Policy on Limited Remote Work Arrangements

1. Purpose

This Policy establishes a framework for evaluating and approving Limited Remote Work arrangements while preserving operational effectiveness, workforce competitiveness, and institutional accountability.

2. Applicability

This Policy applies to University of Florida (“UF”) Faculty, Staff, Graduate Assistants and Postdoctoral Associates.

If a request for Limited Remote Work is associated with a condition covered by the Americans with Disabilities Act (“ADA”), the Family and Medical Leave Act (“FMLA”), or the Pregnant Workers Fairness Act (“PWFA”), the request is governed by the applicable ADA, FMLA, or PWFA process and not by this Policy.

3. Definitions

Business Justification means a documented explanation demonstrating that a proposed Limited Remote Work arrangement supports UF operational, academic, research, or service needs and is appropriate given the nature of the position, onsite presence expectations, and impacts on supervision, collaboration, service delivery, and institutional accountability.

Hybrid Work means an arrangement in which an employee performs job duties both at an official UF location and at a remote location on a regular, predictable schedule. Hybrid Work presumes an assigned workspace within UF Geography and routine in-person presence to support collaboration, supervision, and service delivery. Hybrid Work approval is rare and requires extraordinary circumstances and justification.

Limited Remote Work means an arrangement in which an employee performs job duties outside of an official UF location and is not expected to report to a UF site on a regular or recurring basis.

Off-Campus/Site Specific Work Location means an official worksite determined by job responsibilities. The location is integral to the role and is necessary to effectively perform assigned duties, advance institutional objectives, or support mission-critical activities. Employees in these roles are expected to perform work primarily at the designated Off-Campus or Site-Specific Work Location and are not considered remote workers.

Remote Work Location Agreement means a written agreement that documents the terms, conditions, and duration of an approved Limited Remote Work arrangement, including the approved work location.

UF Geography means the physical footprint of the UF enterprise, including all UF-owned, leased, or otherwise occupied land, buildings, and spaces where UF business is conducted and employees are expected to perform work in person. This includes, but is not limited to, the Gainesville Main Campus, Health Science Center, affiliated clinical and research facilities, extension sites, and other UF-controlled locations approved for official UF operations.

For purposes of this Policy, UF Geography does not include an employee’s residence or other non-UF work locations unless specifically designated as an official Off-Campus or Site-Specific Work Location.

4. Policy Statement

Onsite presence of employees in a shared physical environment enables stronger community building and opportunities for advancing knowledge, research, and service. As such, UF business is conducted primarily at official UF locations, and departures from onsite work are permitted only as expressly provided in this Policy.

Limited Remote Work arrangements may be approved when they serve a clear business, academic, or research purpose and align with UF’s mission and strategic priorities.

Multi-Site positions involve work performed across multiple designated official UF locations and do not constitute Limited Remote Work or Hybrid Work under this Policy.

Ad Hoc Remote Work permits an employee, on an occasional basis and no more than three (3) times per month, to work from a residence or other non-UF location to address short-term or situational needs. Ad Hoc Remote Work does not create a regular or predictable schedule, does not change an employee’s assigned work location, and does not constitute Limited Remote Work or Hybrid Work under this Policy. Approval is discretionary, subject to supervisor approval, and may be denied or revoked based on operational needs.

4.1. Roles and Authority

Approval and oversight of Limited Remote Work arrangements shall follow the roles and responsibilities outlined below:

Supervisor: The employee’s supervisor is responsible for initiating and submitting the request, including documented Business Justification.

Dean/Vice President: The applicable Dean or Vice President shall review the request and approve or deny it based on operational needs, performance considerations, and alignment with college or divisional priorities. A denial at this level is considered final.

Resource Alignment Task Force: The Resource Alignment Task Force provides consultative review and UF-wide alignment guidance as needed.

Vice President for Human Resources: The Vice President for Human Resources serves as the final approving authority for Limited Remote Work arrangements that have been approved by the Dean or Vice President, ensuring consistency with UF policies, regulations, and standards.

UF Human Resources: UF Human Resources administers required documentation, ensures compliance with applicable policy and regulatory requirements, and conducts periodic reviews to support ongoing alignment with UF policies, regulations, and standards.

4.2. Approval Standards

All Limited Remote Work arrangements must be supported by a documented Business Justification and receive appropriate approval prior to implementation.

Approvals are time-limited and subject to periodic reassessment to ensure continued alignment with operational needs, performance expectations, and institutional priorities.

The Remote Work Location Agreement must be completed annually and maintained on file before an employee may begin or continue any Limited Remote Work arrangement. All Limited Remote Work arrangements may be modified or revoked at any time, with or without notice, based on operational needs, performance considerations, or institutional requirements.

4.3. Role of Resource Alignment Task Force

The Resource Alignment Task Force serves in an advisory and consultative capacity to the Vice President for Human Resources and does not approve or deny individual Limited Remote Work arrangements.

The task force provides consultation to the Vice President for Human Resources to:

• Establish and refine a consistent framework for evaluating Limited Remote Work requests.
• Provide guidance on approval standards, guardrails, and consistency across colleges, units, and functions.
• Review and advise on job titles, job families, or categories that may be eligible for Limited Remote Work consideration.
• Monitor periodic reports on approved arrangements and recommend adjustments, as appropriate, to ensure institutional alignment.

4.4. Exception Categories

Inclusion within any category below does not guarantee approval. All Limited Remote Work requests are subject to review and approval based on institutional and college needs, operational impact, and policy compliance.

• Limited Geographic Talent Pools: Roles for which qualified candidates are demonstrably scarce within the local or regional labor market.
• Highly Specialized Scholarly or Technical Expertise: Positions requiring unique, advanced, or nationally recognized expertise that cannot be readily sourced locally.
• Industry Standard Practice: Roles for which Limited Remote Work is a widely expected practice within the relevant professional field and cannot be readily sourced locally.
• Competitive Research and Programmatic Initiatives: Strategic initiatives where Limited Remote Work is necessary to secure or retain talent critical to institutional competitiveness.
• Fully Online Academic Programs: Positions that directly support academic programs designed and delivered entirely online, where enrolled students are not expected to be located on UF Geography and where the role does not require routine in-person presence.
• Temporary or Fixed-Term Positions: Positions established for a defined duration or purpose, where Limited Remote Work supports continuity or program delivery without long-term impact.

4.5. Documentation and Review

All approved Limited Remote Work arrangements must be documented in writing.

Each agreement must specify its duration, a scheduled review date on or before which the arrangement will be reviewed, and applicable terms and conditions.

Any extensions of an approved arrangement require updated Business Justification and approval by the Vice President for Human Resources.

The Resource Alignment Task Force will monitor periodic reports on approved arrangements and recommend adjustments, as appropriate, to ensure institutional alignment.

4.6. Policy Violations

Failure to comply with this Policy could result in disciplinary action, up to and including termination.

5. References and Related Information

• Americans with Disabilities Act of 1990, as amended, 42 U.S.C. § 12101 et seq.
• Family and Medical Leave Act of 1993 (29 U.S.C. § 2601 et seq.)
• UF Remote Work Location Agreement
• UF Human Resources FMLA Overview
• UF ADA Process Guide
• UF Policy Number 5-004: Accessibility and Reasonable Accommodation for Individuals with Disabilities

History