Questions and Answers on the 
Treasury Board of Canada Secretariat
Policy on Telework

1.	What is telework?
Telework involves the authorization for an employee to perform the duties of his or her position, which are ordinarily performed at the employee’s designated workplace at an alternative location, usually the employee’s home.
2.	Part of an employee’s duties is to go out and meet with clients at their workplace, is this teleworking and would the Treasury Board Travel Directive apply?
No, a client’s workplace is not considered a telework place. If an employee were required to report to a location away from their telework place or their designated workplace to attend meetings with clients, the Treasury Board Travel Directive would apply.
3.	What are some of the potential advantages of telework?
There are many advantages of telework for the employer, employees and Canadians in general.
For the employer: 
•	improvements in employee productivity
•	reduced absenteeism
•	less disruption during bad weather and other emergencies
•	potential savings on facility costs
•	higher levels of employee satisfaction and motivation
•	competitive edge for attracting and retaining highly skilled individuals
•	ability to accommodate employees with disabilities

For the employee:
•	greater flexibility and improved quality of life (more relaxed and quieter environment, and less interruptions)
•	decreased work-related expenses
•	less commuting time
•	less stress
•	higher morale
•	ability to capitalize on personal peak productivity periods
•	increased physical comfort
For Canadians in general:
•	reduces commuting trips and therefore reduction in traffic congestion
•	reduces fossil fuel emissions, conserves energy, and benefits the environment by reducing air pollution
•	reduces road construction and repair costs
•	provides a flexible work option to accommodate current or potential employees with disabilities
•	reduces problems related to care of the elderly and “latch-key” children
•	reduces crime if homes are not empty during working hours
4.	What are some of the potential disadvantages of telework?
While the advantages outweigh the disadvantages, there is however some potential disadvantages for the employer, employee and Canadians in general.
For the employer:
•	possible loss of direct management of employees
•	possible concerns about public perception
•	potential for distraction leading to decline in work output
For the employee:
•	isolation and reduced social interaction
•	potential increase to home costs
•	not all jobs are suitable for teleworking
For Canadians in general:
•	possible loss of income to private sector firms in city cores (restaurants, stores and parking lots), transportation companies, and automobile-related industries and trades.
5.	Can a telework arrangement be on a part-time or full-time basis?
Yes, telework arrangements can be approved for a full week, part of a week or part of a day.  The arrangement can be for a scheduled ongoing period, or could be for a short-term period to accommodate an employee’s personal situation as long as management has approved it.
6.	How does a manager decide whether or not a telework arrangement should be approved?
All telework decisions should be made in a fair, equitable and transparent manner.  Each request should be dealt with on a case by case basis taking into consideration the operational feasibility (not all jobs are appropriate for teleworking), cost-effectiveness of the arrangement, the employee’s demonstrated work habits and the impact on colleagues.
7.	What jobs are most appropriate for teleworking?
Work suitable for telecommuting depends on job content.  For example, telecommuting may be feasible for work that requires thinking and writing, research, data analysis, or computer programming.  However, work may not be suitable for telecommuting if the employee needs to have extensive face-to-face contact with other employees, clients or the general public or the employee needs frequent access to material that cannot be moved from the designated workplace.
8.	Which employees are best suited for teleworking?
Experience has shown that successful teleworkers are well organized, self–starters who can work independently.  They are results-oriented; have a history of reliable and responsible performance, with a proven track record; and are trustworthy.
9.	The Telework Policy states that the details of the telework arrangement must be discussed and agreed upon between the employee participating in the telework situation and the supervisor.  Does there have to be a written agreement?
What are critical to the success of the telework arrangement is that the details of the arrangement are agreed to and clearly understood by both the teleworker and the manager, and that the terms and conditions of employment are not contravened.  The actual agreement can take many different forms, from a verbal agreement, an e-mail from the supervisor confirming the agreement, to a formal written agreement initiated by either the teleworker or the manager.  The advantage to having a written document is that it serves as a reference point for future use should there be any confusion on what was agreed to in the first place.
10.	How can a teleworker’s productivity be measured?
The teleworker’s productivity should be measured in the same way as when he/she is at his/her normal place of work.  However, managers have their own management style, and for some it will be a challenge to adjust their management style to accommodate telework arrangements.  Management by results rather than visual management is the key.  Managers will also have to develop communication practices which allow them to stay in touch with their employees i.e. greater use of e-mail, telephone and scheduled face to face meetings.
11.	Having the teleworker’s colleagues buy into the telework arrangement is important, how can this be accomplished?
Open and timely communication is key!  It is important for colleagues to understand what telework is, how it will work, what the teleworker’s schedule will be and how the staff can reach the teleworker on teleworking days etc.  Providing an opportunity for colleagues to share any concerns either at a staff meeting or one-on-one with the supervisor can avoid problems at a later date.  On-going monitoring as to how the team is feeling about the telework arrangement will also help.
12.	How can the Telework Policy accommodate employment-related needs for employment equity designated group members?
Accommodation could be made with respect to such areas as customising and providing job accommodation for persons with disabilities or to accommodate cultural and religious needs of other designated group members.

13.	Is it permissible for an employee to combine telework with child or elder care?
Usually no – but it depends on the situation.  It is not recommended because employees must be able to give their full attention to their work during work hours.  Combining telework with the full-time care of children or elders may jeopardise the success of the both.
14.	Can an employee’s hours of work be outside the core hours as outlined in their collective agreement?
No, a telework arrangement must respect all the provisions of the collective agreement.  The employee’s hours of work must be clearly understood and set out at the beginning of the telework arrangement to ensure there is no confusion when other provisions of the collective agreement such as call-back pay, standby pay and overtime are applied.
15.	If an employee is injured while working at the telework place, is he/she covered by Workers’ Compensation?
Under the Government Employees Compensation Act, and consistent with jurisprudence on the subject of workers’ compensation, Public Service employees who are injured in the course of their duties are to be compensated for their work-related illnesses or injuries.  This applies whether the illness or injury takes place at the employer’s designated workplace or at any other agreed location, including the employee’s home.  This is consistent with the Canada Labour Code, which defines the “work place” as any place where an employee is engaged in work for the employer, and this can include an employee’s home.  The employee must bring any accident or injury occurring in a telework situation to the immediate attention of the supervisor.
16.	Will teleworkers be entitled to the Isolated Post Allowance?
A telework arrangement in itself will not give rise to compensation for isolated post allowances.  Employees who telework will be considered to be working at the designated workplace (the employee’s designated workplace or business address is the location at or from which an employee ordinarily performs the duties of his or her position, not the teleworkplace.)  The Isolated Posts Directive (IPD) will apply to teleworkers if the designated workplace is in a location that is or would qualify as an isolated post as per the criteria outlined in Part V and Appendix H of that Directive.

17. a)	The Policy indicates that employees are responsible for the costs of maintaining the teleworkplace.  Can teleworkers therefore deduct these expenses from their employment income for income tax purposes?
Depending on the situation, and provided certain conditions are met, teleworkers may be able to deduct certain expenses from their employment income for income tax purposes.  Due to the complexity of the Income Tax Act and the fact that each telework situation is unique, employees should contact the Canada Customs and Revenue Agency (CCRA) (previously known as Revenue Canada) for further advice.  Telephone enquiry numbers and other information can be found on their web-site at www.rc.gc.ca.
17. b)	To determine whether an employee is entitled to a deduction under the Income Tax Act, the Canada Customs and Revenue Agency (CCRA) requires a person to file a prescribed CCRA form with their income tax returns (currently the name of the form is T2200 “Declaration of Conditions of Employment”).  Should managers sign this form when asked by employees?
Managers who are asked by formally approved teleworkers to complete and sign this declaration are advised to do so.  This form does not ask managers to certify whether an employee meets the criteria established by the Income Tax Act.  Rather, in signing, managers would merely certify that teleworkers are required to provide work spaces in their homes and are required to pay for certain additional costs involved in providing this space.
18.	Is a telework employee responsible for the loss or damage of crown-owned equipment at the teleworkplace?
No, the employee is not normally responsible for the replacement of lost or damaged Crown-owned equipment at the telework place unless an intentional omission or commission of any act amounting to a wrongful act or negligence caused the loss or damage.
19.	Will the employee have to buy additional insurance to work at home?
No, employees are not expected to carry extra insurance but if the employee’s normal insurance covers the lost item, it is expected that the government will recover its loss.
However, employees should review their home insurance policies, since the use of the home as an office and any equipment owned by the employee may not be covered by existing home policies.  Any increase in home insurance coverage as a result of a telework arrangement is the responsibility of the employee.
20.	If an employee who teleworks is required to return from their teleworkplace to their designated workplace are they entitled to claim kilometres or other travel related expenses (e.g. parking, meals, etc.)?
No, employees who telework and are required to return from their telework location to the designated workplace must be prepared to do so at their own expense and on their own time, (e.g. paying for transportation and parking costs).
21.	Should an employee be reimbursed for long-distance telephone charges resulting from the telework arrangement?
Long-distance telephone charges resulting from a telework arrangement are subject to normal employer approval procedures and once approved is the responsibility of the employer.
22.	What are the employee and employer’s Occupational Safety and Health responsibilities under a telework arrangement?
Employer Responsibilities
Under the current version of Part II of the Canada Labour Code the employer has a general duty (Section 124) to ensure that the safety and health of every person employed by the employer is protected.  With respect to telework, the employer is required to take whatever action is required to demonstrate due diligence.  That is the employer is responsible for ensuring the employee knows and understands what is involved in telework and given guidance on the practical considerations of telework, where it is considered appropriate or necessary.  This should include giving guidance on how to establish a safe and ergonomic working environment and adequacy of work station and facilities (keyboard placement and wrist support, type of chair and chair adjustments, proper lighting, availability of first aid supplies etc.).
Section 125 of the Canada Labour Code lists a number of specific employer duties, however, these only apply to workplaces controlled by the employer.  Similarly, the powers of Safety and Health Committees (Section 135) and those of HRDC-Labour Safety Officers (Section 141) only apply to workplaces controlled by the employer.
Telework places such as employees’ homes are not workplaces controlled by the employer.

Employee responsibilities
Duties of employees are outlined under Section 126 of the Canada Labour Code and apply while at work and are not restricted to workplaces controlled by the employer.  As such, as per the Telework Policy, employees are responsible for ensuring that the teleworkplace is adequately equipped from a safety and health point of view.
23.	Where can information on establishing a safe and ergonomic work environment be found?
The best source is Safety and Health resources within Departments.  Also, the Canadian Centre for Occupational Health and Safety (CCOHS) promotes a safe and healthy work environment by providing information and advice about occupational health and safety and has a very informative web-site where valuable information can be found.  The web-site is http://www.ccohs.ca. Once you have located the web-site go to Products and Services, alphabetical listings, and there is reference to an Office Ergonomics Safety Guide, which also may be of assistance.  You will note there is a current cost of $10 to purchase the guide. 
24.	Can an employee ask to have an assessment of their physical work environment in their homes to ensure adequacy of their workstation and facilities?
As teleworking is a voluntary flexible work option which is originated by the employee and given that telework places such as employees’ homes are not workplaces controlled by the employer, there is no requirement for the employer to pay to have an assessment of an employee’s home workplace. Therefore an employee could ask for an assessment of his/her home workplace but it would be up to the discretion of the department to decide if or how an assessment would be carried out.
25.	Who is responsible for providing the supplies (paper, pens, etc) at the telework place?
Whether work is conducted at the designated workplace or at the teleworkplace the department is responsible for providing the supplies required by the employee to perform their duties.
26.	What are the security requirements for sensitive information and assets in teleworking situations?
The Telework Policy does not diminish responsibilities for the security of sensitive information and assets.  In accordance with the Treasury Board Security Policy, departments should arrange to advise and assist managers and employees in minimizing the risks inherent in working with sensitive information away from the designated workplace.  Assistance to employees should involve briefing them on aspects of the safe custody and control of sensitive information and making the necessary arrangements for them to be able to meet their obligations.
27.	One of the policy requirements is that the work done at the teleworkplace should be cost effective and that certain up-front costs are permissible, provided they can be recouped over a reasonable period.  Does the recovery of the costs have to be “in kind”?
No, the recovery of costs could come from such things as increases in productivity, reductions in absenteeism or from reductions in recruitment activities.
28.	Who is responsible for transporting employer equipment to and from the teleworkplace?
An agreement on the most appropriate transportation mechanism for transporting equipment to and from the teleworkplace should be reached between the teleworker and the supervisor at the time the telework arrangement is approved.
29.	What happens if there is a strike situation?
In the event of a strike, whether employees are working at the designated workplace or at a teleworkplace, many issues come into play and need to be reviewed by management.  Some of the issues include; the personal safety of employees, the protection of equipment and other government property and the maintenance of performance.  There may occasionally be a need for special interim procedures, for example, management may decide that teleworkers who are not on strike been asked to temporarily return to the designated workplace.  Therefore should a strike occur management would have to assess the situation and provide employees with the appropriate guidance and direction?
30.	Where can employees obtain more information on telework?
Employees can obtain more information from their managers, departmental resources and their union representatives.