Who is this for?
This content is designed for participants in Anti Entropy's SparkWell fiscal sponsorship program. While some context will be specific to SparkWell and may need more context, we've made these resources public because they may, nevertheless, be useful to others who may be founding or building an organization.
1. About this Policy
1.1. The Organization is generally flexible about working hours and locations for all employees, so long as it's feasible for you to carry out your job duties.
1.2. Full-time employment is based on a 40-hour workweek. Part-time employment is any regular schedule of less than 40 hours per week as agreed with your supervisor.
1.3. This policy does not form part of any employee's employment contract, and we may amend it at any time.
1.4. Important Note: Employees who are contracted under an Employer of Record (EOR), such as Deel, will need to follow the policies of the EOR provider and, where they differ, the EOR policy takes precedence.
2. Working Hours
2.1. Setting Your Schedule
2.1.1. Discuss and agree on your working patterns with your supervisor. If you want to make any significant changes, discuss these with your supervisor in advance.
2.1.2. The days and hours that you work depend on your role, contracted hours, and the needs of the Organization, and will always be at management's discretion.
2.2. Core Hours
2.2.1. Your supervisor may establish core hours (specific times when all team members should be available for meetings and collaboration) based on your team's needs. If core hours are required for your role, your supervisor will communicate these expectations clearly.
2.2.2. Some core hours may be outside of normal business hours due to the global nature of the Organization. You may "exchange" hours when this is the case (start work one hour later, for example, if you are asked to attend a one-hour evening meeting), so long as this is authorized in advance by your supervisor.
2.3. Schedule Changes and Extended Hours
2.3.1. You may need to work longer hours, or work on weekends or holidays at times, at the request of management. Any necessary deviation from your typical schedule shall be communicated to you by management as soon as reasonably practical.
2.3.2. Overtime: Non-exempt employees who work more than 40 hours in a workweek will be compensated for overtime in accordance with applicable federal and state law. Exempt employees are not eligible for overtime pay. All overtime must be approved in advance by your supervisor.
2.4. Tracking Your Time and Availability
2.4.1. If you're traveling, ill, or otherwise absent, record this in our HR platform (Deel) and inform your supervisor.
2.4.2. If you have hard limits on your working schedule, let your colleagues know so they can plan ahead.
2.4.3. You should keep your working hours up to date on your Google calendar: Open Google Calendar > Settings > General > Working hours and location.
3. Remote Work
3.1. Definition and Eligibility
3.1.1. Remote work (also called telecommuting or working from home) is a work arrangement where you perform your job duties from a location other than the Organization's office, typically from your home or another approved remote location.
3.1.2. All requests for remote work must be submitted in advance to your supervisor and approved prior to commencement of remote work, unless previously agreed upon at your time of hire.
3.2. Work Expectations
3.2.1. Remote work is not an opportunity to perform household duties, care for children or other dependents, or attend to other personal business. You must use Vacation, Paid Sick Leave, Family & Medical Leave, or Unpaid Leave for absences from work for childcare, personal business, illness, etc.
3.2.2. You will be responsible for keeping your supervisor informed about your work status.
3.2.3. You must work with your supervisor to accommodate on-site meetings or training as required by your role.
3.2.4. You must accurately report all time worked, no matter the work location. The Organization reserves the right to audit all time reported.
3.3. Location Changes and Reporting Requirements
3.3.1. Permanent Address Changes: You must notify your supervisor within 5 business days if you permanently relocate to a new address.
3.3.2. Temporary Relocations: If you plan to work remotely from a location other than your registered home address for more than 30 consecutive days, you must notify your supervisor and receive approval in advance.
3.3.3. Travel: Short-term travel and temporary location changes of less than 30 days do not require advance approval, but you should inform your supervisor of your location if it may affect your work schedule or availability.
3.3.4. Important: Failure to properly report address changes could result in disciplinary action, up to and including termination, as it may affect tax withholding, legal compliance, and insurance coverage.
3.4. Modification or Termination of Remote Work
3.4.1. If at any time the Organization does not wish to continue a remote working arrangement for whatever reason, the Organization may inform you of such decision. The Organization will make all such decisions on a case-by-case basis and will take into account your personal circumstances.
4. Equipment and Technology
4.1. Equipment Provision
4.1.1. You must ensure you have the proper IT equipment and technology to perform your job duties from a remote location.
4.1.2. If approved to participate in the remote workplace program, equipment (e.g., monitor, docking station, keyboard, mouse, headset, etc.) may be requested following existing procedures. Contact your supervisor for information on requesting equipment.
4.2. Equipment Responsibilities
4.2.1. Organization-provided equipment will be covered by the Organization's insurance policy, subject to that policy's terms.
4.2.2. You must check any lease, tenancy agreement, mortgage, and/or buildings and contents insurance, as permissions may be needed for you to work remotely. It is your responsibility to apply for and secure any necessary authorizations and to inform the Organization of any difficulties or concerns.
4.2.3. You agree to operate Organization-provided equipment in accordance with applicable manufacturer's specifications and instructions and to use the equipment for business purposes only.
4.2.4. You may not move equipment from your designated remote work location without the express written consent of the Organization.
4.2.5. Upon termination of employment or cessation of your remote work arrangement, you must return all Organization-provided equipment in good working condition.
4.3. Monitoring
4.3.1. You agree that you have no expectation of privacy for activities conducted during paid work time or on the Organization's equipment and understand that the Organization may monitor your use of its equipment remotely.
5. Remote Work Stipends and Reimbursement
5.1. Stipends
5.1.1. The Organization may provide stipends to support remote work setup and ongoing expenses. Specific stipend amounts and eligibility will be communicated to eligible employees by their supervisor. Stipend programs (if offered) may include:
- One-time setup stipend: For initial home office equipment (monitor, chair, desk accessories, etc.)
- Monthly recurring stipend: For ongoing costs such as internet, utilities, or office supplies
5.1.2. Stipends are provided at the Organization's discretion and may be modified or discontinued at any time.
5.2. Reimbursement
5.2.1. No additional expenses are covered under the remote workplace program other than provided stipends (if any).
5.2.2. Expenses incurred by you that are not covered by stipends are generally not eligible for reimbursement (e.g., internet expenses).
5.2.3. If you have a legitimate business expense not covered by provided stipends (e.g., specialized office supplies required for your role), you must get approval from your supervisor, and it will be subject to the Organization's Expenses policy.
5.2.4. You cannot submit mileage and/or meal charges in connection with travel to/from a remote work location to an on-site facility within your local area of employment.
5.2.5. Retroactive payments for stipends are not permitted (i.e., backdated payments will not be possible for any period prior to when you enrolled in the remote workplace program).
6. Tax Implications
8.1. You are responsible for determining any income tax implications related to home office deductions or business use of your home. The Organization will not provide tax guidance, nor will it assume any tax liabilities related to your home office setup. We recommend consulting with a tax professional if you have questions about potential deductions.
7. Roles and Responsibilities
7.1. Employee Responsibilities
7.1.1. All employees are responsible for understanding and adhering to this policy.
7.2. Supervisor Responsibilities
7.2.1. Supervisors are responsible for:
- Enforcing this policy within their workgroups
- Aligning any allowances stipulated in the program to the policy
- Ensuring funding/spending is controlled within respective business budgets
- Ensuring ongoing compliance with the guidelines of the policy