AWA Frequently Asked Questions
Yes, all employees with a hybrid or remote designation will need to complete a new AWA in Workday in August 2023.
No, AWA’s do not need to be renewed on an annual basis, unless the employee has a hybrid periodic AWA Agreement.
You will maintain regularly scheduled and approved work hours and will be fully accessible during those hours. Any changes to an approved schedule or alternate work location must be reviewed and approved by the manager in advance.
Yes, in accordance with the FLSA, non-exempt employees will continue to receive overtime pay for all hours worked in excess of 40 hours in a standard workweek. Non-exempt employees are required to obtain advance approval to work overtime. All hours worked, including unapproved overtime, must be reported and paid in accordance with the university’s Non-Exempt Staff Pay Policy.
Yes, partial or split days are permitted for exempt and non-exempt employees, with prior manager approval. Managers are responsible for ensuring their staff adhere to the Fair Labor Standards Act (FLSA), including for non-exempt employees permitted to work a partial or split remote day. Non-exempt employees should review the Non-Exempt Staff Pay Policy if they have additional pay questions.
Generally, travel time from a remote location to campus is not compensable for non-exempt staff with an Alternative Work Assignment. If a non-exempt employee is traveling to Brown for a regular scheduled shift (whether that is to work for a full day or for a half day on-site), the employee would not receive pay for travel time to and from work. However, if at their manager’s request, a non-exempt employee is asked to work on-site for a full or partial day when they were previously scheduled to work remotely, then the non-exempt employee’s travel time must be compensated. For additional questions relating to split days and travel time pay for non-exempt employees please contact the University Human Resources compensation team for assistance.
Yes, a manager could permit an employee with a hybrid PWL to work 5 split days on-site a week i.e., an employee could work on-site each morning at Brown and then during the afternoon the employee could be permitted, subject to advance manager approval, to work remotely for the remaining part of the workday. In this example, a non-exempt employee would not be eligible for travel time pay to and from work as this schedule would be considered to be part of the employee's regular scheduled shift.
Salary and benefits remain unchanged while working on an AWA. Additional information can be found in the Non-Exempt Staff Pay Policy, Exempt Staff Pay Policy, and the Paid Time Off Policy.
A position work location (PWL) indicates the location where the position’s work will be performed. PWLs are determined by the employee’s assigned manager in Workday, in consultation with University Human Resources, and considers numerous factors, including:
- specific job duties;
- the nature of the work performed;
- operation and business requirements; and
- impact on the department.
PWLs are not subject to review or appeal by the employee.
On-site — Job duties cannot be performed remotely and are required to be performed on site at all times during the year.
Hybrid — Job duties can be performed for part of the regular workweek or month, on a regular basis, from an alternative worksite location. As a minimum threshold, an employee must work on average 20% of their work time on-site (on average one on-site workday a week or four on-site workdays a month), throughout the course of the year. Employees with a hybrid PWL must work at an alternative worksite location that is within commutable driving distance from Brown University’s campus.
Remote — All job duties can be performed remotely at a non-Brown University alternative worksite location (e.g., employee’s residence) without disruption to business operations. The position may be required to work on site in exceptional circumstances for a limited duration such as for new hire orientation, on-site employee meetings/retreats and/or critical/emergency situations based upon unit operational needs. See Registered AWA States for permitted locations.
A position may be assigned more than one PWL (i.e., hybrid and remote) based upon position responsibilities and operational needs of the unit, but an employee can only select one AWA when completing their AWA agreement in Workday.
An alternative worksite location may be in any state that Brown is registered to do business, as determined and approved by the University.
No, employees are not permitted to have an alternative worksite location outside the United States due to the significant variation in employment laws, benefits availability, tax consequences, and other considerations.
Employees may experience personal tax consequences and are responsible for all tax obligations that may result from alternative worksite locations outside of the State of Rhode Island. Please refer to the summary table below for state taxation guidelines based on the employee’s Position Work Location.
| State Taxation Matrix | On site | Hybrid | Remote |
|---|---|---|---|
|
Subject to the State of Rhode Island taxation |
Yes |
Yes |
No With the exception of staff working remotely in the State of Rhode Island |
|
Subject to the taxation laws of the alternative worksite location outside of the State of Rhode Island |
No |
No |
Yes Depends upon the taxation laws governed by the state where the work is performed outside of the State of Rhode Island |
Employees are advised to consult with a professional tax advisor of their own choosing to assist with determining any additional personal tax obligations that may arise from their Position Work Location and AWA. For more information about state taxation compliance, please refer to the University’s Multi-State Project webpage.
To ensure the workplace safety of all staff, applicable workers’ compensation benefits are available for injuries or illness arising out of and in the course of employment with an AWA. Please review the Workers Compensation procedures for more information.
Workplace Accommodations are requested through a separate process. Please review the Employment Accommodations for Persons with Disabilities Policy and reach out to the UHR leave team for assistance.
Brown University provides employees with the appropriate tools to perform their jobs. The following items, if needed to support effective Remote Work, are generally approved:
- Basic office supplies (e.g., pens, pencils, or notebooks)
- Small computer accessories (e.g., monitors, keyboards, or mice).
Additional information can be found under the Generally Allowable Purchases and Expenses Not Permitted sections of the Alternative Work Assignment Expense Reimbursement Policy.
Ergonomic and accessibility needs/requests will be assessed separately in accordance with existing University ergonomics telecommuting guidance and assessment process.
Reimbursable expenses are subject to the University’s Alternative Work Assignment Expense Reimbursement Policy and depend upon the employee’s designated position work location.
| Other Types of Reimbursable Expenses | On site | Hybrid | Remote |
|---|---|---|---|
|
Travel to Brown University Campus (hotel, car, parking fees, flights, meals etc.):
All allowable expenses will be reimbursed to the employee from the unit’s budget and not funded centrally by Brown. Failure to obtain pre-approval of travel will be the sole costs of the employee. |
No |
No |
Yes – only for those employees with a Remote PWL who reside over a 50-mile radius from Brown University’s campus location in Providence, RI for occasional visits to Brown for business purposes, subject to documented manager pre-approval. |
|
Other Reimbursable Expenses in States Outside the State of Rhode Island:
|
No |
No |
Yes. Based upon the laws governed by the state where the work is performed outside the State of Rhode Island. |
No, on-site employees do not need to complete an AWA in Workday, unless they are requesting to work a flexible schedule or compressed workweek. All AWA Agreements are subject to manager approval.
Position Work Locations cannot be appealed. An AWA decision can however be appealed by emailing the employee’s next level supervisor.
Employees will be required to complete a new AWA Agreement in Workday for the following reasons:
- Position Work Location changes
- to request a significant change in work schedule that will last beyond a duration of 60 days; promotions or position transfers to another unit;
- to request a different hybrid AWA type;
- to change or request a flexible work schedule or compressed workweek; and
- when an employee is approved to work remotely, and/or work at an alternative work location outside the State of Rhode Island, and/or relocation from a remote state back to the State of Rhode Island.
When operational needs require modification or cancellation of an AWA Agreement, written notice of at least 10 business days will be provided to the employee with an onsite or hybrid PWL, and written notice of at least 90 business days will be provided to an employee with a remote PWL.
Yes. The manager should first consult with their HR Business Partner and UHR employee relations representative when they are dealing with an employee with a hybrid PWL who is having performance issues. In accordance, with the University’s performance management protocols, the manager, in consultation with UHR, should develop a performance improvement plan (PIP) for the employee which could include a requirement by the manager that the employee works more frequently onsite for the duration period of the PIP, or until such time when the employee’s performance has improved to a satisfactory level. It is important to note that requiring an employee to work more frequently onsite as part of the employee’s PIP may also require more frequent managerial onsite supervision. Please consult with your UHR employee relations representative for additional guidance.
Yes, an employee should consult with their HR Business Partner and UHR when considering relocating to another area that is outside the State of Rhode Island. Depending upon the state that the new alternative worksite location will be located and the employee’s assigned PWL, prior approval may be required by the employee’s manager and UHR.
Yes, employees with a hybrid PWL must work at an alternative worksite location that is in commutable driving distance from Brown University’s campus.
Yes, employees can email their inquiries or questions to [email protected].