Depending on the role and approval, AWAs may include:

1. On-site
2. Hybrid (consistent, flexible, periodic)
3. Remote

Managers and/or senior officers retain the discretion to determine available options based on:

• Position Work Location (PWL)
• Job responsibilities
• Operational needs of the unit

Hybrid Work Models

Hybrid arrangements may be structured in one of the following ways:

• Consistent: A predictable weekly/monthly pattern of on-site and remote work.
• Flexible: Employee and manager determine on-site days (typically ~1 day/week or ~4 days/month on average).
• Periodic: Primarily on-site work with temporary hybrid flexibility during defined periods (e.g., summer or academic breaks).

Additional Schedule Options

• Flexible Work Schedule: An adjusted schedule outside standard business hours, allowing variation in start and end times while meeting required hours and core coverage needs.
• Compressed Workweek: A standard 37.5-hour workweek completed in fewer than five days (e.g., longer workdays with a shorter week).

On-site employees do not need an AWA agreement unless requesting a flexible schedule or compressed workweek.

All arrangements require manager approval.

Eligible employees include:

• Exempt and non-exempt staff in graded and ungraded positions

Bargaining unit employees should refer to their collective bargaining agreement for applicable provisions.

Final approval of AWA types and arrangements is determined by an employee’s manager and/or senior officer based on:

• Position Work Location (PWL)
• Job requirements
• Department needs

PWL assignments are not based on employee preference or workload.

All AWAs must be documented in Workday and include:

• Position Work Location (PWL)
• Approved work arrangement (location and/or schedule)
• Required policy attestation acknowledging adherence with all University policies, security and worksite requirements, standard operating procedures and general employment conditions that support AWAs

To complete an AWA in Workday:

1. Confirm your assigned PWL
   • If multiple options apply, select your preferred eligible option
2. Select your AWA type (if hybrid) and/or schedule option
3. Review and acknowledge required attestation
4. Submit for approval

The request is routed to:

• Manager/senior officer
• HR Business Partner

Begin Your request in Workday

A new agreement is required when:

• PWL changes
• Work schedule changes significantly (that will last over 60 days)
• Employee changes roles or transfers units
• A different hybrid model is requested
• Flexible or compressed schedule is added/modified
• The employee is authorized to work remotely and/or from an alternate work location outside the State of Rhode Island, and/or is relocating from an out-of-state remote location back to Rhode Island.

AWAs do not require annual renewal, except in cases where the employee is subject to a hybrid, periodic AWA arrangement.

The University may modify or end an AWA based on operational needs with notice:

• 10 business days for on-site or hybrid PWLs
• 90 business days for remote PWLs

While PWL assignments cannot be appealed, AWA decisions may be appealed by contacting the employee’s next-level supervisor.

No. Employees must maintain approved work hours and remain accessible during scheduled times.

Yes, with manager approval. Non-exempt employees must follow FLSA requirements, including overtime rules. 

Non-exempt employees should review the Non-Exempt Staff Pay Policy if they have additional pay questions.

No. International remote work is not permitted.

Yes. Employees considering relocation to a location outside the State of Rhode Island should consult with their HR Business Partner and UHR in advance. Depending on the state of the proposed alternative worksite and the employee’s assigned PWL, prior approval from both the employee’s manager and UHR may be required.

Yes. Hybrid work must generally be within a 50-mile commuting distance of campus.

Yes. Under the Fair Labor Standards Act (FLSA), non-exempt employees are eligible for overtime pay for all hours worked over 40 in a standard workweek.

Employees must obtain advance approval before working overtime. However, all hours worked, including unapproved overtime, must still be reported and will be paid in accordance with the University’s Non-Exempt Staff Pay Policy.

Working from an alternative location may have personal tax implications. Employees are responsible for understanding and meeting any tax obligations that result from working outside the State of Rhode Island.

General Guidelines

Because tax situations can vary, employees are strongly encouraged to consult a qualified tax advisor. For additional details, refer to the Position Work Locations page.

Your salary and benefits remain unchanged while working under an AWA. For more information, refer to the applicable policies:

• Non-Exempt Staff Pay Policy
• Exempt Staff Pay Policy
• Paid Time Off Policy

Yes. Employees working under an AWA remain eligible for workers’ compensation benefits for injuries or illnesses that arise out of and in the course of employment.

For more details, review the Workers Compensation procedures.

In most cases, no. Travel time between a remote work location and campus is not compensable if the employee is reporting for their regularly scheduled shift (full or partial day).

Exception:

If a manager requires a non-exempt employee to report to campus on a day they were originally scheduled to work remotely, travel time must be compensated.

For questions about specific situations, contact the University Human Resources Compensation team at compensation_office@brown.edu.

Reimbursement depends on your designated Position Work Location and must follow the University’s Alternative Work Assignment Expense Reimbursement Policy.

Other Types of Reimbursable Expenses

Travel to campus:

• On-site or hybrid employees: Not reimbursed
• Remote employees: May be reimbursed only if:
  • They live more than 50 miles from campus, and
  • Travel is for occasional business purposes, and
  • Manager pre-approval is obtained

Remote employees working outside Rhode Island may be eligible for reimbursement based on applicable state laws.

Important notes:

• All reimbursements are paid by the employee’s department (not centrally funded)
• Expenses must be pre-approved, or they become the employee’s responsibility

States with additional requirements:

Employees working in California, Massachusetts or Washington, D.C. may be entitled to reimbursement for certain remote work expenses. Always obtain manager approval before incurring these costs and consult applicable state laws for details.

• California Labor Code Section 2802
• Washington D.C. Register Title 7 Section 910
• Massachusetts General Laws Part I, Title XXI, Chapter 149, Section 148

Requests for workplace accommodations follow a separate process. Please review the Employment Accommodations for Persons with Disabilities Policy for guidance, and contact the UHR Leave Team at accommodations@brown.edu for support with your request.

Yes. Brown University provides employees with the tools they need to perform their jobs effectively. For remote or hybrid work, commonly approved items include:

• Basic office supplies (such as pens, notebooks and similar materials)
• Small computer accessories (such as monitors, keyboards and mice)

For more details, please refer to the Alternative Work Assignment Expense Reimbursement Policy, specifically the “Generally Allowable Purchases” and “Expenses Not Permitted” sections.

Ergonomic and accessibility requests are evaluated through a separate process. These requests are handled in accordance with the University’s ergonomics telecommuting guidance, using the assessment process provided by Environmental Health and Safety.

Yes. A manager may allow an employee with a hybrid PWL to work five split on-site days per week. For example, an employee could work on-site at Brown each morning and, with advance manager approval, work remotely for the remainder of the day. In this scenario, a non-exempt employee would not be eligible for travel time pay, as this schedule is considered part of the employee’s regular work shift.

Yes. Managers should first consult with their HR Business Partner and a UHR Employee and Labor Relations representative when addressing performance concerns. In line with the University’s performance management practices, a Performance Improvement Plan (PIP) may be developed in collaboration with UHR.

As part of the PIP, the manager may require the employee to work on-site more frequently for the duration of the plan or until performance reaches a satisfactory level. Managers should also be prepared to provide increased on-site supervision during this period. For additional guidance, consult your UHR Employee and Labor Relations representative.