Domestic and International Remote Work

Interim Policy on Domestic and International Remote Work

SPG https://spg.umich.edu/policy/201.05-01

Resources: 

• Ways We Work Resource Center

• Modes of Work 

• Remote Employment Policies and Agreements

• Remote Worker MyLinc System Documentation

• Remote Worker System Employee Instruction Guide

• State and Local Tax Withholding Forms

• UMSI HR - umsi.human.resources@umich.edu

Summary:

On September 16, 2024, the university launched system enhancements and resources for remote/hybrid work through Ways We Work, an initiative that also established modes of work. The enhancements include centralized work data and more detailed job postings along with resources to help units strengthen their workplace practices. 

The Remote Work Collection System is a major enhancement that integrates the collection of remote work arrangement data into Employee Self Service within Wolverine Access, the university’s online portal for accessing services and employee information. Having this information centrally for the entire university enables the university to make more informed decisions about human resources policies, workplace practices, office space needs, and resource allocation.

Policy:

All regular staff, temporary staff, and research fellows (postdocs) working in a hybrid or mobile/remote mode of work are required to enter agreement information into the system (Wolverine Access > Employee Self-Service.) Employees who work fully onsite are not required to enter information; however, the employee’s supervisor must notify UMSI HR (umsi.human.resources@umich.edu) to ensure proper reporting.

Work outside of the U.S. or from a U.S. Territory is not permitted. Due to international labor and tax laws, employment outside of the U.S. requires review, consultation, and will require permission from central administration (OGC, University HR, others) prior to extending an offer/approving an arrangement. Please reach out to umsi.human.resources@umich.edu with any questions.

Work outside the state of Michigan requires additional tax paperwork to be completed. Employees may need to consult with a tax advisor regarding their personal tax situation. If the employee is working in another state for 30 or more days in a calendar year, it is the employee's responsibility to submit State Tax Withholding forms to Payroll to have taxes withheld for the state in which they are performing services. It is also the employee's responsibility to confirm local income tax obligations and to make quarterly estimated tax payments to their locality for these situations.

Employees must submit a new remote work agreement in the system if any changes to the mode of work occur. Remote work agreements must be reviewed on an annual basis. 

Process:

Please review the Remote Worker MyLinc System Documentation on how to complete or approve/deny a remote work agreement. The MyLinc guide contains helpful screenshots as you work through this process.

1. Supervisor has a discussion with their employee about mode of work and expectations when working in a remote or hybrid setting

2. Employee submits their remote work agreement through Wolverine Access > Employee Self Service > Remote Worker

3. Employee’s supervisor approves, denies, or pushes back the remote work agreement submitted by the employee through Wolverine Access > Manager Self Service > Remote Worker

   1. Remote Worker System Approver Step-by-Step Review Guide

   2. If approved, the agreement will be routed to UMSI HR for final approval

   3. If denied, the agreement will be sent back to the employee

      1. Further discussion on the denial should take place

      2. After the discussion takes place, the employee can make any necessary changes and resubmit their remote work agreement for approval

4. UMSI HR reviews the employee’s remote work agreement

   1. If approved, the employee is all set and the remote work agreement will be reflected in the system

   2. If denied, UMSI HR will discuss it with the supervisor and will inform them of actions to take

Please follow these guidelines when completing your remote work agreement:

• If you are hybrid, you will select the days you are working remotely.

• The “Remote Work Reason” should be “Other”, not “Job Duties”. “Job Duties" would be designated for someone who is required to be remote as part of their job. Please select “Other” and you can list the reason as “Approved Hybrid/Remote Work Schedule”.

• If you are regularly 100% onsite (in-person), you do not need to complete an RWA. Please email UMSI HR and let us know if this is the case for you, and we will make a note of it in our system.

• The maximum duration for an RWA is 1 year. Anything longer than this will flag in U-M’s audit system.

  • UMSI will set an RWA timeframe standard of 8/1 - 7/31 each year. Meaning, all RWAs for UMSI employees will end on 7/31 and will need to be renewed on 8/1 for the upcoming year.

  • NOTE: The minimum duration is 30 days. If you will be adjusting your remote work schedule for anything more than 30 days, you will need to submit a new RWA. Please keep the timeframe standard above in mind when submitting changes to your RWA. 

• Ensure that all address elements are complete in your RWA. The street, city, state, and country fields should all be completed. Failure to complete them all will result in a flag in U-M’s audit system. 

Approver Guidelines:

• Approvers should use the pushback functionality during the approval process to have the entry corrected by the employee

• Fully approved requests with errors need to be deleted and resubmitted for review and approval