December 17, 2021
Dear [Manager First Name],
In October, we communicated to senior leaders that administrative staff on the Gables/Marine campuses who remained remote during the fall semester will be returning to campus as we officially launch the Hybrid Work Pilot Program during the first week of January 2022.
As recently mentioned, the omicron variant serves as a reminder that the pandemic is ongoing, and we will continue to monitor daily. Safety measures such as vaccines, testing, and indoor mask-wearing will continue for the foreseeable future, and as of today, we anticipate that staff will return to campus as planned in January. If that changes, we will be sure to communicate as quickly as possible but want everyone to be prepared for a safe return on campus.
Your area has been identified as participating in the Pilot Program and your HR Partner has been working closely with your leadership teams to properly designate work arrangements in Workday as defined below*.
As a manager, please ensure you read this message thoroughly to support your team during the pilot program.
Telecommuting Arrangement Stipend
Effective January 1, 2022, staff designated in Workday by their managers as working remotely at least two days per week (or monthly equivalent) will be eligible for a $75 monthly pre-tax payment to contribute toward costs associated with data, internet, phone, office furniture, or other expenses related to working remotely during this pilot period. This technology stipend replaces the temporary COVID-19 telecommuting stipend and will be issued automatically in the last payroll of each month. Employees designated in Workday as working partially or primarily remote who are receiving a monthly $48 cell phone allowance will be eligible for an additional $27 stipend to cover costs associated with the items listed above.
Therefore, weekly submissions for stipends will no longer be required in Workday after December 2021. Staff currently receiving the COVID-19 telecommuting stipend will be advised of the change in a separate communication on Monday. Please check your Workday Inbox in order to approve the final requests. No retroactive technology stipends will be made if requested after December 29, 2021.
Workday Designations*
HR Partners have been working with senior leaders to collect or update your hybrid work plans and this process concluded in October 2021. This week, your HR partner will validate your plans with your unit leadership and will load the designations into Workday to reflect staff work arrangements of either “primary remote” or “partially remote” as specified and approved. Units may make changes to the designations and can add any new staff that were hired after the original October 2021 submission. We understand that your operational needs may change in the future and remote designations can be modified at any time in Workday by managers or your HR Partner. In January, a WalkMe ActionBot will be available in Workday to support this process.
As outlined in the Remote Work policy, there are three designations of remote work for manager consideration:
- Primary Remote – Greater than 80% remote (4 days a week or greater)
- Partial remote – 25% to 80% remote (at least 2 or 3 days per week or monthly equivalent)
- Intermittent Remote – Less than 25% remote (less than 2 days a week or monthly equivalent) * Not eligible for the remote work stipend.
Resources
I encourage you to share the Remote Work policy and Frequently Asked Questions with staff participating in this pilot program. The Managing in a Hybrid Work Environment Toolkit is also available and provides tips for leading a hybrid work environment.
Assessment
We welcome your feedback regarding the remote work pilot program. The program and policy provisions, including remote work designations and the remote stipend, will be evaluated over the spring semester and adjustments may be made as needed.
Many of us continue to manage challenges related to the pandemic and we are proud of the University community for effectively operationalizing new protocols related to the way in which we work. While there is much that remains outside of our control, I am optimistic that the spring will provide a continued sense of normalcy as additional functions return to campus. The Human Resources team is committed to providing support to you and your staff members throughout this transition.
If you have any questions, please reach out to your HR Partner for additional assistance.
Thank you.
Karen Stimmell
Assoc. VP,
Gables/RSMAS
Human Resources
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