Remote Worksite Process

There are states in which UND does not hire 100% remote employees. The current list is as follows: AR, CA, CO, HI, MA, MD, ME, NE, OR, PA, WA, and any country outside of the United States.

Remote Worksite Process Guide

Please refer to the Remote Worksite Policy for Considerations for establishing a Remote Worksite Location on Non-UND Property.

Setting up a Remote Worksite Agreement 

Existing Employee

  1. The supervisor identifies the potential need for an employee to work at a non-UND property.
  2. The supervisor or designee must contact the payroll accounting specialist in the Payroll Office to determine what legal issues, paperwork, and additional cost will be involved to employ an individual at the requested location. Potential issues include, but are not limited to, state tax registration, withholding tax, unemployment insurance, workers' compensation insurance, employment laws, availability of a payroll provider in that state/country, visas, etc. This information, along with cost estimates, will be provided in writing to the supervisor, and must be included with the agreement, if a remote worksite is established. Concurrently, the payroll accounting specialist will contact the workers’ compensation claims coordinator and provide preliminary notification of the remote location.
  3. After these discussions, if the supervisor still feels that it is necessary to employ someone to work at a non-UND property, the supervisor will complete the remote worksite agreement and attach the information provided by the Payroll Office.
  4. The supervisor and employee will review, finalize, and sign the remote worksite agreement and discuss any remaining questions.
  5. The supervisor or designee will upload the completed remote worksite agreement, position description (if applicable), other documentation supporting the arrangement (e.g., letter of understanding or employment contract) and Payroll Office/Payroll Accounting Specialist’s statement of review via DocuSign (see Forms: Remote Worksite Processing and Approval Form) to:
    • Supervisor or Designee
    • Department head/chair,
    • Dean/AVP,
    • Vice president,
    • Employee, and
    • Initiator, to receive a copy
  6. The department/unit arranges for any University equipment/property checkout (see Forms). The Office of Risk Management must receive a copy of this form.

New Employee

  1. The request to recruit should identify whether or not a position may be approved for remote work so that we may advertise as such.
  2. Upon the selection of a candidate, the supervisor must denote on the Interview Summary Sheet (ISS), if the selected candidate will be pursuing a Remote Worksite Agreement.
  3. The supervisor or designee must contact the payroll accounting specialist in the Payroll Office to determine what legal issues, paperwork, and additional cost will be involved to employ an individual at the requested location. Potential issues include, but are not limited to, state tax registration, withholding tax, unemployment insurance, workers' compensation insurance, employment laws, availability of a payroll provider in that state/country, visas, etc. This information, along with cost estimates, will be provided in writing to the supervisor, and must be included with the agreement, if a remote worksite is established. Concurrently, the payroll accounting specialist will contact the workers’ compensation claims coordinator and provide preliminary notification of the remote location.
  4. After these discussions, if the supervisor still feels that it is necessary to employ someone to work at a non-UND property, the supervisor will complete the remote worksite agreement and attach the information provided by the Payroll Office.
  5. The supervisor and employee will review, finalize, and sign the remote worksite agreement and discuss any remaining questions.
  6. The supervisor or designee will upload the completed remote worksite agreement, position description (if applicable), other documentation supporting the arrangement (e.g., letter of understanding or employment contract) and Payroll Office/Payroll Accounting Specialist’s statement of review via DocuSign (see Forms: Remote Worksite Processing and Approval Form) to:
    • Supervisor or Designee
    • Department head/chair,
    • Dean/AVP,
    • Vice president,
    • Employee, and
    • Initiator, to receive a copy
  7. During the above routing process, the supervisor or designee may enter the offer into Page Up, noting that the Remote Worksite Agreement is in process.
  8. The department/unit arranges for any University equipment/property checkout (see Forms). The Office of Risk Management must receive a copy of this form.

Remote Worksite Maintenance 

Annual Evaluation and Renewals

Office of Human Resources will initiate an annual evaluation of the agreement. The Supervisor must conduct this annual evaluation and provide any necessary modifications back to the Office of Human Resources.

The supervisor is responsible for reviewing the agreement at the end of the agreement’s term. If there is a continued business need for the agreement, a renewal form must be completed and returned to the Office of Human Resources with any applicable modifications included.  

Address Modification 

If the employee requests a change in their approved remote worksite location they must make the request using the Remote Worksite Agreement – Change of Worksite Location Request form. The request must be submitted and approved prior to the effective date of the worksite location change. If there are additional changes to the original agreement, a new Remote Worksite Agreement must be submitted. If the requested worksite location is in a different state or county than the previously approved worksite location, the supervisor must contact the payroll accounting specialist in the Payroll Office to determine what legal issues, paperwork, and additional costs may be involved at the requested location. This information, along with cost estimates will be provided in writing and must be included when submitting the remote worksite change of worksite location request. 

Discontinuing Remote Worksite 

A remote worksite arrangement may be discontinued at any time by any party. The Remote Worksite Agreement – Discontinuation form should be provided as soon as possible to the employee, the supervisor, Office of Human Resources, and Office of Safety. The University is not required to retain an employee in a remote worksite arrangement whom the University would otherwise terminate according to University and State Board of Higher Education policies and procedures.

Forms

Remote Worksite Agreement and Forms
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