Remote Work Policy

Policy governing remote and hybrid work arrangements. Covers eligibility, equipment provisioning, security expectations, communication standards, performance management, and home-office safety.

Purpose

• This policy establishes standards for remote and hybrid work arrangements so the company can support business continuity, employee flexibility, data security, productivity, and compliance with applicable employment laws. The policy is intended to provide clear expectations for eligibility, approval, equipment use, communication, timekeeping, performance management, and home-office safety.

Scope

• This policy applies to all employees and, where stated, contractors who are approved to perform work remotely or in a hybrid arrangement. It applies to both full-time and part-time arrangements unless a separate written agreement states otherwise. **Jurisdictional notes:** - **California employees:** remote work arrangements must be reviewed for wage statement, expense reimbursement, meal/rest break, and timekeeping compliance, including Labor Code section 2802 where applicable. - **New York employees:** managers must ensure timekeeping and expense practices comply with applicable wage-and-hour rules. - **Washington employees:** paid sick leave and other leave rights continue to apply when an employee works remotely. - **Illinois employees:** scheduling and rest requirements may apply depending on role and location. Nothing in this policy limits rights protected by the NLRA, FMLA, ADA, or any applicable state or local law.

Eligibility and Approval

• Remote or hybrid work is a privilege subject to business needs, role requirements, performance, and manager approval. Eligibility is based on whether the role can be performed effectively off-site without reducing service quality, confidentiality, collaboration, or safety. Approval criteria include: 1. The employee can perform the essential functions of the role remotely. 2. The employee has demonstrated satisfactory performance and attendance. 3. The employee can maintain required communication and responsiveness standards. 4. The employee has an appropriate workspace and reliable internet access. 5. The arrangement does not create undue operational, legal, or security risk. The company may approve, deny, modify, suspend, or end a remote or hybrid arrangement at any time based on business needs, performance concerns, security issues, or policy violations. Requests for remote work as a reasonable accommodation will be handled through the interactive process and evaluated separately from ordinary eligibility decisions.

Work Schedule, Availability, and Timekeeping

• Remote employees must work the schedule approved by their manager and remain reachable during designated core hours unless otherwise approved. Employees must: - Record all hours worked accurately and contemporaneously. - Obtain advance approval before working overtime when required by manager instructions and company procedure. - Take all required meal and rest breaks in accordance with applicable law and company policy. - Report missed punches, schedule changes, and off-the-clock work immediately. **FLSA compliance:** Non-exempt employees must record all time worked, including work performed outside scheduled hours, and may not volunteer unpaid work. Managers may not discourage accurate time reporting or permit off-the-clock work. Employees are responsible for notifying their manager when they are unavailable during normal working hours due to appointments, caregiving, or other personal obligations.

Equipment, Expenses, and Workspace Setup

• The company will determine what equipment is provided for remote work, which may include a laptop, monitor, keyboard, mouse, headset, and approved software. Employees must: - Use company-issued equipment for company work unless an exception is approved in writing. - Protect equipment from loss, theft, and unauthorized access. - Return company property promptly upon request or separation from employment. - Use only approved reimbursement processes for eligible business expenses. Employees are responsible for maintaining a safe, quiet, and professional workspace with adequate lighting, ventilation, and internet connectivity. **California employees:** expense reimbursement rules may require reimbursement for necessary business expenses, including a reasonable share of internet, phone, and home-office costs, when required by law. The company may inspect or request documentation related to company-owned equipment, inventory, or reimbursement claims, subject to applicable privacy and labor laws.

Information Security, Privacy, and Confidentiality

• Remote workers must follow all company security policies and use approved security controls, including multi-factor authentication, VPN or other approved network access, screen locking, and secure storage of documents. Employees must: - Prevent unauthorized viewing of company data, customer data, and personal information. - Avoid using public Wi-Fi for sensitive work unless protected by company-approved security tools. - Not print, store, or dispose of confidential information in a way that creates risk. - Report lost devices, suspected phishing, malware, data exposure, or unauthorized access immediately. Employees may not record meetings, share credentials, or use personal accounts for company business unless expressly authorized. If the employee handles personal data, the employee must follow applicable privacy requirements, including GDPR or CCPA/CPRA obligations where relevant.

Communication and Collaboration Standards

• Remote employees must maintain professional, timely, and reliable communication with managers, coworkers, customers, and vendors. Minimum expectations include: - Responding to messages within the timeframe set by the team or manager. - Attending required meetings on time and prepared. - Updating calendars and status indicators accurately. - Using approved collaboration tools for work-related communication. - Escalating blockers, risks, and customer issues promptly. Managers should establish clear meeting cadences, response-time expectations, and documentation practices for remote and hybrid teams. Employees must not use remote work to avoid collaboration, supervision, or required team participation.

Performance Management and Conduct

• Remote and hybrid employees are held to the same performance, conduct, and productivity standards as on-site employees. Performance will be evaluated based on objective measures such as quality, timeliness, responsiveness, attendance, customer service, and completion of assigned work. If performance concerns arise, the manager may use coaching, a documented warning, or a PIP before or instead of changing the work arrangement, depending on the severity of the issue. The company may require more frequent check-ins, additional documentation, or a return to the office if performance, communication, or reliability declines. Nothing in this policy limits protected concerted activity under NLRA Section 7, leave rights under FMLA, or rights to request a reasonable accommodation under the ADA.

Home-Office Safety and Incident Reporting

• Employees must maintain a home workspace that is reasonably safe and free from obvious hazards. Employees should: - Keep walkways clear and cords secured. - Use stable furniture and ergonomic setups where practical. - Ensure smoke detectors and electrical outlets are in working order. - Avoid unsafe lifting, stacking, or equipment placement. - Report work-related injuries, illnesses, or incidents immediately, even if they occur at home. The company may request information needed to investigate a work-related incident and determine whether workers' compensation or other reporting obligations apply. Employees are responsible for promptly reporting any condition that makes the home workspace unsafe or unsuitable for work.

Exceptions, Accommodation Requests, and Jurisdictional Carve-Outs

• Exceptions to this policy must be approved in writing by HR or another designated authority. Requests for exceptions based on disability, pregnancy-related limitations, religion, or other protected reasons will be reviewed through the appropriate interactive process or other legally required process. **California employees:** any accommodation, expense, meal/rest break, or timekeeping exception must be reviewed for California-specific compliance. **New York employees:** whistleblower protections under NY Labor Law section 740 prohibit retaliation for protected reporting. **Illinois employees:** rest-day and scheduling requirements must be considered where applicable. The company will not retaliate against employees for requesting accommodation, reporting safety concerns, raising wage-and-hour concerns, or engaging in other protected activity.

Compliance, Violations, and Discipline

• Violations of this policy may result in corrective action up to and including revocation of remote-work privileges, written warning, final warning, PIP, suspension, or termination, depending on the circumstances. Examples of violations include: - Failing to accurately record time worked. - Sharing credentials or mishandling confidential data. - Repeated unavailability during required work hours. - Misusing equipment or reimbursement funds. - Ignoring safety or incident-reporting requirements. The company will apply this policy consistently and in a manner that does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic.

Roles and Responsibilities

• **Employees / policy holders** must comply with schedule, timekeeping, security, safety, and communication requirements and immediately report issues affecting work performance or safety. **Managers** must approve or deny requests based on business needs, monitor performance fairly, ensure accurate timekeeping for non-exempt staff, and escalate policy violations. **HR** must review accommodation requests, maintain policy records, support disciplinary actions, and coordinate legal or jurisdiction-specific reviews. **IT / Security** must provide approved tools, access controls, device management, and incident response support. **Legal / Compliance** must review state-specific overlays, privacy obligations, and any changes in applicable law.

Review and Revision

• This policy will be reviewed at least annually and updated as needed to reflect changes in business operations, technology, and applicable law. The company may revise, suspend, or withdraw this policy at any time, with or without notice, to the extent permitted by law.