Hi Rebecca,

We have a procedure for Expenditures for Remote Work Assignment that addresses procuring supplies and equipment for remote employees, remote work location allowance for internet service, reimbursable and not reimbursable expenses.
Travel to campus where the fully remote location is less than 50 miles from the campus or if the approved flexible work agreement supports a hybrid schedule is not reimbursable.
Departments may provide allowable travel reimbursement for trips to a campus location for official university business if the remote work location is more than 50 miles from campus.
A holiday party would be a questionable expense in my opinion.

Thanks,
Lynn

At UC Berkeley, we define it simply by the basis for where the person lives. If they live in a remote location for their own convenience, then we consider campus to be their home work location and do not pay for any travel to campus, without exceptions. If they live in a remote location because the nature of their job requires it, then that is their home work location and we pay for their travel to campus. Examples of where that would qualify would include someone involved in fundraising, where they were assigned to a specific region of the country where they were doing that fundraising would qualify. Or someone that needed to be in Washington DC to lobby on behalf of the University with the federal government, that would qualify.

TSTC we have several remote workers not just instate but out of state. HR has provided guidance regarding procedures that address this. It's very similar to Lynn's regarding suppliers, equipment, travel etc. This has helped tremendously. In addition HR when hiring a new person who is remote - they have informed the hiring department the budget constraints they didn't think about with travel and other expenses for a local person.

HR has set up a process where they have a committee that reviews request for remote working and if they approve a remote offer letter is created and sent to the remote worker. Part of the offer letter states that the University will not pay for them to come to campus for even meetings or to collaborate with other staff on campus. This includes mileage, airfare, hotel, etc. If there is a reason they need to come to campus this needs to be presented to the committee and if they agree they amend the offer letter to allow reimbursement for them to travel to the University.

Our entities must use their funds to cover travel expenses for fully remote staff travel to UCAR or sponsor facilities for business purposes. Additional indirect funds were allocated to them to support expenses to remote staff, and remote travel is part of the indirect rate.

UCAR encourages supervisors to bring their fully remote staff onsite annually to foster communication, engagement, and team building. All travel must follow UCAR travel policies and procedures, including supervisory approvals and a reasonable business need.

A couple of the guidelines for this remote employee business travel to UCAR sites are:

The fully-remote employee must reside more than 150 miles away from a UCAR or sponsor facility. HR provides entities with a list of eligible employees every quarter.
The supervisors and leadership determine fund availability, as well as the eligibility for remote employee travel, including whether it is appropriate, necessary, and reasonable business travel.