COVID-19 Series: Sample # 1 - Work From Home Policy / Guideline

23 May 2020, Singapore: Received request to share sample of a "work from home" policy / guideline.

Sample #1:

Work From Home Policy / Guideline

I. PURPOSE

The Work-From-Home (WFH) program is an arrangement by which an employee performs ordinary hours of duty at his/her home for a specified portion of the work week. WFH is neither a benefit nor entitlement to the employee.

The purpose of this policy is to create flexible working conditions that will help the Company to achieve its business results more effectively by retaining and attracting a diverse workforce, reducing absenteeism and maximizing office space utilization. This policy can also assist employees to achieve better work-life balance with increased productivity and savings on commuting between home and office.

This policy outlines the terms and conditions as well as application procedures when an employee goes on WFH arrangement.

II. SCOPE

This policy applies to all employees based in <company / region>, subject to the approval from the employee’s <Dept Mgr>.

<Dept Mgr> will have full discretion to approve or reject the WFH applications based on their evaluation of business needs and the nature of the employee’s job.

<Dept Mgr> should allocate the WFH days in the week so that there is an even distribution of employees working from home on any given day. These days will be fixed, and should not be changed as far as possible. With the planned reduction in office space, the objective is to spread out the days when the employees come to work to maintain a comfortable working environment. Exceptions to this would be for team meetings, town halls or other office based meetings.

Changes (whether temporary or permanent) should be done in consultation and agreement with the <Dept Mgr> based on the job requirement and each individual situation. For permanent changes, it is important that an even distribution of employees at work and at home is maintained. Proper communication should be done by the <Dept Mgr> on the WFH schedule and changes, so that team members are in the know of the arrangement. The HR Team will be available for consultation, if help is needed.

III. POLICY

The terms and conditions of employment between the Company and the employee that apply at work will also apply at the agreed WFH site, including accessibility by the Company during agreed hours of duty, ownership of intellectual property and security of information.

Company policies, which apply at the employee’s usual place of work shall, as far as practicable, apply in WFH site.

Employees opting to WFH agree to the following:

(1) Be personally responsible for the home workspace at his/her own cost to ensure a safe and healthy system and environment of work.

(2) Ensure dependent care or other family obligations do not interfere with work. It is expected that the employee will devote all his/her effort to the business during normal working hours.

(3) Be contactable at all times during office hours through phone or email, and ensure the following actions are taken while working from home for the day:

• Post a message of WFH with contact details at a prominent place in his/her office area, e.g. under the cubicle name label
• Divert your office phone line to your WFH phone. Please see the footnote details on instructions to divert calls or de-activate diverted calls.

(4) Attend mandatory and other requested office meetings including training sessions, workshops, etc. as required by the Company.

(5) Notify your supervisor or <Dept Mgr> proactively when you take any vacation, medical or any other personal leave during times scheduled for WFH.

(6) Alert the supervisor or <Dept Mgr> if external circumstances are likely to interfere with performance under the WFH arrangement. The employee should return back to office work whenever practical or needed.

(7) Ensure that the Company’s material and property is kept confidential at all times and securely used at the WFH site.

(8) To ensure the success of a WFH arrangement, the <Dept Mgr> will: -

• Clearly define to the employee the performance goals and standards and regularly review with the employee and make necessary adjustment to the schedule in order to ensure effectiveness.
• Ensure that employees continue to have access to development opportunities and workplace information.

The Company reserves the right to discontinue the WFH arrangement (across the board or with any specific individual / position) when deemed appropriate by business exigencies at any time by giving the employee one week written advance notice.

IV. EQUIPMENT/OFFICE SUPPLIES

The Company will provide the employee on WFH arrangement with a Company’s laptop (if the employee does not have one).

<IT Dept> will continue to provide remote support. When maintenance or repairs are needed, the employee will bring the laptop back to office. <IT Dept> will not provide any on-site support in the employee’s home.

The company will not provide courier services to or from the employee’s home.

Employees can also continue to use the Conference Call facility provided by <soft phone / conferencing application> for pre- planned meetings.

The Company will not reimburse the employee for travel expenses to and from office on days when they are required to come into the office. Home-related expenses such as construction, renovation, utilities, upgrading broadband system, or any other expenses incurred as a direct or indirect result of the WFH arrangement will be the responsibility of the employee.

V. APPLICATION PROCEDURES

Employees should apply for WFH arrangement by using <online application / email, etc.> which should be approved and documented in writing before WFH commences.

Approval is granted on a case-by-case basis by the <Dept. Mgr> based on the business situations.

VI. EFFECTIVE

This policy is with retrospective effective from DD / MMM / YYYY.

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