US Remote & Hybrid Work Policy Template

Purpose and Scope

This policy sets operational standards for remote and hybrid work at [Organisation Name]. It outlines eligibility, approval workflows, and performance expectations wherever work is performed.

This policy applies to [Target Staff / Listed Roles]. Remote and hybrid setups are discretionary operational practices, not contractual terms. [Organisation Name] may adjust or terminate an arrangement with [Notice Period] notice based on business needs. Nothing in this policy alters the at-will nature of employment.

Working through related paperwork at the same time? See also our Remote & Hybrid Working Policy Template, Right to Work Check Procedure Template and California Meal & Rest Break Policy Template.

Policy Statement

[Organisation Name] supports remote and hybrid work when role requirements allow it and staff maintain operational standards. Employees must secure formal agreement before starting any remote schedule.

Performance expectations remain identical regardless of work location. Managers evaluate requests using consistent, objective criteria: role requirements, team coverage, and workspace suitability.

Definitions

• Hybrid Work: A schedule split between the designated workplace and home (e.g., [Pattern / Required Workplace Days]).
• Fully Remote: A role performed primarily from home, requiring physical attendance only for specific designated events (e.g., [Required Events]).
• Ad Hoc Remote Days: Occasional remote days agreed upon with a manager for specific operational or delivery needs.
• Approved Work Location: The specific residential address approved for remote work.

Eligibility and Approval Process

Roles are eligible for remote or hybrid arrangements if duties can be performed off-site without dropping standards. Process requests as follows:

1. Submit a request detailing the proposed schedule and home setup to [Manager / System].
2. [Manager / Role] evaluates the request against role demands, team operational coverage, and workspace suitability.
3. [Manager / Role] provides a written decision within [Number] days. If declining a request, they must provide a written business justification.
4. Approved arrangements start with a trial period of [Trial Period Duration].

Process accommodation requests related to a disability or religious practice through the separate accommodation framework, not standard policy criteria.

Working Expectations and Timekeeping

Employees on remote or hybrid arrangements must follow these operational rules:

• Stay reachable on [Communication Channels] during [Core Hours / Agreed Hours].
• Keep calendar availability and status indicators accurate and up to date.
• Report to the physical workplace on agreed days and for scheduled sessions (e.g., training, team days, formal meetings) when given reasonable notice.
• Follow standard absence reporting procedures regardless of scheduled work location.
• Arrange dedicated caregiving during working hours. Remote work is not a substitute for childcare or dependent care.

Non-Exempt Timekeeping Procedures

For employees eligible for overtime (non-exempt):

1. Log all actual hours worked in [Timekeeping System] as they occur.
2. Take all mandatory rest and meal breaks.
3. Never work off the clock or leave hours unrecorded.
4. Get written authorization from [Manager / Role] before working any overtime.

Home Workspace, Safety, and Data Security

Workspace and Ergonomics

Set up a safe, ergonomic home workspace with a stable desk and chair, correct screen height, and clear cable and heat management. Complete the [Self-Assessment Checklist] before starting a regular remote schedule. Report workspace hazards or equipment issues to [Role/Department].

Incident Reporting

Report any work-related injury sustained in the home workspace immediately to [Role/Department], following standard workers’ compensation reporting procedures.

Data Security

• Access company networks exclusively through [Approved Systems / VPN].
• Comply with all acceptable use and bring-your-own-device (BYOD) policies.
• Lock your screen whenever stepping away from the workspace.
• Position display screens to prevent unauthorized viewing of customer, employee, or proprietary data.
• Conduct confidential phone calls in private spaces where details cannot be overheard.
• Store physical documents containing personal or confidential data in [Secure Storage Arrangement].
• Dispose of confidential physical materials using secure shredding or return them to the workplace. Do not place confidential materials in domestic waste.

Health and Wellbeing

If working remotely causes isolation or impacts your wellbeing, inform [Manager / Role] early to access support resources, such as [Employee Assistance Program / Scheduled Check-ins].

Change of Work Location

Working outside your Approved Work Location, whether temporarily beyond [Number] days or permanently, affects tax, payroll, insurance, and statutory obligations. Location changes require written approval before you relocate:

1. Submit a location change request to [Senior Role] prior to relocating.
2. [Senior Role] reviews the request with accounting and legal representatives to evaluate regulatory compliance.
3. [Senior Role] issues a written approval or refusal based on operational feasibility and administrative impact.

Working internationally outside your primary country of employment requires explicit approval from [Senior Role] in every instance.

Equipment, Expenses, and Records

• Equipment: [Organisation Name] issues [List of Equipment, e.g., Laptop, Headset] to regular remote workers. All provided items remain company property and must be returned upon request or when employment ends.
• Expenses: Reimbursement for remote workspace expenses, internet, or utility costs is administered under the [Expense Reimbursement Policy / Agreed Allowance Terms].
• Records: [System / Storage Location] maintains all approved working schedules, self-assessment forms, location approvals, and equipment logs.

Policy Review and Governance

[Policy Owner / Role] maintains this policy and reviews it on a [Review Frequency] schedule or whenever operational structures, premises, or regulatory frameworks change.

• Policy Owner: [Role]
• Effective Date: [Date]
• Next Review Date: [Date]