Docstoc

At Home Home Base Business

Document Sample
At Home Home Base Business Powered By Docstoc
					                             DEH HOME BASE POLICY
                              Effective January 1, 2008
                              TABLE OF CONTENTS

PROGRAM GUIDANCE

I.          Mission Statement
II.         Background
III.        Purpose
IV.         Benefits
V.          Scope
VI.         Policy

VII.        Responsibilities
            A. Employees
            B. Supervisors
            C. Approving Officials

VIII.       Guidelines
            A. Employee Participation
            B. Selection Criteria
            C. Position Criteria
            D. Home Base Agreements
            E. Position and Performance Issues
            F. Time and Attendance Issues
            G. Workers' Compensation
            H. Facilities Issues
            I. Communication and Equipment
            J. Other Issues

IX.         Termination and Transfer Issues

Attachments: Tools and Guidance for Home Basing Employees and their Supervisors:

            1.     Request for Home Basing Employee
            2.     Property Accountability Form
            3.     Supervisor-Employee Check List
            3.     Home Base Agreement
            4.     Employee Self-Certification Safety Checklist
            5.     Questions and Answers
            6.     Addressing Home Base Issues




                                          1
                             DEH HOME BASE GUIDANCE


I.     MISSION STATEMENT

To develop a home basing policy as a work option that can boost efficiency in the use of
space, help protect human health and the environment, reduce resource use and increase
employee productivity, efficiency and morale.

Home Basing is consistent with sound business practices and will help the organization be
more competitive in attracting talented and skilled employees. Home Basing should be
viewed as a way to maintain and enhance internal and external customer service.

II.    BACKGROUND

Home Basing is an innovative management program that provides employees the
opportunity to perform their duties at alternate duty stations. Home Base refers to paid
employment for work performed away from an organization's official duty station. Some
background information about Home Base is provided below:

1.     Home Base was introduced in North Carolina state agencies to promote time
       management; cost efficiency; environmental protection and to promote employee
       retention.

2.     Under home based employment, an individual’s official duty station is their home.


III.   PURPOSE

DEH’s Home Basing goal is to achieve optimal productivity, to achieve maximal
effectiveness with state resources, to enhance the spirit, morale, and welfare of
employees, and to provide leadership in promoting environmental quality.

DEH must constantly strive to achieve high levels of performance and productivity in
conducting its goal with the limited budgetary resources that are available. The creative
application of new technology, new organizational configurations and human resources
development are factors in evolving working arrangements that will contribute to higher
productivity. The employees that DEH attracts, trains, retains, and rewards are essential to
the productive conduct of our work.




                                             2
DEH is expected to be a leader in employing new methods to protect human health, and
the environment. DEH is responsible for the protection of human health and the
environment statewide; therefore; required travel for field staff can help reduce air pollution
associated with emissions by applying alternative duty station techniques. DEH can be a
leader in demonstrating the time management, cost savings, and air quality benefits that
accrue from home basing staff.

Home basing staff can measurably improve productivity, employee welfare, and
environmental leadership.


IV.    BENEFITS

The Home Base environment provides a means of responding to rapidly changing factors
that are impacting today's workforce - demographic, societal and technological - and has
proven effective in reducing employee turnover and absenteeism, improving management
techniques, and responding to sociological and environmental issues.

Home Basing will make it possible to minimize the costs involved for the rental of office
space.

V.     SCOPE

This guidance will apply to all DEH Sections that agree to participate in the Home Base
program and whose employees and supervisors complete a Home Base Agreement.
Home Basing is considered a privilege and will not be suitable for every employee.

VI.    POLICY

Generally, any occupation/job involving extensive travel and an assigned Region within the
State can be considered for inclusion in the Home Base program. Using established
criteria, management will decide whether a position and/or employee is eligible to
participate in the Home Base program. In addition, supervisors may terminate the Home
Base Agreement if, for example, the terms of the agreement are not met, the organization
does not benefit from the home basing, or there is a job change. Termination of an
agreement by management is not a grievable issue under the personnel policies.

A Home Base Agreement must be completed for all participants. Reviews of the Home
Base Agreement should be completed by the supervisor and the employee at
implementation, after the first six months, and periodically throughout the duration of the
program. Each organization may provide all equipment (subject to availability) within the
parameters of governing laws, rules and regulations deemed necessary by the supervisor
for work assignments.

                                              3
4
VII.    RESPONSIBILITIES

        A.   EMPLOYEES participating will:


             1. observe agreed-upon hours of work in accordance with standard work shifts with an
                eight-hour shift beginning no earlier than 7:00 am or ending no later than 6:00 pm;

             2. observe policies of requesting leave when leave is to be taken;

             3. use government issued equipment and assets only for official purposes;

             4. complete the Employee Self-Certification Safety Checklist, which identifies significant
                safety standards that must be met and return it to their supervisor prior to a Home Base
                Agreement being entered into; and

             5. identify any concerns regarding the Home Base situation and outline strategies for
                 addressing these concerns and maintaining internal and external customer service.


        B.   SUPERVISORS will:

             1. determine which employees will participate in the program; typically done when position
                is posted

             2. establish a frequency of reporting (minimum monthly) at which the employee will update
                the supervisor with a periodic summary of work accomplished;

             3. complete the Supervisor-Employee Check List and discuss the items covered on this
                list with the employee prior to initiating the Home Base Agreement; and

             4. identify any concerns regarding the Home Base situation and outline strategies for
                addressing these concerns and maintaining internal and external customer service.

        C.   APPROVING OFFICIALS will evaluate the impact of the program on the efficiency and
             effectiveness of work operations within their organization. The approving official is the
             Division Director or designee.

VIII.   GUIDELINES

        A.   EMPLOYEE PARTICIPATION. The program is targeted to employees whose duties could
             be performed away the Raleigh Central Office. Participation is a privilege, with prior
             Departmental approval. Departmental approval is required through the completion and
             approval of the Request for Home Basing Employee form. Once the Request for Home
             Basing Employee form has been approved. The employee and supervisor will need to


                                                   4
     complete the Home Base Agreement form, the DEH Home Base Supervisor-Employee
     Checklist, and the Employee Self-Certification Safety Checklist.

B.   SELECTION CRITERIA. Selection of participants for this program is a key activity from
     both individual and organizational standpoints. The criteria used to select participants will
     depend upon a number of interrelated issues namely:

     1.     The Employee

            a. the employee's responsibilities to the public or clientele can be better served by
            being located at home, which should be central to the employee’s region(s) of
            responsibility;

            b. the employee has clearly defined performance standards and measurements;

            c. the employee is willing to sign and abide by a written Home Base Agreement;

            e. the employee must be able to provide an adequate work location with sufficient
            space for all necessary office furniture and equipment without undue interference
            which could impair productivity;

            f. the employee is highly motivated;

            h. the employee can deal with isolation; and

            i. the employee has good time management skills.

     2.     The Supervisor

            a. The supervisor should be supportive and willing to work through any problems or
            obstacles that may occur;

            b. the supervisor should be comfortable with evaluating work performance in a
            manner compatible with Home Base conditions, measuring performance by results
            and without direct observation; and

            c. the supervisor should be an effective communicator and must be able to clearly
            define tasks and expectations.


D.   HOME BASE AGREEMENTS. Each employee must sign a Home Base Agreement that
     covers the terms and conditions of the Home Base program. The Home Base Agreement
     constitutes an agreement between the employee and supervisor to adhere to applicable
     guidelines and policies. The Home Base Agreement covers items such as: hours and
     days of duty; responsibilities for timekeeping, leave approval and requests for overtime


                                            5
     and compensatory time; performance requirements; proper use and safeguards of
     government property and record; and standards of conduct.




E.   POSITION AND PERFORMANCE ISSUES

     Position Descriptions. Position descriptions should reflect the Home Base arrangement.
     All Home Based positions must be approved for home basing by the Division Director,
     DENR Budget Director, and DENR Deputy Secretary through the Request for Home
     Basing Employee form.


F.   TIME AND ATTENDANCE ISSUES

     1.    Hours of Duty. Employees must work standard schedules or follow alternative work
           schedules depending upon the agreement between the employee and the
           supervisor. Completely unstructured arrangements where employees work
           at home at will are not permitted. Normal work hours, including a non-paid lunch
           period of at least 30 minutes, as follows:

           Five 8-hour days, Monday through Friday, on one of the standard shifts. Scheduled
           hours of duty should fall within Department of Environment and Natural Resources'
           (DENR's) policy for standard working hours.

     2.    Leave. The policies for requesting annual leave, sick leave, or leave without pay
           remain unchanged. Employees are responsible for requesting leave in advance
           from the supervisor.

     3.    Certification and Control of Time and Attendance. Proper monitoring and
           certification of employee work time is critical. Supervisors must report time and
           attendance to ensure that employees are paid only for work performed and the
           absences from scheduled work hours are accounted. DEH's policy for certification
           of time and attendance requires supervisors with employees working from home
           provide reasonable assurance that they are working when scheduled. Reasonable
           assurance may include occasional supervisory telephone calls, occasional visits by
           the supervisor to the employee's work site, and determining reasonableness of
           output for the time spent.

     4.    Administrative Leave, Dismissals, Emergency Closings. Although a variety of
           circumstances may affect individual situations, the principles governing
           administrative leave, dismissals, and closings remain unchanged. The ability to
           conduct work, whether at home or at the office, determines when an employee may
           be excused from duty.


                                          6
G.    WORKER'S COMPENSATION. Since the employee’s home office is an extension of the
     agency workplace, the State’s liability for job related accidents will continue to exist during
     the employee’s approved work hours at the employee’s home office location. All
     accidents/injuries sustained at the employee’s home office site during duty hours must be
     reported immediately to the employee's supervisor and the Division’s Human Resources
     Officer.

     Prior to an employee being home based, employees must complete the Employee Self-
     Certification Safety Checklist which identifies significant safety standards that should be
     met. If the employee reports an accident/injury as a result of Home Base activities, then the
     employer will investigate the conditions leading to the accident and may conduct a site
     safety inspection, if the employer deems it necessary to complete the investigation.


H.   FACILITIES ISSUES

          1. Home Office. Employees participating in the Home Base program must have a
             designated office space for performance of their duties.

          2. Home Office Utility Expenses. DEH will pay for the home based employee’s
             business phone, internet connection and state issued cell phone. DEH will not pay
             for any other utility costs associated with working at home.

          3. Work-Related Expenses. Costs associated with the copying of work-related
             materials, fax charges, express mail, etc. will be paid or reimbursed by DEH. Office
             supplies provided by the State should be obtained during periodic trips to the
             Raleigh Central Office. Out-of-pocket expenses for supplies normally available in
             the office will not be reimbursed unless a justifiable emergency situation arises.



I.   COMMUNICATION AND EQUIPMENT

     1.       Telephone Coverage. The Division usually provides a business phone line and a
              business cell phone for home based employees. This provides connectivity for
              business purposes only during work hours and should not be used for personal use.
               The Division has a State assigned cell phone policy that is to be signed by
              the employee or a Personal cell phone reimbursement agreement, if the
              employee chooses to utilize their personal cell phone in lieu of a state
              assigned cell phone.

     2.       Other Internal Communication: A employee will provide his or her work hours to his or
              her supervisor which will be provided to the Division. Employees should use the “DEH
              Web Calendar” to indicate their daily schedules so that all staff can have access to
              their schedules.


                                             7
     3.   DEH Property and Equipment. DEH does provide equipment for home based
          employees if there is a need. State owned equipment such as laptop computers,
          desks, work stations, file cabinets, shelves or bookcases should be inventoried and
          that information maintained on file for each employee. Strict adherence to
          regulations concerning the safeguarding of equipment is essential. Prior approval
          must be obtained from the employee's supervisor before any property is removed
          from the home office. Any property should be surplused if out dated following state
          regulations and guidelines for surplus property.

     4.   Technical Support: Information Technology (computer) technical support for Home
          Based staff shall be provided by the Division IT staff. This may include trips to the
          Raleigh Central Office with appointments scheduled for IT staff to handle repairs or
          problems with computers.

     5.   Internet Service Provider: Home Based staff will need to purchase an internet
          service provider service for their home office use which will be reimbursed by the
          Division. However, if using the same connection for personal use the agency
          will reimburse only 50% of the total costs. If a separate business connection is
          installed for strictly business use, the agency will reimburse the employee for costs
          to install or maintain additional telephone lines, internet service provider and/or
          telecommunications equipment. The reimbursement for installation will be
          offered only on the initial installation. If the employee chooses to move
          residences, the cost of installation for any moves will revert to the employee.


J.   OTHER ISSUES

     1.   Privacy Act, Sensitive or Classified Data. Decisions regarding the proper use and
          handling of classified and sensitive data, as well as records subject to the Privacy
          Act, are delegated to individual supervisors who permit their employees to Home
          Base.

     2.   Liability. Advice and assistance regarding injury and property loss involving legal
          claims or liabilities should be referred to the Division’s safety officer, employee's
          supervisor or Division Human Resources Officer.

     3.   Tax Benefits. Generally, expenses are allowed for home office space as long as it
          is used exclusively as a principle place of business. However, do not claim any
          expenses that the Division is paying (i.e. telephone, internet, furniture, etc.)
          Employees who believe they may be entitled to tax deductions should consult their
          tax advisor or the Internal Revenue Service for information on tax laws and
          interpretations.




                                          8
IX.   TERMINATION AND TRANSFER ISSUES

      A.   SUSPENSION OR TERMINATION

            When a Home Base employee decides to terminate and resign his/her position, it is the
           supervisor’s responsibility to ensure that all services paid for by the Division are terminated
           immediately and that all equipment and /or furniture is returned to the Division for
           reassignment.




                                                  9
                  POLICY ATTACHMENTS:
                  TOOLS AND GUIDANCE
    FOR HOME BASING EMPLOYEES AND THEIR SUPERVISORS

Attachments:
1.    Request for Home Basing Employee
2.    Property Accountability Form
3.    Supervisor-Employee Check List
4.    Home Base Agreement
4.    Employee Self-Certification Safety Checklist
Questions and Answers
Addressing Home Basing Issues




                                    10
                           DIVISION OF ENVIRONMENTAL HEALTH
                       REQUEST FOR HOMEBASING EMPLOYEE
SECTION: ________________________________             EMPLOYEE’S NAME: _____________________

JOB CLASSIFICATION: ________________________          POSITION NUMBER: ______________________

COST CENTER: ________________________

PHYSICAL LOCATION OF EMPLOYEE:
      Street Address:__________________________________________________________________

       City: ______________________ State: _______ Zip Code: __________County:_______

SUPERVISOR OF EMPLOYEE: ________________________________________________

J USTIF ICATION: (in c lu d e re a so n s a n d c o st sa vin g s re c o g n ize d )




APPROVAL S:

SECTION CHIEF:__________________________________________              DATE:____________________

DIVISION DIRECTOR:______________________________________              DATE:____________________

DENR BUDGET DIRECTOR:_________________________________                DATE:____________________

DENR DEPUTY SECRETARY:________________________________                DATE:____________________

                                                         11
                              PROPERTY ACCOUNTABILITY FORM
                                FOR HOME BASED EMPLOYEES

              NC DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES
                        DIVISION OF ENVIRONMENTAL HEALTH

The following property/fixed assets have been transferred from ___________________________


To the home of _____________________________________________________at____________

All items issued to the employee should be listed on this form (i.e. desk, chair, credenza,
printer, file cabinet, computer, calculator) for the purpose of maintaining accountability of state
property.


DESCRIPTION OF ITEM(S)                                             Fixed Asset Number
                                                                    (If Applicable)




I understand that upon my separation from DENR/DEH I am responsible for seeing that all the above
listed items are returned to the Division of Environmental Health as instructed by my Supervisor.

EMPLOYEE:_____________________________                SECTION CHIEF:____________________

DIVISION DIRECTOR:________________________ DATE:______________________________

                                                 12
                           DEH HOME BASE
                   SUPERVISOR-EMPLOYEE CHECKLIST

The following checklist is designed to ensure that your Home Based employee is
properly oriented to the policies and procedures of the program. Questions 4, 5 and 6
may not be applicable to your Home Based employee. If this is the case, simply state
not-applicable or N/A.

NAME OF HOME BASED EMPLOYEE:

__________________________________________________

NAME OF IMMEDIATE SUPERVISOR:

__________________________________________________


                                                                Date Completed
1.     Employee has read DEH Home Base
       guidance outlining policies and procedures
       of the program.                                        _______________

2.     Employee has been provided with a schedule
       of duty hours and location.                            _______________

3.     Employee has been issued/has not been
       issued equipment.                                     _______________

4.     Equipment issued by DEH is
       Documented on the Property Accountability
       Form.                                                  _______________

       Check as applicable:     Yes No
              computer          ___ ___
              modem             ___ ___
              furniture        ___ ___
              printer          ___ ___
              other             ___ ___

5.     Policies and procedures for care of
       equipment issued by DEH have been
       explained and are clearly understood.                _______________

                                 13
6.    Policies and procedures covering classified,
      secure or privacy act data have been
      discussed and are clearly understood.                 _______________

7.    Requirements for an adequate and safe
      Home office have been discussed
      and are understood. (See completed Employee
      Self-Certification Safety Checklist)                   _______________

8.    Performance expectations have been
      discussed and are clearly understood.                 _______________




____________________________________                 _____________________
Employee Signature                                     Date

___________________________________     _____________________
Immediate Supervisor Signature      Date


___________________________________                  ______________________
Division Approval                                       Date




                                14
                     DEH HOME BASE AGREEMENT

The following constitutes an agreement between:

(Supervisor) ______________________
(Employee)_____________________

of the terms and conditions of being Home Based:

1. Employee agrees to adhere to the applicable guidelines and policies.
Supervisor agrees to adhere to the applicable guidelines and policies.

2. Employee's official work hours are as listed below:


     Day                         Hours

                     From                   To

 Monday

 Tuesday

 Wednesday

 Thursday

 Friday


4.      Altering Home Base Schedule: Management reserves the right to
alter the employee's established work schedule to accommodate peak
workload, with advance notification.

2.      Home Duty Station: Employee's official duty station is __________
______________________________________. All pay, special salary
rates, leave and travel entitlement will generally be based on the employee's
home duty station.

6.     Communicating Home Base Schedule: A copy of the employees
Home Base schedule will be provided to the employee's supervisor, the
employee's secretary and the Division to communicate the employee’s
availability to co-workers . Employee's time and attendance will be recorded

                              15
on DENR's monthly time sheet. Employee's supervisor will certify time and
attendance for hours worked.

7.     Approval of Leave: Employee must obtain supervisory approval
before taking leave in accordance with established office procedures. By
signing this agreement employee agrees to follow established procedures
for requesting and obtaining approval of leave.

8.      Approval of Overtime: Employee will continue to work in existing pay
status while working at his/her home duty station. An employee who works
overtime, that has been ordered and approved in advance, will be
compensated in accordance with applicable laws and regulations. By
signing this agreement, employee agrees to obtain proper approval for
overtime work. Failure to adhere to proper approval for overtime work may
result in the employee's removal from being home based or other
appropriate action.

9.     Equipment: An employee authorized to use DEH equipment will
protect the equipment in accordance with State and Division procedures. An
employee who provides his/her own equipment is responsible for installing,
servicing and maintaining it at their own expense.

10.    Inspection of DEH Equipment: The employee agrees to permit
periodic inspections by DEH of the home office to ensure proper
maintenance of Division equipment and compliance with safety standards.
The inspection will be performed during the employees normal working hours
and the employee will be given at least 24 hours advance notice.

11.    Employee Property: DEH is not liable for damages to an employee's
personal or real property during the course of performance of official duties
or while using DEH equipment in the employee’s home office.

12.     Operating Costs: DEH is not responsible for home maintenance
costs or any other incidental costs not directly associated with state business
at the employee's home office.

13.     Program Related Expenses: An employee working under an
approved Home Base Agreement will have a business telephone line and
cell phone provided for business-related long distance and locals calls. Cost
associated with the copying of work-related materials, fax charges, express
mail, etc. will be reimbursed by DEH.




                               16
14.    Worker's Compensation: Employee is covered under the Worker's
Compensation Act if injured in the course of actually performing official
duties at the official duty station. Any accident or injury occurring at the
alternate duty station must be brought to the immediate attention of the
supervisor and the safety officer. The supervisor must investigate all reports
immediately following notification of an employee related accident.

Employees must complete the Employee Self-Certification Safety
Checklist, which identifies significant safety standards that should be met
and returned to their supervisor and a copy provided to the Division’s Safety
Officer and/or Human Resources Officer prior to a Home Base Agreement
being entered into.

15.    Tracking of Completed Work: Employee will communicate with the
supervisor to receive assignments and have completed work reviewed in
accordance with the supervisor's instructions.

16.   Completion of Work Assignments: Employee will complete all
assigned work in accordance with the supervisor's instructions.

17.     Returning Telephone Calls: Employees and their supervisor shall
determine the process by which the employee shall receive phone calls,
check voice mail and return phone calls. Employees who Home Base must
be willing to give appropriate office staff and frequent work contacts their
home office or cell phone number. They must be easily accessible and must
return telephone calls within ________ hours.

18.    Job Performance: Supervisor will evaluate employee's job
performance against performance standards and measures established in
the employee's performance management work plan. The agreement will be
amended to reflect employee’s Home Based status.

19.   Progress Reporting: Regular and required progress reporting by the
employee will be used by the supervisor as part of his/her assessment of
employee's job performance.

20.    Management May Terminate Home Base: Management may suspend
or terminate an employee's Home Base status if performance standards and
measurements are not met, the employee does not abide by the Home Base
Agreement, or it no longer benefits the organization to have the employee
Home Based.




                               17
21.      Performance of Job Duties: Employee agrees to perform his/her
officially assigned duties at their home office. Failure to comply with this
provision may result in charge of leave, loss of pay, termination of
participation in the program, or disciplinary action as warranted, based on
the situation.

22.   Personal Business: Employee agrees not to conduct unauthorized
personal business while in work status at their home office.

23.     Supervisor-Employee Check List: Supervisor must complete the
Supervisor-Employee Check List and discuss the items covered on this list
with the employee prior to initiating a Home Base Agreement.

24.     Existing Policies Governing Schedule Change: 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
schedule on Page 1 of this agreement will be changed accordingly and
initialed by both employee and supervisor.




__________________________________ _______________________
Employee                             Date


__________________________________ _______________________
Supervisor                           Date


__________________________________ _______________________
Division                             Date




                               18
                        DEH HOME BASE
         EMPLOYEE SELF-CERTIFICATION SAFETY CHECKLIST




NAME:_________________________ DIV/SEC:_______________________

OFFICE TEL # _________________ HOME TEL # ____________________

SUPERVISOR ___________________


        The following checklist is designed to assess the overall safety of the home
office. Each participant must read and complete the self-certification safety checklist.
Upon completion the checklist should be signed and dated by the participating
employee and immediate supervisor.

        The home office is ___________________________. Describe the
designated work area in the home office.

_________________________________________________________________

_________________________________________________________________

1.      Is the space free of asbestos containing          Yes ___ No ___
        materials?

2.      If asbestos containing material is present,       Yes ___ No ___
        is it undamaged and in good condition?
        * Only check if applicable *

3.      Is the space free of indoor air quality           Yes ___ No ___
        problems?

4.      Is the space free of noise hazards (in            Yes ___ No ___
        excess of 85 decibels)?

5.      Is there a potable (drinkable) water              Yes ___ No ___
        supply?



                                    19
6.    Is adequate ventilation present for the         Yes ___ No ___
      desired occupancy?

7.    Are lavatories available with hot and           Yes ___ No ___
      cold running water?


8.    Are all stairways with 4 or more steps           Yes ___ No ___
      equipped with handrails?                   N/A ___


9.    Are all circuit breakers and/or fuses in        Yes ___ No ___
      the electrical panel labeled as to intended
      service?

10.   Do circuit breakers clearly indicate if         Yes ___ No ___
      they are in the open or closed position?

11.   Is all electrical equipment free of      Yes ___ No ___
      recognized hazards that would cause physical
      harm (frayed wires, bare conductors, loose
      wires, flexible wires running through walls,
      exposed wires fixed to the ceiling)?

12.   Will the building's electrical system           Yes ___ No ___
      permit the grounding of electrical
      equipment?

13.   Are aisles, doorways and corners free of        Yes ___ No ___
      obstructions to permit visibility and
      movement?

14.   Are file cabinets and storage closets           Yes ___ No ___
      arranged so drawers and doors do not open
      into walkways?

15.   Are the rungs and legs of chairs sturdy?        Yes ___ No ___

16.   Are the phone lines, electrical cords,          Yes ___ No ___
      and extension wires secured under a desk
      or alongside a baseboard?

                                  20
17.    Is the office space neat, clean and free      Yes ___ No ___
       of excessive amounts of combustibles?

18.    Are floor surfaces clean, dry, level          Yes ___ No ___
       and free of worn or frayed seams?


____________________________________              _____________________
Employee Signature                                   Date

___________________________________     _____________________
Immediate Supervisor Signature      Date

Special note: Supervisors are encouraged to conduct an on-site inspection for any
employee checking five or more no answers. Employees are responsible for informing
their supervisor of any significant change.




                                  21
                     QUESTIONS AND ANSWERS

                    EXPLANATION OF HOME BASE

1.   WHAT IS HOME BASE?
       Home Base means that an individual’s official duty station is their
       home. Under Home Base, the individual’s official duty station
       remains unchanged.

2.   WHAT TYPES OF JOBS ARE ADAPTABLE TO A HOME BASE
     PROGRAM?

        Reading/processing tasks (evaluating proposals and reports,
         conducting research)
        Field staff; staff that travel frequently to various business locations
         to accomplish their job responsibilities. (i.e. environmental health
         specialists, inspectors of varying types)


3.   WHY SHOULD DEH HAVE HOME BASING?

     Home Basing reduces space requirements and associated costs;
     aids in the reduction of air pollution; targets labor markets such as
     inspectors; increases ability to attract and retain employees in critical
     occupations and positions; and reduces commuter traffic and parking
     congestion.



4.   IF I WORK AT HOME CAN I PROVIDE ALL OF MY OWN CHILD
     CARE OR ELDER CARE SERVICES?

     Home Base arrangements can provide valuable assistance in the
     management of work/family schedules, but it is not a substitute for
     child/elder care. Based on experience in both the private and public
     sector, the care of young children is likely to disrupt work. Home
     Base employees must have appropriate child/elder care available
     away from the home.




                              22
8.   IS THERE A DOCUMENT THAT CLARIFIES EMPLOYEE AND
     MANAGEMENT ROLES AND RESPONSIBILITIES IN HOME
     BASE?

     Home Base supervisors and employees will sign work agreements to
     ensure they fully comprehend what is expected.


                                BENEFITS

1.   SPECIFICALLY, WHAT ARE THE BENEFITS OF A HOME BASE
     PROGRAM?

     Typical benefits are:

     Management Benefits

     Reduction in Office space requirements, parking facilities and
       transportation costs.

     Increased productivity.

     Decline of absenteeism.

     Attraction and retention of skilled employees and reduction in
     employee turnover rates.

     Expands labor pool, provides access to disabled.

     Improvements in employee effectiveness and morale.

     Provides forward-looking management image.

     Employee Benefits

     Increased productivity.

     Improvement of communications between supervisor and employee.

     Reduced commuting time and travel for business related trips.


                               23
    Increased flexibility to coordinate work schedules with personal and
        family priorities.

    Reduction in costs for transportation and food.

    Societal Benefits

          Reduction in commute trips and traffic congestion;

           Reduction in air pollution and conservation of transportation
        fuels (energy conservation);

         Improved employment opportunities for the disabled and
        mobility-restricted; and

          Reduced needs for more roads or mass transit.

.




                            24
       PERFORMANCE MANAGEMENT AND POSITION DESCRIPTIONS


     IS MANAGING A HOME BASE EMPLOYEE DIFFERENT THAT AN OFFICE-
     BOUND WORKER?

     The performance plan should be similar to the office-bound worker. Managers of
     Home Based employees must be able to communicate well with their employees
     and measure performance by results (not just observation). Actual work
     performance should be measurable against quantity or quality norms in order that
     managers may certify time and attendance records.

                             TIME AND ATTENDANCE

1.   ARE FLEXTIME SCHEDULES PERMISSIBLE UNDER HOME BASE?

     Yes, as defined in DEH's flex time policy. Flextime should be indicated on the
     Home Base Agreement when indicating hours or work each day.

2.   SHOULD A SPECIFIC SCHEDULE BE SET FOR HOME BASE WORKING?

     Yes. The schedule will be set by the supervisor and the employee in the Home
     Base Agreement.

3.   ARE THERE ANY FAIR LABOR STANDARDS ACT (FLSA)
     CONSIDERATIONS UNIQUE TO HOME BASED EMPLOYEES?

     No.

4.   CAN AN EMPLOYEE EXTEND WORK HOURS TO ACCRUE RELIGIOUS
     COMPENSATORY TIME?

     Yes, if there is needed work to be done and the employee requests supervisory
     approval first

5.   SINCE AN EMPLOYEE IS ALREADY AT HOME, DO THEY STILL NEED TO
     APPLY FOR LEAVE IN THE SAME MANNER?

     Yes. The rules and procedures for leave administration apply the same regardless
     of the work site.

6.   IS REPORTING TIME AND ATTENDANCE HANDLED ANY DIFFERENTLY?
     No. The only requirement is that employees complete a monthly time sheet and turn
     it in to their supervisor.

7.   WHAT HAPPENS IF THE EMPLOYEE IS UNABLE TO PERFORM IN THE
     HOME DUTY STATION?

     The Home Base arrangement should be terminated and other arrangements should
     be made. If the position requires home basing, then disciplinary actions should be
     taken to address issues.


                   LIABILITY AND WORKERS' COMPENSATION

     WHAT ABOUT LIABILITY FOR INJURIES AT HOME? HOW CAN A
     SUPERVISOR CERTIFY AN EMPLOYEE'S CLAIM FOR INJURY?

     Any DEH exposure to liability would be covered under the Workers' Compensation
     Act (workers' compensation). The Supervisor's signature on the request for
     compensation attests only to what the supervisor can reasonably know, whether the
     event occurred at an official duty station or at an alternative work site during official
     duty. Employees, in all situations, bear responsibility for informing their immediate
     supervisor and safety officer of an injury at the earliest time possible.

     It is also essential for a supervisor to require the employee to designate one area in
     the home as the official home office. DEH's potential exposure to liability would
     then be restricted to that one area.



                                       FACILITIES

     HOW DO SUPERVISORS ENSURE THAT THE ALTERNATE WORK
     STATION ARRANGEMENT IS SAFE?

     Each participating employee should sign a Self-Certification Safety Checklist that
     proclaims the home office safe. The employee is responsible for ensuring that
     his/her home office complies with acceptable health and safety requirements. The
     supervisor may also have the home office inspected for compliance with safety
     requirements when deemed appropriate.

				
DOCUMENT INFO
Description: At Home Home Base Business document sample