFE Local 2050 Collective Bargaining Agreement, recognized ird
adopted by NTEU Chapter 280

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DEC-04-98 03:3? ซn C-LOUE
ii ฆ - ao iU.s; crjU'i.'BUJiJi
30 1 860 9608
fcf* LK
P. 0 l
ฃQC2 • OC2
S
Headquarters Labor-Maoagesicnt Partnerthip Council
Alternative Workspace Policy
We, the undersigned, do hereby Agree to the policy &i outlined abova Thii agreement ii
mido on the 3O day of L-et . 1998

C. Chamberlin, Chair
! Labor Management Partnership Council
for EPA Management
Janwl Murphy, Prexdent
National Treasury Employees Union,
Local 280
for NTEU Headquarter! Bargaining Unit
3lyn Lo\y^, President
American Federation of Government
Employees, Local 3331
for AFGE Headquarters Bargaining Unit

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9
Appendix A
ALTERNATIVE WORK SPACE FORM
The Alternative Work Space Program is available to any Headquarters employee who
requests to work at a location other than the officially assigned work station solely because of
claims of adverse health effects caused or aggravated by some condition associated with the
officially assigned work site.
The employee must initiate the request to participate in the Alternative Work Space
Program by submitting this completed Form to his/her immediate supervisor. The employee
completes Parts 1 and 2. The employee's treating physician or practitioner completes Part 3.
PART 1 - Request for participation in the Alternative Work Space Program
(To be completed by the employee)
I have been experiencing health problems that I believe may be associated with my
officially assigned work site and therefore request to participate in the Alternative Work
Space Program.
By signing this form, I acknowledge that this information may be released to my
supervisor and the Agency.
Name	Date	
Signature		Organizational Unit	
Phone	
Supervisor's Name		Supervisor's Phone	
PART 2 - Description of Health Symptoms
(To be completed by the employee)
~
Cough
~
Difficulty Breathing
~
Eye Irritation
~
Eyes watering
~
Dermatitis
~
Headache
~
Sinus irritation
~
Itching
~
Nausea
~
Drowsiness
~
Fatigue
~
Bronchitis
~
Asthma
~
Dizzy/Lightheadedness
~
Rapid pulse
~
Heart palpitations
~
Clammy, faint feeling
~
Hives
~
Sneezing
~
Gastrointestinal difficulties


~
Other





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PART 3 - Treating Physician or Practitioner's Statement of Recommendations
(To be completed by treating physician or practitioner)
The above-named employee of the United States Environmental Protection Agency has
requested to participate in the EPA Headquarters Alternative Work Space Program. The
employee reports experiencing adverse health effects caused or aggravated by some condition
associated with the officially assigned work site The employee has filled out the above list of
symptoms to assist you in your evaluation
1. Please provide your recommendation(s) concerning this individual's short-term and/or
long-term needs for his/her work environment Provide, for example, specific information
as to contacts or activities that should be reduced or avoided in the work site. If possible,
recommend support services or equipment that may be necessary for the employee's work
environment.
2 Please provide the date when you recommend that this individual's short-term and/or long-
term needs for his/her work environment be re-evaluated.
Treating Physician or Practitioner's Name	
Signature	
License Number		Certificate Number
Certifying Organization	
Address	 Business Phone	

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PART 4 - Acknowledgment
(To be completed by supervisor)
I have received this completed Form requesting Alternative Work Space for the employee named
above
Supervisor's Signature	Date
Part 5 - Supervisor's Decision
(To be completed by supervisor)
Approved	Date
Disapproved	Date
Reason for disapproval:

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Appendix B
ALTERNATIVE WORK SPACE PROGRAM
EMPLOYEE/SUPERVISOR WORK AGREEMENT
The following constitutes a voluntary agreement on the terms and conditions of participation in
the alternative work space (AWS) program between the	and
	 Nothing in this program reduces or expands an employee's rights under
Worker's Compensation or claims for reasonable accommodation brought pursuant to the Federal
Rehabilitation Act of 1973, as amended, or any other employee right or entitlement. The program
office involved will continue to be responsible for any and all costs associated with this work
agreement.
1. Duty Station. All pay, special salary rates, leave and travel entitlements will be based
on the employee's official duty station.
Official duty station is:	
Alternative Work Space site (the location in which the employee is assigned to work)
Address: 	
Telephone Number:			
2. The employee's timekeeper will have a copy of the employee's AWS schedule. The
employee's time and attendance will be recorded in accordance with established time and
attendance requirements. Each employee in AWS must complete the "Employee Self-
Certification Time and Attendance Report" and submit it to his/her supervisor before time
cards are due each pay period. The employee's supervisor will certify, for each pay
period, time and attendance for hours worked
3	The employee must obtain supervisory approval before taking leave in accordance with
established Agency procedures. By signing this agreement, the employee agrees to follow
established procedures for requesting and obtaining approval of leave
4	The supervisor reserves the right to alter the employee's established work schedule to
accomntodate peak workload office demands or for any other official purpose with
advance notification.
5	The AWS work site shall be equipped with the following			
6 An employee who is authorized to use Agency equipment will protect the Agency
equipment. Agency-owned equipment will be serviced and maintained by the Agency An
employee who provides his/her own equipment is responsible for installing, servicing, and
maintaining it.

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7	Provided the employee is given at least 24 hours advance written notice, the employee
agrees to permit periodic home inspections by the Agency of the AWS work site during
the employee's normal work hours to ensure proper maintenance of Agency-owned
equipment and work site conformance with health and safety standards.
8	The employee is covered under the Federal Employee's Compensation Act if injured in the
course of performing official duties at the official duty station or AWS work site.
Any accident or injury occurring at the AWS work site must be brought to the immediate
attention of the supervisor. Because an employment-related accident sustained by an
employee participating in the AWS program could occur off the premises of the official
duty station, the supervisor must investigate all reports immediately following notification
The employee must complete the "Safety Checklist and Employee Certification"(at
Appendix D) which identifies significant safety standards that must be met and submit it to
his/her supervisor prior to participating in the AWS program.
9. The Agency is not responsible for damages or loss to an employee's personal or real
property during performance of official duties or while using Agency equipment in the
employee's AWS work site, except to the extent the Agency is liable under the Federal
Tort Claims Act, the Military Personnel and Civilian Employees Claims Act, or local law
as appropriate.
10	The Agency is not responsible for operating costs, home maintenance or any other
incidental costs (e g.. utilities) whatsoever associated with the use of the employee's
residence. The Agency may provide all necessary office supplies and reimburse the
employee for all authorized expenses incurred while conducting Agency business if
approved in advance by the supervisor
11	The supervisor will evaluate the employee's job performance against performance
standards and measures established in the employee's performance agreement The
agreement will be amended to reflect the employee's AWS participation if appropriate.
12	The employee is authorized to use and retain official Agency records or duplicate records
at the AWS work site. The employee agrees to use approved safeguards to protect
Agency records from loss, damage, destruction, and unauthorized disclosure. If the
employee is authorized to have access at the AWS work site to bid or proposal
information, source selection information, confidential business information, information
protected under the Privacy Act, or other information subject to special security
procedures, the employee shall safeguard such information from unauthorized disclosure
in accordance with all security procedures applicable to the information The employee is
responsible for knowing what security procedures and specific authorizations apply to the
information Classified national security information may not be brought to or retrieved at
the AWS work site.

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13	The employee agrees to perform his/her officially assigned duties at either the official dutv
station or at the AWS work site. Failure to comply with this provision may result in
charge of leave, loss of pay, termination of participation in the program, and/or
disciplinary action, as warranted, based on the situation
14	The employee agrees not to conduct unauthorized personal business while in official duty
status. The employee agrees to arrange for any dependent care and personal
responsibilities in a manner that allows the employee to successfully meet job
responsibilities. AWS is not a substitute for dependent care.
15	This Agreement does not restrict the employee's right to change schedules in accordance
with existing policies. If a permanent change of schedule is approved, the time and
attendance schedule will be changed accordingly and initialed by both the employee and
supervisor.
16.	The employee agrees to provide his/her home phone number to Agency clients if the
employee's home is the employee's AWS work site. In addition, the employee authorizes
the Agency to release the employee'sliome phone number to Agency clients if the
employee's home is the employee's AWS work site.
17.	The employee and the supervisor agree to discuss the employee's performance in the
AWS program during the mid-year and annual performance appraisals.
18.	Other	
I have read this agreement and the Agency policy on Alternative Work Space and agree to
adhere to their terms.
Employee's Signature	Date
	[Name of office or division] concurs with the participation of this
employee in the AWS program beginning	, and agrees to adhere to
the terms of this agreement and the Agency policy in Alternative Work Space.
Supervisor's Signature
Date

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Appendix C
Alternative Work Space Program
Employee Self-Certification Time and Attendance Report
Employee Name
Beginning Date:

Ending Date.
DAY
HOURS
From To
DAILY
TOTAL
AJL
SfL
CT/
OT
Sunday






Monday






Tuesday






Wednesday






Thursday






Friday






Saturday






Sunday






Monday






Tuesday






Wednesday






Thursday






Friday






Saturday .






Employee's Signature
Remarks
Supervisor's Signature

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Appendix D
[insert Safety Checklist here]

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Appendix ฃ
ALTERNATIVE WORK SPACE
PROGRAM OVERSIGHT COMMITTEE
DRAFT CHARTER
1.	PURPOSE. The Alternative Work Space (AWS) Program Oversight Committee, a
standing subcommittee of the Headquarters Labor/Management Partnership Council, will be
available to interpret, clarify, facilitate, mediate and assist with actions and activities related to the
implementation, processing and actions associated with this program The committee is also
responsible for routine evaluation of the program's effectiveness and recommending modifications
or actions as the Committee may deem appropriate for the effectiveness and efficiency of the
Partnership Agreement.
2.	MEMBERSHIP
a.	The AWS Program Oversight Committee is composed of four members:
The Committee Chair, who is the representative from OHROS,
One representative from AFGE Local 3331,
One representative from NTEU Chapter 280;
One representative from an AA-ship who is serving on the Headquarters
Labor/Management Partnership Council.
b.	At the Committee's option, representatives from FMSD, SHEMD, or their union
counterparts may be consulted
c Representatives serve for a period of one year; their membership can be
renewed
ซ
d To ensure effectiveness and continuity of the Committee, members are expected to
attend and participate in each meeting However, in exceptional cases, a member
may designate an alternate to participate in a meeting in the event that he or she is
unable to attend It will be the responsibility of the member to ensure that the
alternate is briefed on the topics that may arise in the meeting. The alternates will
participate in Committee meetings as full members
3 PROCEDURES
a
The AWS Program Oversight Committee will be chaired by the

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representative from OHROS, it may be chaired by a designee in the
OHROS representative's absence
b The Committee Chair will appoint a permanent Secretary for the AWS Program
Oversight Committee. The Secretary will be responsible for notifying members of
meetings, ensuring a quorum is able to participate; developing an agenda to be
distributed prior to the meeting; preparing a record of the meeting; distributing the
record of the meeting to members and OHROS personnel servicing teams; and
otherwise facilitating the efficient conduct of the meetings. The Secretary is not a
voting member of the Committee.
c.	The AWS Program Oversight Committee will meet at least monthly or more
frequently at the discretion of the Chair. A meeting will be postponed if a quorum
of three members is not available or if there are insufficient items on the proposed
agenda.
d.	The Committee will provide an opportunity for the employee and the
supervisor to appear in person to discuss the issues. The employee may
choose to be accompanied by a union representative other than the union
committee member, or another representative. Similarly, the supervisor
may choose to be accompanied by a representative from OHROS or
another office.

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