Remote Working Policy
At Virtual Sun IT Services Ltd, we understand the benefits of allowing our employees and our business associates such as Independent Contractors and Consultants to work from home. By enabling remote work, we aim to attract the best talent, regardless of location, increase the productivity of our employees and business associates (e.g., Independent Contractors and Consultants) and raise our talent retention.
Virtual Sun IT Services Ltd began offering remote work as the only option since its foundation. This policy serves as a guide to help all our employees and business associates (e.g., Independent Contractors and Consultants) to understand the regulations and expectations of working remotely with Virtual Sun IT Services Ltd.
Since implementing our remote work policy back in 2022, feedback from our employees and business associates (e.g., Independent Contractors and Consultants) has been integral in creating this document. Review the information below to be fully prepared for your remote work journey at Virtual Sun IT Services Ltd and be sure to send any comments or questions to talent@virtual-sun.co.uk
Policy Purpose
This policy outlines guidelines for our employees and business associates (e.g., Independent Contractors and Consultants) to work from a location other than our offices worldwide. We want to ensure that both our employees, business associates and our company will benefit from these arrangements.
Virtual Sun IT Services Ltd considers the remote work policy to be a viable, flexible work option when both the employees, business associates and the job responsibilities are suited for it. Remote working maybe an option for some business associates and jobs but not for all (e.g., on-site service offerings for customers) . Remote working is not an entitlement and not a Virtual Sun IT Services Ltd wide benefit. It in no way changes the terms and conditions of working with our employees nor changes the signed work contracts with our business associates have with Virtual Sun IT Services Ltd.
Scope Of The Policy
This policy applies to all employees and business associates whose primary work location is not at our offices. All arrangements will be made on a case to case basis focusing first on the business needs of the organisation.
Policy Elements
Remote working is a permanent or temporary agreement between employees, business associates, supervisors and managers to work from a non office location for more than 5 working days. Either an employee, a business associate or the supervisor can suggest remote working as a possible work arrangement. To ensure optimal employee and business associate performance, remote workers should
Choose a quiet and distraction free work space
Have an internet connection adequate for the job (e.g., minimum Download 35 Mbps / Upload 35 Mbps)
Dedicate full attention to the work on hand during the work hours
Adhere to break schedules as approved by the manager
Ensure work and break schedules compliment other team members
Business Associates and Employees working remotely must follow Virtual Sun IT Services Ltd’s policies such as
Confidentiality
Data protection and information security
Employee code of conduct
Independent Contractor / Consultant code of conduct
Anti-discrimination/Equal opportunity
Appropriate behaviour and attire when conducting Virtual Sun IT Services Ltd's business
Eligibility
Business Associates and Employees requesting remote working arrangements must have been contracted with Virtual Sun IT Services Ltd. duration of a project that is agreed with the relevant customer, pass the required tests for both cognitive aptitude, attention to details, personality and cultural fit tests and select based on minimum two rounds of interviews by Virtual Sun IT Services Ltd.'s management team and must maintain a satisfactory performance record throughout their contractual relationship with Virtual Sun IT Services Ltd in the project they are assigned.
Consideration for remote work requires the written recommendation from the immediate supervisor. Qualification will be determined with regard to the individual’s job duties and position. All business associates and employees may not qualify. Eligibility will be determined and finalized by Virtual Sun IT Services Ltd's management team.
Work Plan
The supervisors/managers are encouraged to submit a formal work plan for the remote worker. The plan will identify and outline areas of responsibilities, daily tasks and measurable long term objectives.
Business Associates and Employees may work remotely on a permanent or temporary basis. Permanent remote work business associates and employees should indicate their primary working address in a remote working environment.
Virtual Sun IT Services Ltd Management team will assess each employee’s request on a case to case basis. Besides the regular remote work arrangement the following reasons could be reasons to opt for the remote work arrangement
Office based employees may also work remotely for a maximum of 60 days per year if the employee wants to visit their family/birth place
Employees who are new parents or suffer from short/long term disability or other health condition
Employees who relocate
Communication
Remote workers must be available via internet, phone and email during core company hours and present for all mandatory meetings virtually. Some client meetings may require to be conducted on a client site. Any exceptions require permission from the supervisor.
Company Equipment
The Company will not provide remote employees and business associates equipment that is essential to their duties such as laptops, headsets and cell phones (if applicable). The company maintains a bring your own device policy on company equipment. In case, there should be an exception on this policy, The IT department will provide the required device and install the required software for those employees and business associates to receive their equipment. Equipment is to be used by the business associates and employees only and strictly for company projects only. All items provided by the Company must be listed and approved for off site use and returned to the office upon request. Business Associates and Employees must
Keep their equipment protected
Store equipment in a safe and clean place when not in use
Follow all data encryption, protection standards and settings
Refrain from downloading suspicious, unauthorised and illegal software.
Security Of Information
All our business associates and employees are responsible for keeping documents, sensitive business data and other work related materials confident and secure in the home office location. The employee must comply with the guidelines of proper use of information technology, data security and privacy found in the Employee Handbook. The business associates must comply with the guidelines of proper use of information technology, data security and privacy in the Independent Contractor Handbook.
Compensation And Benefits
Compensation is determined by the job role. Other benefits are not altered by the remote working arrangement. Remote employees will also receive up to 180 Sterling Pounds per month as a remote working allowance to cover office related costs (Eg. electricity, rent, etc)
Termination Of Agreement
Both the Company, Independent Contractors and the employee have the right to terminate the remote work arrangement at any time by written notice. Failure to comply with the terms and conditions maybe cause for disciplinary action and/or termination of the agreement.
This document is a living document and it may be subject to change without a prior notice.