Telecommuting

Overview

Telecommuting, teleworking, and remote work programs allow employees to work from home (or at a neighborhood telework office) rather than commuting daily to a more distant work site. Telecommuting has experienced significant growth in recent years as technology has progressed, and many agencies are re-thinking their teleworking policies following their experiences with the COVID-19 pandemic that required many employees to work from home for an extended period of time.

Reasons for telecommuting's popularity include: increased production, more flexibility in the workplace, decreased sick leave, decreased turnover, reduced office space needs, the ability to attract or retain talented employees outside of the normal commute radius, and less pollution and traffic congestion from people driving to work.

Many telecommuters work part-time in the office and part-time at home, but some may work mostly or entirely remotely. Though telecommuting also comes with challenges and is not for everyone, local governments and other organizations can create telecommuting programs that increase productivity, flexibility, and improve the bottom line.

The Telework Enhancement Act of 2010 was signed into law in December 2010. Federal agencies are the primary focus of the legislation, although the act may be an example for local action. The act requires covered federal agencies to develop a formal telework policy, and teleworkers must be given equal treatment in performance appraisals, work environments, and other areas.

Out-of-State Remote Work

Local governments that are considering allowing employees to work remotely from other states will need to carefully weigh many factors, including (but not limited to):

• Income taxes and withholding (Washington does not have an income tax, but most states and even some local jurisdictions across the U.S. do have income taxes)
• Employer filing requirements and other payroll taxes
• Workers’ compensation
• Unemployment insurance
• Leave laws, including any paid family or medical leave programs
• Wage and hour laws, including minimum wages and sick leave requirements
• Employee eligibility for medical and other benefit programs
• Whether and how often the employee is required to return to Washington, and who pays for the travel costs

Many of these considerations will vary from state to state, and local jurisdictions such as cities or counties may have additional requirements.

For a good overview of these issues, with a particular focus on employment requirements in neighboring Idaho and Oregon, see the state Office of Financial Management’s page on Out-of-State Remote Work Guidance and Resources. While this guidance is focused on state employees, most of the information will still be relevant to local government employers.

Examples of Policies

Below are examples of telecommuting policies and documents adopted by local governments in Washington State. Some of the policies are general in nature, while others address temporary telecommuting due to unique situations such as public health emergencies.

General Telecommuting Policies

Cities

• Bothell Telecommuting Policy (2021) – Sets out eligibility requirements, responsibilities, and regulations.
• Duvall Telecommuting Policy and Request Form (2020) – Encourages, where appropriate, the use of telecommuting in order to attract and retain a diverse and talented workforce; also allows for selective telecommuting status based on public health and safety recommendations and measures.
• Edgewood Remote Work and Flexible or Alternate Work Schedules Policy and Procedures (2021) – Includes trial period; discusses structuring alternate work schedules to avoid overtime
• Kent Telecommuting Policy (2021) – Detailed telecommuting policy, enacted following the city's experience with COVID-19. Includes discussion of eligibility and different types of arrangements; also includes telecommute agreement and telecommute review checklists to determine eligibility and safety of the telecommute location
• Renton Telecommuting Policy, Application Form, Agreement, and Checklist (2019) –  Telework/telecommuting policy for staff who have been employed at least 12 months; includes arrangements for informal/ad-hoc telework as well as routine telework. For routine teleworkers, includes telework application, agreement, and checklist
• Sammamish Telework Policy (undated) – Addresses regular telework (at least 4 days/month) and occasional telework; includes teleworking agreement
• Shoreline Remote Work Survey (2021) – Survey questions to gauge staff feedback on remote work and telecommuting, in an effort for the city to provide for regular and ongoing remote work opportunities in the future
• University Place Telecommuting, Flexible, and Alternate Work Schedule Policy (2021) – Includes trial/interim review period and discussion of structuring alternate work schedules to avoid overtime. Also includes telework agreement form and list of equipment provided to employee

Counties

• Franklin County Telecommuting Policy (2021) – Includes sample telecommuting agreement and remote access agreement
• King County Telework – Includes links to HR telecommuting policy, home office safety checklist, telecommuting agreement, and ergonomic evaluation resources, as well as other helpful resources related to technology and best practices
• Kitsap County Telecommuting Policy (2022)
  • Guide to Telecommuting – Interactive website that lays out county policy and procedures in clear Q&A format
• Thurston County Teleworking Policy (revised 2021)
• Spokane County Telecommuting Policy, Agreement, and Accountability Project Charter (2021) – New post-COVID teleworking policy, FAQs, eligibility checklist, and agreement.
• Whatcom County Telework Request Form and Agreement (2021) – Application form for employees to request regular or occasional hybrid telework; includes telecommute agreement, management review criteria, policy on working from remote locations, and FAQs for leaders to evaluate post-COVID telework.

Temporary Telecommuting

The forms, agreements, and resources below were all developed to allow temporary telecommuting during the 2020 coronavirus (COVID-19) pandemic.

• Bothell Temporary COVID-19 Telecommuting Application (2020)
• Lake Whatcom Water and Sewer District Temporary Telecommuting Agreement (2020)
• Newcastle Temporary COVID-19 Telecommuting Agreement (2020)
• Northshore Utility District Temporary Telecommuting Policy (2020)
• Renton COVID-19 Telecommuting Survey (2020) – Survey distributed to employees to get feedback on current telecommuting arrangements
• Shoreline Temporary COVID-19 Telecommuting Agreement (2020)
  • Remote Work Survey (2021) – Survey questions to gauge staff feedback on remote work and telecommuting, in an effort for the city to provide for regular and ongoing remote work opportunities in the future.
• Tumwater COVID-19 Emergency Remote Working Policy (2020) – Includes remote work agreement, policy checklist, and application form for requesting to work remotely.
• Whatcom County Telework Request Form and Agreement (May 7, 2021) – Application form for employees to request regular or occasional hybrid telework; includes telecommute agreement, management review criteria, policy on working from remote locations, and FAQs for leaders to evaluate post-COVID telework.

Recommended Resources

Below are some resources to help organizations develop or implement their telecommuting policies.

• WaTech State IT Resources Checklist for Local and Municipal Governments During the COVID-19 Crisis – Includes information on state master contracts, software, virtual private network (VPN) services, and more
• ICMA: Managing Employees You Can't See – Information on how to set expectations, maintain relationships, and connect with remote/telecommuting employees
• Cybersecurity and Infrastructure Security Agency Telework Essentials Toolkit (2020) – Best practices and links for administrators, IT professionals, and everyday telecommuting employees to help organizations transition to a secure, long-term or permanent telework environment
• Victoria Transportation Policy Institute: Telework - Using Telecommunications to Substitute for Physical Travel (2018) – Information on telework as it impacts transportation and equity
• Telework.gov – Website maintained by Office of Personnel Management provides information on federal telework policies and applications
• University of Washington: Telework Policies and Agreements – Includes policies for telework, occasional telework, remote and out-of-state work locations, and equipment and supplies