FAQs for Summer Arrangements Ending

Please read the following carefully. 

Telecommuting: For tax withholding purposes, permanent addresses must be collected for those who are telecommuting, so all employees wishing to telecommute after Aug. 5, 2022, must execute a new telecommuting arrangement form via DocuSign, even if they had an arrangement established prior to May 23, 2022

Flexible work arrangements established prior to May 23, 2022, will continue without the need for renewal unless terminated by the employee and supervisor using the FWA Termination Form.

For questions beyond what is listed below, please contact the Employee Wellness & Health Promotion office at 330-672-0392 or wellness@kent.edu.

Is my telecommuting arrangement that was approved prior to May 23, 2022, still valid?

No. The university no longer recognizes any telecommuting arrangements established prior to May 23, 2022, without proper documentation. Please make sure to submit a new Telecommuting Work Arrangement Form via DocuSign, which can be accessed on the telecommuting webpage.

If you are no longer telecommuting, please terminate your arrangement using the Telecommuting Termination Form, which is also on the telecommuting webpage.

What is the difference between a telecommuting arrangement and a flexible work arrangement, and do I need to apply for them separately?

Telecommuting arrangements reflect a change in the location where work is performed (typically the employee’s home residence), whereas flexible work arrangements reflect a change in work hours/schedule. For summer-only arrangements, employees were able to request changes to their work location and hours using the same paper form. The university’s established telecommuting (Administrative Policy 3342-6-01.3) and flexible work arrangement (Administrative Policy 3342-6-01.2) policies are two separate policies that have their own unique request processes and forms associated. Employees wishing to participate in both telecommuting and flexible work arrangements must request these arrangements separately via the request process outlined for each policy. 

Are employees allowed to request both telecommuting and a flexible work arrangement?

Yes. Employees wishing to request both telecommuting and flexible work arrangements must request these separately via the request process outlined for each arrangement. 

When do summer-only telecommuting/flexible work arrangements conclude?

All summer-only telecommuting/flexible work arrangements conclude on Aug. 5, 2022.

Do I need to take any action to terminate my summer-only telecommuting/flexible work arrangement?

Employees do not need to take action to show that their summer-only arrangement is concluding. Employees are expected to return to their customary schedule after Aug. 5, which may or may not include ongoing (non-summer) telecommuting or flexible work arrangements where applicable. Employees who are not eligible for, or do not wish to adopt, a telecommuting or flexible work arrangement after Aug. 5 do not need to take further action. Those who are eligible for, and wish to take advantage of, one or both of these arrangements after Aug. 5, please read below to identify which group you fall under and related follow-up actions. 

I had an existing telecommuting arrangement and existing flexible work arrangement prior to May 23, 2022, and participated in summer-only telecommuting/flexible work arrangements. Do I need to submit new forms to continue the prior-to-summer arrangements?

You only need to submit a new telecommuting arrangement form via DocuSign. Flexible work arrangements established prior to May 23, 2022, will continue without the need for renewal unless the arrangement needs to be updated or terminated by the employee and supervisor using the FWA Termination Form.

I had an existing telecommuting arrangement prior to May 23, 2022, and also participated in summer-only telecommuting/flexible work arrangements. Do I need to submit a new form to continue the prior-to-summer arrangement?

Yes. For tax withholding purposes, permanent addresses must be collected for those employees who are telecommuting. All employees wishing to telecommute after Aug. 5, 2022, must execute a new telecommuting arrangement form via DocuSign, even if they had an arrangement established prior to May 23, 2022.

I have already completed a new telecommuting arrangement form since Monday, Aug. 1, 2022. Do I need to complete another one now?

No. The telecommuting form in DocuSign began capturing the needed information on Aug. 1.

I had an existing flexible work arrangement prior to May 23, 2022, and also participated in summer-only telecommuting/flexible work arrangements. Will my previous flexible work arrangement continue to be valid once summer arrangement conclude?

Flexible work arrangements established prior to May 23, 2022, will continue to be valid without the need for submitting a new form unless the arrangement needs to be updated or terminated by the employee and supervisor using the FWA Termination Form.

I did not participate in summer-only telecommuting/flexible work arrangements, but have an existing ongoing telecommuting arrangement. Do I need to submit a new telecommuting form via DocuSign?

Yes. For tax withholding purposes, permanent addresses must be collected for those who are telecommuting. All employees wishing to telecommute after Aug. 5, 2022, must execute a new telecommuting arrangement form via DocuSign even if they had an arrangement established prior to May 23, 2022, and did not participate in summer-only telecommuting/flexible work arrangements.

I did not participate in summer-only telecommuting/flexible work arrangements, but have an existing ongoing flexible work arrangement. Do I need to submit a new FWA form via DocuSign?

No. Flexible work arrangements established at any point via DocuSign will continue to be valid without the need for submitting a new form unless the arrangement needs to be updated or terminated by the employee and supervisor using the FWA Termination Form.

I did not have a telecommuting or flexible work arrangement prior to establishing a summer-only telecommuting/flexible work arrangement, but wish to continue telecommuting or flexible hours after Aug. 5. What action do I need to take?

Since summer-only arrangements conclude on Aug. 5, 2022, employees looking to establish a new telecommuting or flexible work arrangement should follow the request process outlined on the respective telecommuting and flexible work arrangement information pages linked below. 

Where can I find information and forms related to telecommuting?
Where can I find information and forms related to flexible work arrangements?
What will happen regarding my municipal tax withholdings once my summer-only telecommuting/flexible work arrangement ends?

Your municipal taxation will revert to reflect your campus municipality 100% of the time on the following paycheck:

  • Bi-weekly employees: September 9, 2022 [Pay period August 14-27]
  • Semi-monthly employees: August 31, 2022 [Pay period August 16-31]
If I submit a new telecommuting arrangement form via DocuSign, when will my municipal tax withholding be adjusted to reflect the arrangement?

It will be adjusted on the next available payroll as determined by the volume of forms received.

How will I know that my municipal tax withholding has been updated to reflect my telecommuting arrangement?

You can view your pay stub on the Employee Dashboard in FlashLine. The pay stub will show all taxes withheld.
  

If my address changes, who should I notify?