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Family Services

Phone
Campus Address
121-50 USB
Mailing Address

121 University Services Building, Suite 50
Iowa City, IA 52242
United States

Initiating a Work Arrangement Application

A verbal conversation between employee and supervisor is recommended as best practice to initiate and discuss details of any work arrangement. Discuss start and end dates, schedule, work location, and technology needs, if applicable. 

Employee Step-by-step instructions

  • Go to  Employee Self-Service >> My Career >> Career & Performance
  • In the Work Arrangement application, you will be asked to provide the following information:
    1. Standard or Flexible Work Schedule (if flexible, you will be asked to describe your work schedule).
    2. Work Arrangement start date and end date.
    3. On Campus, Hybrid, or Remote (fully off campus) Work location.
    4. Technology related questions regarding your equipment and technology needs.
  • Submit the Work Arrangement Application form and it will be routed to the supervisor for review.

Supervisor Review

Supervisor's should review institutional and organizational unit guidelines, including the Future of Work@Iowa Final Report, to ensure alignment. 

Once the Work Arrangement Application form is submitted, the supervisor will receive a notification via email that a workflow package for the Work Arrangement has been sent to them. They will be able to Approve Package, Void Package (deleting its record from workflow), Return Package to Employee, or Add Approver.

  • Approved Package - The supervisor is approving the Work Schedule and Work Location along with dates that the employee has submitted. This will be routed to the Senior Human Resources Representative for your College of Division for final approval and, lastly, routed back to employee.
  • Voided Package - This will remove the work arrangement from workflow.
  • Returned Package - This option is used if there is something that needs to be amended or modified due to error or inaccurate reflection of the agreed-upon work arrangement. This option will route back to the employee for review/edits.
  • Add Approver - This option is used if there is a need to bring in an additional supervisor or member of departmental leadership who has requested to also approve packages.

As part of the review process, supervisors will be required to answer three questions to confirm the work arrangement is in line with Future of Work@Iowa Guiding Principles.

  1. The work arrangement is supportive of the residential campus experience. Yes/No 
  2. The work arrangement maintains or enhances service delivery to students, visitors, employees, and stakeholders. Yes/No 
  3. The work arrangement is in alignment with the functions of the position. Yes/No 

If you answer “no” to all three questions, the work arrangement does not support the Future of Work@Iowa Guiding Principles and should not be approved.

When entering a work arrangement package in workflow, supervisors will see a red note at the bottom of the application prompting them to answer the three questions above before they can approve.

Screenshot of section of workflow form instructing employee to upload an attachment
  • Click “edit data” 
  • Scroll down the application 
  • Answer three Future of Work@Iowa Guiding Principle questions 

Senior HR Leader Review 

Senior HR Leaders will receive a notification via email that a workflow package for the work arrangement has been sent to them.  

Business justifications must be captured for all work arrangements. When Senior HR Leaders receive a work arrangement application for an employee in their org, they will be required to select up to 6 pre-defined business justifications before they can approve a package.  

  • When entering a work arrangement package in workflow, Senior HR Leaders will see a red note at the bottom of the application prompting them to add business justification(s) before they can approve. 

  • NOTE: Supervisors also have the ability to click “edit data” and select business justifications, however, they will not have the red bar prompt to remind them. In this scenario, Senior HR Leaders will still need to review the business justification before approving package.

Screenshot of section of workflow form instructing employee to upload an attachment
  • Click “edit data”
  • Scroll down the application
  • Select 1-6 predefined business justifications that apply to the individual arrangement 
Workflow form to select business justification for work arrangement
  • Click "approve"
Workflow approval or denial

Frequently Asked Questions (FAQ's)

The purpose of a Work Arrangement Application is to document:

  • Employee work location(s) and % time spent on campus

  • Schedule outside of standard work hours

  • Technology equipment off campus and technology needs

Documenting ensures that the work arrangement is in alignment with departmental and institutional guidelines and the appropriate approvals required for the work arrangement. It will also serve as a repository for the University of Iowa of information regarding work locations and schedules and a way for organizational units to run reports on the work arrangements of their employees.

You should complete a Work Arrangement Application if you are a University of Iowa Staff member who either:

  1. Works a flexible schedule (designated work hours that differ from standard unit start and stop times, with work performed on or off campus).
  2. Has a work location that is remote (full-time off campus) or hybrid (work performed both on and off campus).

See definitions for flexible schedule, remote and hybrid Work Arrangements at the Future of Work webpage.

Yes – all work arrangements currently in the system are current through June 30, 2022.  In moving out of the pilot stage to a permanent business strategy, all employees will be required to complete a new work arrangement in the system with a start date of July 1, 2022. 

No. The purpose of this form is to capture the regular work arrangement type and location, not exceptions.

Employees will receive an email when the application is approved.  You may check the status of it via your submitted Work Arrangement application in Employee Self-Service. You will also receive a notification if any other action was taken with your form (editing, denial, or voided/removed from workflow).

There is information your supervisor can edit, including start, end, and review dates and a text description of the arrangement.

If the schedule type (flexible or hybrid/remote or location) needs editing, you will need to void the form, and create a new Work Arrangement application. Please contact your HR rep for more specific assistance, or request a form be voided by contacting familyservices@uiowa.edu

After an employee submits the Work Arrangement Application, details about the work schedule or location may be edited by a Supervisor or Senior HR Director while the application is still routing. Items that can be edited include start, end, and review dates and a text description of the arrangement. The schedule (standard or flexible) or work location may not be edited.  

If a change needs to be made that cannot be edited, contact familyservices@uiowa.edu to have the form voided from workflow. Once voided you can create a new one with the correct information.  

Work Arrangements can be time-based or ongoing. In the case an arrangement is expected to be ongoing, no end date needs to be documented on the application. Best practice informs an annual review of the arrangement to ensure its ongoing effectiveness, and so updates can be made as needed. 

Faculty and staff who, for personal reasons, want to work from outside of Iowa will complete a separate request form.

When completing the Work Arrangement application, select "hybrid" for work location and describe the arrangement in the open-ended text box. For example, "Work location is determined by business need. Will come to campus as need arises, and will work remote by default."

While initiators are unable to attach supporting documentation to their own Work Arrangement, approvers are able to do so while the form is still routing. Once routing is complete, approvers are unable to attach items to application. 

You will still need to complete a new work arrangement in the system.  As part of the final report and recommendations, multiple revisions have been added to the self-service work arrangement application.  Employees approved for long-term arrangements during the pilot should leave the end date of the arrangement blank, which a review date of 1 year from effective date.    

Yes – you still need to complete a new work arrangement request in the system.

Given the additional compliance requirements related to tax and employment law, the University has retained an outside consultant to assess and mitigate risk for those employees located and working outside the state of Iowa (domestic = greater than 30 days; international = greater than 14 days).

The initial phase of this engagement is to complete a risk assessment. An updated work arrangement request is required for this process. 

Once a request is approved and dated as effective, it can be discontinued either by the employee or employing unit, according to the University Ops Manual, “with a four-week notice unless an immediate and unanticipated operational need supports the discontinuation upon shorter notice”. 

No action is needed if you are returning to full-time work on campus. 

Best practice informs an annual review of the arrangement to ensure its ongoing effectiveness, and so updates can be made as needed. 

Employees that do not hold a parking permit may pay the hourly rate at public parking facilities or lots with the exception of Hospital Parking Ramps 1, 2, and 4 between 8:30 a.m. and 4:30 p.m. For more information on public parking options, please visit this page.

Employees have the option to purchase a parking permit or pay per visit in a public parking facility. At this point, part-time parking permits are not offered.