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Remote Work Policy and Forms

Kansas State University has utilized a Telecommuting policy for a number of years to assist employees with remote work possibilities. The Telecommuting policy has gone through a significant update given the recent need to leverage remote work as we plan for the future and is now appropriately titled Remote Work policy. As we enter a new phase of resuming some familiar practices and experiment with new ones, K-State will use remote work to offer flexibility and create a workplace of the future. 

This page hosts the revised Remote Work policy along with accompanying forms needed to evaluate and establish remote work arrangements.


Remote Work Suitability Assessment

The Remote Work Suitability Assessment is a form completed in conjunction with the Evaluating Remote Work Opportunities decision guide. This form documents suitability factors for remote work and is utilized to obtain appropriate approval.

Making Equitable Decisions

While remote work will be grounded in the business needs and other suitability factors, K-State is committed to equity, fairness, and consistency in the implementation of remote work.  Given the complexity of determining suitability; remote work opportunities are very unlikely to be exactly the same, even for similarly titled positions.

The suitability assessment process will ensure that each opportunity is evaluated through consistent criteria while recognizing the differences between each remote work request. Decisions will be based on a comprehensive evaluation of the opportunity and will include oversight from Senior Leadership to ensure objective and equitable outcomes.

Once the Remote Work Suitability Assessment has been completed and if the remote work arrangement is deemed suitable by the department head/supervisor:

  1. Obtain approval from senior leadership at the cabinet or dean level.
  2. If approved by senior leadership, the supervisor communicates the decision with the employee.

    Communication Template for Remote Work Arrangement Approval  

  3. Supervisor completes a Remote Work Agreement form in collaboration with the employee.

If the Remote Work Suitability Assessment has been completed and the remote work arrangement is NOT deemed suitable:

  1. The supervisor communicates the decision with the employee.

    Communication Template for Remote Work Arrangement Denial 


Remote Work Agreement

A Remote Work Agreement is used to document work arrangements where a regular, recurring remote work arrangement (including hybrid) is agreed upon by the employee and their supervisor (with approval from appropriate senior leadership).  A Remote Work Agreement is not required for periodic, intermittent, temporary, or emergency-based remote work arrangements. In these cases, documentation between the employee and the department is sufficient.

The agreement should be as specific as possible and should include:

  • Employee’s work schedule with documented days and hours that the employee is expected to work on campus or facility work location or remotely (as applicable).
  • Methods, times, and frequency of contact.
  • Ownership and maintenance of required equipment and supplies.
  • Remote work expenses that will be paid with the establishment of the remote work arrangement, along with outlined reimbursement expenses for travel. Please refer to policy for appropriate stipends.

The Remote Work Agreement form should be completed, signed and dated by the employee, the supervisor, and senior leadership at the cabinet or dean level, if needed. A copy of the form should be given to the employee; a copy should be kept in the department and a copy should be sent to hrimaging@ksu.edu for inclusion in the employee's file.


Department Equipment Inventory Form and Agreement

The Department Equipment Inventory Form and Agreement should accompany the Remote Work Agreement form. The purpose of this form is to document the equipment or university property utilized by an employee at an off-campus or facility work location.  


Reviewing Remote Work Arrangements

New remote work arrangements should be reviewed for efficiency and effectiveness at 30-, 60-, and 90-day intervals. Following this, successful remote work arrangements should be reviewed on an annual basis.  

This form may be retained in the department and does not need to be submitted to HR.


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Related PPM Chapters

Checklist for Establishing a Remote Work Arrangement


To establish a successful remote work arrangement (including hybrid remote work), the following steps should be completed: