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Telecommuting guidelines (working remotely)
Developing
and implementing an arrangement
Other
requirements
What is telecommuting?
Telecommuting provides individuals with the flexibility to work
from home on an approved basis when all client and firm responsibilities
can be met.
Telecommuting refers to arrangements where individuals:
- work full time but work at home on a regularly scheduled basis for
part of their normal week
- work on a reduced workload arrangement and work at home on a
regularly scheduled basis for part of or all of their reduced workload
arrangement.
Telecommuting does not include individuals who manage their
workload by occasionally working at home to complete projects, travel to a
client office or respond to emergency home/individual needs. These
individuals are not considered true telecommuters for the purposes of the
Deloitte arrangement.
When is telecommuting used?
A telecommuting arrangement may be useful in the following
circumstances:
- transitioning back from Parental Leave - following parental leave
telecommuting allows for a flexible and/or reduced work arrangement on a
fixed short term basis
- work on a reduced workload arrangement and work at home on a
regularly scheduled basis for part of or all of their reduced workload
arrangement
- to meet a short term personal, educational or community service need
- where working from home allows for flexibility on a fixed short term
basis
- to meet an ongoing personal, educational or community service need -
where working from home allows for flexibility on an ongoing, possibly
indefinite or longer term basis.
Working at home for all of the normal workweek whether it is full
time or on a reduced workload arrangement would not generally be the norm
and if so this would be on a fixed short-term arrangement.
Who is eligible?
These guidelines apply to all Deloitte people who have performed
consistently at 'Meets Expectations' or better. Individuals may request a
telecommuting arrangement to accommodate various personal commitments
including, but not limited to, family, education, or community service.
Telecommuting arrangements however, are not
intended to provide opportunities for outside paid employment unless this
is an agreed part of the arrangement.
A telecommuting arrangement may be structured in a number of ways,
including days in a week, weeks in a month, months in a year or on a
project by project basis.
Duration
While there is no pre-determined minimum or maximum period which an
individual may spend on telecommuting arrangement, there should be mutual
understanding regarding the planned duration of the arrangement. All
arrangements will be evaluated and reviewed formally on a six monthly
basis, though they may be reviewed more frequently if necessary.
Remuneration and benefits
Remuneration and benefits are not affected by a telecommuting
arrangement except when the agreed outcomes of the role vary significantly
from the current role. Remuneration for an individual on a combined
reduced workload and telecommuting arrangement will be adjusted on a
prorata basis using an appropriate and agreed percentage of a full time
work load. Remuneration will be reviewed on an annual basis at 1 July and
will be commensurate with performance to plan and market relativities.
Expectations
Given different arrangements, suit different work practices, the firm
allows reasonable flexibility in negotiating and agreeing a telecommuting
arrangement, providing the following expectations are met:
- client service - a commitment to the same or
better client service quality is achieved and an appropriate level of
interaction with the client and engagement/project team is
maintained
- commit to technology - technology is a key enabler
for working successfully in a telecommuting arrangement. The required
elements are:
- an accessible network for remote users
- clear ground rules about technical support
- provision or requirement of a complete home package (portable
computer, printer, fax, second telephone line)
- shared protocols for use of voicemail, e-mail and mobiles
- individual responsibility for training on equipment and latest
technological advances supported by Deloitte, and
- use of protocols and best practices for tools such as conference
calls etc
- communication - telecommuters are expected to
communicate on essential matters with coworkers and clients with the
same regularity and consistency that they would if they were on site.
They should also make it clear how they can be most easily
contacted
- consistency - the individual works a specified
number of days of the workweek at a Deloitte office or client location
unless it is agreed that the individual works all of their workweek at
home
- connectedness - it is essential in a team
environment that telecommuters stay visible and networked. Telecommuters
should attend regularly scheduled meetings live or by or by conference
call, attend regular learning programs where appropriate and agreed by
the service line, and keep in touch with team members informally
- fexibility - telecommuting arrangements can be
variable dependent on client and team demands. It is important that the
individual remains flexible in work location to accommodate irregular
schedules, unanticipated client and/or team demands, to support
colleagues and during highly concentrated periods of work
- working effectively from home - telecommuters
working from home should plan for privacy and the appropriate space to
be as productive as they ordinarily would be in the office.
Telecommuting is not considered a substitute for childcare or dependent
care. Working from home however may provide individuals in these
circumstances with greater flexibility with child or dependent care
where they are able to take the appropriate breaks, avoid lengthy travel
delays and be home more hours of the day.
Telecommuting arrangements must be discussed and reviewed by the
immediate team Partner and approval sought from the National Service Line
Leader, Office Manager Partner or nominee.
Financial support
Financial support for the establishment of a temporary or more
permanent home office will be agreed on a case by case basis.
Reimbursable expenses
The firm will reimburse expenses that are wholly (100%) for the
performance of employment related duties with Deloitte. Reimbursable
expenses are as follows:
- business telephone/mobile/fax calls
- basic office supplies: paper, pens, fax/computer paper (these should
be sourced from the Deloitte office rather than privately purchasing)
- printer, fax and second telephone line.
The business case for the purchase and use of office equipment such
as a printer, second telephone line and/or fax should be addressed in the
telecommuting proposal developed by the individual. The immediate team
Partner will determine and agree the necessity of specific office
equipment when considering the proposal.
It will be the individual's responsibility to purchase and maintain
all equipment necessary for the telecommuting arrangement. Costs are to be
reiumbursed through the firm's expense reimbursement system and claims
approved by the immediate team Partner.
The firm will not reimburse partly and cost of equipment where it
will be used for both business and private use. In the event of a
resignation the individual may be required to return to the firm any
hardware (printer and/or fax) reimbursed by the firm for the purposes of
the telecommuting arrangement.
Non-reimbursable expenses
Non reimbursable expenses include, but are not limited to:
- electricity, heating, air conditioning
- any costs related to remodelling and furnishing the homework area
including chairs, desks, lamps etc.
- house rental, mortgage or office costs associated with the homework
area
- commuting expenses between the telecommuting work location and the
regular Deloitte work location.
These items may be tax deductable to the individual through personal
tax provisions.
Safety
The telecommuters work area must be kept safe and free from
occupational hazards. The work area should be kept as separate as possible
from the rest of the individual's living space to minimise distractions.
Working from home checklist
Workers compensation
All people whether working in a Deloitte office, client premises or
at their home office and at the instruction of Deloitte are covered by the
firm's work cover insurance with GIO. The insurance coverage applies only
when individuals are involved in work related activities.
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