About OAM

Contact OAM

ORS Telework Procedures

Purpose: 
To outline ORS procedures for Civil Service employees requesting approval to Telework at home or at one of the established telecommuting centers. For commissioned officers, guidance is available through PHS.

Background: 
This document contains ORS procedures for Telework. The policy for NIH Telework is available on the NIH Telework site http://telework.od.nih.gov. Employees and supervisors interested in telework should review all information on the NIH Telework website.

NIH issued a new Telework policy on October 30, 2003, prompting the review and update of internal procedures. This procedure is the result of that review and incorporates the efforts of the ORS/ORF Working Group on Teleworking and input from the Management Council. This procedure incorporates the concepts of flexiplace.

As a service organization, managers and supervisors are encouraged to closely examine the cost/benefit of telework to guarantee that telework arrangements do not increase our operating costs.

The ORS support a fair and equitable Telework Program that gives employees the flexibility to work at home or a telework center instead of an NIH office (official duty station).

Telework is a benefit for employees.

back to top

Participation Types: 

• Regular Telework
  Set the same number of days (e.g., one or two days per week/pay period).
• Episodic Telework (less frequent than regular telework)
  Set in advance for specific tasks (e.g., monthly financial statements, semi-annual performance reviews, quarterly progress reports, grants reviews, etc.).
• Ad Hoc/Situational Telework (not on a regular schedule)
  Set for a limited time as needed (e.g., special/one-time projects).
• Medical Telework (temporary)
  May be regular, episodic, or ad hoc/situational telework while recovering from an injury or illness.
• Reasonable Accommodation Telework
  May be regular, episodic, or ad hoc/situational telework, as appropriate.

back to top

Length of Participation
As long as the requirements for participation are met, there is no limit. Participation can be terminated at any time by the employee or by the approving management official. Approving officials are required to review existing telework agreements annually.

back to top

Eligibility and Coverage
Civil Service Employees: You are eligible if you are full or part-time permanent who:

• does not need to meet in person with coworkers or customers daily;


• works in an office that will have appropriate coverage on the proposed telework days;
• has “portable” work assignments (can be done while teleworking without affecting quality);
• has an acceptable level of performance;
• does not need close supervision;
• is not on special leave procedures or a Performance Improvement Plan (PIP);
• has no documented misconduct personnel action on permanent record within the last three years.

Commissioned Officers: Commissioned Corps personnel are not covered by this procedure and the NIH Telework policy and should refer to the Commissioned Corps guidance on the Use of Alternative Workplaces at http://dcp.psc.gov/PDF_docs/23510.pdf.

back to top

Participation requirements

• A meeting (employee and supervisor) with the ORS Telework Coordinator prior to an employee's participation in the program.
• An approved agency-employee agreement.
• Supervisor and employee complete required telework training within 30 days of executing a telework agreement. The training takes minimal time and is available on-line.

back to top

Approval Authority for Participation
Division/Office Directors have delegated authority to approve ORS and ORF Telework agreements, unless the Division Director is the immediate supervisor, in which case approval must come from one level higher.

back to top

• Employee
  • Discusses feasibility of Telework with immediate supervisor.
  • Complete the Telework application package and submit request to first-line supervisor. Include the following documents (available on the ORS OAM website and the NIH Telework website at http://telework.od.nih.gov. Look for the NIH Telework policy link to find the following documents:

    Appendix 7. Sample Pre-Telework Worksheet

    Appendix 1. NIH Telework Application and Agreement

    Appendix 2. Telework Equipment Inventory

    Appendix 3. Telework Office Evaluation

    Signed copy of CIT Remote Access Certification if remote access is necessary, which may be found at http://remoteaccess.nih.gov/ (under the Remote Access policy area).
• First-line Supervisor
  • Reviews employee requests to participate in Telework for compliance with time and attendance policies, impact on service delivery and operating costs, office coverage requirements, and feasibility of performing specific job functions at a remote location.
  • Discusses conditions and feasibility of the agreement with employee.
  • Sends employee request to participate in Telework and her/his recommendation for approval/disapproval through the ORS Telework Coordinator (Leslie Herbert, 31/4B30), to the Division/Office Director.
  • Arranges appointment for himself/herself and employee with ORS Telework Coordinator to insure terms of employee-agency agreement are understood by all parties.
  • Evaluate the telework agreement yearly (if approved).
  • Recommends modification or termination of employee participation in Telework as needed.
• Approving Official
  • Receives application and feedback from the ORS Telework Coordinator.
  • Reviews supervisor's recommendation. Ensures consistent implementation of NIH Telework policy across the Division or Office.
  • Approves or disapproves Telework agreement.
  • Modifies or terminates the terms of employee participation in Telework as needed.
• ORS Telework Coordinator
  • Reviews application for conformance with NIH policy
  • Meets with teleworker and supervisor to discuss the Telework agreement and all related documentation, including the safety checklist, equipment inventory, and pre-Telework worksheet.
  • Gives supervisor, employee and approving official feedback on Telework application.
  • Provides managers and employees with the tools and techniques they will need for successful telework arrangements.
  • Maintains files and data on telework for reporting purposes.
  • Notified interested parties of approving official's decision and distributes fully executed agreements to supervisors and employees, once received from approving official.

back to top

How do you get hardware and equipment for teleworking?

You may use your own equipment or check with your property contact/AO for equipment availability.

If you use another system (Government or personally owned) to telework, you are responsible for ensuring that the system has up-to-date security patches per the NIH Remote Access Policy and agreement you signed.

What remote connections are available to ORS teleworkers?

Parachute and/or VPN are available to teleworkers on approved agreements. The NIH Remote Access policy specifies the training, security patch, and self-certification requirements for Parachute and high-speed access. The CIT website on this is very helpful, http://remoteaccess.nih.gov/.

Is IT help available to me while I am working at home?

IT assistance, at the remote site, is limited to telephone and e-mail support through the CIT Helpdesk. On-site help, at an employee's home, to set up computers, modems or troubleshoot hardware and software problems is not permissible. If government supplied hardware or software malfunctions, the employee is responsible for transporting the equipment to NIH for repair.

Do the telework policies apply to my occasional work on weekends at home or while I’m on call?

Teleworking applies to hours of work in paid status, during the normal tour of duty.

Are employees on alternative work schedules (AWS) eligible to telework?

Yes, as long as the office is covered. Division Directors are responsible for examining individual requests to ensure adequate coverage during office/service hours of operation.

Are you reimbursed for travel while teleworking?

There is no reimbursement for local travel between the office and your telework site.

Who may approve duty station changes?

Only the NIH Deputy Director can approve duty station changes. This authority cannot be redelegated.

How do you manage your dependent care while teleworking?

To ensure that you can carry out your job duties while teleworking, you must arrange for dependent care (child or elder). Teleworkers may not be the primary caretaker on telework days.

What happens if the Federal Government or NIH shuts down?

Since OPM feels that "employees who telework from home or from an alternative workplace are an invaluable resource during a time of emergency," teleworkers are not necessarily dismissed if the main office must close. This requirement and your designation during times when government is closed or during inclement weather (liberal leave) should be specified in your agreement.

What about pay and leave?

Standing rules on pay and leave at the official duty station also apply to the telecommuting employee.

Is overtime possible while teleworking?

Telecommuting employees should only work overtime with advance approval from their Supervisors. The ORS Overtime Policy and the regulations on overtime stated under Title 5, United States Code, and the Fair Labor Standards Act (FLSA) are valid for telecommuting employees.

How is Time and Attendance handled while telecommuting?

First-line supervisors and/or timecard approving officials are ultimately responsible for monitoring telecommuting workers and reporting time and attendance of telecommuting employees to ensure timecards are accurate.

The General Accounting Office (GAO) requires that Supervisors establish a system to confirm that telecommuting employees are working as scheduled, such as work output, and occasional phone calls.

Additional information available at:
http://telework.od.nih.gov/