At Georgia Tech, we are committed to developing leaders who advance technology and improve the human condition. Acquiring top talent who will bring that mission to life is essential to our workforce. Candidates are now considering work flexibility as a part of their employment search. Our flexible work arrangements allow Georgia Tech to remain competitive in today’s job market and recruit top talent. As hiring managers are considering posting new positions with flexible work arrangement options, we encourage you to consult the advice below. In addition, please reference our Hiring Talent site for step-by-step instructions and best practices using the OneUSG Manager Self Service platform.
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Job Posting
Meeting students’ needs and institutional priorities should be the primary considerations of any hiring manager as they are determining the flexible work options available for new positions. Fully remote and flexible work arrangement positions are both available at Georgia Tech, but must be agreed upon by a unit’s leadership and meet the organizational needs of the department. Prior to posting a position, the hiring manager should consider the following:
- Does the job require any face-to-face interaction with co-workers or customers?
- Does the job require hands-on contact with any on-site resources?
- Will the employee be required to attend meetings in-person?
- Will the employee be assigned a hybrid schedule?
- Will teleworking impact the department’s ability to effectively execute on the business objectives?
- Will the employee be required to change locations?
- Will the offsite work present security issues?
If the answer to any of the above is “yes,” the position is not suitable for a fully remote position; however, can be suitable for a flexible work arrangements position, if desired. Please review the chart below for a few key differences in the two types of positions:
Fully Remote Position
- Hired to work 100% from a remote work location.
- No expectation for the individual to come to campus/CCRF/Field Office unless specified during the hiring process.
- Has the ability to establish a flexible work agreement.
- If the remote arrangement is to the benefit of Georgia Tech, work related travel expenses are reimbursable.
- If the remote arrangement is to the benefit of the employee, work related travel expenses are not reimbursable.
In-Person/Flexwork Arrangement Position
- Hired to work from a campus/CCRF/Field Office location.
- Has the expectation to come to campus/CCRF/Field Office under certain circumstances.
- Has the ability to establish a flexible work agreement.
- 12-month agreement that is reviewed annually.
Once a hiring manager determines the level of flexibility within their position, they should inform their Talent Consultant of their intent for the position. The Talent Consultant will then add the following language into the job posting:
- Fully Remote Eligible Statement: This position is fully remote eligible.
- Flexible Work Arrangements Eligible Statement: Opportunities for flexible work arrangements may be available for this position.
Please note, language regarding the nature of the remote or flexible work arrangement will only be outlined in the job posting or within the flexible work arrangement agreement form – it will not be included in the offer letter. Once prospective candidates enter the interview process, it is the responsibility of the hiring manager or hiring manager’s designee to discuss additional details regarding the desired arrangement.
Interview Process
The hiring manager or their designee should discuss remote or flexible work arrangements during the initial interview with perspective candidates. In both scenarios, hiring managers should follow our guiding principles and discuss expectations with each prospective candidate prior to making any final job offers. Just as people leaders establish guidelines with existing employees, hiring managers can consult our Setting Remote Employees Up for Success to get a sense of what items should be discussed in the interview (e.g., expectations regarding performance, work hours, start date of the agreement, equipment availability, etc.). In addition, hiring managers should discuss the following topics specific to the type of position:
Fully Remote Position
- If a fully remote employee works outside the state of Georgia, they must indicate the state from which they will perform the work so Georgia Tech can properly evaluate whether the Institute will take on additional tax and unemployment insurance responsibilities. In addition, each state has their own form and regulations related to employee withholding. Therefore, the candidate needs to understand any tax implications prior to moving forward with the hiring process. Even if the employee is working remotely from a state that does not require withholding, the state may require employer taxes associated with unemployment or disability. Not notifying Georgia Tech of the remote location puts the Institute at risk and subject to penalties and interest. Additionally, many states have unique pay and department of labor rules that must be adhered to.
- If there is a commitment that requires mandatory on-campus attendance, include this expectation in the job posting and discuss it in further detail during the initial interview.
- Travel and conference expectations should also be discussed. In general, if the remote arrangement is to the benefit of Georgia Tech, work related travel expenses are reimbursable. If the remote arrangement is to the benefit of the employee, work related travel expenses are not reimbursable. Additional guidance can be found at the State of Georgia Accounting Office.
- Necessary equipment (computer, phone, printer, etc.) will be shipped to the candidate at Georgia Tech’s expense; however, it is the responsibility of the employee to have appropriate broadband WiFi Internet network speed and connection at their remote location.
- Particularly for those working remotely out-of-state, it should be outlined in writing what hours the candidate is expected to maintain. For example, if they live in California, must they be available during Eastern Standard Time (EST) or Pacific Standard Time (PST) work hours?
Flexwork Arrangements Eligible Position
- When discussing job duties, hiring managers should outline what flexible work arrangements exist for the position and when they expect them to begin.
- Flexible work arrangements can start at any time deemed appropriate by the hiring manager – employees no longer need to wait until their six-month probationary period has passed. However, hiring managers must create standardized processes in determining when employees are able to begin their flexible work arrangements and remain consistent in that approach for each new position.
- Reimbursement for travel and conference expenses remains the same for employees in a flexible environment. Mileage reimbursement is based on an employee’s work location, which is the official work location indicated in the employee’s OneUSG Connect profile (normally Georgia Tech location for positions engaging in flexible work arrangements). For additional guidance, candidates may also visit the State of Georgia Accounting Office.
- As with any flexible work arrangement, the opportunity can end at any time. Hiring managers should communicate performance expectations and outline situations in which the arrangement can be terminated during this phase of the hiring process.