Note: These questions and answers apply to the time period declared by University officials to accommodate the security requirements and influx of visitors to campus during the opening of the Bush Presidential Center, April 24-26, 2013.
Should employees be encouraged to telecommute?
Yes, during this three-day period, April 24-26, employees with roles that are suitable for telecommuting are encouraged to do so to help with parking overflow and traffic congestion. Managers may use discretion in determining which employees are eligible to telecommute, as well as assigning work hours and coverage of responsibilities.
Are all work roles suitable for telecommuting?
No, not all roles are suitable for this type of work arrangement due to job duties (e.g., customer service roles in an area open from 8:30-5:00). The University will be open for normal classes and business operations during this time. While offices must still be open, it is important to be flexible during this time.
During what hours should the telecommuting employee be available to work?
Typically all employees should be available to work during regular business hours. Managers may use discretion in assigning work hours and coverage of responsibilities.
How does the telecommuting employee communicate with office staff and customers?
The telecommuting employee should be available by phone, Lync, and/or e-mail during regular working hours. If the employee will be away from the phone or computer for a period of time, he/she should set up out of office messages on his/her phone, Lync, and e-mail.
Will telecommuting employees be paid for the entire day, or for hours worked remotely?
The telecommuting employee should be paid for the entire day. Managers should edit the time records, as appropriate, so that hourly employees are paid for a full day of regularly-scheduled work.
How will telecommuting employees record their hours worked?
The telecommuting employee should record hours worked via Webclock if that functionality has already been requested by the manager for that employee. Otherwise, the manager should inform the employee how he/she should record her time worked outside of TIMEaccess. Managers should then edit the time records, as appropriate, so that hourly employees are paid for a full day of regularly-scheduled work.
What are the transportation options for coming to work on campus?
For all students, faculty, and staff whose regular parking arrangements are impacted by the dedication April 24-26, SMU asks that they use alternative means of transportation and parking, which may include utilizing mass transit (DART) or parking at Reunion Center.
Free DART transit passes for use during these dates are available through Parking and ID Card Services. Shuttles will run to and from campus every 20 minutes from Reunion Center, with security and an attendant on site. Refer to the memo that was sent April 1 by SMU Update – Bush Dedication or the following link for the list of employees who must use alternative parking arrangements. http://www.smu.edu/bushcenter/parking
What if employees are late to work due to dedication activities and interrupted parking arrangements?
Managers should be flexible when coordinating staff schedules to cover essential functions while balancing these circumstances, such as an employee being late due to the temporary remote parking requirements and related shuttle transportation to campus. Hourly-paid employees should be compensated for their normal scheduled work hours during these three days, April 24-26. They should not be penalized for circumstances affecting normal working hours that are out of their control.
Should hourly-paid employees clock in and out on these days?
Yes, hourly-paid employees should clock in and out as usual. Managers should then edit the time records, as appropriate, so that hourly employees are paid for a full day of regularly-scheduled work, if hours are affected by dedication activities and related parking issues.
Is there a problem if I just record 7.5 (or 8.0) hours on the hourly employee’s time record?
Hours should be recorded on the hourly time records as usual. If employees typically use the wall clocks and/or Web clock to record hours worked, then they should still do that on these days. Managers should then edit the time records, as appropriate, so that hourly employees are paid for a full day of regularly-scheduled work, if hours are affected by dedication activities and related parking issues.