The employing college or organization is responsible for any additional costs and/or fines that are incurred by the university due to compliance with state/local employment laws. For example, the state of California requires employers to pay for certain work-related costs such as internet service. The employee is responsible for any personal costs including state and/or local income taxes.  

When a remote employee is required to travel to campus, travel expenses may be reimbursed to the employee and the reimbursement may be taxable. For more information, please see Travel Policy for Remote Workforce.

Departments can determine a general administrative address within the identified area where mail may be delivered. Individuals should be assigned within the department to forward a remote employee’s mail to them.

You cannot use your home address as your work address. Personal addresses are considered confidential and should not be used in the system as a work address.

Please speak with your supervisor for the most appropriate address to use for your role.

Employees that do not hold a parking permit may pay the hourly rate at public parking facilities or lots with the exception of Hospital Parking Ramps 1, 2, and 4 between 8:30 a.m. and 4:30 p.m. For more information on public parking options, please visit this page.

Employees have the option to purchase a parking permit or pay per visit in a public parking facility. At this point, part-time parking permits are not offered. 

You should complete a Work Arrangement Application if you are a University of Iowa staff member who either:

1. Works a flexible schedule (designated work hours that differ from standard unit start and stop times, with work performed on or off campus).
2. Has a work location that is remote (full-time off campus) or hybrid (work performed both on and off campus).

See definitions for flexible schedule, remote and hybrid work, and other types of flexible work.

The purpose of a Work Arrangement Application is to document:

• Employee work location(s) and percent of time spent on campus

• Schedule outside of standard work hours

• Technology equipment used off campus and technology needs

Documentation ensures that the work arrangement aligns with college/unit and institutional guidelines and secures appropriate approvals. It also helps the university track information regarding work locations and schedules and lets units run reports on the work arrangements of their employees.

Work Arrangements can be time-based or ongoing. In the case an arrangement is expected to be ongoing, no end date needs to be documented on the application. Best practice informs an annual review of the arrangement to ensure its ongoing effectiveness, and so updates can be made as needed. 

Employees will receive an email when the application is approved.  You may check the status of it via your submitted Work Arrangement application in Employee Self-Service. You will also receive a notification if any other action was taken with your form (editing, denial, or voided/removed from workflow).

No. The Work Arrangement Application documents regular work arrangement types and locations, not short-term exceptions.

The university encourages intermittent flexibility that helps employees meet day-to-day needs. Arrangements lasting less than 30 days do not need formal documentation. 

Best practice informs an annual review of the arrangement to ensure its ongoing effectiveness, and so updates can be made as needed. 

After an employee submits the Work Arrangement Application, details about the work schedule or location may be edited by a Supervisor or Senior HR Director while the application is still routing. Items that can be edited include start, end, and review dates and a text description of the arrangement. The schedule (standard or flexible) or work location may not be edited.  

If a change needs to be made that cannot be edited, contact familyservices@uiowa.edu to have the form voided from workflow. Once voided you can create a new one with the correct information.  

No documentation is needed if you are returning to campus full time.

Employees will receive an email when the application is approved.  You may check the status of it via your submitted Work Arrangement application in Employee Self-Service. You will also receive a notification if any other action was taken with your form (editing, denial, or voided/removed from workflow).

Your supervisor can edit some information—including start, end, and review dates, and a text description of the arrangement—during the workflow process.

If the schedule type (flexible or hybrid/remote or location) needs editing, you will need to void the form, and create a new Work Arrangement Application. Please contact your HR rep for more specific assistance, or request a form be voided by contacting familyservices@uiowa.edu. 

When completing the Work Arrangement application, select "hybrid" for work location and describe the arrangement in the open-ended text box. For example, "Work location is determined by business need. Will come to campus as need arises, and will work remote by default."

While initiators are unable to attach supporting documentation to their own Work Arrangement, approvers are able to do so while the form is still routing. Once routing is complete, approvers are unable to attach items to application. 

It is appropriate to select “yes” to this question if your position does not directly support students, classes, or the residential facility.  

The definitions of data types refer to what kinds of data you regularly work with in your role. Some employees may work with more sensitive data than others. The definitions of data types you can select in Workflow are as follows:

• Public (for example: directory information, maps, course descriptions, news releases)
• University/Internal (for example: departmental memos, financial reports, meeting minutes, de-identified research data)
• Restricted (for example: financial aid data, student transcripts, identifiable research data)
• Critical (for example: patient information, social security numbers, credit card information, ITAR data)

If you are unsure which data type best represents your specific role, please reach out to your supervisor or local HR representative.

If your work arrangement will alternate which days you are in every other week, in the workflow form under "Days in Office," please select all five days of the week. In the comments section directly below "Days in Office," you can explain which days you will be in every other week for your specific arrangement.

Faculty and staff who, for personal reasons, want to work from outside of Iowa will complete a separate request form.

• A Domestic Remote Work Request form needs to be completed for any work arrangement that will occur from any state other than Iowa for 30 consecutive days of work per calendar year. For more details visit https://hr.uiowa.edu/domestic-out-state-remote-work
• A Temporary Overseas Remote Work Arrangement (TORWA) needs to be completed for any work arrangement that will occur from an international (non-U.S.) location for 14 consecutive calendar days or more. For more details visit https://hr.uiowa.edu/temporary-overseas-remote-work-arrangement-torwa-0. 

Yes, a Domestic Remote Work Request form is required in both of these situations if you will work out of state for more than 30 total days per calendar year. Even with a short break in out of state work, when the work location is an ongoing or recurring arrangement the university needs to evaluate and manage risks appropriately. 

As a state-funded institution and a residential campus, most university work is expected to occur on campus or within the State of Iowa. As a general rule, job advertisements will not indicate that the position is eligible for remote work outside of Iowa. If there is a critical business reason for an exception to this practice, a hiring department may submit an exception request outlining the critical business reason to Talent Acquisition in University Human Resources (for main campus positions) or Healthcare Human Resources (for UI Health Care staff positions).

A critical business reason exists when authorizing remote work outside the State of Iowa meets a significant operational need of the department or organization. Critical business reasons may include:

• The out of state location is required based on the nature of the work
• Retention of a critical/specialized skillset
• Recruitment of a hard-to-fill position with a limited talent pool in Iowa

For domestic remote work arrangements (outside of Iowa but within the United States), the college/org determines whether a critical business reason exists to approve a remote work arrangement. International remote work arrangements require university-level approval prior to the initiation of remote work. 

No, because of the increased compliance risks based on state/local wage and hour laws.

No, because of the increased compliance risks based on state/local wage and hour laws. Student employees are non-exempt under the Fair Labor Standards Act.