Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. The City of Melbourne considers telecommuting to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees and jobs but not for others and at certain times but not others. Telecommuting is not an entitlement, it is not a City-wide benefit, and it in no way is guaranteed as an indefinite option. This policy applies to employees permitted to telecommute on a regular basis or for a specific authorized time period. This policy may also apply in instances where a pandemic or natural disaster necessitates remote work arrangements. This policy does not apply to requests for reasonable accommodation or occasional work from home arrangements, such as in instances of inclement weather. Employees requesting to telecommute as a reasonable accommodation should follow the City of Melbourne’s procedures on requests for reasonable accommodation.

Telecommuting must be approved by the Department Director. A telecommuting agreement must be completed for the period authorized and sent to Human Resources. Periodic evaluations of work production to occur monthly at the very least will be required. Either party may terminate this agreement during or at the conclusion of the authorized period.

Telecommuting is not designed to be a replacement for appropriate childcare. Although an individual employee’s schedule may be modified to accommodate child care needs, this should not be an ongoing reason for a telecommuting arrangement. The focus of the arrangement must remain on job performance and meeting business demands.

Eligibility

Employees authorized to telecommute must generally have been employed with the City of Melbourne in a regular position for six consecutive months, have successfully passed their new-hire probationary period, and have no active disciplinary actions.

Requests to Telecommute

Eligible employees may submit a request to telecommute to their Department Director. Approved agreements must be forwarded to Human Resources for the employee’s file. The request to telecommute must be in writing and set out why you believe your job responsibilities are suitable for telecommuting and how you plan to stay in contact with your supervisor. Your Department Director may contact you for additional information or ask you to explain your understanding of your job responsibilities. 

Trial Period

The City may approve a request to telecommute for a trial period. At the conclusion of the trial period, the telecommuting arrangement will be reviewed by the Department Director and may be withdrawn or approved for a longer period of time.

Equipment

Equipment supplied by the City will be maintained by the City, though the employee is expected to care for it properly while entrusted to him or her for use. Equipment supplied by the employee, if deemed appropriate by the City, will be maintained by the employee. The City of Melbourne accepts no responsibility for damage or repairs to employee-owned equipment. The City reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the City is to be used for business purposes only. The telecommuter must sign an inventory of all City of Melbourne property received and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all City property will be returned to the City, unless other arrangements have been made.

Security

Consistent with the City’s expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of proprietary City and customer information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.

Safety

Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by the City’s workers’ compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by members of their family and visitors to the home worksite.

Policies Remain in Effect

Employees permitted to telecommute must continue to abide by the City’s Employee Handbook/all employee policies on the Intranet, including Anti-Discrimination and Anti-Harassment, IT Resources and Communications Systems, and Workplace Health and Safety policies. Failure to follow the City’s policies may result in discipline and the immediate termination of the telecommuting arrangement. 

Time Worked

Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record and report all hours worked, including those hours in excess of those scheduled per day and/or per workweek. Additional work hours require the advance approval of the telecommuter’s supervisor. Failure to comply with this requirement may result in disciplinary action and the immediate termination of the telecommuting agreement.