Employees are expected to:

• Work their approved schedule
• Remain fully available during scheduled hours
• Follow approved changes only

Any modification to work hours or location must be:

• Requested in advance
• Approved by the manager
• Based on operational needs

Work schedules are subject to ongoing review, and requested scheduling changes are approved at the discretion of the employee’s manager based upon unit operational needs. 

Partial or split workdays may be approved for both exempt and non-exempt employees for up to five days per week, subject to prior manager approval. Managers are responsible for ensuring compliance with the Fair Labor Standards Act (FLSA), including proper oversight of non-exempt employees who are approved to work partial or split remote schedules. Non-exempt employees should refer to the Non-Exempt Staff Pay Policy if they have additional pay questions.

In general, travel time between a remote work location and campus is not compensable for non-exempt employees working under an Alternative Work Arrangement (AWA). When a non-exempt employee reports to Brown for a regularly scheduled shift, whether for a full day or a half day on site, travel time to and from the workplace is not paid. However, if a non-exempt employee is directed by their manager to work on site for a full or partial day that was originally scheduled as a remote workday, travel time must be compensated.

For additional guidance on split-day arrangements and travel time compensation for non-exempt employees, please contact the University Human Resources Compensation Team at compensation_office@brown.edu.

Non-exempt employees:

• Are eligible for overtime pay (over 40 hours/week)
• Must obtain advance approval before working overtime
• Must report all hours worked, including unauthorized overtime

All overtime is governed by University policy and FLSA requirements.

An alternative worksite location may be established in any U.S. state where Brown is registered to conduct business, subject to University determination and approval.

Employees considering relocation must:

• Consult with their HR Business Partner and University Human Resources
• Obtain required approvals before moving
• Confirm eligibility based on Position Work Location (PWL)

AWAs do not affect:

• Salary
• Benefits
• Paid time off

Additional information can be found in the Non-Exempt Staff Pay Policy, Exempt Staff Pay Policy and the Paid Time Off Policy.

Employees may be subject to personal tax implications and are responsible for any tax obligations that may arise from using alternative worksite locations outside the state of Rhode Island. Employees are encouraged to consult with a qualified tax professional of their choosing to understand any additional personal tax responsibilities associated with their PWL and AWA arrangements.

For additional information on state tax compliance, please refer to the Multi-State Project webpage.

Employees working under an AWA remain covered under applicable workers’ compensation policies for job-related injury or illness.

Please review the Workers Compensation procedures for more information.

Disability-related accommodations are handled separately from AWAs and must be requested through the University’s formal accommodation process.

Please refer to refer to the Employment Accommodations for Persons with Disabilities Policy and reach out to accommodations@brown.edu for assistance.

Brown provides employees with tools necessary to perform their job.

Typically approved items for remote work include:

• Basic office supplies (pens, notebooks, etc.)
• Small equipment (monitors, keyboards, mice, etc.)

Additional guidance is available in the Alternative Work Assignment Expense Reimbursement Policy.

Ergonomic and accessibility needs are reviewed separately through the University ergonomics process.

Employees with a remote PWL may be eligible for reimbursement for travel to campus if they:

• Live more than 50 miles from Providence, RI
• Receive prior approval

Eligible expenses may include:

• Travel
• Lodging
• Parking
• Meals (as applicable)

All reimbursements must be pre-approved and are charged to the department budget (not centrally funded).

Some states require additional reimbursement protections, including:

• California
• Massachusetts
• Washington, D.C.

Employees in these locations must obtain approval from their department head or manager before incurring work-related expenses.

Relevant statutes:

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

If a hybrid employee experiences performance issues:

• The manager should consult their HR Business Partner and the Employee and Labor Relations team
• A Performance Improvement Plan (PIP) should be implemented
• The PIP may include increased on-site work requirements
• Managers may also increase in-person supervision as needed

All performance actions must follow University performance management procedures.