MnDOT Policy #WF023
Revised: July 1, 2021
Please go to the MnDOT Org Chart to find specific contact information: Org Chart.
Responsible Senior Officer: Deputy Commissioner/Chief Administrative Officer
Policy Owner: Director, Office of Human Resources
Policy Contact: Labor Relations Manager
The Minnesota Department of Transportation (MnDOT) fully adopts the Minnesota Management and Budget statewide policy, Telework, HR/LR Policy #1422, which supports teleworking when it meets the business needs of the agency.
This policy provides additional requirements specific to MnDOT.
To request or renew a telework arrangement, employees must follow the Telework Procedures published by MnDOT. A Telework Schedule and Acknowledgment Form must be signed by the supervisor and employee before the start of teleworking, including those teleworking as part of a reasonable accommodation under the Americans with Disabilities Act.
The MMB statewide policy, Telework, HR/LR Policy #1422, assigns responsibility to agencies for:
- Adopting and communicating the MMB statewide policy;
- Complying with the terms of the MMB statewide policy, managing implementation of telework in the agency, and drafting any corresponding agency-specific policies or procedures deemed necessary by the agency;
- Maintaining corresponding tools/resources created by the agency;
- Completing a Telework Schedule and Acknowledgment form for teleworking employees covered under the MMB statewide policy;
- Providing applicable supervisor and employee training. Topics may include telework policy and procedure, data security and privacy, FLSA, communication, injury reporting, goal and standard setting, technology use and guidelines, safety, time tracking, etc.;
- Identifying and documenting internal controls related to telework;
- Creating a procedure to determine which positions are eligible for telework using job related criteria; and
- Creating a set of criteria to approve/modify/rescind telework based on employee performance.
Emergency teleworking strategies are mandated by MnDOT’s Federal partners for COOP (Continuity of Operations Plan) in the Telework Enhancement Act of 2010. The Governor’s Executive Order 19-23 directs each agency to develop a COOP to address continuation of critical priority services after a disruption of normal activities. An agency’s COOP may include telework options.
In addition, MnDOT supports the concept and practice of teleworking for its employees when it meets the business needs of the agency. When used appropriately, teleworking provides various business-related benefits to the MnDOT, including:
- attracting and retaining skilled workers from throughout the region and state;
- allowing employees flexibility to perform work from an approved alternate worksite while delivering quality services to Minnesotans;
- supporting continuity of operations, including during health and safety situations that impact MnDOT’s workforce;
- reducing the need for office space and parking; and
- minimizing impact to the environment.
All MnDOT employees must comply with MnDOT policies.
Key stakeholders with responsibilities under this policy include:
- Office and District Leadership
- Managers and Supervisors
- Office of Human Resources
- Office of Equity and Diversity
- Office of Financial Management
- MNIT @ DOT and Office of Financial Management, Technology and Investment Management (TIM) Program
- Safeguarding MnDOT Program
This policy does not apply to employees who:
- Work at home as a reasonable accommodation;
- Work at home on a case-by-case or situational basis (“Ad Hoc Telework”); or
- Are mobile workers or remote workers.
Ad Hoc Telework
Telework that occurs as a result of a planned or unplanned event, such as a doctor’s appointment or inclement weather. Ad hoc telework does not require a Telework Schedule and Acknowledgment Form, however, all occurrences require supervisor approval.
Telework that occurs as a result of a business interruption or emergency situation emergency. Emergency Telework is a continuity of operations strategy to promote continued services during a business interruption or emergency situation when normal facilities are closed or inaccessible.
An employee designated by the agency’s Continuity of Operations Plan (COOP) as one who may be directed by management to continue to work at the emergency teleworker’s remote worksite during emergency situations when normal facilities are closed or inaccessible.
An employee who travels continuously for work or who performs work at multiple locations outside of an agency office, such as a field location or other site.
An employee who, as a condition of their appointment, has their home or alternative location as their assigned work location, works permanently from that location, and does not have an agency permanent/principal work location.
Permanent/Principal Work Location
The worksite to which an employee is permanently assigned, usually the agency office.
A work arrangement that allows an employee to perform work on a scheduled regular, recurring basis at a telework location that is not the employee’s permanent/principal work location.
Telework Schedule and Acknowledgment Form
A document identifying the employee’s expected telework schedule and in which the employee acknowledges the requirements of the telework arrangement.
An approved worksite, different from the permanent/principal work location, in which an employee is authorized to conduct telework. In most cases, the telework location will be an employee’s home.
An employee who has an agreed-upon schedule during which they are expected to work at a telework location rather than their permanent/principal work location.
Office and District Leadership
- Ensure consistent application of the telework approval procedure to ensure that the Telework Policy and Procedures are followed, and the business needs of the agency are met.
- Establish telework expectations for the work area or location and communicate them with supervisors.
Managers and Supervisors
- Review request for telework and determine whether the request meets the criteria for telework.
- Before approving a Telework Schedule and Acknowledgment Form for a telework location outside of Minnesota (even for one day), provide the proposed Telework Schedule and Acknowledgment Form to HR and payroll to address any tax or insurance implications of working in a different state.
- Discuss telework decision with employee to determine needs, requirements, and expectations.
- If teleworking is approved, complete and sign a Telework Schedule and Acknowledgment Form with the employee.
- Be familiar with the telework policy, procedures, and all other relevant materials.
- Work collaboratively with the employee to develop and establish resources to ensure successful work performance and customer service.
- Ensure that teleworkers have access to necessary equipment and supplies, including hardware and software, needed to perform work duties.
- Respond to employee safety and/or ergonomic concerns and determine appropriate action.
- Track state-owned equipment and supplies being used at the telework location.
Office Director/District Engineer
- Review requests for telework that are denied by a manager or supervisor.
Office of Human Resources (Central Office)
- Establish and maintain the Telework Procedures, including a standard Telework Schedule and Acknowledgment Form to be used by all Offices and Districts.
- Manage implementation of telework within the agency and draft any corresponding agency-specific policies and procedures.
- Create a procedure for determining which positions are eligible for telework using job related criteria and create a set of criteria to approve/modify/rescind telework based on employee performance.
- Provide applicable supervisor and employee training and resources.
Human Resources (Central Office and Districts)
- Maintain records of all Telework Schedule and Acknowledgment Forms and upon request, provide reports to senior leadership.
Office of Equity and Diversity
- Ensure that a Telework Schedule and Acknowledgment Form is completed when reasonable accommodation agreements are entered with telework as an accommodation.
Office of Financial Management
- Communicate reporting requirements for out-of-state telework with employees.
Safeguarding MnDOT Program
- Monitor and recommend internal controls related to telework.
- Complete, sign, and obtain appropriate signatures on the Telework Schedule and Acknowledgment Form.
- Be familiar with and attend training on the telework policy, Telework Procedures, and all other relevant materials.
- Maintain a safe and functional workspace and notify supervisor of any safety and/or ergonomic concerns.
- Comply with the Minnesota Data Practices Act and all related MnDOT internal controls.
- Work with supervisor to develop a plan for completing work assignments in the case of power failure, loss of Internet or Network access, or other interruption.
- Ensure that only the teleworker has access to and use of MnDOT computer equipment, software, and services.
- Be responsive to communications during agreed upon work hours.
- Return equipment and supplies to the office/district upon the supervisor’s request, when no longer telecommuting, transferring to a different office/district, or terminating employment with MnDOT.
- Will not conduct any in-person MnDOT business-related meetings or interviews at the home.
- Obtain approval from manager or supervisor if teleworking outside of Minnesota for one day or more and record out of state telework on timesheet, as appropriate. Teleworking outside of Minnesota may have tax implications.
MNIT at DOT
- Provide technical support to offices/districts on information technology issues for teleworkers, such as remote access options, licensing agreement issues, availability and/or purchasing new equipment, security, etc.
Office of Financial Management, Technology and Investment Management Program
- Provide advice to offices/districts on information technology issues for teleworkers, such as remote access options, licensing agreement issues, availability and/or purchasing new equipment, security, etc.
Policy Owner (Director, Office of Human Resources)
- Review the policy every 2 years, or whenever MMB makes changes to its statewide policy, to ensure the policy remains up-to-date.
- Ensure that the MnDOT policy complies with the terms of the MMB statewide policy.
- Ensure procedures, forms, resources, and training associated with the policy remain current.
- Work with the Policy Coordinator to revise policy and/or confirm its accuracy.
- Communicate policy revisions, reviews, and retirements to stakeholders.
Processes, Procedures, and Instructions
- MMB Telework Policy
- Telework Enhancement Act of 2010
- Governor’s Executive Order 19-23
- Business Data Catalog (BDC) – accessible from employee Intranet
- MnDOT’s Policy Website
October 31, 1997 (Policy #3.6)
- First Revision: September 21, 1999
- Second Revision: November 4, 2004
- Third Revision: March 13, 2006
- Fourth Revision: July 1, 2021 (Renumbered as #WF023)
This policy's next scheduled review is due July 2023.