Alternate Work Arrangement #

Version: 001
Renewal Date: 7/1/2026

Objective #

The purpose of this policy is to provide a standard of alternate work arrangements (AWA) for all University of Tennessee Foundation, Inc. (UTFI) employees when it is deemed appropriate.

Policy #

General Policy #

AWA may be necessary to meet operational needs or requested by staff for individual reasons. AWA must comply with state and federal law and must be documented in writing. These AWA may include but are not limited to flexible schedule, telecommuting and job sharing.

AWA may be instituted as a regular ongoing schedule or temporarily based on the need or preference of a staff member, or, on the needs of UTFI (i.e. a weather event or response to emergency needs). Temporary is considered excess of five (5) days up to three (3) months duration.

Requests for AWA will be considered on a case-by-case basis. An AWA is an option of flexibility in situations benefiting the employee, job, supervisor, and others when all are well matched to the arrangement. Not all people or positions are suited to such flexibility. All requests and situations will be evaluated with feasibility determined based on the people involved, positions, technology and approval as warranted.

Telecommuting AWA may not exceed 60% time or three (3) days a week unless prior authorization is granted based on business need or, defined as a regional position specifically serving a constituency in a location at least 75 miles or more from the campus/institute of responsibility.

AWA requests may not be granted where presence in the office or availability during normal business hours are necessary to perform the responsibilities of the position.

AWA is not designed to be a replacement for appropriate dependent care or for conducting personal business. Appropriate leave is a benefit for that purpose and expected to be used. The focus of the arrangement must remain on job performance and meeting business demands during documented work hours.

Eligibility and Arrangement Expectations #

Any new employee entering into an AWA agreement normally must have completed an introductory employment of six (6) months. New employees hired directly from the University of Tennessee who have successfully completed an introductory employment period of six (6) months are eligible to enter in an AWA immediately upon hire with the Foundation. A probationary period of three (3) months must be completed to extend on a permanent basis. The ability to participate in an AWA is not a benefit or entitlement of working for UTFI.

To determine eligibility for an AWA, the following questions, along with others that are appropriate to the specific situation, should be considered:

• Can the operational needs be met through work accomplished under an alternate schedule/location?
• Can data integrity (security and privacy) be appropriately safeguarded?
• Will the impact of an AWA allow for continued collaboration with others?
• Can the appropriate equipment be reasonable assigned/installed at an alternate location?

The following are expectations of an alternate work arrangement:

• The employee may request AWA based on individual needs or the supervisor may set an alternate work arrangement based on operational needs. Refer to TM0018 Work Schedules, Attendance and Punctuality. Normal work schedule hours if outside of the published 8 a.m. to 5 p.m., Monday through Friday must be documented including justification if outside of the published normal hours of operation.
• The alternate work arrangement must be documented via the Alternate Work Acknowledgement Form in consultation with UTFI Office of Talent Management.
• Employees are expected to adhere to all UTFI operational policies and procedures regardless of any AWA. Working under an AWA does not affect employment terms and will not change as a result of working at an assigned office location or remote work location.
• Benefits for employees in an AWA will be based on regular eligibility and as applicable to position status and FTE percentage.
• Employees normally may not be in an AWA if in a current disciplinary status or performance improvement plan.
• Employees are expected to maintain their assigned full-time effort and documented work hours while performing responsible duties under an alternate work arrangement. An AWA formal document is not necessary for temporary situations (less than five (5) days) or, in situations where normal work responsibilities are accomplished outside of the assigned office space (i.e. staff traveling to meet with donors or participate in events with alumni).
• Employees are expected to record time and leave appropriately while working under an AWA. Refer to TM0012 Recording Time and Leave.
• All parties are expected to adhere to the protection and security of data and information as outlined in the UTFI Confidentiality Agreement. Employees are expected to adhere to the UT IT0110 Acceptable Use of Information Technology Resources. Employees will be given access to a Virtual Private Network (VPN) to secure connections with appropriate servers and networks. The VPN must be used to secure and protect data to the maximum.
• Any deviation from the AWA must be approved in advance by the supervisor and unit head (i.e. schedule, working hours, overtime, etc.).
• UTFI will provide equipment and reasonable supplies as warranted for AWA arrangements. Employees may use personal equipment as approved by a supervisor. Any cost sharing will be evaluated on a case-by-case basis and need warranted by position or location and should not be an expectation of an arrangement. Internet costs and parking are not reimbursable. All parties agree on equipment needs or costs at the initiation of and as documented in the AWA. If AWA is at employee request, employee must have reliable internet with adequate speed required to perform work expectations with minimal interruptions. If an alternate location is required by the business need, UTFI will provide the necessary equipment to perform expected duties. All equipment owned by UTFI will be returned upon request or at the end of the AWA.
• Employees are expected to maintain a designated work area that will provide appropriate, productive and safe working conditions. If an employee is injured during work-related activities, he or she may be eligible for workers’ compensation benefits. Should an injury occur, it is expected employees will follow normal procedures of on-the-job injuries. The workers’ compensation provider will determine eligibility of coverage based on the incident documentation. UTFI is not responsible for costs associated with the setup of alternate workspaces to include but not limited to the following: construction, remodeling, furnishings, repairs or modifications to alternate spaces.
• It is expected that an employee will perform the job they are responsible for under an AWA. If an employee is unable to perform the expected duties of an AWA due to personal reasons, or equipment or weather issues, the employee must report the issue to their supervisor immediately. Depending on the nature of the problem, the employee may take leave or be expected to return to normal work arrangements (i.e. normal work hours and/or location).
• As the need may arise on occasion, employees are expected to attend necessary meetings which may occur on scheduled remote workdays. With supervisor permission, adjustments may be made by exchanging for an alternate scheduled in-office day. when in a remote setting, employees should not conduct business meetings or visits at the alternate work location unless traveling and conducting business in the normal course of expected responsibilities. Any exception to meetings at documented alternate work locations must be approved by the supervisor in advance.

Performance Expectations #

While in an AWA, it is expected that employees continue to meet standards of conduct and behavior including performance for the position. Refer to TM0001 Code of Conduct. Should the employee fail to meet expectations or the AWA, steps will be taken to address the performance. Refer to TM0002 Disciplinary Action Policy.

Expectations of an AWA may include, but are not limited to the following:

• Communication
• Deadlines of work output
• Meeting attendance
• Responsiveness to inquiries
• Activity reports

An AWA may be discontinued at any time. Reasons may be based on the needs of the employee, operational needs, expectations of the AWA or employee performance are not being met.

Scope and Application #

This policy applies to all UTFI employees, including full-time staff, part-time staff, student workers, student interns, and temporary staff for the organization having met eligibility as set forth in section II above.

Policy Implementation #

Any questions related to an AWA or claims of property damage (UTFI or personal) resulting from performance of duties under an AWA should be directed to the employee’s supervisor and the UTFI Talent Management Office.

To request an alternative work arrangement, please click here.

Definitions #

Flexible schedule: A flexible schedule may include a compressed work week (i.e. four 10-hour workdays) or varying work hours outside of normal UTFI office hours of Monday – Friday, 8:00 a.m. to 5:00 p.m. local time where the staff member works (i.e. 7:00 a.m. to 3:00 p.m.).

Telecommuting: Telecommuting is an arrangement that allows a staff member to perform some work at a location other than the office. This may be a regular or occasional schedule based on department needs or that of the staff member.

Job sharing: Two or more staff may share responsibilities of a single position at less than full time effort. Both are responsible for sharing accountability of the role. (i.e. two (2) staff work two and a half (2.5) days each per week to fill one full-time position need).

Penalties/Disciplinary Action for Non-Compliance #

Violations of the policy and any subsections herein may be cause for disciplinary action up to and including termination of employment.

Policy Administration #

The table below identifies the responsible senior official, contact information and administrative
responsibilities of policy matters.

Subject Matter	Office Name/Position Title	Email/Web Address
Authority	UTFI Senior Official of Talent Management	[email protected]
Point of Contact	UTFI Executive Director of Talent Management	[email protected]
Policy Location	Public Listing
Policy Review Schedule	Annual Review

History of Revision #

Related Policies/Guidance Documents #

Policy:

TM0001 Code of Conduct
TM0002 Disciplinary Action Policy
TM0012 Recording Time and Leave
TM0018 Work Schedules, Attendance and Punctuality
UT IT0110 Acceptable Use of Information Technology Resources
UTFI Confidentiality Agreement

Procedure/Forms:

TM0020D AWA Request Form
AWA FAQs