Remote Work Policy

Sample Remote Work Policy

SAMPLE ONLY — For illustrative purposes. Have qualified legal counsel review and adapt before use.

Purpose

This policy establishes clear expectations for remote work arrangements so that employees can work productively outside a company office while the company maintains operational effectiveness, data security, and legal compliance.

Scope

This policy applies to all full-time and part-time employees who work remotely on a regular, recurring basis or on an occasional, ad hoc basis. It does not apply to independent contractors, whose work arrangements are governed by their individual agreements.

Policy

Types of Remote Work

• Regular remote work means an employee's primary work location is outside a company office on a scheduled, ongoing basis.
• Hybrid remote work means an employee splits time between a company office and a remote location on a set schedule.
• Ad hoc remote work means occasional, non-recurring remote work approved on a case-by-case basis.

Eligibility

• Remote work is a privilege, not an entitlement, and is available only when the employee's role and performance support it.
• Employees must have completed their initial onboarding period (typically 90 days) before requesting regular or hybrid remote arrangements, unless the offer letter specifies otherwise.
• Employees on active performance improvement plans are generally not eligible for new remote work arrangements.

Approved Work Location

• Employees must work from a location within the United States unless the company has granted written approval for international remote work.
• Employees must notify HR before permanently changing their home work address, even within the same state. A move to a different state requires advance written approval and may affect compensation, benefits, and tax withholding.
• Public spaces (coffee shops, libraries, etc.) may be used occasionally but must not be the primary work location.

Work Hours and Availability

• Remote employees are expected to be available and responsive during their scheduled work hours.
• Employees must attend required meetings, whether virtual or in-person, and must come on-site when the company requests it.
• Non-exempt (hourly) employees must record all hours worked accurately using the company's timekeeping system. They must not work outside scheduled hours without prior supervisor approval.

Equipment and Expenses

• The company will provide a laptop and any other equipment listed in the employee's remote work agreement.
• Employees are responsible for maintaining a reliable internet connection. The company will reimburse internet costs only where stated in the remote work agreement or required by applicable law.
• Company equipment must be used primarily for business purposes and must be returned promptly upon separation or when the arrangement ends.

Data Security and Confidentiality

• Employees must use the company's virtual private network (VPN) whenever accessing company systems remotely.
• Confidential information must not be discussed or displayed where unauthorized individuals — including household members — can see or hear it.
• Lost or stolen equipment must be reported to IT immediately.

Workspace Safety

• Employees are responsible for maintaining a safe, dedicated work area free from hazards.
• Work-related injuries that occur during scheduled work hours at the remote location may be covered by workers' compensation. Employees must report any injury to HR promptly.

Prohibited

• Using company equipment to access illegal content or to run a personal business.
• Sharing company login credentials with any other person.
• Caring for dependents as a substitute for formal child- or elder-care arrangements during scheduled work hours.
• Performing remote work from outside the United States without prior written approval.

Procedure

Requesting a Remote Work Arrangement

1. The employee submits a Remote Work Request Form to their direct manager at least 10 business days before the proposed start date.
2. The manager reviews the request, considering role requirements, team needs, and the employee's performance record, and provides a written recommendation to HR within five business days.
3. HR reviews the request for compliance and operational fit and notifies the employee of the decision in writing.
4. If approved, the employee and manager sign a Remote Work Agreement that specifies the arrangement type, schedule, equipment provided, and any reimbursement terms before the arrangement begins.

Modifying or Ending an Arrangement

• Either the employee or the company may request a change to or end of a remote work arrangement with at least 10 business days' written notice, unless a shorter period is required by business necessity.
• The company may end a remote work arrangement immediately if the employee violates this policy, poses a security risk, or experiences a sustained drop in performance.

Address Changes

• Employees must submit a Work Location Change Notice to HR at least 30 days before relocating to a new state. The company will assess tax, payroll, and benefits impacts before approving the move.

Policy Violations

• Violations may result in disciplinary action up to and including termination of both the remote work arrangement and employment, consistent with the company's disciplinary policy.

Questions

Direct questions about this policy to your HR Business Partner or the People Operations team at \[hr@company.com\]. Questions about data security should go to IT Security at \[it-security@company.com\]. Questions about tax or payroll implications of a location change should go to Payroll at \[payroll@company.com\].

Review Note

The following areas are actively shifting and should be monitored before finalizing this policy:

• State expense reimbursement laws — Several states (including California, Illinois, and Massachusetts) require employers to reimburse "necessary" remote work expenses such as internet and phone costs. Courts and regulators are still defining what qualifies, and new states are considering similar rules.
• Multistate taxation and nexus — The IRS and state revenue agencies are tightening guidance on when a remote employee creates tax and corporate nexus in a state. This affects both payroll withholding and business tax filings.
• Right-to-disconnect laws — Several U.S. cities and states are considering legislation restricting employer contact outside scheduled hours, following laws already enacted in other countries.
• Workers' compensation for remote injuries — Compensability of remote work injuries varies significantly by state and continues to be litigated; case law is developing quickly.
• AI-based monitoring tools — Several states and the NLRB are scrutinizing electronic monitoring of remote employees. Disclosure requirements and permissible monitoring scope are evolving.
• International remote work — Immigration, tax, and employment law exposure for employees working abroad, even temporarily, remains complex and is drawing increased regulatory attention.

Next scheduled review date: \[Insert date — recommended annually or when a relevant law changes\]