GENERAL SERVICES ADMINISTRATION - PDF document

GENERAL SERVICES ADMINISTRATION
GENERAL SERVICES ADMINISTRATION Washington, DC 20405 HRM 6040.2 June 29, 2018 GSA ORDER Subject: Full-time Telework Arrangements 1. Purpose. This policy expands upon HRM 6040.1A, GSA Workforce Mobility and Telework Policyfull-time telework arrangements. 2. Background. a. Based on the provisions of Public Law No. 111-292, known as the Telework Workforce Mobility and Telework Policy provides specific guidelines for implementation of telework within the General Services Administration (GSA). b. This policy addresses the specific issue of full-defined below and in GSA Workforce Mobility and Telework Policy, and provides additional guidance specific to full-time telework arrangements. 3. Scope and applicability. a. policy applies to all agency components and all GSA employees, with the exception of: (1) The Office of Inspector General, and (2) The Civilian Board of Contract Appeals. b. Full-Time Telework Arrangements for GSA employees are restricted to the United States and its territories and possessions. c. This policy does not apply to contractors or their employees. 4. Cancellation. This policy cancels GSA Instructional Letter, CPO-IL-12-04 Virtual and Satellite Work Arrangements. HRM 6040.2 2 5. Nature of revision. This policy: a. Removes reference to satellite work arrangements. b. Updates approval process to allow for approval up to the Administrator level based on business requirements. c. Establishes timeframes for initial response to request to establish a full-time telework arrangement. d. Clarifies supervisory responsibilities. e. Clarifies employee responsibilities. f. Clarifies terms of participation, including: (1) The official worksite/duty station and appropriate alternative worksite; (2) Full-time teleworker entitlement to travel reimbursement; (3) Full-time telework recording in GSAâ

€™s electronic time and attendance syst
€™s electronic time and attendance system; and (4) Full-time teleworker eligibility for participation in GSA’s Transit Subsidy Program. g. Updates the Full-Time Telework Arrangement Analysis Tool to: (1) Distinguish between recruitment actions and requests from employees; (2) Distinguish between new arrangements and updates/modifications/renewals; (3) Distinguish between long-term and short-term arrangements; and (4) Incorporate additional costs/savings. h. Clarifies that full-time telework arrangements for GSA employees are restricted to the United States and its territories and possessions. i. Adds Appendix C, GSA Full-Time Telework Recruitment Agreement. j. Adds Appendix D, GSA Full-Time Telework Arrangement Annual Review Form. HRM 6040.2 3 6. Implementation action. Implementation of this policy must be carried out in accordance with applicable laws and regulations, and as it affects employees represented by a labor bargaining unit, is contingent upon completion of labor relations obligations. 7. Signature. /S/____________________________________ ANTONIA T. HARRIS Chief Human Capital Officer Office of Human Resources Management HRM 6040.2 i TABLE OF CONTENTS Section Number Page Number 1. Introduction .................................................................................................. 1 2. References .................................................................................................. 1 3. Definitions .................................................................................................... 2 4. Responsibilities ............................................................................................ 4 5. Eligibility ....................................................................................................... 4 6. Terms of full-time telework arrangement participation ............

..................... 4 a. Gene
..................... 4 a. General terms ......................................................................................... 4 b. Telework in emergency situations/use of unscheduled telework ............ 4 c. Supervisor responsibilities ...................................................................... 5 d. Employee responsibilities ....................................................................... 5 7. Full-time telework arrangement documentation requirements ..................... 5 8. Assessment of full-time telework arrangement analysis tool ........................ 5 9. Approval of full-time telework arrangement analysis tool ............................. 7 10. Completion of documentation for full-time telework arrangements ............. 7 11. Annual review of full-time telework arrangements....................................... 8 12. Termination of full-time telework arrangements .......................................... 8 13. Evaluation and recordkeeping .................................................................... 10 Appendix A. Full-Time Telework Arrangement Analysis Tool ............................ A-1 Appendix B. GSA Full-Time Telework Arrangement Agreement ....................... B-1 Appendix C. GSA Full-Time Telework Recruit Agreement ................................ C-1 Appendix D. GSA Full-Time Telework Arrangement Annual Review Form ....... D-1 HRM 6040.2 1 HRM 6040.2 Full-time Telework Arrangements 1. Introduction. a. This policy clarifies and expands on GSA Workforce Mobility and Telework Policy by: (1) Establishing criteria and a process for the assessment, review, and approval/denial of full-time telework arrangements; and (2) Establishing criteria and a process for an annual review of full-time telework arrangements. b. GSA may co

nsider full-time telework arrangement
nsider full-time telework arrangements when it can be demonstrated that they are in the best interest of taxpayers and the agency. In order to determine that an arrangement is beneficial, the assessment and approval process described in this policy must be followed. c. The assessment and approval process for implementation of full-time telework arrangements described in this policy will be used in reviewing potential full-time telework arrangements for current agency employees and for employees entering GSA through competitive job announcements. d. Changes to current full-time telework arrangements, including changes to the official worksite/duty station or to the employee’s position, require a new full-time telework arrangement, subject to the assessment and approval process described in this policy. e. This policy restricts full-time telework arrangements to the United States and its territories and possessions. Memorandum for All Department and Agency Executive Secretaries from Joseph E. Macmanus, Executive Secretary, Department of State, dated June 7, 2016, subject “Requirements for Executive Branch Employees Teleworking in Foreign Locations,” outlines the Department of State requirements and approval process for all Domestic Employees Teleworking Overseas (DETO). Such arrangements are outside the scope of this policy and may not be established for GSA employees as of the effective date of this policy. Existing Overseas Full-Time Telework arrangements will remain in effect for the duration of the spouse’s overseas appointment based on which they were established; they will not be extended. 2. References. a. Public Law No. 106-346, Section 359, of October 23, 2000 (Department of Transportation and Related Agencies Appropriations Act). HRM 6040.2 2 b. Public Law No. 111-292 of December 9, 2010 (The Telework Enhancement Act of 2010). c. GSA policy, HRM 6040.1A GSA Workforce Mobili

ty and Telework Policy. d. GS
ty and Telework Policy. d. GSA policy, OAS P 7005.1Internal Space Allocation, Design, and Management Policy. e. GSA policy, OAS P 9900.1 Government Furnished Equipment for Use Outside GSA Agency Worksites. f. GSA policy, OAS 5700.1 CHGE 1 Temporary Duty (TDY) Travel Policy. g. GSA policy, OAS 5770.1 Local Travel. h. GSA policy, ADM IL-12-02 Sustainable Printing Management Policies and Practices. 3. Definitions. a. Agency worksite. The regular worksite for the employee’s position of record; the physical address or place where the employee would work if not teleworking. b. Appropriate alternative worksite. A worksite other than the agency worksite, typically the employee’s residence, that supports work and provides appropriate information technology (IT) connectivity, and security precautions in support of the work. c. Full-Time telework arrangement. A work arrangement established pursuant to this policy, under which a GSA employee becomes a full-time teleworker as defined in paragraph 3d. d. Full-Time Teleworker (FTT). Any GSA employee who teleworks on a full-time basis and does not typically utilize an agency worksite. An FTT’s official worksite/duty station is an appropriate alternative worksite, often the employee’s residence. (1) An FTT is entitled to travel reimbursement if required to travel to his/her agency worksite. (2) An FTT may have an appropriate alternative worksite that is within the same GSA region as the FTT’s agency worksite. e. Full-time telework travel budget. Annual budget to support a full-time teleworker for all travel (including meetings, training related travel, etc.), between his or her agency worksite and official worksite/duty station only, as included in the Full-Time Telework Analysis Tool. No other travel expenses are to be included in this budget. HRM 6040.2 3 f. Commuting Area. Pursuant to 5

CFR 550.703, commuting area is defined
CFR 550.703, commuting area is defined as the geographic area surrounding a worksite that encompasses the localities where people live and reasonably can be expected to travel back and forth daily to work, as established by the employing agency based on the generally held expectations of the local community. g. Mobile Work. Work that is characterized by regular travel to and work in customer or target (designated) worksites as opposed to the agency worksite. Mobile work may consist of work such as site audits, site inspections, and investigations. It is distinguished from telework in that the work being done by the employee is specific to a target site or location. Mobile work may be combined with telework. h. Official worksite/duty station. Pursuant to the OPM definition and as set forth in 5 CFR 531.605, official worksite is the location where the employee regularly performs his or her official work duties. Changes in an employee’s official worksite may affect employee pay and travel funding responsibilities and must be processed by the servicing Human Resources Office. Designation of the official worksite must be determined on a case-by-case basis using the following considerations: (1) The official worksite for an employee who is scheduled to report there physically at least twice each biweekly pay period on a regular and recurring basis is the location of the agency worksite for the employee’s position–the place where the employee would normally work if not teleworking; (2) The official worksite for an employee who is not scheduled to report at least twice each biweekly pay period to the agency worksite (includes full-time teleworkers) is the location of the appropriate alternative worksite (except in certain temporary duty situations); or (3) The official worksite for an employee whose work location varies on a recurring basis (mobile work), and who does not report at least twice each biweekly pay period to the agency worksite, is the agenc

y worksite, as long as the employee is
y worksite, as long as the employee is performing work within the same geographic area (established for the purpose of a given pay entitlement) as the agency worksite. i. Telework. A work arrangement under which an employee performs the duties and responsibilities of his or her position, and other authorized activities, from an appropriate alternative worksite as defined in this policy. Telework does not include: (1) Any part of work performed while on official travel (travel regulations and policy take precedence over telework); (2) Work performed while commuting to and from a worksite; or (3) Mobile work as defined above (including site audits, site inspections, and HRM 6040.2 4 investigations). j. Telework-ready employee. A GSA employee with an approved telework agreement that identifies the employee as both eligible to telework (whether on a routine or situational basis, and regardless of the employee’s choice to telework or decline telework), and having the IT tools, equipment, and training necessary to telework. Full-time teleworkers are telework-ready employees. 4. Responsibilities. The responsibilities set forth in HRM 6040.1A (pending) apply to implementation of this policy. 5. Eligibility. The eligibility criteria set forth in HRM 6040.1A applies to full-time telework arrangements established pursuant to this policy. See paragraph 12 of this policy for information regarding termination of full-time telework arrangements. 6. Terms of full-time telework arrangement participation. a. General terms. The general terms of telework participation set forth in HRM 6040.1A apply to full-time telework arrangements established pursuant to this policy. In addition: (1) Any change to either the position of an FTT or the proposed official worksite/duty station that results in a change in locality pay for an FTT require consideration pursuant to para

graphs 7 through 11. Such changes re
graphs 7 through 11. Such changes require termination of the current full-time telework arrangement and documentation through an updated full-time telework arrangement. (2) The official worksite/duty station of an FTT is the appropriate alternative worksite pursuant to paragraph 3f and may be within the same region as the agency worksite. (3) FTTs are entitled to travel reimbursement if required to travel to the agency worksite, pursuant to GSA policy, OAS 5700.1 CHGE 1. (4) Full-time telework must be recorded in GSA’s time and attendance system. (5) FTTs are not eligible for participation in GSA’s Transit Subsidy Program, which is established to offset the costs of commuting to and from a GSA office. (6) FTTs must follow the requirements and the responsibilities in ADM 2430.1A The U.S. General Services Administration Continuity Program and ADM 2430.3 The U.S. General Services Administration Emergency Management Program when the GSA Administrator activates the COOP Plan for a continuity event or an emergency is declared. b. Telework in emergency situations/use of unscheduled telework. FTTs are HRM 6040.2 5 telework-ready employees and responsible for adhering to GSA Dismissal and Closure Guidance. c. Supervisor responsibilities. Supervisors are responsible for all items outlined in GSA Workforce Mobility and Telework Policy and in this policy, and for ensuring that all full-time telework arrangements for employees reporting to them are reviewed and documented as outlined in paragraphs 7 through 11. This includes meeting the requirements set forth in paragraph 6a(1). d. Employee responsibilities. Employees are responsible for the items outlined in GSA Workforce Mobility and Telework Policy and in this policy, and for completing and maintaining the documentation outlined in paragraph 7. Employees are responsible for initiating updated full-time telework arrangements to reflect requests to establish a new official worksite/duty station, pu

rsuant to paragraph 6a(1). 7. Ful
rsuant to paragraph 6a(1). 7. Full-time telework arrangement documentation requirements. a. The following documentation is required for all full-time telework arrangements for more than 90 days in duration: (1) Approved Full-Time Telework Arrangement Analysis Tool, including a Full-Time Telework Budget, completed and maintained by the FTT’s organization and entered in appropriate GSA tracking tools; (2) Approved GSA Full-Time Telework Arrangement Agreement, completed and maintained by the FTT’s organization and entered in appropriate GSA tracking tools; and (3) Approved Telework Agreement in GSA’s approved Telework Agreement System. b. Employees seeking full-time telework as a reasonable accommodation should contact their supervisor and their servicing HR Office. Reasonable accommodations are provided in accordance with HRM 2300.1, Policy and Procedures for Providing Reasonable Accommodation for Individuals with Disabilities. 8. Assessment of full-time telework arrangement analysis tool. GSA employees requesting full-time telework arrangements may initiate a request using the Full-Time Telework Arrangement Analysis tool. Supervisors are responsible for ensuring that the Analysis Tool is complete, including: a. Reviewing duties of position. Review the duties of the position to determine whether they can be successfully performed under a full-time telework arrangement. b. Ensuring time in position. Ensure that employees requesting full-time telework arrangements (employees not selected from job announcements that were advertised HRM 6040.2 6 as full-time telework) have been in their current position at the advertised agency worksite for a minimum of 180 days prior to consideration of a full-time telework request. c. Determining direct costs and/or savings. Determine the direct costs and/or savings of a full-time telework arrangement as required in the Full-Time Telework Arrangement

Analysis Tool (Appendix A). d
Analysis Tool (Appendix A). d. Considering the potential costs of termination. In addition to consideration of the costs captured in the Full-Time Telework Budget, management should take into consideration the potential costs of termination of a full-time telework arrangement in the interest of the government, as outlined in paragraph 12c(1). Information on relocation costs can be found in 41 CFR 302, Relocation Allowances, of the Federal Travel Regulation. e. Providing justification for arrangements resulting in direct cost to GSA. (1) Full-time telework arrangements that would result in greater cost to GSA than if the employee were located at the agency worksite must include the organization’s justification, demonstrating that the benefits of the arrangement to the organization outweigh the direct costs. The justification should include all background and information pertinent to the benefits of establishing the full-time telework arrangement, and may reflect: (a) Savings in transit subsidy costs; (b) Proximity of the official worksite/duty station to customers/necessary work locations; (c) Enhancing an organization’s ability to recruit or retain talent. Those costs will be reviewed in the same manner as Recruitment, Retention, or Relocation (3R) incentives. Such a justification may include the following: 1. Recent efforts to recruit or retain high quality candidates for this or similar positions at the agency worksite; 2. The particular requirements of the position being filled, and how they contribute to difficulty in hiring or retaining quality candidates; 3. Labor market factors that may affect the ability to attract and retain quality candidates at the agency worksite; 4. The potential use of incentives (e.g., 3R incentives) in lieu of a full-time telework arrangement to address recruitment or retention issues and the cost of such incentives compared to the cost of a full

-time telework arrangement. 5. N
-time telework arrangement. 5. Negative impact to agency, customers, or business productivity if the HRM 6040.2 7 position were to become vacant. (d) Support of sustainability program targets or goals. (2) Justifications for establishment of full-time telework arrangements for current employees shall also include: (a) The likelihood that the employee will depart the agency (e.g., relocation of spouse, job offer) absent a full-time telework arrangement; and (b) The unique qualifications or positive attributes (e.g., consistently superior performance) of the employee. 9. Approval of full-time telework arrangement analysis tool. All Full-Time Telework Arrangement Analysis Tools, regardless of the potential financial impact, must be concurred on in the following order by: a. The employee’s chain of command, defined as immediate supervisor through Regional Commissioner (RC), or Assistant Commissioner, or equivalent (SES level) in Staff Offices. All analysis tools must be complete as outlined in paragraphs 7 and 8 (including justification, costs/budget, and implications of termination) and indicate whether the proposed arrangement is in the best interests of the agency before being submitted for approval. All requests must be submitted to the Servicing HR Director for action (concurrence or denial) or denied by the chain of command within 20 work days of the initial request from the employee for consideration of the full-time telework arrangement; b. The employing office must work with its budget point of contact to ensure the costs of full-time telework travel are incorporated in the office’s travel budget; c. The servicing HR Director. Requests concurred on by the chain of command must be responded to (concurred on or denied) by the servicing HR Director within 7 work days of his or her receipt of the request; and Requests concurred on by the Servicing HR Director require concurrence of the Deputy Administrator or designee(s) withi

n 21 work days of their receipt of the r
n 21 work days of their receipt of the request. 10. Completion of documentation for full-time telework arrangement. When a Full-Time Telework Arrangement Analysis Tool has been completed: a. The conditions of the full-time telework arrangement, including the procedures that will be followed if the arrangement is discontinued, outlined in paragraph 12, below, must be documented in the Full-Time Telework Arrangement Agreement (Appendix B), and signed by the employee and supervisor, prior to initiation of the arrangement. b. Full-time teleworkers must also initiate and submit, and supervisors must HRM 6040.2 8 approve, a telework agreement in GSA’s approved Telework Agreement System prior to initiation of an FTT request. c. For employees recruited and joining the agency as full-time teleworkers, in addition to the documentation referenced above, the supervisor and the employee will complete and sign a Full-Time Teleworker Recruit Agreement (Appendix C) within 90 days of the employee’s entry on duty. 11. Annual review of full-time telework arrangements. a. All full-time telework arrangements will be reviewed and updated as appropriate by the employing office on an annual basis, following the procedures outlined in paragraphs 8, 9, and 10. This review will be initiated by the employing office and will consider whether the full-time telework arrangement continues to be in the best interests of the agency. It will also consider, if appropriate, changes in budget/funds availability, and the direct cost (if any) to terminate the full-time telework arrangement. This review should be initiated by the employing office during July and must be completed by August 15 of each year, allowing time to determine next steps should management decide to terminate the full-time telework arrangement for the following fiscal year. Full-time telework arrangements created (including by hire or reassignment) after March 30 of any year will not be reviewed for the first

time until the following fiscal year.
time until the following fiscal year. b. For full-time telework arrangements that are no longer in the best interests of the agency based on business requirements, costs, etc., management will make every effort to reduce direct costs (e.g., lessen travel to the agency worksite). If management determines that direct costs cannot be reduced to a point where the tangible and intangible benefits of the full-time telework arrangement outweigh the direct costs, then management will assess the direct costs of termination of the arrangement. When evaluating the direct costs of termination of the arrangement (e.g., payment of relocation expenses; cost of losing and replacing skilled employee), those costs must be compared to the cost of continuing the full-time telework arrangement. After considering the options, it is up to the supervisor to make a recommendation on how best to proceed. The resulting management request will follow the approval process outlined in paragraph 8. c. Annual reviews will be documented using the Full-Time Telework Arrangement Annual Review Form (Appendix D) and the forms shall be submitted to the Servicing HR Office. 12. Termination of full-time telework arrangements. a. A full-time telework arrangement must be terminated if the employee moves outside of his or her current locality pay area or either competitively or non-competitively moves to a different position, as outlined in paragraph 6a(1). Such situations require that a new arrangement be initiated and considered by management. HRM 6040.2 9 b. A full-time telework arrangement may be terminated if, upon review, management determines that termination is necessary due to changing business or organizational needs, increased travel costs, or other mission/business reasons. In this instance, the affected employee will be offered a position at the same grade and pay in the commuting area of the current official worksite/duty station, or will be offered the opportunity to move to the agency worksite. (1

) If the employee accepts an offer t
) If the employee accepts an offer to move, relocation costs will be paid by GSA in accordance with regulation. (2) If there is no suitable position available in the local commuting area, or the employee declines a suitable position and the offer to move to the agency worksite, management will propose the employee’s removal for failure to accept a management-directed reassignment outside the commuting area in accordance with applicable regulations, policies, and collective bargaining agreements. The employee will be entitled to transition assistance in accordance with applicable regulations, policies, and collective bargaining agreements, including the GSA Career Transition Assistance Plan (CTAP). In addition to transition services, CTAP provides selection priority for positions announced within the employee’s commuting area, for which the employee applies and is well-qualified. c. A full-time telework arrangement may be suspended by management for a limited period of time to address performance issues. Managers considering suspension of a full-time telework arrangement will consult with their servicing HR office before taking any action, including determining whether the FTT will work from the closest GSA office or the agency worksite. Such situations require that the Performance Improvement Plan (PIP) or Performance Action Plan (PAP) specify the timeframe for suspension of the full-time telework arrangement and conditions under which the full-time telework arrangement will be reinstated or terminated. d. A full-time telework arrangement may be terminated by management at any time when it can be demonstrated that the work arrangement has contributed to performance that falls below the fully successful level, or to misconduct as outlined in CPO 9751.1, Maintaining Discipline. The GSA Workforce Mobility and Telework Policy identifies specific instances of misconduct that require the termination of a telework agreement. Managers who are considering termi

nation of a full-time telework arrange
nation of a full-time telework arrangement will consult with their servicing HR office before taking any action. When the decision is made to terminate the full-time telework arrangement, the employee will be directed to report to his or her agency worksite or may be offered a position at the same grade and pay within the commuting area of the employee’s current official worksite/duty station. (1) If the employee accepts an offer to move to the agency worksite, any relocation expenses will be paid by the employee. (2) If the employee declines to move to the agency worksite, management will propose the employee’s removal for failure to accept a management-directed HRM 6040.2 10 reassignment outside of the commuting area, in accordance with applicable regulations, policies, and collective bargaining agreements. The employee, if eligible, may be entitled to transition assistance in accordance with applicable regulations, policies, and collective bargaining agreements, including the GSA CTAP. CTAP provides selection priority for positions announced within the employee’s commuting area, for which the employee applies and is well-qualified. An employee must have a current performance rating of at least fully successful to qualify for the selection priority provisions of CTAP. 13. Evaluation and recordkeeping. a. The employing office and Office of Human Resources Management (OHRM) will document and track the rationale and effective date for approved full-time telework arrangements. b. The employing office will document and track approved full-time telework travel budgets (amount for travel between the employee’s official worksite/duty station and agency worksite as outlined in the Full-Time Telework Arrangement Analysis Tool) and travel expenses for the same. c. OHRM will maintain records of all GSA full-time telework arrangements in appropriate GSA tracking tools. d. OHRM will provide updates from appropriate GSA tracking tools as appr

opriate, reflecting approved and pendi
opriate, reflecting approved and pending full-time telework arrangements. e. Services and Staff Offices will provide a report to OHRM semi-annually, indicating travel dollars budgeted through the Full-Time Telework Travel Budget and travel dollars actually used by all individual FTTs. f. The OCFO is able to provide a report that includes the FTT’s total travel expenses upon the request of OHRM or the employing office. However, the OCFO is not able to distinguish between travel costs that would have occurred otherwise if the employee were not an FTT and the incremental travel costs that GSA is incurring as a result of the employee being an FTT, i.e., not reporting regularly to an agency worksite. HRM 6040.2 A-1 Appendix A. Full-Time Telework Arrangement Analysis Tool Full-Time Telework Arrangement Analysis Tool This Full-Time Telework Arrangement Analysis Tool will be used to analyze the costs or savings of a proposed or existing full-time telework arrangement, provide justifications for full-time telework arrangements when required, and document the approval or disapproval of full-time telework arrangements, as described in GSA Order HRM 6040.2. Page 3 of this form provides guidance on completing and using this tool. Part A. Full-Time Telework Arrangement Data 1. Select: ___ Current Incumbent ___ Recruit Action 2. Select: ___ New ___ Modification ___ Annual Review 3. Select: ___ Short-Term Arrangement (more than 90 days but less than a year) – Duration: Date through Date ___ Long-Term Arrangement – to be reviewed and updated annually Part B. Employee Data – if current incumbent request or renewal 1.Employee Name: Last Name First Name Middle Initial 2.Current Official Worksite/Duty Station: 3.Requested Official Worksite/Duty Station: Part C. Position Data 1.Employing Office 2.Agency worksite 3.Position Title and Series 4.Grade 5.Step 6.Supe

rvisory Status Part D. Locality Pay
rvisory Status Part D. Locality Pay Calculations 1.Requested Official Worksite/Duty Station (should auto fill from Part B3) 2.Agency worksite (should auto fill from Part C2) 3. Requested Official Worksite/Duty Station Salary (Based on OPM Pay Tables) 4. Agency Worksite Salary 5. Salary Difference–calculate difference between lines 3 and 4 above. HRM 6040.2 A-2 Part E. Full-Time Telework Travel Budget Development (enter percentages as decimals) 1.Percentage of time employee will work from requested official worksite/duty station (full-time telework location)–(management estimate) Total Percentage Must Equal 100% 2.Percentage of time employee will work from agency worksite–(management estimate) 3.Percentage of time employee will be on business travel–(management estimate–business travel costs are not factored into the cost analysis) 4.Round trip transportation cost per trip to travel to agency worksite (from Federal travel report) 5.M&IE cost per day to travel to agency worksite (from per diem chart) 6.Hotel cost per night at agency worksite (from per diem chart) 7.Additional costs per trip while on travel to agency worksite (management estimate) 8.Average number of nights per trip 9.Total cost per trip to agency worksite (total lines 4, 5, 6, and 7, multiplied by line 8) Calculated by form 10. Number of planned trips per year to agency worksite. 11.Annual planned cost (or savings) to travel to the agency worksite (line 9 multiplied by line 10) Part F. Additional Costs/Savings Note: Items must be further justified/explained in Part H, Justification. 1.Transit Subsidy Savings 2.Travel Savings–based on proximity to customers, etc.–clarify in Part G, Justification 3.Office Space Savings (may not be applicable for individual requests) 4.Other, if applicable 5.Other, if applicable Total Additional Costs/Savings Form should calculate Part G. Cost B

enefit Analysis 1. Overall cost of ful
enefit Analysis 1. Overall cost of full-time telework arrangement (total of Parts E and F–Full-Time Telework Travel Budget and Additional Costs/Savings) Form should calculate 2. Percentage above Agency Worksite cost for Full-Time Telework Arrangement Form should calculate Part H. Estimation of Relocation Costs In the event of termination of the full-time telework arrangement by management based on mission/business reasons, the estimated relocation costs to the agency are: HRM 6040.2 A-3 $_________________________________ Part I. Justification 1. Provide justification costs associated with the full-time telework arrangement (Overall cost from Part G Item 1). 2. Provide justification/explanation for applicable items included in Part F, Additional Cost/Savings. Part J. Concurring Supervisor (the requesting employee’s supervisor, or the supervisor of the position being recruited for) 1.Name 2.Title 3.Signature 4.Date Part K. Concurrences This section should reflect appropriate concurrence levels Supervisor name and title: Supervisor Signature/Date Second Level Supervisor (if applicable) name and title: Second Level Supervisor Signature/Date Third Level Supervisor (if applicable) name and title: Third Level Supervisor Signature/Date Regional Commissioner (RC), Assistant Commissioner, or equivalent (SES Level) name and title: Regional Commissioner (RC), Assistant Commissioner, or equivalent (SES Level) Signature/Date Servicing HR Director name and title: Servicing HR Director Signature/Date Deputy Administrator or Designee name and title: Deputy Administrator or Designee Signature/Date Part L. Approval/Disapproval Final Determination: ___ Approved Date: ___________________________________ ___ Disapproved Date: ___________________________________ HRM 6040.2 A-4 Part M. Change of Official Worksite/Duty Station Da

te proposed: ___________________________
te proposed: _____________________________ Date completed: _____________________________ HRM 6040.2 B-1 Appendix B. GSA Full-Time Telework Arrangement Agreement Part A. Full-Time Telework Arrangement Data 1. Select: ___ New Arrangement ___ Modification/Renewal 2.Select: ___ Short-Term Arrangement (More than 90 days but less than a year)–Duration: Date through Date ___ Long-Term Arrangement–to be reviewed and updated annually Part B. Employee Data 1.Employee Last Name: First Name Middle Initial 2.Official worksite/duty station of the full-time telework arrangement (address): 3.The official worksite/duty station is within the same commuting area as the agency worksite: _____ yes _____ no Part C. Position Data 1. Employing Office 2. Agency worksite 3. Position Title and Series 4. Grade 5. Step 6. Supervisory Status Part D. Documentation 5. The employee has completed, and the supervisor has approved, a GSA telework agreement. _____ Yes _____ No 6. The Full-Time Telework Arrangement Analysis Tool has been completed and approved for this work arrangement. _____ Yes _____ No Pursuant to HRM 6040.2, Full-Time Telework Arrangements: HRM 6040.2 B-2 1. The full-time teleworker is entitled to travel reimbursement if required to travel to the agency worksite, pursuant to GSA policy, OAS 5700.1 CHGE 1. 2. The full-time teleworker is responsible for recording his or her telework appropriately in GSA’s electronic time and attendance management system. Full-time telework should be recorded as Code 93. 3. The full-time teleworker is not eligible for participation in GSA’s Transit Subsidy Program, which is established to offset the costs of commuting to and from a GSA office. 4. The full-time teleworker is a telework-ready employee and responsible for adhering to GSA Dismissal and Closure Procedures. 5. The fu

ll-time telework arrangement will be r
ll-time telework arrangement will be reviewed on an annual basis as outlined in HRM 6040.2. a. If continuation of the full-time telework arrangement is determined to be justified based on analysis outlined in HRM 6040.2, the employee and supervisor will agree to and sign a Full-Time Telework Arrangement Agreement to continue the arrangement. b. If continuation of the full-time telework arrangement is determined to be more costly than locating the position at the agency worksite, management will make every effort to reduce direct costs (e.g., less travel to the agency worksite). If management determines that direct costs cannot be reduced to a point where the tangible and intangible benefits of the full-time telework arrangement outweigh the direct costs, then management will assess the direct costs of termination of the arrangement. When evaluating the direct costs of termination of the arrangement (i.e., payment of relocation expenses), direct costs must be compared to the cost of continuing the full-time telework arrangement. 6. In addition to the annual review outlined above, the full-time telework arrangement may be terminated at any time as follows: a. A full-time telework arrangement may be terminated if upon review management determines that termination is necessary due to changing business or organizational needs, increased travel costs, or other mission/business reasons. In this instance, the affected employee will be offered a position at the same grade and pay in the commuting area of the current official worksite/duty station, or will be offered the opportunity to move to the agency worksite. (1) If the employee accepts an offer to move, relocation costs will be paid by GSA in accordance with regulation. (2) If there is no suitable position available in the local commuting area, or if the HRM 6040.2 B-3 employee declines a suitable position and the offer to move to the agency worksite, management will propose the employee’s removal for failure to accept a

management-directed reassignment outs
management-directed reassignment outside the commuting area in accordance with applicable regulations, policies, and collective bargaining agreements. The employee will be entitled to transition assistance in accordance with applicable regulations, policies, and collective bargaining agreements, including the GSA Career Transition Assistance Plan (CTAP). In addition to transition services, CTAP provides selection priority for positions announced within the employee’s commuting area, for which the employee applies and is well-qualified. b. A full-time telework arrangement may be terminated by management at any time as a result of performance or misconduct as outlined in CPO 9751.1, Maintaining Discipline.. The GSA Workforce Mobility and Telework Policy identifies specific instances of misconduct that require the termination of a telework agreement. Managers who are considering termination of a full-time telework arrangement will consult with their servicing HR office before taking any action. When the decision is made to terminate the full-time telework arrangement, the employee will be directed to report to his or her agency worksite or may be offered a position at the same grade and pay within the commuting area of the employee’s current official worksite/duty station. (1) If the employee accepts an offer to move to the agency worksite, any relocation expenses will be paid by the employee. (2) If the employee declines to move to the agency worksite, management will propose the employee’s removal for failure to accept a management-directed reassignment outside of the commuting area, in accordance with applicable regulations, policies, and collective bargaining agreements. The employee, if eligible, may be entitled to transition assistance in accordance with applicable regulations, policies, and collective bargaining agreements, including the GSA CTAP. CTAP provides selection priority for positions announced within the employee’s commuting area, for

which the employee applies and is well
which the employee applies and is well-qualified. An employee must have a current performance rating of at least fully successful to qualify for the selection priority provisions of CTAP. __________________________ _________________________ Employee’s signature Date __________________________ _________________________ Supervisor’s signature Date HRM 6040.2 C-1 Appendix C. GSA Full-Time Telework Recruit Agreement (To be completed within 90 days of employee’s entry on duty) Full-Time Telework Recruit Agreement This Full-Time Telework Recruit Agreement is entered into by the employee who has been recruited and hired into GSA as a Full-Time Teleworker. Part A. Employee Data 1.Employee Name: Last Name First Name Middle Initial Part B. Employee Certification I understand: · that I have been hired by GSA as a Full-Time Teleworker pursuant to the requirements of GSA’s Full-Time Telework Arrangements Policy. · that I am required to successfully complete telework training and submit a telework agreement within 60 days of my entrance on duty to GSA. · my responsibilities as a telework-ready employee under GSA Dismissal and Closure Procedures. I have the IT tools, equipment, and training necessary to telework for my work product and in support of my performance. I understand that the laws, rules, regulations, and Agency policies which govern time and attendance, leave, compensatory time, and overtime remain in effect regardless of whether I am working at an Agency worksite or from an appropriate alternative worksite such as my home. Specifically: - Technology and devices which permit me to work from a remote location such as my home (including laptop computers, email, smartphones, and remote computing programs) are for use for Agency business only during my authorized duty hours. Agency policies permitting reasonable personal use of Agency equipment and information te

chnology systems apply when I am telewor
chnology systems apply when I am teleworking. - Agency policy requires that I obtain my supervisor’s approval in writing before I work overtime. This requirement applies when I am teleworking. I am not permitted to work overtime unless it is authorized and approved in advance by my supervisor. Privacy Act Statement I understand that this information is subject to the Privacy Act of 1974 (5 U.S.C. Section 552a). This form is used to collect data from GSA employees entering into telework agreements pursuant to HCO 6040.1A, The Telework Enhancement Act of 2010, P.L. 111-292 of December 9, 2010, and P.L. 106-346, § 359 of Oct. 23, 2000. The information is used to document position telework eligibility and facilitate implementation of individual telework arrangements. The information may be disclosed to appropriate Federal, State, or local agencies when relevant to civil, criminal, or regulatory investigations or prosecutions; to the Office of Personnel Management or the Government Accountability Office for evaluation of the program; to a Member of Congress or staff in response to a request for assistance by the employee of record; to another Federal agency or to a court under judicial proceedings; and to an expert, consultant, or contractor of GSA when needed to further the implementation and operation of this program. Furnishing the information on this form is voluntary. By signing this agreement, I affirm that I have read and understand the GSA Workforce Mobility and Telework Policy and GSA Full-Time Telework Arrangements Policy, and will work in accordance with all provisions of this telework agreement and Agency policy, including– - Ensuring that my appropriate alternative worksite is safe, secure, and suitable for teleworking activities, - Providing at no cost to GSA internet access to access resources, - Securing and safeguarding GSA-furnished equipment, - Working at a satisfactory level to meet my performance and development objectives, - Me

eting my personal, organizational and wo
eting my personal, organizational and work team requirements, - Adhering to appropriate requirements outlined in GSA Dismissal and Closure Procedures, and - Documenting my participation in telework in accordance with established timekeeping procedures. This telework agreement is subject to all agency guidelines, rules, and policies. Employee Signature: ____________________________________________________ Date: ______________ HRM 6040.2 C-2 Part C. Supervisor Certification By signing this agreement, I affirm that I have read and understand GSA’s Workforce Mobility and Telework Policy and GSA’s Full-Time Telework Arrangements Policy, and will work in accordance with this agreement and Agency policy, and will refrain from treating employees differently based on participation in telework for purposes of all decisions involving managerial discretion, including: - Distribution of assignments, - Use of appropriate work tracking and communication tools, and - Performance management. This agreement is subject to all agency guidelines, rules, and policies. Supervisor Signature: ___________________________________________________ Date: ______________ HRM 6040.2 D-1 Appendix D. GSA Full-Time Telework Arrangement Annual Review Form Full-Time Telework Arrangement Annual Review Form Part A. Employee Data 1.Employee Name: Last Name First Name Middle Initial 2.Current Official Worksite/Duty Station: 3.Requested Official Worksite/Duty Station: Date of Review: The Full-Time Telework Arrangement Analysis Tool dated ________________: _____ accurately reflects the current work situation and requires no update _____ requires update as reflected in the attached (attach updated Full-Time Telework Arrangement Analysis Tool) HR Office Signature: ____________________________________________ Date: ______________ Supervisor Signature: ___________________________________________ Date: _____________