Frequently Asked Questions – FWA

What is a Flexible Work Arrangement (FWA)?

FWAs are a variation in where a job is performed (location) or the time the work is performed (flexible schedule). Positions with regular in-person interaction with students, faculty, staff, and other stakeholders, those that directly service a university property, and managers of staff  will generally not be considered for flexible work. A Flexible Work Agreement must be completed for any FWA. FWAs apply to employees who are staff in both classified and administrative professional positions. 

• The UT Flexible Work Arrangement Form must be signed electronically by the employee and supervisor.  Individual CSUs may also require additional approvals, so employees should consult their local HR representative to determine if additional approvals are required. 
• Employees must review and sign the appropriate FWA expectations document (Telework, Non-Telework)

What are the types of FWAs?

If approved, FWAs typically allow an ongoing variation in the time the work is performed (schedule) or where a job is performed (location).

Remote Hybrid employees work both on-campus and an approved off-campus location. 

Fully Remote employees work 100% of the time at an approved off-campus location.

Flex-Time arrangements vary an employee’s schedule on a regular or non-regular basis while still completing the required 40 hours per week, and a Compressed Work Week allows an employee to work more hours on some days of the week to complete the required 40 hours per week in fewer than five 8-hour days.

What is the FWA review process?

The process used by the supervisor, FWA Authority, and Human Resources to evaluate employee eligibility and possibility of an FWA. Supervisors should review the position, person, and place, among other factors, when considering an FWA request.

Are all positions eligible to request an FWA?

Not all employees or jobs are suited for an FWA. The ability to participate in an FWA is a privilege and is granted on a case-by-case basis following the approved guidelines of a college, school, or unit.

What are the eligibility factors when considering an FWA?

Supervisors will review all of the positions in their unit and determine if any are eligible for flexible work based on type of work, the employee, and the type of arrangement requested. Other factors include, but are not limited to:

• Student, faculty, staff, and/or stakeholder collaboration and service
• Job duties and skillset required of the position
• Employee’s ability to work independently and effectively manage time
• Employee conduct and performance
• The employee's most recent appraisal rating is “Meets Expectations” or higher
• Proximity to the regularly assigned work location
• Supervisor’s ability to manage the employee effectively
• On-campus presence and staffing needs

Why was my FWA request denied?

Supervisors consider multiple factors when reviewing requests for flexible work. Some factors include but are not limited to the type and purpose of the position, required on-site engagement, employee performance, and whether the proposed location or schedule is suitable for meeting the goals of the college, school, or unit. This list is not exhaustive, but representative of common reasons why a request may be denied.

• The position is highly interactive and requires regular collaboration with faculty, staff, students, or other stakeholders who are regularly on campus
• The position is directly services student, faculty, or staff in-person
• The position has an on-campus requirement due to the nature of the work performed (i.e., serving a facility)
• The position manages others who work on campus
• The proposed remote location is not suitable for remote work (i.e., not data-security capable, not a distraction-free workplace, etc.)
• There is no strategic need for the position to work at an out-of-state location. FWAs authorizing an employee to work at a location outside of Texas, even for a short period of time, are not favored and require extended review. They typically occur in extenuating or other business-specific circumstances
• The requesting employee received a “Does Not Meet Expectations” rating on their last performance appraisal, or there are other existing performance concerns

Are FWAs for child and/or dependent care purposes?

Flexible work is not a replacement for appropriate dependent care or other responsibilities of employees’ personal lives. Employees’ dependent care arrangements should be separate from their workplace so that dependents will not interfere with work.

What if the request for an FWA is due to a health-related reason?

The Leave Management team should be contacted for any requests related to Family Medical Leave (or other approved leave). The University ADA Coordinators should be contacted for workplace accommodations.

Are there special considerations for a work location that is out of state?

Out-of-state requests must be reviewed prior to relocation to ensure compliance with applicable laws. Requests to work at a location outside of Texas, even for a short period of time, are not favored and require extended review. They typically occur in extenuating or other business-specific circumstances. All employees need to follow the University’s policies related to travel, including travel time and travel reimbursement.

Will the University pay for expenses related to an employee working remotely?

No. Employees are responsible for providing space, telephone, and internet capabilities at their remote workplace, and will not be reimbursed by the University for these or related expenses. Employees who are required to travel to their regularly assigned work location (for meetings, events, etc.), are responsible for travel expenses.

What is a Flexible Work Agreement?

The agreement signed by both the employee and the supervisor, and the FWA Authority, where appropriate, that outlines the approved FWA (location and/or schedule) and the employee’s agreement to meet the same expectations in regard to their work duties, performance, attendance, availability, and other responsibilities associated with their position. A Flexible Work Agreement is required for any employee engaged in an FWA. All agreements are reviewed annually.

Can an FWA be required of an employee?

Flexible work should always support a level of performance equal to or better than on-campus work. A supervisor or FWA Authority may establish a remote work requirement based on the position and business needs.

Is it possible to change an approved FWA?

Yes. The employee can request to change or terminate their FWA at any time, but approval is not guaranteed. The review and approval process will occur according to supervisor and CSU best practice. 

Can a supervisor require changes to an approved FWA?

Yes. The ability to participate in an FWA is a privilege and approval is granted on a case-by-case basis by the supervisor, following college, school, or unit specific approved guidelines. Ongoing permission to participate in an FWA is based on position function, work group, internal and external customer needs, past and future performance, and permission from management.