Select a topic below to review frequently asked questions on the Alternate Work Options Program.
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General FAQs
1. What is an alternate work option?
2. What are UAB’s alternate work options?
3. How often should alternate work arrangements be reviewed?
4. Are all employees eligible for an alternate work option?
5. What if I work for UAB Hospital, UAHSF, Callahan or UAB Health System?
6. Who initiates a request or takes primary responsibility for completing a proposal for an alternate work arrangement?
7. Are performance expectations different for employees with an alternate work arrangement?
8. Whom should an employee or supervisor contact if they have more questions about alternate work options?
9. Are departments/schools/units required to begin an alternate work options schedule on September 1, 2022?
1. What is an alternate work option?An alternate work option is a voluntary work arrangement between department leadership and an employee, including Hybrid (Partially) Remote Work, In-State (Fully) Remote Work, Out of State (Fully) Remote Work, and Flexible Work Schedules.
2. What are UAB’s alternate work options?
UAB offers four alternate work options for Workforce Group A staff. Every job, employee, and department's needs are different. Therefore, options may vary according to an employee’s position, performance, and department operational needs.
- Hybrid (Partially) Remote Work: A work arrangement in which an employee works at least one or more days per workweek at an Assigned Workplace. The employee must reside and work in the state of Alabama and must be within a 90-minute commuting distance of their Assigned Workplace.
- In-State (Fully) Remote Work: A work arrangement in which the employee resides and works in the state of Alabama and typically works from an Alternate Work Location (off-site).
- Out-of-State (Fully) Remote Work: A work arrangement in which the employee resides or works outside the state of Alabama and performs all work from an Alternate Work Location.
- Flexible Work Schedule: A workweek schedule that is adjusted to allow start and end times outside of the work unit’s daily start and end times. While employees may have adjusted workweek schedules, the total number of hours worked in a workweek must be at least 40.
Hybrid (Partially) Remote
In-State (Fully) Remote
Out-of-State (Fully) Remote
Flexible Work Schedule
- Up to 4 days a week off-site
- No limit on the number of staff who participate
- Must reside in Alabama and report to their on-site work location within 90 minutes of notice
- Includes Executive Administrator, Executive Director and above positions, provided on-site staff have a supervisor on-site
- 100% off-site
- Combined with Out-of-State Fully Remote, up to 10% of VP/School staff eligible to participate
- Excludes positions at Executive Administrator/ Executive Director and above
- Must be pre-approved by HR & Finance
- Fully Remote only
- May constitute up to 50% of VP/Schools’ total remote allocation when combined with the In-State limit
- Schools/Units could be assessed 10% of individual staff annual salary administrative fee or roll costs into RCM
- Excludes positions at Executive Administrator/ Executive Director and above
- On Campus, Hybrid, In-State/Out-of-State Fully Remote eligible
- Staff must work at least 40 hours per workweek
- May work 4 days or 4 1/2 days per workweek (example)
- May adjust start and stop times of shift
- Non-exempt (hourly) employees must take at least a 30-minute meal break when working 6 hours or more
Types of Flexible Work Arrangements:
- Flexible schedule
- Compressed workweek
- Reduced workweek (part-time)/reduced work year
3. How often should alternate work arrangements be reviewed?
The supervisor and staff member must include regular reviews of the arrangement to decide what is working and what needs improvement or enhancement. At a minimum, all alternate work option arrangements should be reviewed during the employee’s annual performance review.
4. Are all employees eligible for an alternate work option?
Certain positions cannot accommodate an alternate work option. Some positions require employees to be on campus at all times, and some positions may not have as much flexibility. Factors to be considered by the employee and supervisor include operational needs of the department, customer service requirements, employee productivity requirements and employee work/life balance.
5. What if I work for UAB Hospital, UAHSF, Callahan or UAB Health System?
UAB Medicine manages the hybrid/remote process for Workgroup C* employees (excluding the Heersink School of Medicine’s Workgroup C employees) and UAHSF Workgroup A employees. Department leadership in each work area should review and approve any requests for hybrid or remote work arrangements. Any employee approved for one of these schedules must complete a UAB Medicine telecommuting agreement and follow the guidelines of that agreement. Questions regarding these groups can be directed to UAB Medicine Human Resources at uabhshr@uabmc.edu.
*The Heersink School of Medicine’s Workgroup C employees should contact their Org Administrator for guidance.
6. Who initiates a request or takes primary responsibility for completing a proposal for an alternate work arrangement?
Alternate work options are generally introduced in a work environment by a staff member who determines that he/she would like to have an alternate work option. However, supervisors may also suggest alternate work options for some or all staff members. The staff member and the supervisor are encouraged to discuss their needs and to work together to develop the best possible arrangements for their situation.
7. Are performance expectations different for employees with an alternate work arrangement?
Generally, performance expectations do not change as a result of alternate work arrangements. Employees with alternate work arrangements are generally subject to the same criteria and process for performance evaluation as would apply without the alternate work arrangement. Human Resources and individual units, however, may implement practices and provide training specific to alternate work arrangements as long as such practices are consistent with university policies and procedures. Employees with alternate work arrangements remain subject to applicable university policies and procedures, as well as federal and state laws. For example, all non-exempt employees must document (via the time and attendance system, etc.) actual hours worked and leave used, take required meal and rest periods, and have overtime pre-approved by their supervisor.
8. Whom should an employee or supervisor contact if they have more questions about alternate work options?
You may contact your Org Administrator, your department/division human resources/fiscal office, HR Consultant, or Campus Human Resources.
9. Are departments/schools/units required to begin an alternate work options schedule on September 1, 2022?
No. September 1, 2022 is the first date that new staff may join the Alternate Work Options Program after completion of an approved agreement and training. Departments/schools/units may continue to evaluate and begin participation any time after September 1, 2022.
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FAQs for Managers
▶ ELIGIBILITY FAQs
1. Are non-exempt (hourly) and exempt employees eligible for an alternate work option?
2. Are all employees eligible for an alternate work option?
3. Are supervisors eligible for alternate work arrangements?
4. What about employees who work for UAB Hospital, UAHSF, Callahan or UAB Health System?
5. Do you have to have worked in a certain job for a certain length of time before being considered for an alternate work option?
6. If I am currently working a hybrid/remote schedule, do I need to formalize it through the UAB Alternate Work Policy?
7. I have employees who did not participate in the alternate work pilot. When may I move them to a hybrid/remote work arrangement?
8. Can a supervisor terminate or amend the arrangement at any time?
9. Can a request for a flexible work arrangement for the same position but in different departments or schools be handled differently? Can one be approved and the other denied?
10. I have identified an out-of-state candidate for a vacant position; what do I need to do for approval consideration?
11. I have an existing employee who would like to transfer to out-of-state status; what do I need to do for approval consideration?▶ WORK COVERAGE FAQs
12. What happens if an employee with an alternate work arrangement transfers to another department?
13. As a supervisor, how do I deal with the possibility that everyone will want to have Friday or Monday off?
14. If a supervisor receives multiple requests and all cannot be accommodated, how does he/she rate the needs of the requestors to decide which requests to approve?
15. How should a supervisor handle a situation where it may be appropriate to approve one person's request for flexibility and deny the request of another?
16. We have several employees with alternate work arrangements in my office, but I am worried that coverage will be a problem during busy times of the year. Is there anything I can do?
17. Can I require that someone with an alternate work arrangement be in office for meetings or other events?▶ SUPERVISION FAQs
18. How do you supervise employees working at home?
19. How will I know that employees working from home are productive? Can I require documentation to support an employee's performance? How do I provide feedback to someone who is not in the office?
20. If my entire team can work at alternate locations, may I close my office(s) on-site location?
21. Can someone with a hybrid/remote work arrangement also have flexible hours?▶ BENEFITS FAQs
▶ ELIGIBILITY FAQs 1. Are non-exempt (hourly) and exempt employees eligible for an alternate work option?
Non-exempt and exempt employees may be eligible for an alternate work option. Supervisors need to keep the Fair Labor Standards Act overtime regulations in mind when considering alternate work options for eligible non-exempt (hourly) employees.
2. Are all employees eligible for an alternate work option?
Certain positions cannot accommodate an alternate work option. Some positions require employees to be on campus at all times, and some positions may not have as much flexibility. Factors to be considered by the employee and supervisor include operational needs of the department, customer service requirements, employee productivity requirements and employee work/life balance.
3. Are supervisors eligible for alternate work arrangements?
Yes. Supervisors should follow the same guidelines for alternate work arrangements. However, some leadership positions are not eligible for all alternate work arrangements. In-state (fully) remote and out-of-state (fully) remote work options are not available for Executive Administrators, Executive Directors, and above.
4. What about employees who work for UAB Hospital, UAHSF, Callahan or UAB Health System?
UAB Medicine manages the hybrid/remote process for Workgroup C* employees (excluding the Heersink School of Medicine’s Workgroup C employees) and UAHSF Workgroup A employees. Department leadership in each work area should review and approve any requests for hybrid or remote work arrangements. Any employee approved for one of these schedules must complete a UAB Medicine telecommuting agreement and follow the guidelines of that agreement. Questions regarding these groups can be directed to UAB Medicine Human Resources at uabhshr@uabmc.edu.
*The Heersink School of Medicine’s Workgroup C employees should contact their Org Administrator for guidance.
5. Do you have to have worked in a certain job for a certain length of time before being considered for an alternate work option?
No. Supervisors are strongly encouraged to consider training and other needs when determining whether an alternate work option is appropriate for an employee who has not completed their initial six-month probationary period.
6. If I am currently working a hybrid/remote schedule, do I need to formalize it through the UAB Alternate Work Policy?
Yes. All existing hybrid/remote arrangements must be formalized under the policy by August 31, 2022. Visit the UAB Policies and Procedures Library to learn more.
7. I have employees who did not participate in the alternate work pilot. When may I move them to a hybrid/remote work arrangement?
Beginning September 1, 2022, supervisors may provide eligible employees with hybrid/remote work arrangements.
8. Can a supervisor terminate or amend the arrangement at any time?
The supervisor can terminate or amend the alternate work option for a number of reasons, including but not limited to operational changes, staffing changes, leadership changes, performance, etc. Supervisors are encouraged to give as much advance notice as possible. The alternate work option may be terminated immediately in the event of a department emergency or an employee exhibits poor performance.
9. Can a request for a flexible work arrangement for the same position but in different departments or schools be handled differently? Can one be approved and the other denied?
Yes. Since every job, employee, and situation is different, it cannot be assumed that the same decision is appropriate for two similar positions. Supervisors know the operational needs of their department’s are responsible for final decisions on how to ensure operational and service continuity.
10. I have identified an out-of-state candidate for a vacant position; what do I need to do for approval consideration?
Prior to extending an offer to a candidate to work outside of the state of Alabama, an Out-of-State Work Location Request Form must be submitted and include the business justification for the request. Considering Out-of-State Remote Work may have a direct impact on the department as it relates to payroll taxes, unemployment and workers compensation benefits, work authorization restrictions, insurance and general liability, all remote work that has an alternate work location outside of the state of Alabama must be reviewed by UAB Administration for a risk analysis prior to approval. The process to seek approval requires completion of the Out-of-State Work Location Request Form prior to extending an offer of employment to a candidate. See process flow 3 on Tools for Managers page. This form must include the business justification supporting the request for out-of-state employment. Approvals are based on multiple factors, including but not limited to, business necessity, employment laws, regulatory risk, and in-state recruitment efforts.
11. I have an existing employee who would like to transfer to out-of-state status; what do I need to do for approval consideration?
The supervisor or Org Administrator must complete the Out-of-State Work Location Request Form and include the business justification to support the change for review and consideration. The process to seek approval requires completion of the Out-of-State Work Location Request Form prior to changing an existing employee’s status to out-of-state. Approvals are based on multiple factors, including but not limited to, business necessity, employment laws, regulatory risk, and in-state recruitment efforts.
▶ WORK COVERAGE FAQs 12. What happens if an employee with an alternate work arrangement transfers to another department?
The employee and the employee's new supervisor should discuss the situation and determine if the employee's current alternate work arrangement is appropriate for the new position and department. If so, the employee must complete a new alternate work option agreement.
13. As a supervisor, how do I deal with the possibility that everyone will want to have Friday or Monday off?
Decisions for approving or denying alternate work arrangements should be based on organizational needs, as well as the needs of the employee. Objective criteria, such as seniority, special skills, or office needs, should be considered.
14. If a supervisor receives multiple requests and all cannot be accommodated, how does he/she rate the needs of the requestors to decide which requests to approve?
Reasons for the requests should not be used as the only factor in making a decision. If the employees' requests are similar in terms of their ability to continue to meet job requirements, seniority and documented performance may be factors in determining which request to approve. The supervisor may ask the employees for input into a solution that would enable the employees to meet their individual needs as well as the needs of the department.
15. How should a supervisor handle a situation where it may be appropriate to approve one person's request for flexibility and deny the request of another?
All decisions should be focused on organizational needs and objective criteria related to work performance and job demands. A consistent approach to analyzing the situation should be applied. Then, it is important to communicate the decision and its rationale to each requestor. Documenting the basis for these decisions is always a good idea in case questions arise later. HR Consultants can help you develop objective criteria to use and a strategy for communicating your decision.
16. We have several employees with alternate work arrangements in my office, but I am worried that coverage will be a problem during busy times of the year. Is there anything I can do?
Many departments have peak times when everyone needs to be in the office during regular business hours. Supervisors can require that alternate work arrangements be suspended during these times. Advance notice/discussions with staff are strongly encouraged in these situations.
17. Can I require that someone with an alternate work arrangement be in office for meetings or other events?
Yes, you can. Supervisors are encouraged to provide advance notice when possible. Reminder: Non-exempt employee schedules may have to be adjusted to address overtime.
▶ SUPERVISION FAQs 18. How do you supervise employees working at home?
If employees work at home as an established hybrid/remote work arrangement, supervisors should set up a structured system for evaluation and management. Performance measures should be agreed upon and then monitored. Communication is very important for those working at alternate work locations. See the suggested articles below for more assistance.
- Leading Remotely: What Managers Need to Keep Teams Engaged
- A Guide to Managing Your (Newly) Remote Workers
19. How will I know that employees working from home are productive? Can I require documentation to support an employee's performance? How do I provide feedback to someone who is not in the office?
All employees will be expected to meet the same performance standards as otherwise required. Supervisors are expected to use the same performance review criteria that have been in place. Visit uab.edu/performancemgmt to review UAB’s established performance management tools and resources.
20. If my entire team can work at alternate locations, may I close my office(s) on-site location?
It is important to remember that the work of the university and the department must not suffer as a result of employees using alternate work options. These arrangements are intended to allow flexibility. However, they are not a complete replacement for on-site presence or services during posted business hours.
21. Can someone with a hybrid/remote work arrangement also have flexible hours?
Yes, that can happen. The hybrid/remote work agreement should clearly define the hours the employee is expected to be available to others in the office and customers.
▶ BENEFITS FAQs 22. Do employees participating in the alternate work options program receive more benefits than employees who work on-site?
Employees in the same assignment category are eligible for the same benefits regardless of their work location.
23. Is UAB exploring different benefits for on-site and off-site employees?
UAB offers robust benefits for employees. The AWO Program and our evolving workforce will present additional opportunities for our Employee Benefits and Wellness Committee to take a UAB-wide perspective in program deliberations and recommendations for UAB’s employee benefits and wellness program.
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FAQs for Employees
1. May I take care of my children or elderly family members while working from home?
2. Are there any suggestions for staying connected to co-workers if I have an alternate work arrangement?
3. What happens if a meeting, training session or important event is scheduled on-site when I am supposed to be at an alternate work location?
4. If I am approved to work a hybrid or remote arrangement will I have an office on-site?
5. What do I do if my alternate work arrangement is not working?
6. Can an employee raise a grievance over the denial of a request for an alternate work arrangement?
7. How does an employee on an alternate work schedule record sick or vacation time?
8. How do alternate work arrangements affect overtime pay for non-exempt employees?
9. How do alternate work arrangements affect the accrual rate for vacation and sick leave?
10. What happens if there is an inclement weather emergency on my non-work day?
11. What happens if there is an inclement weather emergency on my off-site work day?
12. What accommodations are available to employees with disabilities or other medical concerns?
1. May I take care of my children or elderly family members while working from home?While remote or hybrid work is not a substitute for childcare or elder care, all units should consider options that provide employees with the flexibility to meet intermittent childcare and eldercare needs such as during illness, etc. Employees requesting remote or hybrid work arrangements are responsible for ensuring ongoing childcare and eldercare arrangements to allow for uninterrupted work time and focus.
2. Are there any suggestions for staying connected to co-workers if I have an alternate work arrangement?
- Here's how to stay productive — and connected — when you work from home
- Enabling Productive Remote Work: Expert Tips For Staying Connected And Engaged
3. What happens if a meeting, training session or important event is scheduled on-site when I am supposed to be at an alternate work location?
It is important to remember that the work of the university and the department must not suffer as a result of employees using alternate work options. There will be events or meetings that cannot be scheduled around your flexible schedule. The employee and supervisor need to discuss and determine how these situations will be handled. In some cases, the employee may have to come to the office.
4. If I am approved to work a hybrid or remote arrangement will I have an office on-site?
Employees approved for a hybrid or remote arrangement may not have a guaranteed office space; however hoteling space will be available for on-site days.
5. What do I do if my alternate work arrangement is not working?
Begin with a discussion with your supervisor. If there are issues, contact your HR Consultant.
6. Can an employee raise a grievance over the denial of a request for an alternate work arrangement?
Generally, the grievance procedure does not apply to decisions regarding alternate work arrangement requests.
7. How does an employee on an alternate work schedule record sick or vacation time?
An employee on an alternate work schedule should record sick, vacation time, or any other benefit time following the same procedures as a regular on-site schedule.
8. How do alternate work arrangements affect overtime pay for non-exempt employees?
Compensation for all qualifying overtime hours over forty in a workweek is made at one-half times the employee's hourly rate of pay.
9. How do alternate work arrangements affect the accrual rate for vacation and sick leave?
Accrual rates for each assignment category remain the same. Employees are required to appropriately designate and record any time off during posted business hours.
10. What happens if there is an inclement weather emergency on my non-work day?
You would not have to take leave (personal or vacation time) for that time since you are not scheduled to work that day.
11. What happens if there is an inclement weather emergency on my off-site work day?
Consult with your supervisor to determine next steps based on your assigned weather code.
12. What accommodations are available to employees with disabilities or other medical concerns?
- An employee with medical concerns may request an alternate work arrangement as an accommodation.
- If the school or unit has concerns about the potential operational impact of the requested alternate arrangement, then they must provide the employee an opportunity to request a reasonable accommodation for the arrangement.
- Under such circumstances, in order to ensure compliance with our obligations under the Americans with Disabilities Act, the AWARE Program, will be responsible for reviewing the request, directing the interactive process, and, in consultation with the unit, determining whether the requested accommodation is reasonable or an undue hardship.
If your question is not listed in the FAQs, please submit it to humanresources@uab.edu and a member of the Campus Human Resources team will review and respond. The online FAQs will be updated as deemed appropriate. Thank you.