Remote Work

Layout for printing
Policy Number:
UW-5087
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

The University of Wisconsin–Madison recognizes the value of providing flexibility in working arrangements to its employees. Flexibility can increase job satisfaction and reduce turnover, increase the university’s ability to attract and retain talent, and maintain or enhance productivity for some roles.

At UW–Madison, remote work is viewed as a cooperative arrangement based on the needs of a position, the department or unit, and the university. Remote work is not suitable for all roles. This policy enables, but does not require, UW-Madison to establish arrangements for remote work with employees when appropriate and desirable for the institution and the employee.

Definitions:
Business Necessity
A legitimate business purpose that fulfills the mission and objectives of the university and is not solely for the personal benefit of an employee.
Fieldworker
An employee whose official work requires the employee’s presence at various locations other than their headquarters location at least 33% of the time (as a requirement of the position).
Flexible Work Arrangement
An agreement that describes the terms and conditions of an employee’s remote work arrangement, which includes the home contact information, in-person attendance requirements, onsite and remote work percentages, necessary equipment, and services attestations.
Headquarters Location
The official location where the work of an employee’s position is performed on a permanent basis; this is typically the campus or institution office. The headquarters location is determined by the needs of the University and is assigned at the time of hire or upon entering a flexible work arrangement.
In-State Remote Work
Remote work located within the state of Wisconsin.
International Remote Work
Remote work located outside the United States.
Out-of-State Remote Work
Remote work located outside the state of Wisconsin but within the United States and its territories.
Remote Work
A work arrangement in which some or all work is performed at an off-campus work site (e.g., home, nearby office). This definition does not include workplace flexibility, research trips or other business travel, sabbaticals, or permanent off-campus university work sites (e.g., field stations, CERN, IceCube). Note: Employees assigned to university-owned or university-leased alternative locations are not considered remote workers under this policy.
School/College/Division (S/C/D) Leadership
A school, college, or division dean or director, vice chancellor, or supervisory designee having oversight of a department or unit.
Workplace Flexibility
Flexibility in which work is performed at an off-campus work site on a sporadic basis and does not follow a regular, repeated schedule, nor exceeds 21 consecutive calendar days. Workplace flexibility does not require completion of a flexible work arrangement.
Scope:

This policy applies to all employees in the following employment categories:

  • Academic Staff, other than Clinical Health Sciences (CHS) Faculty and Clinician Track (CT) Faculty (e.g., clinical professors, clinical instructors)
  • University Staff
  • Limited Appointees
  • Temporary Employees
  • Post-Degree Training Appointments
  • Student Hourly Employees

For the following categories, this policy applies only to out-of-state and international remote work:

  • Faculty
  • CHS Faculty and CT Faculty
  • Fellows
  • Graduate Assistants (i.e., Teaching Assistants, Research Assistants, and Project/Program Assistants)

This policy does not apply to:

  • Zero-Dollar Appointments
  • Reasonable accommodations:
    • Under the Americans with Disabilities Act (ADA)
    • Under the Pregnant Workers Fairness Act (PWFA)
    • Based on religious beliefs or practices
  • Arrangements created:
    • In connection with an employee’s FMLA leave, WFMLA leave, or approved unpaid leave of absence
    • As part of a light duty return arrangement pursuant to a Worker’s Compensation claim
    • Due to any other federal, state, or local law or regulation
  • Please note, individuals working remotely as part of an approved reasonable accommodation or other qualifying arrangements are covered by separate policies. They still must have an approved flexible work arrangement on file in the HR system.
Policy:
  1. Overview
    1. Each S/C/D determines the specific procedures for evaluating and approving or denying in-state and out-of-state remote work in alignment with university policy. Final approval or denial must be completed within the HR System.
    2. Options for in-state or out-of-state remote work are provided at the discretion of S/C/D leadership, S/C/D HR, and the employee’s supervisor.
    3. International remote work is prohibited in most circumstances, including when requested by an employee for personal reasons, except as explicitly permitted in this policy.
    4. While S/C/D leadership ensures remote work practices align with policy, supervisors are responsible for evaluating each employee’s request.
    5. Supervisors and S/C/D HR are both responsible for approving a flexible work arrangement in the HR system.
    6. Some roles may include remote work as part of their job expectations. Employees whose duties cannot be performed away from their assigned work location are not eligible for remote work.
    7. This policy does not affect UW-5049 Standard Office Hours and CPP 14.02 Alternative Work Schedules (University Staff).
    8. S/C/Ds may issue additional guidelines or requirements that build on this policy but may neither waive requirements of this policy nor create requirements which conflict with this policy or any other university-wide policies.
  2. Roles and Responsibilities
    1. Employees who work remotely are responsible for all of the following:
      1. Collaborating with their supervisors and other identified staff to ensure compliance with applicable laws, policies, and procedures.
      2. Managing any necessary adjustments or implications for their personal taxes and benefits.
      3. Coordinating with campus IT to ensure any necessary technology is compatible, secure, and in good working order.
    2. Each S/C/D must use the automated process within the HR system to review and approve in-state and out-of-state flexible work arrangements. Depending on the type and location of remote work, this process may involve consultation with, or guidance from, other university offices, including:
      1. Office of Legal Affairs (OLA)
      2. Export Control
      3. Office of Cybersecurity
      4. Office of Compliance
      5. Risk Management
      6. Environment, Health & Safety/Occupational Health
      7. Office of Human Resources (OHR)
      8. Other relevant offices or departments
  3. Criteria and Conditions for Remote Work

    1. An employee or supervisor may recognize the benefits of remote work, and either can suggest submitting a flexible work arrangement. The option to work remotely in-state or out-of-state is provided at the discretion of S/C/D leadership, S/C/D HR, and the employee’s supervisor. Remote work should be based on operational needs and in the best interests of the university and the employee. Remote work should not cause significant legal, reputational, physical, or other risks for the university, S/C/D, or employee. The option to work internationally is available only when there is a business necessity and is subject to approval and denial by the Chief Human Resources Officer (CHRO), who acts on behalf of, or at the direction of, the Provost and the Vice Chancellor for Finance and Administration.

      Positions may be designated as eligible for partial or full remote work during recruitment or hiring. All such positions require a flexible work arrangement and are subject to this policy.

    2. Remote work is considered on a case-by-case basis by evaluating all of the following factors:
      1. Job responsibilities (e.g., roles requiring onsite presence for effective performance are not suitable for remote work)
      2. Effective unit operations (e.g., trainees may need in-person support; in-person collaboration may improve communication)
      3. Potential cost savings to the university, S/C/D, and department
      4. Employee needs and preferences
      5. Employee performance
      6. Equipment, workspace, office space, and scheduling needs
      7. Equity among employees with similar job responsibilities in the work unit
      8. Remote work location (i.e., in-state, out-of-state, international)

      Additional factors that S/C/Ds wish to consider should be discussed with S/C/D HR to ensure compliance with federal and state regulations as well as UW System and UW-Madison policies.

    3. Remote work must meet the S/C/D’s operational needs and other employment conditions, and employees must successfully perform their job responsibilities and performance expectations consistent with those working onsite.
    4. Supervisors must clearly communicate which assignments and tasks may be performed remotely and how performance will be evaluated. Expectations must be consistent across similar roles, regardless of work location.
    5. Employees approved for in-state or out-of-state remote work must complete a flexible work arrangement, which is stored in the HR System.
      1. The arrangement must include:
        1. Expectations for onsite presence as deemed necessary by the supervisor or unit leadership (e.g., meetings, retreats, other onsite teamwork), with reasonable notice.
        2. Onsite workspace expectations.
        3. Any reimbursable expenditures.
        4. Designations of headquarters location and remote work location for the duration of the arrangement. Changes to remote work location require supervisor approval and a new flexible work arrangement.
      2. Flexible work arrangements are reviewed and updated annually at the start of the fiscal year (July 1), or as needed due to contract period, changes in job responsibilities, equipment availability, or evolving workplace practices. During this review, S/C/Ds, S/C/D HR, the employee’s supervisor, and the employee will evaluate whether remote work remains appropriate and meets operational needs.
      3. When personnel files are maintained outside the HR system, S/C/D HR may also store a copy of the flexible work arrangement there.
    6. Flexible work arrangements may be modified or revoked by a supervisor or employee, based on the factors outlined in this policy.
      1. If a supervisor determines that an arrangement should be modified or revoked, they must discuss the reasons for the modification or revocation with the employee and provide a reasonable notice period before the revocation or modification goes into effect.
      2. Employees may request a review of the supervisor’s decision by the vice chancellor, dean, or director of their S/C/D as outlined in this policy.
    7. The headquarters location is determined by the needs of the university and is assigned at the time of hire or upon entering a flexible work arrangement. The following rules apply when determining if a flexible work arrangement impacts an employee’s headquarters location:
      1. The employee’s headquarters location is the position’s assigned office or work location at the university if:
        1. The employee works remotely less than 100% of the time.
        2. The employee works remotely 100% of the time voluntarily and not as a condition or expectation of their appointment.
        3. The employee is assigned to work remotely 100% of the time as a condition or expectation of employment AND their home or alternate work location is within eighty-five (85) miles of the position’s normally assigned office or work location.
      2. The employee’s headquarters location is their work-from-home or alternate work location if the employee is assigned to work remotely 100% of the time as a condition or expectation of employment, and their home or alternate work location is greater than eighty-five (85) miles of the position’s normally assigned office or work location.
      3. An alternate work location does not become the employee’s headquarters location unless it is determined to be in the best interest of the university.
      4. An employee is only eligible for travel reimbursement to the position’s office or work location if their headquarters location is assigned as the alternate work location.
  4. Out-of-State Remote Work
    1. UW–Madison is a Wisconsin-based employer and recognizes that out-of-state remote work may be necessary and beneficial to meet the university’s goals. Out-of-state remote work is complex and involves increased costs and legal risks due to employment laws, taxation rules, data privacy and cybersecurity risks, and compliance requirements in other states that must be evaluated before approval.
    2. Worker’s Compensation coverage does not automatically extend to workers whose primary work location is outside the State of Wisconsin, and employee liability protections are more costly to the university in locations outside the State of Wisconsin. The S/C/D supervisor and the S/C/D HR representative are responsible for ensuring these requirements are met, including confirming that Risk Management has been consulted regarding workers’ compensation coverage and that employee liability protections have been reviewed with OLA. This review is required at the time of recruitment, when a business need necessitates an out‑of‑state arrangement, or when an employee requests to work outside Wisconsin.
    3. S/C/Ds must follow this policy to understand employer compliance responsibilities, inform employees of risks and liabilities, and mitigate legal and operational risks for both the university and the employee.
  5. International Remote Work
    1. International remote work greater than 21 consecutive calendar days is only permitted when the institution formally assigns the employee to work internationally as part of their official duties, and the international location is designated as the employee’s headquarters location.
    2. Since the international location serves as the employee’s headquarters location, a flexible work arrangement is not required. Instead, the S/C/D must submit an International Remote Work Justification Form to the CHRO, who acts on behalf of, or at the direction of, the Provost and the Vice Chancellor for Finance and Administration, for final approval or denial.
      1. The form must be completed jointly by the employee and the supervisor.
      2. The form must clearly outline the business necessity for the request, including the remote work location (headquarters location), the expected duration of the international remote work, and the specific duties and responsibilities the employee will perform while abroad. It must also describe how the employee will maintain performance, accessibility, and accountability during this period, as well as provide an overall impact assessment of international remote work.
      3. Before submitting the form, the S/C/D is expected to consult with relevant campus offices, such as Risk Management, Export Control, Research and Sponsored Programs, the Office of Cybersecurity, and/or the Office of Legal Affairs, to ensure all compliance and risk considerations are addressed.
    3. Requests for international remote work must be submitted to the appropriate approval authority at least four weeks before the proposed start date, unless delayed by unforeseen emergencies.
    4. Approved International Remote Work Justification Forms must be stored in the HR system, and the employee’s headquarters location in the HR system must match the international assignment listed in the Justification Form.
    5. Employee liability protections and related insurance requirements may impose additional costs on the university when an employee’s primary work location is outside the State of Wisconsin. Worker’s Compensation coverage does not automatically extend to employees working outside Wisconsin, and securing appropriate employee liability protections in other jurisdictions may require additional review and expense. The S/C/D supervisor and the S/C/D HR representative are responsible for ensuring that all liability and coverage requirements are met, including confirming that Risk Management has been consulted regarding Worker’s Compensation coverage and that employee liability protections have been reviewed with OLA. This review is required when a documented business necessity requires international remote work.
  6. International Workplace Flexibilities
    1. International workplace flexibilities shall not last longer than 21 consecutive calendar days.
    2. International workplace flexibilities are not allowed in countries restricted by UW-Madison due to export control. The list of restricted countries is updated periodically and can be obtained from the Export Control Office.
    3. International workplace flexibilities must be evaluated for cybersecurity, export control requirements, and any other risk factors prior to implementation.
    4. Approval is at the unit’s discretion, provided the workplace flexibility does not conflict with institutional policy or operational needs.
    5. International workplace flexibilities must be documented and communicated to the appropriate supervisor.
  7. Fieldworker
    1. An employee who qualifies as a fieldworker is not required to complete a flexible work arrangement in the HR System; however, a headquarters location must be designated in the HR System.
    2. For employees in this category, regular travel reimbursement rules apply, and they are not subject to the limitations in Section III.G.4. Travel to the position’s office or work location at the university may be reimbursable if it otherwise qualifies as reimbursable travel under UW-3015 University Sponsored Travel.
  8. Employee Expectations, Work Schedule, and Overtime
    1. Employees and their supervisor will work together to evaluate when the employee will work remotely. After final approval by the supervisor and S/C/D HR, the schedule must be documented in the flexible work arrangement before remote work begins.
    2. Employees who work remotely must:
      1. Perform all job responsibilities in alignment with the identified expectations of the position and as outlined in the flexible work arrangement.
      2. Maintain a safe, functional workspace that supports meeting job expectations.
      3. Maintain regularly scheduled and approved work hours and be accessible during those hours.
      4. Follow rules and regulations governing overtime, compensatory time, and leave, regardless of location.
      5. Communicate with their supervisor and colleagues to meet operational needs and the requirements of the position.
      6. Attend onsite meetings and events as required in flexible work arrangement, which may include days they would work remotely.
      7. Follow Division of Information Technology (DoIT) guidelines for securing remote workstations.
      8. Use safeguards to maintain the privacy, confidentiality, security, and integrity of all data, including written and spoken communications.
      9. Ensure arrangements for dependent care, as remote work is not a substitute for dependent care.
      10. Comply with UW–Madison’s and S/C/D employee policies and procedures.
  9. Equipment, Materials, and Supplies
    1. Needs for equipment, materials, and supplies will vary by position. Equipment and related costs for remote employees are determined, approved, and tracked by supervisors, departmental leadership, or S/C/D HR.
    2. In general, employees are provided with a single computer (e.g., laptop) to perform their responsibilities. Additional equipment may be provided if required by the nature of the work.
    3. Employees with flexible work arrangements are generally expected to provide, at their own cost, internet connectivity at a quality necessary to support their work tasks, including the ability to use university-supported video conferencing tools.
    4. For employees who work both remotely and onsite, the university will generally not provide a fully equipped workspace at both locations (e.g., provide a laptop for use in all work locations).
    5. Before a flexible work arrangement is approved, employees must ensure that their remote workspace meets requirements for privacy, physical and technical security, appropriate equipment, software, and internet access.
    6. University-owned equipment issued to a remote work employee must be serviced only by authorized university technicians. Maintenance and repair of employee-owned equipment is the employee’s responsibility.
    7. Upon ending a flexible work arrangement or employment, employees must return all university-owned equipment, materials, and supplies.
  10. Data Privacy and Security
    1. S/C/Ds with remote employees must adhere to information and requirements provided by the Office of Compliance and the Office of Cybersecurity to establish a plan for secure access to university resources and data. Plans should consider:
      1. The type of information involved,
      2. The computing environment required, and
      3. Data privacy and security risks based on job duties and remote location.
    2. Before traveling, employees with complex needs (e.g., travel to restricted areas) should consult with:
      1. Export Control Office
      2. Office of Compliance
      3. Office of Cybersecurity
      4. Research and Sponsored Programs Office
  11. Compensation and Benefits
    1. In-state remote work does not change the terms and conditions of employment, including salary and benefits.
    2. For out-of-state or international work, S/C/D HR must consult with the appropriate OHR functional area (e.g., Payroll, Benefits, Workforce Relations) to determine benefits eligibility, discuss service provisions, and ensure compliance with applicable employment laws, tax regulations, and institutional risk management requirements.
    3. Employees working out-of-state or internationally are ultimately responsible for managing any necessary adjustments for their personal taxes and benefits.
    4. Supervisors must provide employees working remotely with specific instructions on how to report and what to do in the event a work-related injury or illness occurs.
  12. Review of Denial, Modification, or Revocation
    1. If an in-state or out-of-state flexible work arrangement is denied, modified, or revoked by S/C/D leadership, S/C/D HR, or the employee’s supervisor, the employee may request a review of the decision by the vice chancellor, dean, or director of their S/C/D. The decision of the vice chancellor, dean, or director is final and may not be appealed.
    2. Vice chancellors, deans, and directors should consider equity concerns when making final decisions.
    3. If an international remote work justification is denied, modified, or revoked, the decision is final and not subject to appeal.
  13. Non-Compliance

    Failure to comply with this policy may result in:

    1. Immediate termination of the flexible work arrangement.
    2. Disciplinary action, up to and including termination of employment.
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Wis. Stat. § 36.115

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Talent Management Executive Director -- Sue Fritts, sue.fritts@wisc.edu, (608) 263-0866
Effective Date:
08-01-2021
Date Issued:
05-19-2021
Revised Dates:

08-13-2021, 03-16-2022, 08-01-2024, 09-03-2025, 06-01-2026

Retrieved:
06-01-2026 18:41:06