Compressed, Flexible and Telework Schedules

I-2021-22


Effective Date: Expiration Date: Chapters:
Dec. 19, 2021 When Superseded 12  

Overview

The District government offers its employees alternative work scheduling and telework options. Depending on the agency's needs, employees at agencies with established alternative work or telework programs may request the use of compressed work scheduling, flexible work scheduling, or telework. An employee's request must be approved by the employee's supervisor, the agency head, and the personnel authority, if necessary. By using one of these options, employees and agencies can benefit from increased productivity, morale, and flexibility. This issuance provides guidance on the District government's alternative work schedule and telework programs.

NOTE: Notwithstanding the provisions of this issuance, and in accordance with City Administrator's Order 2021-8, agency directors may offer their employees expanded situational telework until January 31, 2022 if the expanded telework does not interfere with the agency's delivery of services to constituents. Agency directors shall provide notice of their expanded situational telework to the Assistant City Administrator.

This issuance was last updated December 19, 2021. This issuance supersedes DPM issuance I-12-58, Compressed, Flexible and Telework Schedules effected September 28, 2016.

Flexible Scheduling Options

Compressed Work Schedule

With a compressed work schedule, an employee works more than eight hours per day and, in exchange, works fewer than 10 days per pay period. With supervisory approval, the following compressed schedules may be authorized for employees:

  1. Nine-day work schedule. Employees may work five days one week and four days the next, within a single pay period, for nine days total. With this schedule, employees will work eight 9- hour shifts and one 8-hour shift during the pay period: a total of 80 hours bi-weekly.
  2. Eight-day work schedule. Employees may work four days each week, within a pay period, for eight days total. With this schedule, employees will work eight 10-hour shifts: a total of 80 hours bi-weekly.

Flexible Work Schedule

With a flexible work schedule, an employee may alter the start and end times of the tour of duty, provided the hours worked include the agency’s core hours and the schedule is approved by his or her supervisor or manager in writing. Supervisors and managers are responsible for ensuring adequate coverage for customer service purposes during the agency’s business hours. 

NOTE: Core hours are the time periods during the workday, workweek, or pay period that are within the tour of duty during which an employee under a flexible work schedule is required to be present for work.

For example, an agency has core hours between 9:00 a.m. and 4:00 p.m. An employee could be approved to work 7:30 a.m. to 4:00 p.m., with a 30 minute lunch period. This is because the tour of duty covers the core hours of 9:00 a.m. to 4:00 p.m. Alternatively, a manager may approve a tour of duty of 9:00 a.m. to 5:30 p.m., provided there is adequate coverage for business operations.

Employees are limited to selecting a single tour of duty. That is, an employee may not select differing tours of duty for different days. An employee authorized to work 7:30 a.m. to 4:00 p.m. is required to work this same tour of duty every day. Additionally, a flexible schedule may not begin prior to 6:00 a.m., nor end after 6:00 p.m.

 


Telework

Telework is a workplace option that benefits employees, employers, and the public alike by lessening commuting costs for workers, reducing the need for dedicated workspace, reducing traffic congestion, and by reducing commute-related pollution. The general summary, requirements, and restrictions of routine telework include the following: 

General Summary

Routine telework is a pre-approved, written arrangement in which an employee can perform officially assigned duties at the employee’s home address on a regular basis. Routine telework may be combined with flexible work schedules (see prior section), but may not be combined with a compressed work schedule.

When agencies offer employees telework, the option to telework must be offered on an equal basis to all employees in an administration, office or unit. However, employees are not entitled to any telework schedules.

Prior to an employee being approved for telework, the immediate supervisor must determine if the duties of the employee’s position are appropriate for telework. For instance, an employee who consistently provides face-to-face service to customers or clients likely is not a good candidate for telework.

Requirements

If on an approved telework agreement, the employee must be able to report to his or her official worksite, if requested to do so by the immediate supervisor, within a time period as prescribed by the agency. As an example, an agency may require its teleworking employees to report within two (2) hours following a request to attend a mandatory meeting, due to an emergency situation.

Employees who telework are required to respond to all emails and phone calls within a time frame as designated by the agency. For instance, a department may require that its employees respond to calls/emails within 45 minutes of receipt. 

Restrictions

An employee is ineligible to participate in telework (including Situational Telework, as discussed below) if he or she:

  • Failed to receive written approval in advance from his or her supervisor/manager, the agency head, and the personnel authority, if applicable;
  • Received a rating of Marginal Performer (Level 2) or lower on his or her most recent official performance evaluation; or
  • Is on a Performance Improvement Plan.

Steps for Expanded Telework

Generally, agencies may schedule employees for routine telework on no more than two days per week. However, the Director of the D.C. Department of Human Resources may approve an agency head’s request to establish telework schedules that include more than two days of routine telework per week. Agencies must submit requests to DCHR via the online Expanded Telework Notification form. Agencies should only request telework schedules that exceed two days of routine telework per week when needed to accommodate building space limitations. 

NOTE: Employees may not submit requests for expanded telework on their own behalf. Only officials authorized to act on behalf of the agency may submit expanded telework requests.

Combining Flexible Work Options

Agencies may not approve employee requests for both telework and compressed work schedules. However, agencies may approve employee requests for telework and flexible scheduling. 


Requesting a Flexible, Compressed or Telework Schedule (including Situational Telework)

Telework & Alternate Work Schedule Application

An employee seeking approval to participate in an alternative work schedule or telework must complete the D.C. Standard Form No. 12-02, Telework and Alternative Work Schedule Application. A copy of the application is included in Attachment 1. The employee’s supervisor, the agency head (or designee) and the personnel authority, if necessary, must review the application and approve or deny the application in writing. 


Recording Hours in PeopleSoft

Employees on a compressed schedule or telework should appropriately report their time in PeopleSoft. Regardless of which work option is chosen, time entry in the system should indicate the number of compressed hours worked or show the day(s) an employee is teleworking. For instance, if an employee works a compressed schedule under a 10-hour schedule, their time entry must reflect 10 hours of “Regular Time,” on 4 days each week of the pay period. Additionally, a timesheet for an employee on routine telework should show the scheduled telework day(s) using the time reporting code (TRC) of “Telework (Routine)-ROTW.” 


Additional Agency Considerations

When an employee has been approved for routine or situational telework, consider requiring these employees to establish and complete a work plan on a daily basis. The work plan identifies tasks, assignments, projects and initiatives that an employee has been assigned and it assists with time management.

The agency may want to: (1) include a requirement that a teleworking employee be able to report to work within a specified period of time (for instance 2 hours) following a request from manager; or (2) respond to emails or phone calls within a certain amount of time following receipt (for instance 45 minutes).

Employees approved to telework more than 2 days a week (with the approval of the personnel authority) should not be assigned a dedicated government workspace. Instead, agencies should consider a shared workspace model for those employees. 


Approvals

Once the application for a flexible work arrangement has been approved, the completed application form and any required telework agreement, if applicable, must be forwarded to the agency Telework Coordinator (or alternate Telework Coordinator) for processing. 


Reference Material

Employees and managers may obtain additional guidance from the following reference materials:

  • Section 1211 of Chapter 12, Hours of Work, Legal Holidays and Leave
  • Telework General Information Guide at DCHR intranet site
  • Telework Information Center at DCHR intranet site 

Legal Authorities

  • D.C. Code § 1-612.01 et seq.
  • Subtitle B of Title 6, Chapter 12 of the District of Columbia Municipal Regulations 

Additional Information

Employees, managers, and supervisors can obtain additional guidance relating to recording time in PeopleSoft from their agency timekeeper, Payroll Supervisor or Quality Assurance Liaison (or equivalent). Additionally, questions concerning telework can be directed to your agency Telework Coordinator (TC)/alternate TC, or Philip Mancini, the District’s Telework Coordinator by calling (202) 442-9661, or via email at philip.mancini@dc.gov. 


Attachments

  1. Attachment 1 – Telework & AWS Application Form
  2. Attachment 2 – Expanded Telework Request Form

Issued by Interim Director E. Lindsey Maxwell II, Esq., D.C. Department of Human Resources on July 8, 2021, 10:55 a.m.