Flexible Work Arrangements
Apply Online
The Flexwork application has been converted to an online format. Flexwork for benefit-eligible employees may now be requested and reviewed through Softdocs.
If you are currently on flexwork, you will receive guidance on moving to the new format next time your arrangement comes up for renewal.
NOTE: Temporary employees currently cannot apply for flexwork through Softdocs. If you are in a temporary position, please email hr-communications@uidaho.edu for guidance.
- Submit the flexible work arrangement request form.
- If your flexwork arrangement includes international travel, you must also register your travel through the International Programs Office. Please forward your confirmation email from IPO to hr-communications@uidaho.edu to confirm that your travel has been registered.
- HR will review the form and confirm that a flexwork arrangement is required in your situation. If you are on an international visa, your application may also be reviewed by the International Programs Office to ensure that you will remain in compliance with the work requirements of your visa if your arrangement is approved.
- Your flexwork application will be reviewed by your supervisor and unit/university leadership as appropriate.
- You will receive a notification from etrieve@uidaho.edu when your arrangement has been approved or denied.
- Please note: while Human Resources facilitates the flexwork process, they do not approve or deny your request. Approval authority rests with the Vice President, Provost or President of your unit.
- The employee will begin the process by filling out the flexible work arrangement form.
- HR will review the form to make sure the flexwork process is required. If so, the application will be forwarded to you in Softdocs.
- You will receive an automated email from etrieve@uidaho.edu with a direct link to the form. You can also log in to Softdocs at https://uidahocentral.etrieve.cloud/ and select Inbox in the left navigation to find it. You will be asked to add information about how your unit will be affected by the request and to approve or deny the request.
- If you deny the request, no further review is needed. The employee will receive an automatic notification with the reason their application has been denied. If you approve the request, you will route the application within Softdocs to the next reviewer (usually your supervisor or their proxy). Softdocs will autofill the next-level supervisor as the next reviewer by default, but you can edit the name and email address if needed for your unit's review process.
- Forms will be routed up the supervisory chain until they reach the office of your unit's Vice President, Provost or President.
- Please note: while Human Resources facilitates the flexwork process, they do not approve or deny requests. Approval authority rests with the Vice President, Provost or President of the employee's unit.
University of Idaho defines flexwork as a change of work location or work schedule from that originally assigned when the original assignment can be accomplished differently in order for the employee to perform University business, programs or purposes including work locations outside of the United States (see FSH 3250).
Employees must apply for a flexible work (flexwork) arrangement when they have personal reasons to work remotely and/or work a schedule other than their regular work assignment for a period longer than two weeks. When the flexwork arrangement includes international travel, employees must apply regardless of the duration (even if it is less than two weeks).
Flexwork requests include an application from the employee and an assessment of the ways in which the request supports the business needs of the institution. This assessment is done by the employee’s supervisory chain.
Faculty appointments have a degree of flexibility, given the nature of research/service activities and the variability of faculty work schedules. However, faculty should still request flexwork for significant schedule or location changes lasting longer than two weeks during the academic year. Faculty should consult their unit administrator and dean for guidance about flexwork relative to their appointment and position duties.
Teaching Assistants are not eligible for flexwork.
A flexwork arrangement is NOT required:
- If the request is non-international and for less than two weeks. Direct supervisors can approve flexible hours/remote work for up to two weeks at their discretion.
- If a position is permanently remote or located outside of a U of I location (for example, an out-of-state recruiter position).
- For work travel, such as attending conferences, conducting research or leading student trips.
Duration
An employee can request flexwork for up to six months at a time. If the arrangement is approved, the employee will receive a notification when it expiries and will have the opportunity to request a renewal.
International Flexwork
Starting July 1, 2024, employees applying for international flexwork will be considered to be on University International Travel as defined in APM 70.23, and therefore will also be required to register their travel through the International Programs Office's International Travel Registry. Being on University International Travel offers additional protections for the employee if work-related problems (e.g., the theft of university property) arise while abroad.
Due to international immigration restrictions, there may be limitations on the availability of flexwork for employees who are in the United States on certain visas.
Child or Elder Care Situations
Following direction from the State of Idaho, flexwork arrangements cannot be used for an employee to provide child or elder care during scheduled work hours. Flexwork requests can be made to adjust your scheduled work hours so you can provide care outside of your work time. To do this, you will need to complete an attestation when you submit your request affirming that your work responsibilities will not overlap with the care responsibilities and your application will need to document your proposed work schedule.
If you need to provide elder or child care during your work hours, please consult with Human Resources about appropriate leave options to support your situation.
Medical Situations
Please note: If you are considering a flexwork arrangement for medical reasons (either your own or those of a family member), you may benefit from applying for Family and Medical Leave instead of or in addition to flexwork.