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How to write your Telecommuting and Remote Work Policy
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Use cases for this template
HarborBio Labs introduces a secure hybrid remote work program for global researchers
The Challenge
Dr. Mira Chen at HarborBio Labs needed a remote work agreement that enabled international remote work across time zones while meeting export control rules, equipment, and cybersecurity standards, and clear communication methods without risking policy abuse or out-of-compliance behavior.
The Solution
The leadership team set a policy statement and definitions, established employee eligibility with criteria and conditions, and named a responsible officer to manage agreement duration, scheduled review, and policy history; they aligned with the office of general counsel and export control subject matter experts to address out-of-state remote work, tax and benefit impacts, and insurance requirements tied to the home office environment.
The Implementation
HarborBio deployed device encryption, data encryption, antivirus software, firewalls, multifactor authentication, remote wipe, and secure data storage, standardized collaboration apps and instant messaging on Slack, Zoom, and Microsoft Teams, and documented an approved telecommuting plan with performance metrics, check in frequency, and night and weekend differentials; Proposal Kit's document creation tools and AI Writer produced a Remote Work Security Plan, an Export Control Risk Assessment, and a Training Schedule, while line-item quoting supported a budget for licenses and VPN capacity.
The Outcome
The hybrid remote work rollout improved productivity and efficiency without security incidents, and the telecommuting agreement form was renewed each fiscal year with minor updates; violations dropped, and staff understood that telework is not an entitlement and could be revoked after an unsatisfactory review.
Green River State University standardizes telework under regent oversight
The Challenge
Vice Chancellor Leo Martnez had to harmonize campus telecommuting and remote work policies and procedures with Board of Regents directives, the Regents policy document, and the Division of State Human Resources guidance while preventing adverse impact and clarifying office space and scheduling.
The Solution
He issued a written agreement template specifying scope, the quiet and private workspace standard, maintenance of university-owned equipment, home office visitors prohibited, workers' compensation and work-related injury reporting, and two consecutive days prohibited to maintain on-campus coverage; the plan addressed FLSA exempt status, overtime, and travel reimbursement.
The Implementation
Supervisors used assessment techniques and productivity apps to track performance management, created an employee handbook addendum on ADA accommodation, FMLA, and religious accommodation, and defined change in remote work location notices; Proposal Kit's document creation and AI Writer generated a Telework Program Proposal for the board, a Policy History and Scheduled Review Report, and a Cost Savings Analysis, with line-item quoting detailing laptops, device encryption, and collaboration apps.
The Outcome
The university achieved cost savings to the department and consistent employee eligibility decisions, reduced grievances under the Grievance Procedure Act, and streamlined telecommuting agreement renewal, with clear escalation paths for out-of-compliance cases.
MetroGrid Utilities adapts telework for storm-response fieldworkers across state lines
The Challenge
Operations director Malik O'Neal needed an alternative off-site work arrangement for GPS-enabled fieldworkers who requested out-of-state approval during hurricane season, raising out-of-state legal risks, employee benefits and taxation concerns, and state law coordination with state agencies.
The Solution
MetroGrid created a remote work agreement that set definitions, employee monitoring software limits, GPS tracking for safety, and communication via video conferencing and instant messaging, with equipment and cybersecurity controls to stop phishing emails and policy abuse; they set agreement duration aligned to fiscal year renewal and clarified the office of compliance and risk management roles.
The Implementation
The company standardized Microsoft Teams for dispatch, instituted strong password requirements, data inventory updates by the office of information security, and workspace design considerations, and documented supervisor responsibilities and criteria and conditions; Proposal Kit's AI Writer produced an Out-of-State Remote Work Justification, an Operational Needs Assessment, and a Risk Mitigation Report, while line-item quoting covered cellular data, rugged devices, and security software.
The Outcome
Storm crews stayed connected and compliant, travel reimbursement and scheduling were transparent, and headquarters gained visibility into service levels; when one unit fell out of compliance, corrective training averted an unsatisfactory performance review, and telecommuting privileges continued under renewed agreements.
Abstract
This remote work policy establishes a written agreement for telework and work from home that governs how users access company networks, data, and communication methods outside the headquarters location. It defines scope, key definitions, and a policy statement that telecommuting is for the benefit of the company, not an entitlement, and may be revoked for policy abuse or unsatisfactory performance review. Each remote work agreement must specify the authorized remote work location, equipment, and cybersecurity requirements, connectivity, work schedule, reporting to Human Resources, and supervisor responsibilities. The document anticipates hybrid remote work and alternative off-site work arrangements, with operational needs and cost savings to the department guiding eligibility and workspace considerations.
The policy requires professional conduct equal to office standards, adherence to schedules, and availability for meetings via instant messaging and video conferencing tools such as Slack, Zoom, or Microsoft Teams. It prohibits using company systems for third-party business, P2P sharing, gaming, or unlawful uses, including violations of export control laws. Staff must promptly report security incidents and understand that the company may review email, logs, and other data on company resources. Organizations commonly complement such rules with training on phishing emails, multifactor authentication, strong password requirements, antivirus software, firewalls, device encryption, secure data storage, remote wipe, and a data inventory maintained by the office of information security or the office of compliance and risk management.
The HR section places emphasis on documentation for payroll, overtime tracking, and FLSA exempt considerations, as well as productivity, performance management, and check-in frequency and performance metrics. While this policy focuses on technology use and conduct, many employers coordinate related issues-workers' compensation and work-related injury reporting, FMLA, ADA accommodation or religious accommodation, employee benefits and taxation, and out-of-state legal risks-through the employee handbook, office of general counsel, and human resources office approval. Public institutions may also align with executive order directives, board of regents and regent policy document requirements, vice chancellor or vice president approvals, state law, the Grievance Procedure Act, or specific statutes (for example, South Carolina Code section 8-11-15(b)).
Use cases include a fieldworker using a GPS-enabled device to visit client sites with travel reimbursement, a hybrid role on-site two days per week, or international remote work, where out-of-state approval, out-of-state taxation, and export control subject matter experts should be consulted. Practical workspace design considerations include a quiet and private workspace, homeowner's or renter's insurance, home office visitors prohibited, maintenance of employer-owned equipment, and rules for any change in remote work location.
Organizations often set a duration of the agreement that is renewed each fiscal year, with scheduled review, policy history tracking, and telecommuting agreement renewal overseen by executive staff or the agency director. Employee monitoring software or GPS tracking, if used, should reflect state law and university policies.
Proposal Kit helps teams produce an approved telecommuting plan and telecommuting agreement form quickly using document assembly, automated line-item quoting, an AI Writer to build supporting documents, and an extensive template library. These tools streamline telecommuting and remote work policies and procedures so departments can focus on efficiency and productivity while keeping compliance simple.
Beyond the core rules, leaders can use this policy framework to promote workplace flexibility while protecting operations. Clear employee eligibility, criteria, and conditions, and agreement duration reduce disputes and help set expectations for an alternative off-site work arrangement. In the public sector, state agencies often designate a responsible officer to oversee scheduled review, fiscal year renewal, and policy history, sometimes in coordination with a division of state human resources.
Some agencies adopt office space and scheduling constraints, such as prohibiting two consecutive days, to balance onsite coverage and cost controls. Compensation policies may also address night and weekend differentials, tax and benefit impacts for out-of-state remote work, and insurance requirements tied to the home office environment. For universities, the policy should specify maintenance of university-owned equipment and change procedures if the remote location moves. To sustain productivity, organizations standardize collaboration apps and productivity apps, define performance metrics and assessment techniques, and outline steps for identifying out-of-compliance behavior leading to an unsatisfactory review if not corrected. Security sections should call out data encryption alongside device controls and escalation paths if access must be terminated.
Proposal Kit helps teams operationalize these details by turning them into a consistent written agreement, with templates that capture fiscal year renewal terms, agreement duration, employee eligibility, and office space and scheduling notes. Document assembly, automated line-item quoting, an AI Writer to build supporting documents, and an extensive template library make it easier to tailor policies for out-of-state remote work while keeping criteria and conditions clear for managers and staff.
Organizations should also plan for and monitor potential adverse impacts from telework rules. Eligibility thresholds, office space and scheduling patterns, and location limits can unintentionally disadvantage certain teams, shifts, or caregiving employees. Define assessment techniques up front: run small pilots, compare productivity and service-level outcomes across cohorts, track turnover and recruiting reach, and review whether night and weekend differentials or travel requirements create inequities.
Assign a responsible officer to synthesize findings, document corrective actions, and escalate when out-of-compliance patterns persist. Build feedback loops so supervisors can flag workload spikes or collaboration bottlenecks early, and verify that maintenance of university-owned equipment, home office environment standards, and insurance requirements do not create unnecessary barriers. Include clear triggers for revisit, for example, after an organizational change, market expansion, or agreement duration milestone, such as a fiscal year renewal.
Proposal Kit can help formalize these safeguards by generating a consistent written agreement that captures assessment plans, reporting cadence, and renewal checkpoints. Using document assembly, an AI Writer, automated line-item quoting, and a broad template library, teams can embed adverse impact monitoring into their alternative off-site work arrangement documentation while keeping expectations and responsibilities clear for managers and employees.
How to write my Telecommuting and Remote Work Policy document - The Narrative
TELECOMMUTING AND REMOTE WORK POLICY
This policy sets forth guidelines and defines the conditions under which an employee, contractor, vendor, or any other person (user) may remotely use Company business assets, including, but not limited to Company Internet access; its private network(s); its vendors, suppliers and partner's networks; and its Email system or any other access point or connection resource, while conducting business for or on behalf of the Company. The Company makes available its various assets, hardware, software, services, and computer network(s) in order to allow its employees remote access to resources to effectively execute their job functions and duties outside of normal Company locations and offices. This policy defines the Company's official policy regarding Internet connectivity and usage while working remotely as well as describing the documentation and recordkeeping required by our Human Resources department for payroll. Before access to the Internet via the company network is approved, users are required to read and sign this Telecommuting and Remote Work Policy prior to beginning such work in order to be fully credited or compensated for the work they are performing.
The following conditions for telecommuting and remote work are understood and agreed upon by the employee and the management of Company Name.
The employee's authorized remote work location shall be:
The employee's authorized remote work location shall consist of the following:
Describe location requirements, hardware requirements and/or company software to be used.
The employee shall access the Company Network using only the following:
Describe connectivity requirements, software required and security procedures to be followed.
The employee's telecommuting work schedule will be:
Insert work schedule here
The employee's reporting requirements to Human Resources shall be:
Insert reporting requirements here
General Telecommuting Policies and Code of Conduct. Telecommuting is for the benefit of the Company. Employees of Company Name shall conduct their work from a remote location in the same manner as if they were in Company's offices. Employees must adhere to their normal work schedule and make themselves available for communication and meetings during their normal work hours.
During normal work hours, employees must get authorization or acknowledgment from their manager or supervisor that they have permission to leave their telecommuting location. Employees who send or receive personal email or communications from their remote work location, so long as any email is sent using a Company Email account, shall have the authorized Company disclaimer at the bottom of the email stating that the contents of this message may not represent the views of the Company. Employees may not make use of personal or non-authorized email accounts or forms of communication while at their remote location for the purpose of Company business without first obtaining permission from the Company.
Employees performing work at a remote location must report all suspected breaches of security, viruses, spyware or other occurrences that may impact the integrity of the systems or network(s) they interact with while accessing Company resources from their remote location. Subject to the Company Acceptable Use Policy (AUP) for accessing Company Resources and Networking, employees may NOT access Company Resources if ANY of the following conditions are true about the employee's remote location.
Unacceptable use shall be defined as, but not limited to the following examples:
The remote location, workstation or computer uses the Internet for personal commercial purposes. The remote location, workstation or computer uses the Internet for sending bulk, unsolicited email (Spam). The remote location, workstation or computer uses the Internet for engaging in file sharing or Peer-to-Peer Networking (P2P). The remote location, workstation or computer allows another user or family member access to displaying Company projects, screenshots, materials, references, descriptions, or intellectual property publicly or in personal portfolios or resumes, including the use of Company and Company's Customer trademarks, copyrights, or any other marks or materials that may be deemed in violation of the Company's nondisclosure agreements.
The remote location, workstation or computer uses the Company Network for downloading or using excessive amounts of bandwidth of streams of data for non-essential, non-work-related activities. The remote location, workstation or computer uses the Company Network for downloading Software, Shareware or Freeware programs or software that have not been authorized or are unrelated to the performance of the employee's duties with Company Name. The remote location stores or may knowingly cause someone to view content that may be deemed obscene, immoral, or illegal, or that may cause the Company to be held liable for discrimination or obscenity. The remote location, workstation or computer has technical issues that knowingly may cause a disruption or interference with any network or user, whether associated with the Company or not.
The remote location, workstation or computer uses the Company Network for conducting third-party business or personal business enterprise not benefiting the Company, engaging in political or religious activity, engaging in illegal or fraudulent activities, or knowingly disseminating false or otherwise libelous materials. The remote location, workstation or computer uses the Company Network for downloading or engaging in online gaming or gambling. The remote location, workstation or computer uses the Company Network for accessing, copying or saving any Company resource or asset that is not within the scope of the user's normal work and job functions. Examples include, but are not limited to customer or customer information, personnel files and data, or any other documents not required for the proper execution of the user's normal job functions or duties.
The remote location, workstation or computer uses the Company Network for any other illegal purpose, whether listed here or not, that would encourage or conduct criminal activity, offense; provide exposure to civil liability; or otherwise violate any regulations or local, state, national, or international law; including without limitations U.S. export control laws and regulations.
Consequences of Violations
Violations of the Telecommuting and Remote Work Policy are logged and documented. Violations may lead to a revocation of the employee's telecommuting and remote work privileges and/or may lead to disciplinary action, including termination. The Company also reserves the right to pursue legal remedy for damages incurred as a result of an employee's violation. Certain illegal activities will require that Company immediately notify or comply with the proper authorities upon discovery.
The Company reserves the right to examine any user's Email Account(s), Web Logs, Chat Logs or any other information passed through Company resources or Network or stored on Company computers, at any time and without prior notice. In the event of a security-related breach at the employee's remote location involving employee-owned equipment or resources, Company may request access to such equipment for examination and evaluation. The practices described in this Telecommuting and Remote Work Policy are current as of Current Date.
Company reserves the right to modify or amend this Telecommuting and Remote Work Policy at any time. Appropriate notice will be given to all employees, contractors, vendors, or other users of Company resources governed under this Agreement concerning such amendments.
Effective Date: Current Date
I hereby declare that I have read and fully understand my duties and obligations set forth in the above Company Name Telecommuting and Remote Work Policy, and I will uphold these duties and obligations at all times.
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Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
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Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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