Approval Process: Work Location Outside Oregon

Review of a flexible work arrangement involving a work location outside the state of Oregon and within the United States.

Purpose

Oregon State University supports flexible work arrangement agreements (FWAA) outside the state of Oregon and within the United States when it supports business strategy, including academic and research priorities.

Approval Process

Due to differing safety regulations, minimum wage standards, payroll tax deductions, and labor laws associated with employees working outside the state of Oregon and within the United States, the Employee & Labor Relations FWA team reviews each Outside Oregon FWAA form. After reviewing the FWAA form, ELR will either sign the FWAA form and move the request to the next level of approval or contact the supervisor to suggest necessary modifications to support the approval of the FWAA.

Exceptions

The following situations do not require an Outside Oregon FWAA.

  • Academic faculty who are on sabbatical and are traveling outside of the U.S. as part of their sabbatical.
  • Employees on a 9-month appointment and traveling outside of the U.S. during the summer.
  • Academic faculty and graduate employees traveling internationally on short-term field research or on business trips to collaborate or consult with international partners outside the U.S.

Questions about a specific situation can be sent via email to [email protected].

Instructions:

Following are instructions for completing and submitting a FWAA for an employee whose work location is outside the state of Oregon and within the United States:

  1. Discussion: Employee and supervisor meet to discuss the specifics of the flexible work arrangement and determine whether a flexible work arrangement is suitable for the employee's specific position, the unit's business needs and if additional approval is needed from unit leadership.
  2. Initiate FWAA Request: FWAA for work locations outside the state of Oregon but within the United States should be submitted at least one (1) month before the employee's proposed flexible work arrangement start date.

    1. Employee Tasks: The employee initiates the digital Outside Oregon FWAA form and completes designated fields. Once designated fields are complete, the FWAA form will automatically route to the supervisor.

    2. Supervisor Tasks: The supervisor reviews the FWAA form, completes designated fields, attaches the employee's position description, and signs the FWAA form. The FWAA form will automatically route to the Employee & Labor Relations FWA team for review and consultation.

  3. ELR Review: ELR reviews the FWAA request. If ELR determines the minimum wage, workers compensation insurance, and conditions of employment requirements are met, ELR signs the FWAA form, and the FWAA form will automatically route back to the supervisor, and if applicable, unit leadership, for final signature and approval of the FWAA request.

    1. If ELR determines any requirements still need to be met, ELR contacts the supervisor to discuss modifications necessary to support the requested FWAA.

  4. Approval: Supervisor, and if applicable unit leadership, signs finalized FWAA form.

  5. Archive: The completed Outside Oregon FWAA form will automatically route to University Human Resources. UHR will update Banner appropriately and file the FWAA form in the employee's personnel file. An Employee Benefits team member may reach out to the employee to provide additional guidance and information regarding the employee's benefits as related to working remotely outside the state of Oregon.

  6. Annual Renewal: Supervisor and employee should review, update, and resubmit FWAA forms annually.

The digital FWAA form can be found at: Outside Oregon

Flexible Work Agreement Out of State Approval Process Flowchart
 
Questions

For additional information, contact [email protected].