Remote Work Assignments (PER-23 Rev. 0)CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT: Human Resources POLICY NUMBER: PER-23
SUBJECT: Remote Work Assignments SUPERSEDES:
REVISION: 0 EFFECTIVE DATE:
APPROVED BY: Terrence R. Moore, ICMA-CM,City Manager
PURPOSE
To establish the guidelines and processes for City employees to work remotely during the COVID-19
Pandemic, during other declared emergencies or during other extenuating circumstances. This
policy may be deactivated at the discretion of the City Manager.
POLICY
1.A Remote Work Assignment (''RWA") is the authorization provided by the City for an employee
to complete their work responsibilities from a designated site other than their normally assigned
work location on an occasional or recurring basis or in an emergency situation.
2.RWAs are a privilege and are not an entitlement of employment. An RWA should only be
authorized when an employee's job responsibilities are fully capable of being performed remotely and
should only be allowed to continue as long as the employee's remote work is determined to meet
or exceed the employee's expected work performance, as determined by the Department Director
or designee.
3.RWAs are generally available only for exempt employees; however, a non-exempt employee may
be permitted to work remotely and receive an RWA in a unique or unusual situation.
4.An RWA will be authorized under the following conditions:
a.When the job responsibilities of an employee can be performed efficiently and effectively
by remote working.
b.When remote working is necessary to ensure continuity to maintain the Level of Service
that is expected of the Department.
5.An RWA may not be used in lieu of using sick leave.
6.An RWA may not be used as a replacement for dependent care or for any other circumstance that
impacts or infringes on an employee's ability to perform work.
7.An RWA may not be used to provide reasonable accommodation pursuant to the Americans with
Disabilities Act and its Amendments without advance review and approval of an employees'
request for reasonable accommodation by the Human Resources Director.
8.An RWA may not be used as a means to provide temporary light duty accommodations
without advance review and approval of an employees' light duty request and return to work
evaluation by the Human Resources Director.
9.An employee utilizing an RWA may not reside or have a permanent address outside of the
State of Florida.
1/13/2022
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10. Employees violating the RWA policy may be subject to disciplinary action.
PROCEDURE
1.RWAs may be implemented and approved by the Department Director:
a.When the employee has been advised by the Wellness Center to quarantine or
isolate and is able to complete their job responsibilities remotely.
b.When the employee requests an RWA
c.When assigning RWAs is in the best interest of the Department and the City.
2.In determining whether to approve an employee's request, the employee's Department
Director will review the request focusing on the organizational and business needs of the
City, the requirements of the employee's position, the ability of the employee to complete
tasks remotely, and the employee's job performance. Based on these areas and the
information provided in the RWA request, the Department Director will determine the
feasibility and advisability of the employee working remotely. The Department Director may
request additional information from the employee or may consult with the employee's
supervisor or the Director of Human Resources or designee before making a determination
whether to approve or deny the request.
3.For an RWA, the employee's Department Director may establish guidelines for the use of
the authorized RWA, including expectations, goals, metrics, and record keeping.
4.An employee's authorization for an RWA may be revoked at the discretion of the employee's
Department Director at any time and for any reason. Abuse of the RWA program may not
only result in revocation of the RWA, but may result in disciplinary action, up to and including
termination of employment.
5.Copies of all approved and denied requests for RWAs, as well as all documents regarding
continuation, termination, and expiration of an RWA, will be kept in the employee's personnel
file within the Human Resource Department.
6.The performance of an employee on an RWA shall be monitored by the employee's
Department Director or designee. Any performance issues or deficiencies may result in the
revocation of the RWA, and in disciplinary action, up to and including termination of
employment.
EMPLOYEE RESPONSIBILITIES
1.An employee with an authorized RWA shall work and be available by phone and/or
the City's virtual communication platforms during their approved regular work
schedule of the RWA.
2.The total number of hours worked by an employee on an RWA must be the same
number of hours the employee is required to work in their assigned position at their
assigned City work site.
3.When on an RWA, an employee shall:
a.Establish and maintain an appropriate work environment suitable for
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conducting City business safely and efficiently.
b.Communicate regularly with their supervisor and co-workers as appropriate
and as directed.
c.Participate in virtual meetings and telecommunications, as appropriate and
required.
d.Utilize any programs or platforms the City utilizes for tracking productivity
and/or work activity.
e.Maintain performance standards and productivity satisfactory to their
Department Director or designee as appropriate.
f.Comply with all City policies and procedures in the same manner as expected
if the employee was working in their City worksite.
g.Establish work schedules with their supervisor and provide their supervisor a
record of the time worked in accordance with the City's timekeeping practices
and procedures or as specifically directed by their supervisor.
h.Request absence hours when not available during scheduled work time.
4.An employee utilizing an RWA is responsible for maintaining adequate technical
resources with functional data capabilities (such as an Internet connection and
telephone service) at the employee's own expense. The employee is responsible for
maintenance and repair of their technical resources.
5.Overtime for a non-exempt employee during an RWA must be approved by the
employee's Department Director, in writing and in advance of the overtime hours
worked. A non-exempt employee on an RWA for all or part of a work week may not
work any hours over forty hours during a work week unless such overtime is approved
in advance and in writing for that work week.
6.The determination of compensability for remote work site injuries shall be determined just
as any other off-site location for purposes of Worker's Compensation. The employee
shall notify their supervisor immediately of any accident or injury that occurs at the
remote work site (within one day of the accident or injury) and comply with City policies
covering on the job injury. The City will not be responsible for any injuries to third
parties or for damages to an employee's personal or real property while the employee
is working under an approved RWA.
CITY ISSUED EQUIPMENT
1.An employee's Department Director, in consultation with the Information Technology
Director or designee, will determine the supplies and/or equipment needs for each
employee authorized for an RWA.
2.The Information Technology Director must approve all requests for City communication
and computer equipment and supplies authorized for an RWA.
3.The City shall not be responsible for any costs of any supplies or equipment for an
employee authorized for an RWA beyond providing the necessary equipment and
supplies needed for the employee's position and responsibilities.
4.Any employee utilizing City-issued supplies and equipment during an RWA shall
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comply with all City policies and procedures.
5.All City issued supplies and equipment shall remain City property and shall be returned
by an employee when requested by the employee's supervisor or Department Director.
6.Any employee utilizing City-issued supplies and equipment shall protect and guard the
supplies and equipment from theft or damage and will immediately report theft or
damage to his/her supervisor.
7.Any employee utilizing City-issued equipment for an RWA shall follow all City security
procedures.
Remote Work Assignments PER-23 Rev. 0 lg
rev
Final Audit Report 2022-01-13
Created:2022-01-13
By:Brenda Vega (VegaB@mydelraybeach.com)
Status:Signed
Transaction ID:CBJCHBCAABAA7MoNPRpZdmPBMbcbdYWJeNGdygYDsQUU
"Remote Work Assignments PER-23 Rev. 0 lg rev" History
Document created by Brenda Vega (VegaB@mydelraybeach.com)
2022-01-13 - 3:54:59 PM GMT- IP address: 151.132.106.34
Document emailed to Terrence Moore (moore@mydelraybeach.com) for signature
2022-01-13 - 3:55:26 PM GMT
Email viewed by Terrence Moore (moore@mydelraybeach.com)
2022-01-13 - 3:57:48 PM GMT- IP address: 151.132.106.34
Document e-signed by Terrence Moore (moore@mydelraybeach.com)
Signature Date: 2022-01-13 - 3:57:55 PM GMT - Time Source: server- IP address: 151.132.106.34
Agreement completed.
2022-01-13 - 3:57:55 PM GMT