Remote Working Policies: Employer's Guide

Remote working is now mainstream. A clear policy helps manage expectations and legal obligations.

Types of Remote Working

Fully Remote

• No regular office attendance
• Work from home or other location
• May attend occasionally for meetings

Hybrid Working

• Split between office and remote
• Fixed days or flexible
• Most common pattern

Occasional Remote

• Primarily office-based
• Remote when needed/agreed
• Ad hoc arrangement

Legal Framework

No Right to Remote Work

No statutory right to work from home.

But:

• Can make flexible working request
• From day one of employment
• Must be considered properly

Flexible Working Process

If employee requests:

• Consider request reasonably
• Consult before refusing
• Decide within 2 months
• Can only refuse for statutory reasons

Equality Considerations

Refusing may discriminate:

• Against disabled workers (reasonable adjustment)
• Against women (childcare)
• Against those with caring responsibilities

Policy Contents

Eligibility

Define who can request:

• All employees or specific roles
• Service requirements (if any)
• Role suitability criteria

Approval Process

How requests are handled:

• Who decides
• Criteria considered
• Timeline
• Appeal process

Working Arrangements

What's agreed:

• Days/hours at home
• Core hours if applicable
• Meeting attendance requirements
• Communication expectations

Equipment

What you provide:

• Laptop/computer
• Monitor
• Chair
• Peripherals
• Or budget for purchase

Expenses

What you cover:

• Broadband contribution
• Utility allowance
• Office supplies
• Travel to office

Health and Safety

Requirements including:

• Workstation assessment
• Equipment standards
• Reporting hazards
• Emergency procedures

Data Protection

Security requirements:

• Device security
• Network security
• Confidentiality
• Paper documents

Performance

How work is monitored:

• Output expectations
• Communication requirements
• Check-in frequency
• Review process

Duration and Review

• Trial periods
• Review points
• Grounds for change
• Return to office procedures

Health and Safety

Your Duties

Same as for office workers:

• Assess risks
• Provide safe equipment
• Protect health and welfare
• Consult with employees

Workstation Assessments

For regular home workers:

• Self-assessment questionnaire
• Provide guidance on set-up
• Address issues identified
• Offer support

What to Assess

• Desk/table suitability
• Chair adequacy
• Screen position
• Lighting
• Temperature
• Electrical safety

Addressing Problems

If assessment reveals issues:

• Provide equipment
• Offer guidance
• Arrange adjustments
• Consider alternatives

Mental Health

Remote working risks:

• Isolation
• Overworking
• Blurred boundaries
• Lack of support

Mitigations:

• Regular contact
• Virtual social events
• Clear working hours
• Accessible support

Equipment

What to Provide

Essential:

• Laptop/computer
• Necessary software
• Communication tools

Consider:

• Monitor
• Keyboard and mouse
• Webcam
• Headset
• Desk (allowance)
• Chair (allowance)

Ownership

• Company owns equipment
• Employee responsible for care
• Return on termination
• Insurance considerations

Support

How you provide:

• IT help desk
• Equipment replacement
• Repair procedures
• Upgrade cycles

Data Protection

Risks

Home working increases risk:

• Shared home environments
• Public WiFi
• Personal devices
• Less secure networks

Requirements

Device security:

• Encryption
• Password protection
• Automatic locking
• Remote wipe capability

Network security:

• VPN for sensitive access
• Secure home WiFi
• Avoid public networks
• Or provide mobile data

Physical security:

• Lockable storage
• Clear desk
• Screen privacy
• Confidential waste

Paper documents:

• Minimise printing
• Secure storage
• Proper disposal
• Return to office

Policy Requirements

Include in policy:

• Acceptable use
• Security requirements
• Breach reporting
• Consequences of failure

Employment Contracts

Updating Terms

If moving to remote/hybrid:

• Amend work location clause
• Clarify expenses
• Update contact requirements
• Confirm equipment provisions

Work Location

Options:

• Home as primary location
• Office with ability to work remotely
• Specific hybrid pattern
• Flexible location clause

Example Clause

"Your normal place of work is your home address. You are required to attend [office address] for meetings, training, and other business requirements as reasonably required, typically [X days per month]. Travel to the office is at your own expense."

Managing Remote Workers

Communication

Establish norms:

• Daily check-ins
• Team meetings
• Communication channels
• Response expectations

Performance

Focus on:

• Outcomes not hours
• Clear objectives
• Regular feedback
• Measurable results

Inclusion

Ensure remote workers:

• Included in meetings
• Receive same information
• Have development opportunities
• Feel part of team

Monitoring

Balance needed:

• Trust employees
• Focus on output
• Avoid excessive surveillance
• Be transparent about monitoring

Expenses and Tax

Employer Payments

Can pay tax-free:

• £6/week (or £26/month) flat rate
• Or actual costs (evidenced)
• Equipment you provide

Employee Claims

If you don't pay, employee can claim:

• Tax relief on £6/week
• Or actual additional costs
• From HMRC directly

Travel Expenses

Clarify:

• Office visits: your expense?
• Client visits: normal rules
• Meetings elsewhere: business travel

International Remote Working

Risks

If employee works abroad:

• Tax implications
• Social security
• Employment law
• Visa requirements
• Permanent establishment

Policy Position

Consider stating:

• Remote working is UK-based
• Overseas working needs approval
• Time limits on overseas working
• Compliance requirements

Short-Term Overseas

If allowing temporarily:

• Maximum period
• Countries permitted
• Tax and legal review
• Written agreement

Hybrid Patterns

Common Patterns

Fixed days:

• E.g., Tuesday-Thursday office
• Clear expectations
• Easy to plan

Minimum days:

• E.g., 2 days minimum
• Flexible which days
• Individual choice

Team coordination:

• Team agrees office days
• Ensures collaboration
• Some flexibility

Role-based:

• Varies by job requirements
• Customer-facing vs others
• Project phases

Challenges

• Coordination
• Hot-desking
• Fairness
• Culture maintenance

Reviewing Arrangements

Trial Periods

Consider:

• 3-6 month trial
• Clear review criteria
• Both parties can end
• Revert to previous pattern

Ongoing Review

Regularly assess:

• Business needs
• Employee preferences
• Performance impact
• Policy effectiveness

Changing Arrangements

If you need to change:

• Genuine business reason
• Proper consultation
• Reasonable notice
• Fair process

Checklist

Policy Development

• Define eligibility criteria
• Clarify approval process
• Set equipment provisions
• Address expenses
• Cover health and safety
• Include data protection
• Explain performance expectations
• Establish review process

Implementation

• Communicate to all staff
• Train managers
• Update contracts where needed
• Provide equipment
• Conduct workstation assessments
• Set up IT support
• Establish communication norms

Ongoing Management

• Regular check-ins with remote workers
• Monitor effectiveness
• Review policy annually
• Address issues promptly
• Gather feedback
• Adapt as needed