Process for initiating a Workplace Flexibilities Agreement

1. Employee and supervisor have an initial conversation about desire for remote work
2. Supervisor reaches out to their OHR/Client Services Division point of contact to keep them informed for planning purposes
3. Employee completes a Workplace Flexibilities Agreement and certifies the workplace flexibilities training is complete. Submit an HHS Workplace Flexibilities Agreement to your supervisor. If your ICO is using the ECM Workplace Flexibilities Management system, please submit your WFA here (VPN required).
4. Supervisor reviews the request to determine eligibility
5. Once eligibility is determined, the supervisor must obtain concurrence from Division Director (or equivalent) and Executive Officer (or their designee) before finalizing workplace flexibility decisions on remote work.
   • If deemed eligible, supervisor and designated authorizing official signs the WFA.
   • If deemed ineligible, the supervisor must provide the employee a written notice detailing the reason(s) for the decision within five workdays.
6. Employee and supervisor keep a copy for their records and also provide a copy to the Administrative Officer (AO) to initiate the change of duty location and a copy to the IC POC
7. If applicable, AO contacts OHR to initiate the Change of Duty Location action
8. OHR processes the personnel action
9. It is recommended that employees contact their Benefits Specialist to discuss any impact on health insurance programs, tax withholding, etc.
10. If applicable, supervisor explores any resulting technology and supply needs
11. Employee ensures they have any necessary property passes before relocating
12. AO orders and ships any necessary supplies

Notes

• Suggestion of remote work arrangement may be initiated by the employee or by the supervisor, if the employee has indicated they will be relocating, and the supervisor wishes to retain the employee.
• If applicable, also consult Collective Bargaining Agreement or NIH Manual Chapter 2204 on Reasonable Accommodations.
• Remote workers are eligible to telework. However, their regular work at their assigned duty station is not considered telework. Telework for remote workers occurs when they are working from an additional alternate location – for instance, a co-working environment. Telework status must be captured on the WFA.