PM 11-5 Remote Work
Date: August 28, 2025
Approved by: Julia M. McCallin, Associate Vice President for Human Resources, Chief Human Resources Officer
(This supersedes Memo No. 11-5, dated May 21, 2021)
1.0 Policy
Caltech recognizes that remote work may improve productivity and job performance, as well as promote administrative efficiencies, reduce traffic congestion and transportation costs, support continuity of operations plans, and sustain the recruitment and retention of a highly qualified workforce by enhancing work/life balance.
Under appropriate circumstances and with prior management approval, Caltech may permit work arrangements that allow staff members to perform work at a remote work location other than their Caltech work site, such as their home, for all or a part of their workweek.
2.0 Definitions
Remote Work
Remote work is defined as performing Caltech work on a regular, full-time, part-time, temporary, or occasional basis at a location other than the employee's regular Caltech onsite work location.
Remote Employee
Remote employee is defined as a Caltech employee who is approved by Caltech to work from a location other than their Caltech onsite work location. This includes full-time and part- time employees. Also included are those employees who may work remotely for a temporary amount of time (more than four consecutive weeks) from a location other than the employee's Caltech onsite work location.
Alternative Work Location
Approved work locations, other than the employee's regular Caltech onsite work location, where Caltech business is performed. The most common alternate work location, which is subject to the approval described in this policy, is the home of the employee.
Remote Work Agreement
The document which outlines the terms and conditions of a remote work arrangement. A Remote Work Agreement, requires approval by immediate supervisor/manager, department/division management, and Human Resources.
3.0 General
Remote work may not be appropriate for all positions or in all situations, and it is not an entitlement or a Caltech-wide benefit. If a staff member is approved to work remotely, it in no way changes the terms and conditions of employment.
Any remote working arrangement made will be evaluated on a nondiscriminatory basis. The first six months of the arrangement will be on a trial basis.
A remote work arrangement may be altered or discontinued at will and at any time at the request of either the employee or Caltech. Requests made by the employee to alter the arrangement are subject to Caltech approval. Every effort should be made to provide 30 days' notice of such a change. There may be instances, however, when no notice is possible.
All Caltech Policies, Personnel Memoranda, and Administrative Guidelines are applicable while a staff member is working remotely.
The operational needs of the department/division and Caltech shall be considered and taken into account before a remote work arrangement is approved. An approved Remote Work Agreement is required when a staff member will be working remotely for thirty days or more. Remote Work Agreements are typically approved for a renewable one-year period but may be for a shorter timeframe. Renewal of an agreement is not guaranteed.
Remote work may also be considered on a case-by-case basis as a reasonable accommodation for qualified employees with disabilities.
The location of the remote work arrangement may affect the cost and availability of health and welfare benefits to the remote employee as well as compensation.
Depending on the location of the remote work site, an employee also may be subject to different/additional state or local taxes. Any such tax implications related to the remote work location are the responsibility of the remote employee, who should seek the advice of a tax professional.
Benefits, entitlements, and other terms and conditions may be impacted by local and state requirements.
Remote work is not provided as a replacement for child, adult, or pet care.
4.0 Eligibility
The nature of an employee's position, how the work is performed, and whether any duties require the use of equipment or tools that cannot be replicated at a remote work site will be considered in determining the feasibility of a remote work arrangement. Other key considerations may include whether:
- There is a need for in-person interaction and coordination of work with other employees, external affiliates, customers, or vendors;
- The position requires the employee to have immediate access to equipment, documents, or information located only in the Caltech work location;
- The remote work arrangement will not impact the employee's ability to perform the responsibilities required by the position or Caltech operations, or increase the workload for other employees;
- The position can be structured to be performed independently of others with minimal need for support or supervision and requires limited in-person interaction; o Performance can be evaluated by quantitative or qualitative results orientated standards; and
- The alternate work site is appropriate for performing the work.
Staff whose work must be performed at a Caltech work site, are not eligible to work remotely.
5.0 Equipment
Caltech will provide reasonable and necessary equipment (computer, webcam, headset, privacy screens, pens, and paper) to enable remote employees to perform their work. The employee may be responsible for other expenses.
The employee should obtain approval from their supervisor/manager for other business-related expenses (e.g., shipping) that are reasonably incurred in carrying out their job. Approved expenses will be reimbursed by the employee's organization.
Remote employees are responsible for having a designated work area at the alternate work location. Costs related to required home adjustments/remodeling and the initial setup of designated workspace are the responsibility of the employee.
6.0 Hours of Work
Remote employees are expected to work their assigned payroll workweek hours. Overtime eligible employees are required to report their actual time worked, in and out times for meal periods, and/or absences accurately and completely for each day. Please refer to PM 11-3, Employee Timekeeping, Meal, Rest, and Recovery/Cool Down Periods, Make-Up Time.
7.0 Travel
If the employee is approved to work remotely, the employee is responsible for all commuting expenses (automobile, plane, etc.) when required to travel to their designated Caltech work site.
8.0 Technical Support
If necessary, the supervisor/manager will notify IMSS of technical support needs once the remote work arrangement has been approved by the appropriate individuals within the division/department and Employee & Organizational Development (EOD).
9.0 Security
Consistent with Caltech's expectations of information security for employees working at a Caltech work site, remote employees will be expected to ensure the protection of proprietary Caltech information accessible from their alternate work location. Steps include the use of locked cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.
10.0 Safety
Employees are expected to maintain their alternate work location in a safe manner, free from safety hazards. Injuries or illnesses which occur while working remotely and in conjunction with the remote employee's regular work duties should be reported immediately to their supervisor/manager and to the Disability and Leave Unit.
Caltech assumes no responsibility for injuries occurring in the employee's alternate work location outside the agreed upon work hours or for injuries that occur during working hours but do not arise out of and in the course of employment.
In-person work-related meetings should not be hosted at an alternate work location. Any exception to this guideline needs to be approved by the supervisor/manager in consultation with EOD.
11.0 Exceptions
Any exception to this Personnel Memorandum requires the approval of the Associate Vice President/Chief Human Resources Officer or designee for Campus employees, or the Director for Human Resources at JPL, or designee for JPL employees.
Related Policies
PM 9 - Employment
PM 11 - Hours of Work, Workweek, Workday, Shifts, Overtime, Pay Premiums
PM 11-3 - Employee Timekeeping, Meal, Rest and Recovery/Cool Down Periods, Makeup Time
PM 11-4 - Alternative Workweek Schedules for Overtime Eligible Employees at Campus & JPL (AWS)
PM 15-2 - Paid Time Off for Benefit Based Employees
PM 15-8 - Paid Time Off for Non-Benefit Based Employees