Flexible Work

I. Scope:

This policy applies to all Employees.

II. Policy Statement:

George Mason University recognizes the value of Flexible Work options to Employees and the university; however, Flexible Work is not an employment benefit and may not be suitable for all Employees and/or positions. All Flexible Work must comply with the guidelines in the procedures for the applicable Employee classification. International Remote Work must comply with additional requirements for international work as outlined in the procedures.

No Employee is entitled to or guaranteed the opportunity to utilize a Flexible Work option, and either Employee or their supervisor may terminate an existing Flexible Work Agreement at any time, except that an Employee may not terminate Flexible Work if required by the university based on business needs. The university may establish or terminate Flexible Work as a condition of employment, based on the university’s business needs.

Flexible Work must comply with all applicable federal laws, state laws and state and university regulations, rules, policies, practices, and instructions. Employees engaged in Flexible Work must adhere to all applicable university and/or Department of Human Resource Management policies, rules, practices, and instructions in addition to applicable state and federal tax and employment laws.  An Employee’s compensation and benefits will generally not change because of Flexible Work. There may be impacts to compensation, benefits or tax obligations for any Employee working remotely outside of the Commonwealth of Virginia due to legal or regulatory requirements.

Work performed offsite is considered official state business. Flexible Work duties will be arranged to neither alter the essential job responsibilities nor compromise the level of service provided to the customer, either by the Employee or the department.  Employees shall not act as primary caregivers for dependents during the agreed upon telework work hours.

Employees and departments utilizing Flexible Work arrangements are required to complete all applicable Flexible Work Agreements as outlined in the procedures. All Flexible Work Agreements are valid for a maximum of 12 months and must be renewed annually. The specific agreement form(s) required shall be determined by the Employee’s classification, alternative site location, and the type of Flexible Work arrangement requested. An approved Flexible Work Agreement must be on file with Human Resources before an employee begins any Flexible Work Arrangement. New Employees are provided a two-week grace period to gain access to systems that allow submission of Flexible Work Agreements.

III. Definitions:

Employees: All faculty, staff, and student employee classifications

Flexible Work: Any combination of work schedules which include one or more of the following: fully remote work, hybrid telework, compressed schedules or flextime options. Refer to the Flexible Work procedures document for further details on flexible work types.

Flexible Work Agreement: The written agreement that details the terms and conditions of an employee’s use of flexible work. Refer to the Flexible Work Procedures document for further details on flexible work agreement types.

International Remote Work: Any work on behalf of George Mason University outside the United States, including, but not limited to, work trips and permanent relocation.

IV. Responsibilities:

1. The Vice President of Human Resources and Chief Human Resources Officer is responsible for the administration, implementation, and interpretation of the Flexible Work Policy.
2. Human Resources:
   1. In coordination with units/departments, identify positions that are eligible and ineligible for Flexible Work.
   2. In coordination with units/departments and Fiscal Services, audit and maintain records of all Flexible Work Agreements to ensure compliance with all university and Department of Human Resource Management policies, including applicable state and federal tax and employment laws.
   3. Provide training and guidance on the application of the Flexible Work Policy and procedures, as well as maintaining all forms and documentation on the Human Resources Flexible Work website.

3. Heads of Departments and Supervisors:
   1. Responsible for allowing the use of Flexible Work options in an unbiased manner that optimizes operations and supports employee engagement and work life balance.
   2. Responsible for assuring approved Flexible Work arrangements are within the scope of this policy and are completed and on file with Human Resources prior to employees working from an alternative work site. New Employees are provided a two-week grace period to gain access to systems that allow submission of telework forms. Also responsible for managing Employee compliance with the requirements of the policy and reviewing Flexible Work Agreements for alignment with policy requirements.
   3. All costs associated with an approved Flexible Work arrangement shall be the responsibility of the requesting department or unit. The University does not centrally fund costs arising from department-specific Flexible Work arrangements.
   4. Supervisors with Employees requesting International Remote Work must have all required documentation submitted and approved at least 90 days before the intended start date. International Remote Work must receive appropriate workflow approvals prior to the Employee beginning any duties under the arrangement.
   5. Supervisors will require that Employees who are working from an alternate work site do not take restricted access materials from the office without the written consent of their supervisor.
   6. Provide university equipment and computers necessary for each Employees’ Flexible Work needs. Units/Departments are responsible for transporting equipment and materials, including computers, to the Employee’s alternative work site, as well as paying for any necessary repairs or service.
   7. Units/departments must monitor payroll, benefits, and tax implications of fully remote work Employees to ensure compliance. Working outside of the Commonwealth of Virginia may require payroll and benefits adjustments.
   8. Each position description will be evaluated by the Employee’s supervisor for eligibility of Flexible Work. Supervisors must submit supporting statements and approve all Flexible Work Agreements.

4. Employees:
   1. Complete all required Flexible Work Agreements, with appropriate level of approvals, prior to working from an alternative site location. New Employees are provided a two-week grace period to gain access to systems that allow submission of telework forms.
   2. Employees requesting an International Remote Work arrangement must submit all required documentation at least 90 days before the intended start date. International Remote Work must receive appropriate workflow approvals prior to the Employee beginning any duties under the arrangement.
   3. Employees requesting out-of-state remote work must submit all required documentation and receive workflow approvals prior to the Employee beginning any duties under the arrangement.
   4. Communicate changes in Flexible Work location and submit required documentation at least 30 days in advance, if the new work location is outside of Virginia.
   5. Complete and submit new tax withholding paperwork.

5. Tax Department
   1. Review remote work requests for Employees traveling or requesting relocation internationally.
   2. Assess taxation impacts to George Mason University
   3. Inform Employees that all international tax obligations are their responsibility
   4. Coordinate with Employer of Record, Human Resources, Employee’s supervisor, and the unit HR Liaison
   5. Coordinate with unit and Employer of Record to review and agree upon cost impacts.

V. Compliance:

1. 1. Employees and departments utilizing Flexible Work arrangements are required to complete all applicable Flexible Work Agreements. The specific agreement form(s) required shall be determined by the Employee’s classification, alternative site location, and the type of Flexible Work arrangement requested. Failure to complete required paperwork may result in termination of Flexible Work and/or disciplinary action.
   2. Failure to follow policies, rules and practices may result in termination of Flexible Work and/or disciplinary action.

VI. Timetable for Review:

This Policy shall be reviewed and revised triennially.

VII. Amendments:

Amendments will be approved by the Senior Vice President and Chief Operating Officer and the Executive Vice President and Provost.

VIII. Dates:

This policy became effective July 2, 2022.
Revision Date: January 27, 2023
Revision Date: March 12, 2024
Revision approved: September 23, 2025
Procedures updated: December 18, 2025
Revision approved: July 21, 2026