Remote Work Guidelines

UT Dallas > Office of Human Resources > Employees > Remote Work > Remote Work Guidelines

Overview of Guidelines and Expectations

UT Dallas offers remote work options in situations where it supports and meets the needs of the department/unit and business operations. Recognizing that some work can only be done at a university worksite and within designated work hours, UTD supports and encourages remote work for staff and faculty when feasible and appropriate, to attract and retain a diverse and talented workforce.

A Supervisor is a staff or faculty member who is the designated manager, department head, unit leader, and/or has supervisory responsibility of staff, faculty, or students. They should actively engage with an employee who requests to work remotely to determine if a workable solution can be achieved that supports business operations, the needs of students and the campus community, and the employee. Supervisors must consider how remote work schedules may be applied appropriately and fairly for the situation, and the potential impact to the unit, school, or division.

These guidelines and expectations are provided so employees, supervisors/department heads, and unit leadership will understand the parameters in which remote work may be permitted.

What is considered remote work or working remotely?

A remote work location is defined as the designated work location for any faculty, staff or student that is not a designated UTD worksite. In general, the remote work location is the employee’s place of residence; however, the designated location may be dependent upon other relevant factors. Remote work may be performed fully or primarily remote, where an employee is not regularly scheduled to be on campus but may need to report based on short-term or long-term business needs, or in a hybrid format where the employee is expected to be on campus a designated number of days per week or month and works remotely on other days.

Parameters for requesting and approving remote work:

Remote work is not an entitlement for any employee. Permission to work remotely is based on job function, work group, internal and external customer needs, business operations, job performance, and the approval process as determined by your school or division leadership.
Remote work may vary throughout the year. For some units, it may be more feasible to allow remote work during certain times of the year, even if limited in duration, depending on workload, on campus interactions with students or colleagues, or other unit-specific variables.
In some situations, family or personal needs or preference may influence an employee’s requests to work remotely. UTD supports a family-friendly work environment, when possible, to assist with work life balance. However, remote work may not be used as a substitute for childcare, elder care, and/or any type of caregiving activities for friends or family members. The employee is still expected to secure the level of care necessary to not interfere or disrupt their ability to perform their job duties as if the employee was working at a university worksite.
An approved remote work agreement cannot be interpreted as the employee no longer being expected to report to a university worksite. The employee may still be required by their supervisor to report to a university worksite depending on student, operational, or business needs, special events, etc.
A remote work agreement may be revoked at any time. Based on the assessment by the supervisor or unit leadership, such options may be determined no longer feasible or permitted if unit operations, employee performance, attendance, or behavior is negatively impacted, or if operational or business needs change. In such situations, unless time-sensitive business needs prevent advanced notice, it is recommended that employees be given at least two weeks’ notice to make any personal adjustments necessary.
The Office of Graduate Education does not permit Research Assistants (RAs) and Teaching Assistants/Associates (TAs) to work remotely in any capacity.

Requested or Required Remote Work Agreements:

While there are some obvious advantages of working remotely, for some employees, remote work may not be desired or preferred. An employee may use the office as respite from family life, colleagues may serve as the main social circle, or an employee may not have a home office environment conducive to performing job duties at the level expected. Others may find it difficult to balance distractions at home while working remotely, or just need a more structured routine to aid their comprehension and productivity.
A supervisor should not expect every employee to be accepting of or desire working remotely, especially if the employee did not initiate the request. Supervisors may consider a hybrid remote work agreement, with time split between a university worksite and working remotely to help alleviate an employee’s concerns, if feasible and serves the needs of the unit.
Supervisors and employees should be open to considering alternative solutions to address remote work. Concerns about a remote work agreement by either the employee or the supervisor should be addressed in advance in consultation with Employee Relations in the Office of Human Resources department.
As our campus continues to grow and evolve, some positions may be designated as full time or hybrid remote positions. Supervisors must be clear with employees if a position will work full time at a university worksite, full time remotely, or use a hybrid model.

Criteria and Expectations:

Communication is key to a productive and effective remote work agreement. Supervisors must approve the remote work location and should set clear and consistent expectations with employees performing work remotely. Before permitting employees to work remotely, supervisors should take the following steps:

Determine which positions are eligible for remote work:

Supervisors should review positions in their department/unit and determine which may be eligible for remote work. Without this review and assessment, there is a risk that decisions to approve remote work will be perceived as arbitrary and unfair.

The primary criteria for determining if a position is eligible for remote work are:

The location where the work will be performed,
If the student and operational business need of the department or unit can be effectively and satisfactorily met or enhanced, and,
the employee continues to meet or exceed expectations of performance, attendance, and behavior.

The agreement must align with the unit’s culture and operational needs and goals, including productivity, cost-effectiveness, and service to students, internal and external customers, and stakeholders. Eligibility may vary for different types of positions, even if the job title is the same. Based on the unit, remote work may not be appropriate for all positions. Examples include but not limited to:

Positions that require, as determined by unit operations and job duties, an in-person presence at a university worksite to perform job duties.
Employees whose documented performance, behavior, or attendance does not consistently meet expectations or demonstrate the knowledge, skills and abilities required to be effective and successful if working remotely or permitted flexibility in their schedule.
The Office of Graduate Education does not permit Research Assistants (RA) and Teaching Assistants (TA) to work remotely in any capacity.

Expectations and standards for employees and supervisors for an effective remote work agreement request and review process.

Employees are expected to engage in a discussion with their supervisor to determine whether remote work is feasible in their division or department.
Remote work is not to be approved to allow an employee to work at other jobs, serve on a Board, perform volunteer work, or manage a personal business. Please refer to the Conflict of Interest process in such situations.
Remote work may not be used as a substitute for childcare, eldercare, or other caregiving duties during scheduled work hours. Supervisors and employees must discuss and clearly define expectations in performing duties remotely.
In some circumstances, job duties and performance expectations may not be conducive to remote work and therefore, remote work is not appropriate and not permitted. If work duties are altered to permit remote work, the supervisor is responsible for creating a management plan to address how those specific tasks, projects, or assignments will be completed. Duties should not be altered in such a way that the core functions of the position are negatively impacted or significantly changed, or the work assigned or shifted to other colleagues to accommodate a remote work request.
The supervisor should develop a management plan outlining scheduled times for supervisors and employees to communicate directly with each other. Examples include a daily or weekly check-in, being responsive to emails and other collaborative tools for communication, a weekly conference meeting, etc.
Supervisors must consider how student needs, operational objectives, and departmental functions and processes impact scheduling needs and ability to effectively serve the campus community, guests, and visitors. For example, the expectations of your unit might include but are not limited to:
1. Telephone/front desk coverage must be in-person five days a week, during designated business hours.
2. Attendance at weekly staff meetings at their university worksite, and/or via video (MS Teams) based on supervisor’s discretion.
3. Attendance at weekly status report meetings at an agreed upon time.
4. Available by phone, text, MS Teams, or other collaborative tools for communication, and/or email during regular business hours or their assigned work schedule.
Working remotely does not mean the employee can set their own work hours. Supervisors must establish the core work hours and manage alterations to the schedule as they would if the employee was working at a university worksite. Faculty determine office hours in accordance with their school protocol.
If the employee has a hybrid remote work agreement, where duties are performed at a university worksite and remotely, supervisors must determine the number of allowable remote days/hours and how those will be scheduled (i.e., on a fixed schedule or a flexible schedule based on the week or workload). This should be discussed prior to approving a remote work agreement to avoid any misunderstandings between employee and supervisor.
Employees must use UTD assigned equipment, have an appropriate remote workspace, and provide adequate technological access to ensure duties can be completed remotely and securely. No matter where work is performed, all employees remain subject to UTD policy UTDBP3096 – Information Security and Acceptable Use. This policy defines protection of UTD information assets, whether accessed from UTD-owned or personally owned equipment.
Remote employees are responsible for providing a reliable and proper level of internet connectivity at their remote work location. Employees working remotely are encouraged to connect with wired connections, when possible, rather than wireless, to improve the reliability of their connections.
Employees working remotely are responsible for the cost of internet and any other related electronic/technology connections necessary to perform duties in a productive and secure manner.
Employees working remotely must abide by all UTD policies, follow safety protocols, adhere to recordkeeping and payroll practices, maintain confidentiality, and take measures to achieve information security and prevent unauthorized access to UTD information. Supervisors are to discuss these expectations with the employee prior to approving a remote work agreement.
Employees working remotely are responsible for any travel-related costs when travelling to their designated UTD worksite. Unit leadership has the discretion to cover travel costs for required trips to campus on an exceptional, case-by-case basis. Travel costs must qualify as an allowable business and travel expense.
Employees are responsible for the cost of any remote work office furniture or related items to organize or create an effective and secure remote workspace.
Remote employees will not receive reimbursement or additional compensation to maintain internet connectivity, rent/ mortgage, travel cost to designated worksite, or other expenses related to working remotely. If an employee cannot provide a reliable level of internet connectivity and security, they will not be eligible for remote work. A remote work agreement may impose additional technology costs for the employee. For example, if UTD technology equipment must be shipped to the UTD campus, the expense may be the employee’s responsibility if the supervisor will not cover the cost.
Employees who have received prior authorization for remote work and who are later injured during the course and scope of employment while working remotely may be eligible to file a workers’ compensation claim. Employees and supervisors should follow Workers’ Compensation Program – UTDBP3111 and the appropriate workers’ compensation guidelines.
Depending on the role and unit, remote workers are not guaranteed a dedicated workspace on campus and may be assigned a shared workspace. Supervisors should identify appropriate workspace for remote employees when they need to report to campus.

Remote workers are expected to continue performing job duties as much as possible during a campus emergency or weather event. Remote employees experiencing a weather event, utility outage, or other situation impeding their ability to perform work duties from their regular work location must consult with their supervisor to ﬁnd a work location on campus or an alternative remote location that is technically and physically secure to perform duties. Please refer to the Campus and Operational Closure Policy on expectations of continued work.

Remote Work Agreements: Request and Approval Process

All in-state (Texas) remote work agreement requests will be approved at the discretion of the unit/school/division supervisor and/or executive leadership in accordance with any additional unit specific criteria, approval process, and the criteria defined by UTD.

When permitting remote work, either full-time or a hybrid model, supervisors are responsible for monitoring the required hours of work based on the employee’s FTE level. Exempt and non-exempt employees must still use accrued leave as applicable based on hours worked during the workweek.

Who must complete a remote work agreement request?

Remote work agreements apply to all employees – faculty, staff, and students, including temporary and non-benefits eligible employees.
A remote work agreement is required if the employee will routinely work fully remotely or in a hybrid model where they report to a university worksite less than 5 days per week.
A remote work agreement is not required for an episodic situation or when remote work will be less than 30 days in duration in a calendar year.
Before approval can be granted and remote work begins, the employee must complete the online Remote Work Agreement form. The submitted form will be automatically routed to the employee’s supervisor for review and approval. The supervisor will define the start and end date of this remote work agreement before they click on Approve. The employee cannot change the start and end date of the RWA. Once the supervisor has approved the RWA, the request will route through the pre- established departmental workflow for additional approval(s). Supervisors no longer need to manually add approvers to a Remote Work Agreement.

If there is a change in the employee’s department or supervisor, the location where the work is being performed, or if the remote work agreement on file expires, a new agreement must be submitted reflecting current information and appropriate approvals. A remote work agreement is specific to the employee’s current position and is not transferable. If the employee changes positions, or transfers to a different school, division, or unit, a new agreement must be submitted for approval.

Instructions on how to access the remote work agreement form can be found on the Office of Human Resources webpage at Remote Work.

Job postings that allow remote work or flexible schedules:

For instructions on the approval process for adding remote work options to job postings please visit the Office of Human Resources webpage on Remote Work Options for Job Postings & Newly Hired Employees.
For new hires: if the employee will be working remotely from a limited or restricted state, the supervisor should attach the appropriate approvals to the remote work agreement. Approval from the Provost (for academic units) or the VPCOS (for administrative units) is required for employees who will work in such states for more than 30 days in total after being hired at UTD. These instances should be rare, and the position must still meet mission-critical criteria, even for short-term remote work outside of Texas.

Out-of-State Remote Work

Guidelines and expectations for work performed outside the state of Texas.

The expectations, criteria, and guidelines for determining eligibility for an in-state remote work agreement also applies to remote work agreements where the employee will perform work for UTD outside the state of Texas.

Employees assigned to the Archer Center in Washington, D.C., are exempt from this restriction and a remote work agreement is not required.
Faculty research or teaching projects less than 90 days in duration annually are exempt from the Remote Work Agreement approval process.
Episodic or short term (30 days or less annually) remote work performed by staff outside of Texas will not require a remote work agreement.
An out-of-state remote work agreement may not be feasible or appropriate based on the position and other criteria. The employee may be required to return to campus (or UTD facility) to perform their work duties at any time.
The employee is responsible for any travel related cost when reporting to campus. UTD will not reimburse for gas, mileage, tolls, or other travel expenses if working remotely, whether in or out of the state.
A P.O. Box does not qualify as a residence. Employees must provide their residential address to UTD when requesting an out-of-state remote work agreement.
The location of where the work is performed, not just the place of residence, is a key factor in determining if remote work may be performed out of state. An employee who lives out of state but performs work in state does not require approval for out-of-state remote work. For example, if an employee resides in Oklahoma, but performs their job at a UTD work site (i.e. campus) in Texas, this is not considered remote work. However, if the work is performed at a non-UTD work site, but still within the state of Texas, a remote work agreement will be required and is considered an in-state remote work agreement (see In- State Guidelines).

Approval for remote work outside of Texas in states that are not restricted or limited to UTD employees.

Requests to work outside of Texas in a state that is not on the limited or restricted list will follow the same school, division, and unit level review and approval process as in-state requests, and requires final approval from the division Vice President, School Dean, or their designee. Please refer to the Office of Human Resources webpage on Remote Work for the up-to-date list of restricted and limited states.

Approval for remote work outside of Texas in restricted or limited states.

Due to state and/or local employment laws, there are certain states in which remote work is limited or restricted. This list may change as states create or revise employment policies, legislation, and other state or local regulations. Refer to the Office of Human Resources webpage on Remote Work for the up-to-date list of restricted and limited states.

Due to state or local employment laws, states listed as restricted or limited may be approved for remote work agreements but should be limited and only approved for mission critical or hard to fill positions. Approval from the Provost for Academic Units, or Vice President Chief of Staff (VPCOS) is required to work in limited or restricted states, for any duration.

Impact to employee if working out of state

UTD must apply all state and local tax and employment requirements of the city and state in which the employee resides and is performing work for UTD. This may result in additional personal or state taxes to the employee, impact the level of coverage of health benefits and co-pays/out-of-pocket expenses, impact FMLA and other leave options, affect workers’ compensation coverage, and require compliance with other related laws and regulations.

Employees are responsible for staying informed and aware of any personal impact to their tax status, employment status, benefit coverage, or workers’ compensation coverage, and all other state, local and federal laws or requirements that apply to their out of state residence while the remote work agreement is in effect.

Examples of the potential impact to the employee include, but may not be limited to, the following if residing and working outside of Texas:

Impact to employment status:
1. Family and Medical Leave Act (FMLA), Affordable Care Act (ACA), sick leave, vacation time, termination of employment, etc., requirements vary from state to state. These aspects of employment may be handled differently than for employees who perform their work in Texas.
2. UTD must register as an employer with each state where an active employee is working for unemployment insurance.
Impact to employee’s immigration status:
1. For certain visas, the Department of Homeland Security defines the acceptable geographical region for residence.
2. An employee’s immigration status may be impacted if they reside and work outside of the DFW area. Please email visasHR@utdallas.edu to discuss specific situations.
Impact to employee’s benefit coverage:
1. UT SELECT Health insurance In-area network benefits applies to eligible employees residing in Texas, New Mexico, and Washington, D.C.
2. Out-of-area network benefits apply to employees residing in states not mentioned above. This may result in higher co-pays or co-insurance amounts, or other impacts on coverage. Refer to the UT SELECT Medical Plan Guide and the HR Benefits website.

Additional cost to departments for out-of-state remote work

A fee of $500.00 per month per employee will be charged to the employee’s department to cover the cost of UTD’s additional administrative responsibilities in managing out-of-state employment obligations related to remote workers. This applies to all remote work locations outside of Texas, including states that are not on the restricted or limited list. Please note: Research or teaching projects may be exempt from this fee. Contact remotework@utdallas.edu to discuss specific situations.

Impact to UTD when permitting out-of-state remote work

Payroll tax and employment laws. UTD must abide by the laws and regulations of the state in which the work is performed. This can be complicated depending on the state and can affect the amount of taxes taken out of the paycheck, eligibility for FMLA, sick leave, vacation, certain requirements on how employment matters are resolved, termination process, required notice periods, etc. Many states have stricter employment and tax laws than Texas, and once UTD permits the employee to perform work for UTD in that state, UTD agrees to comply with that state’s laws.
Workers’ compensation. Employees who have received prior authorization for an out- of-state remote work agreement and who are later injured during the course and scope of employment while working remotely may be eligible to file a workers’ compensation claim. Out-of-state workers’ compensation claims are subject to the laws of the state where the work was performed. Employees and supervisors should follow Workers’ Compensation Program -UTDBP3111 and the appropriate workers’ compensation guidelines.
Unemployment insurance. For any state in which UTD employees perform work, the University must register as an employer. If the employee files for unemployment, they may be eligible for benefits as defined by that state, not Texas. The amount granted, duration of coverage, eligibility criteria, and requirements of employee and employer vary from state to state.
Immigration status may be impacted if working outside the DFW area. For certain visas, the Department of Homeland Security defines the acceptable geographical region for residence. A location outside of DFW may require UTD to seek approval from DHS before remote work begins. If this approval is not granted, the employee may be out of compliance and their visa may be revoked. This requirement applies even to short-term agreements. Please contact visasHR@utdallas.edu to discuss specific situations.