homeworking policy cipd

How to structure a policy - Home and hybrid working policies

• Creating or updating policies
• Treating staff fairly
• Arrangements

How to structure a policy

Create a policy that explains how working from home or hybrid working is addressed in your organisation. Outline how things work and set limits, but allow flexibility.

Policy introduction

The first section of your policy should explain the basics.

Opening statement

Set out your commitment to flexible working, with the aim of meeting the needs of both the organisation and your employees.

Explain that other types of flexible working (such as amended hours) are not automatically part of an agreement on working from home or hybrid working.

Say who the policy has been agreed with – for example, in consultation with a trade union or group of employee representatives.

Your policy should be regularly reviewed.

Explain the review process:

• when or how often it will happen
• who will be involved
• what it will consider
• what the outcomes might be
• how it will be communicated

Definitions

Define the words or expressions you will be using. Explain what they mean for your organisation.

For example, define:

• working from home, or homeworking
• hybrid working

What's available

Explain what types of working from home or hybrid working are available in your organisation.

For example:

• home as the main place of work
• splitting work between home and the office
• a base at home to travel to customers or different premises
• the office as the main place of work, with occasional working from home
• working in a co-working space
• where an employee can work
• where they might need to attend – how frequently, for how long, and for what reasons

Explain that these are limits that you will generally follow, but you will consider requests outside of these limits depending on an employee's circumstances.

Explain how employees can request to work from home or change where they work.

Ask them to apply in writing and to explain why they are making the request – for example, if they are a disabled person asking for a reasonable adjustment .

If you want them to submit a formal flexible working request, refer to your flexible working policy.

How decisions will be made

You should explain how you will assess things and how you will respond to requests.

Suitability of the role

Explain how you will assess:

• whether the role is suitable for working from home or hybrid working
• when, where and how work can be done

Eligibility

Explain which employees are eligible. Be careful that you do not directly or indirectly discriminate.

Examples of eligible employees could include those who:

• request it as a reasonable adjustment
• make a formal flexible working request
• work for you for a minimum amount of time
• complete their training
• pass their performance review

Working environment

You should assess whether the home (or other location) is suitable for work.

Explain the requirements, for example:

• health and safety
• security and privacy
• a suitable internet connection

Explain how the assessment will be done, for example:

• who will do it
• how it will be done
• if or when access will be needed

Decision making and communication

Set out a transparent and fair process:

• who will make the decision
• what steps they will follow
• how to appeal (if you have an appeals process)

State how you will communicate the decision and any next steps.

Other important practicalities

Explain things that are specific to working from home or hybrid working, and refer to other policies where appropriate.

Health and safety risk assessments

You should carry out a risk assessment before approving any request for working from home or hybrid working.

• how this will be done
• what will happen if it identifies concerns – including who will make and pay for changes, and how quickly those changes will need to be made
• what will happen if concerns are not addressed – reserve the right to refuse the request

Set-up, costs and expenses

Explain the process for setting up working from home or hybrid working:

• what will you provide – for example, furniture, phone, broadband, printer, fire extinguisher, paper
• what do you expect the employee to provide – for example, heating and lighting
• who will pay for any installation and other necessary costs – and, if required and agreed, how to claim for these costs

State whether you will contribute towards costs – for example, heating and lighting or any other expenses. If you will, explain:

• what can be claimed and how
• what is taxable

Explain, for any necessary equipment:

• who it belongs to
• who is responsible for maintaining or moving it – and how this will be done
• whether it can or cannot be used for personal use

Explain how working from home might affect your employees' tax. They might be able to claim tax relief for working from home.

Find out more about claiming tax relief on GOV.UK

Mortgage, lease and insurance

Explain what your employer's insurance covers – it should cover work property and a claim by a third party.

Ask the employee to:

• tell their mortgage provider or landlord, and home insurer, that they intend to work from home
• check there isn't anything in their mortgage agreement, lease or home insurance that prevents them from working from home
• check with their home insurer that they are covered if work equipment causes damage, and for a claim from a third party – as their employer, you should say you will pay the extra cost if they have to pay more for this

Employer access

Explain how frequently and in what circumstances you might require access to the home. For example:

• initial set-up
• maintenance of equipment
• health and safety risk assessment
• electrical equipment testing

Moving home

Explain what will happen if someone who is working from home wants to move.

Performance management

Explain how employees who work from home will be managed consistently with office staff, and given the same opportunities for training, development and promotion.

Refer to relevant policies, for example:

• communication
• monitoring and performance
• sickness and absence
• team working
• training, development and support

Make sure that employees are clear about their hours and the core hours when they should be at work.

Explain how staff working from home should store and transmit documents and information.

More about working from home and hybrid working

We have further detailed advice on:

• health, safety and wellbeing
• how staff are managed

Find out more about working from home and hybrid working

If you like, you can tell us more about what was useful on this page. We cannot reply – so do not include any personal details, for example your email address or phone number. If you have any questions about your individual circumstances, you can contact the Acas helpline .

How to draft a Homeworking Policy

Template Homeworking Policy

Following the COVID-19 pandemic, employers adapted by transitioning many employees from office to remote working. Whilst some organisations continue to bring their employees back to the office, or work in a hybrid way, many continue to work 100% remotely as they find it an effectively working model for their business.

For organisations that continue to allow their employees to work from home, a homeworking policy is crucial.

Why do we need a homeworking policy?

Home working, done well, can increase productivity, increase the mental and physical wellbeing of your workforce, and create a greater sense of work/life balance. 

Having a homeworking policy in place will enable you to provide your remote workers with clear guidance regarding important aspects of employment and business including health and safety, data protection, costs and insurance.

What should a homeworking policy include?

You may want to include some, or all, of the following in your Homeworking Policy.

Skills and attributes

Carefully consider the skills and competencies you expect your employees to have to work from home effectively.

For example, you will probably require them to have good organisation skills, to be able to work without direct supervision, and to plan their work effectively. Detail this in your policy so that your expectations are clear when employees are considering making a request to work at home.

Working hours

Be clear about how working hours will be affected by homeworking. Will you have set or core working hours? Will there be some flexibility homeworkers’ working hours? How will you monitor working hours?

Rest breaks

Consider for rest breaks and how these will be managed. It is useful in your policy to refer to the Working Time Regulations 1998 and be clear that employees must take breaks in line with this legislation.

Visits to company premises and to the employee’s home

Consider the purpose of the visits, and how frequently these will be arranged. Stipulate in your policy your requirements for office and home visits.

Stationery and equipment

Set out everything that will be provided by the organisation and what you expect the employee to provide. For example, you may provide computer equipment and a phone, whilst requiring the employee to have their own office furniture.

Internet and telephone connectivity costs

Set out in your policy who will pay for these and if/how the business will contribute to the costs incurred.

Data security

Specifiy in your policy the steps you require home workers to take in order to protect the data of your employees, customers and other stakeholders.

Health and safety

Consider the health and safety of your employees and and how they may be impacted by homeworking.

Insurance, mortage and rental agreements

Be clear in your policy about how you expect employees to deal with their insurance, mortgage and/or rental agreements if they are working from home.

Requests for homeworking

Set out clearly in your homeworking policy how employees should ask to work from home as part of a flexible working request.

The right to request flexible working

Once an employee has completed 26 weeks service with your organisation they have a right to submit a flexible working request (although it is expected to become a day one right for employees in the coming months) and you have a legal obligation to consider the request.

For the purpose of this article, flexible working may be an employee requesting to work from home on a permanent basis, temporary basis or on selected days.

There are many benefits of flexible working for employees as well as for employers, but you need to consider the request against the needs of the business, as well as how it might impact other staff.

If you have a flexible working request and you are unsure whether you can accommodate it you should consider the following.

• Will it add additional costs to the business?
• Will it have a detrimental impact on performance, quality or the service that you offer?
• Will it require re-organising day to day amongst the staff?
• Is there sufficient work for the employee during the hours they will be at home?

Risk Assessments

Health and safety isn’t just in the workplace, it’s at home too. As an employer you have a duty of care to your homeworking employees and the HSE advises that as an employer you must consider the following:

• How will you keep in touch with them?
• What work activity will they be doing and for how long?
• Can it be done safely?
• Do you need to out control measures in place to protect them?

If an employee will be working from home on a long term basis then it is recommended that you complete a workstation assessment .

Communicating with homeworkers

Many employers are quite used to communicating with their employees using electronic devices, via platforms such as MS Teams and Zoom. However, if you are struggling to keep in contact then we recommend the following.

• Consider scheduling a video conference meeting on a weekly basis.
• Arrange regular team meetings and one-to-one check-ins to keep your remote worker engaged.
• Share updates on the company regularly – perhaps through a weekly newsletter

Download our Template Homeworking Policy below to give you a head start on drafting your home working policy.

What can we do to help?

If you would like advice on the implementation of a homeworking policy, please contact our team on 0330 223 5253 or [email protected] . We would be delighted to help you.

We hope you found this guide useful. You may also find the resources below helpful:

Further resources and guides

• How to manage remote teams
• A guide to remote onboarding

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Homeworking policy

1.0 introduction.

This policy details the arrangements for and the conditions on which homeworkers are employed by Birkbeck to work from or at home.

Birkbeck employs, in certain circumstances, individuals who solely or mainly work from home where, for contractual purposes, their work base is their home (this does not include Sessional Lecturers). Birkbeck reserves the right to agree to an employee working from home on a trial basis. If such homeworking proves problematic or unsuitable to Birkbeck’s operational requirements and business needs, then the arrangements may be discontinued at Birkbeck’s discretion.

Birkbeck will put in place certain arrangements to assist homeworkers in the effective carrying out and performance of their duties.

Where an employee wishes to request to work from home they must refer to the  Flexible working policy .

2.0 TERMS AND CONDITIONS

The basic terms and conditions on which homeworkers are employed will be as set out in the offer letter and in their Statement of Terms and Conditions of Employment. With the exception of the place of work, these will be comparable to 'office'-based employees.

All Birkbeck policies and procedures will also apply unless it is clearly stated to the contrary. Homeworkers must refer to Birkbeck’s policies, all of which are contained in the Staff Handbook, which has been provided to the homeworker.

The homeworker will be required to work the hours specified in his/her Statement of Terms and Conditions of Employment.

3.0 MANAGING THE EMPLOYEE AND THEIR WORK

Reviews of work will take place regularly between the homeworker and his/her line manager.

Personal work objectives or targets will be agreed between the homeworker and his/her line manager and should reflect his/her expected contribution towards the College’s overall goals.

The homeworker will be advised in advance of the date of any such meeting, which will usually be held at Birkbeck’s premises.

The purpose of the meeting will be to assess the progress of work allocated to the homeworker and to receive feedback on any problems or concerns the homeworker may have with respect to the work, the arrangements for and the facilities provided to him/her for the carrying out of such work.

In addition, staff development scheme meetings will be conducted each year by the line manager as detailed in Birkbeck’s Staff Development Scheme.

4.0 TRAINING

It is recognised that the majority of training occurs within the normal working environment - where employees receive operational training, coaching, detailed procedural guidance and day-to-day advice. Because homeworkers do not have access to this informal training, special consideration will be given to support the development of homeworkers.

All new employees are invited to a Birkbeck induction and all homeworkers are encouraged to attend. However, if this is not possible they will be sent any appropriate documentation from the event.

Where a homeworker has to attend Birkbeck or other premises in order to receive appropriate formal or informal training, overnight accommodation may be provided where necessary. An individual training and development plan will be prepared for each homeworker by his/her line manager in line with the staff development scheme. Where possible, training and meetings will be arranged within the local area.

5.0 COMMUNICATIONS

5.1 Birkbeck recognises the importance of effective communication and has put in place a communication system whereby staff are informed and kept up to date with events and also have an opportunity to air their views and problems.

In this way, information moves downwards through Birkbeck to the workforce and upwards to the policy and decision makers.

Homeworkers in particular need to have effective and continuous access to this communication system so that they are able to identify with the team or unit to which they belong, also to Birkbeck as a whole and so they can participate in Birkbeck’s affairs and events.

5.2 Homeworkers will therefore be sent or have access to the following publications/information:

• internal vacancy notifications as displayed on the intranet
• ‘staff news’ produced by the College Secretary contains information on the College’s performance, social events, personnel changes and other current events
• any internal or inter-staff memoranda applicable to homeworkers.

5.3 The line manager of the homeworker will support him/her as and when needed and provide an additional source of communication and advice. Regular contact should be maintained between the homeworker and their line manager, this may be over the telephone, by email or in person.

5.4 The most important aspect of the communication process is the need for personal interaction between the homeworker and the other members of his/her department. In addition to the compulsory work review meetings, homeworkers will be invited to attend and/or contribute to meetings and to meet colleagues in order to keep in touch with the College on a social level.

5.5 Homeworkers will be asked to give their consent to their contact details (either telephone, emails or home address) being used for the purposes of Section 5.

6.0 HEALTH AND SAFETY

Birkbeck will arrange for a risk assessment of the work activities carried out by homeworkers. Where necessary, the risk assessment will be carried out by the line manager in the homeworker’s home (homeworkers must  consent to reasonable access (Word) (Birkbeck staff only) ). Homeworkers may also assist in the identification of hazards.

Following the completion of the risk assessment, the College will consult with the homeworker as appropriate and take such steps as are necessary to prevent harm to him/her, or to anyone else who may be affected by his/her work.

All employees are expected to familiarise themselves with the  Statement of Health and Safety Policy (Birkbeck staff only) , March 2005, as this contains further information relating to the employee’s and Birkbeck’s health and safety responsibilities.

Additional information can be found on the  Health, Safety and Wellbeing Connect site (Birkbeck staff only) , and specifically in the  health and safety policies (Birkbeck staff only) .

Homeworkers should be advised that Birkbeck is only responsible for equipment supplied by Birkbeck. It is the homeworker’s responsibility to ensure that all electrical sockets are safe. For further advice, please contact Birkbeck’s Health and Safety Officer.

7.0 EQUIPMENT AND FACILITIES

To facilitate the effective carrying out of a homeworker’s duties, Birkbeck will provide equipment as appropriate to the needs of Birkbeck and to the work undertaken. This may include some of the following:

• fax machine
• laptop/desktop computer
• computer software/licences
• photocopier
• desk and chair
• filing cabinet(s)
• desk stationery
• Birkbeck letter paper and other stationery
• writing materials.

Line managers will be required to complete a  checklist identifying what equipment will be required (Word) (Birkbeck staff only),  and an inventory will be kept by the line manager as a means of recording the equipment supplied. The employee will be required to sign for the receipt of any equipment provided.

The equipment supplied will remain the property of Birkbeck, employees are required to store equipment safely and responsibly. The equipment must be returned to Birkbeck in the event that the homeworker leaves Birkbeck’s employment.

Homeworkers are not required to take out additional insurance to cover Birkbeck equipment, however, they are advised to check that their home building and/or contents insurance(s) are not invalidated by working from home or by the storage and use of Birkbeck equipment at home. Any additional costs to the homeworker’s insurance, as a result of working from home, will be met by Birkbeck, where evidence of the additional costs is provided.

8.0 EXPENSES

8.1 equipment and services.

The homeworker will be entitled to receive reimbursement of any costs incurred in the provision of services connected to the work activity that are agreed with his/her line manager, as necessary to carry out his/her role.

In all cases, reimbursement of installation and rental costs will be subject to Birkbeck being satisfied that these items would not have been installed, but for the employee’s obligation to Birkbeck and that the employee actually incurs the costs. Examples of provisions may include:

• installation and rental costs of a telephone
• outgoing telephone calls made on Birkbeck business
• installation, rental costs of a fax machine and operational costs
• installation and rental costs of modem/broadband connection
• costs of postage and couriers with the proviso that the latter cost must only be incurred where a delivery has to be made on an urgent basis. All other mail should ordinarily be sent second class unless instructed otherwise.

No more than one installation charge per employee will be reimbursed. Employees will make their own arrangements for any installation required.

Payment of telephone, fax and modem accounts will be the responsibility of the employee who, after making the payments, may claim reimbursement.

Reimbursement will be made on the basis of a quarterly expense claim form being submitted as detailed in  Birkbeck’s Reimbursement of expenses procedure (Birkbeck staff only) .

Travel between the homeworker’s home and Birkbeck’s premises or any other location visited on behalf of Birkbeck is regarded as business travel and will be reimbursed. For all claims for reimbursement of travel expenses, staff should submit a  claim for expenses (Birkbeck staff only) .

8.3 ADDITIONAL HOME EXPENSES

Any additional home expenses such as heating and lighting, which are incurred as a result of working from home will not be reimbursed by Birkbeck.

8.4 GENERAL

Birkbeck will not be liable for any increase in the homeworker’s mortgage payments or any similar liability as a result of the homeworker working from home and as may be imposed by a building society or similar lender. The homeworker is advised to ensure for his/her own information whether there may be any consequential increase or effect on his/her mortgage payments.

9.0 RESPONSIBILITY

All those persons referred to within this policy are required to adhere to its terms and conditions. They must understand that this policy is also incorporated into their contract of employment.

Individual managers are responsible for ensuring that this policy is applied within their own area. Any queries on the application or interpretation of this policy must be discussed with the Human Resources team prior to any action being taken.