Flexible Work Arrangement Form Initiator QuickStart Guide

Purpose

This guide provides step-by-step instructions for completing and submitting a Flexible Work Arrangement (FWA) Proposal and Agreement using the Kuali Build form. This form replaces the previous PDF-based FWA process and DocuSign workflow.

The Kuali Build form improves the process by:

  • Automatically populating your employee information through HR system integration.
  • Automatically routing your request to designated approvers upon submission.
  • Eliminating the need to manually enter your Employee ID, department, union status, and supervisor contact information.

Important: This form is for all non-ADA (Americans with Disabilities Act) requests. ADA accommodation requests must be submitted through AskHR at: https://umass.tfaforms.net/f/askhr

Before You Begin

  • Review the Flexible Work Arrangement policy and guidance before submitting your request: https://www.umass.edu/hr/training-and-support/flex-work-umass
  • Consider discussing your proposed arrangement with your supervisor before completing this form, as encouraged by University policy.
  • Have the following information ready:
    • Your proposed work schedule, including which days you will work onsite and which days you will work remotely, along with start/end times and hours per day.
    • The city and state/territory of your primary remote work location.
    • The name of your direct supervisor (First Approver).
    • The name of your supervisor's supervisor — such as a Dean, Department Head, Vice Chancellor, or Designee (Second Approver). If unsure, check with your supervisor before submitting.
    • Your proposed FWA start date and anticipated annual review date.

Accessing the Form

  1. Navigate to: https://umass.kualibuild.com/app/67867dba471611027e7cca36/run
  2. Log in using your UMass credentials (NetID and password) via Single Sign-On (SSO).
  3. The form will open displaying the Flexible Work Arrangement Proposal & Agreement.
Form Example 1

Section 1: Employee Information

Your Employee Name and Employee Email Address will appear automatically based on your SSO login. You do not need to enter this information manually.

Step 1: Select Your Active Business Title (Required)

  • Click the "Select Your Active Business Title" dropdown field.
  • Scroll through the list to find the employment record that corresponds to this FWA request.
  • Select the correct active title from the results.

Tip: If you hold more than one position at UMass, be sure to select the title associated with the position for which you are requesting the flexible work arrangement.

Once you select your active business title, the following fields will automatically populate (read-only). Verify that all information is correct before proceeding:

  • Employee ID Number
  • Business Unit
  • Department
  • Bargaining Unit Description
Form Example 2

After verifying your information, select whether this a new FWA form or an update to existing FWA.

New or Updated Confirmation

Section 2: Approval Information

In this section, you will identify the two individuals who must approve your FWA request. Upon submission, the form will automatically route to these approvers in sequence. You do not need to send any emails manually.

Important: After selecting each approver, verify that the email address that auto-populates is correct before proceeding.

Step 2: Enter Your First Approver — Supervisor/Manager (Required)

  • Under "First Approval" click the search area (🔍) under "First Approver Name."
  • Begin typing your direct supervisor's name and select the correct person from the search results.
  • The First Approver Email field will auto-populate based on your selection. Confirm this is your supervisor’s email address.

Step 3: Enter Your Second Approver — Dean, VC, or Designee (Required)

  • Under "Second Approval," click the search area (🔍) under "Second Approver Name."
  • Begin typing the name of your supervisor's supervisor (e.g., Dean, Department Head, Vice Chancellor, or Designee) and select the correct person from the search results.
  • The Second Approver Email field will auto-populate based on your selection. Confirm this is the correct email address.

Not sure who your Second Approver should be? Check with your direct supervisor before submitting. Selecting the wrong approver will require you to resubmit the form.

Form Example 3

Section 3: Work Schedule

In this section, you will document your proposed regular work schedule, including your onsite and remote days, work hours, and the location where you will work remotely.

Step 4: Indicate Whether Your Schedule Varies Week-to-Week (Required)

  • Answer the question: "Will days onsite and offsite vary in the following proposed hybrid schedule week-to-week?"
  • Select "Yes" or "No" from the dropdown.
    • If you select "Yes," a note will prompt you to provide a sample schedule and explain variances in the Comments field.

Step 5: Select Your Onsite and Remote Days (Required)

  • Under "Please indicate which days you will be onsite," check all days you plan to be physically present at your UMass work location.
  • Under "Please indicate which days you will be remote," check all days you plan to work from your remote location.

Note: Only check Saturday and/or Sunday if those days are part of your regular scheduled work week.

After selecting your days, a subsection will appear for each day you checked.

Step 6: Enter Daily Start/End Times and Work Hours (Required)

For each working day, complete the applicable fields:

  • Onsite Start Time / Onsite End Time — Enter your scheduled onsite start and end times (if working onsite that day).
  • Remote Start Time / Remote End Time — Enter your scheduled remote start and end times (if working remotely that day).
  • Onsite Work Hours — Enter the total number of hours worked onsite for that day.
  • Remote Work Hours — Enter the total number of hours worked remotely for that day.

Tip: The form will automatically calculate your Total Hours Per Week Onsite, Total Hours Per Week Remote, and Total Hours Per Week. Before submitting, verify that your Total Hours Per Week matches your scheduled FTE hours (e.g., 37.5 or 40 hours per week).

Example Form 4

Step 7: Add Comments (Optional)

Use the Comments field to provide any additional context about your schedule, particularly if your schedule varies week-to-week.

Step 8: Enter Your Primary Location of Remote Work (Required)

  • Enter the City where your remote work will primarily take place (e.g., the city where your home is located).
  • Select your State/Territory from the dropdown menu.
  • If your location is outside the listed U.S. states and territories, select "Other" and provide the location in the text field that appears.

Note: Why is this required? The University is required to track remote work locations to ensure that appropriate state taxes are applied for the location where you are performing work.

Step 9: Enter an Alternate Request (Optional)

If your preferred arrangement cannot be accommodated, you may describe an acceptable alternative in the "Alternate Request" text field.

Form Example 5

Section 4: Work Responsibility Details

In this section, you will answer five questions about how you will fulfill your work responsibilities under the proposed flexible work arrangement. All five fields are required.

Tip: You are encouraged to discuss your responses with your supervisor before submitting the form to help ensure the arrangement will be mutually successful.

Provide a written response to each of the following questions in the text fields provided:

  1. Describe how you will accomplish your job duties under the proposed arrangement.
  2. Describe how you plan to maintain regular communications with internal and/or external groups (i.e., supervisors, colleagues, clients, and others) with your flexible working arrangement.
  3. Do you believe there could be any effects to your job duties as a result of your flex schedule (i.e., mail, guest services, walk-ins, etc.)?
  4. Do you have access to appropriate equipment, internet, workspace, etc. at your remote work location? If not, please explain.
  5. Feel free to include any additional information you believe would help support your request and demonstrate that your flexible work arrangement will meet the needs of your department.
Form Example 6

Section 5: Duration and Review

Step 10: Enter the FWA Start Date (Required)

In the "This Flexible Work Arrangement (FWA) will begin on" field, enter the proposed start date of your arrangement in MM/DD/YYYY format.

  • New FWA: Enter the date you would like the arrangement to begin.
  • Renewal or update of an existing FWA: Enter today's date.

Step 11: Enter the Anticipated Review Date (Required)

  • In the "The anticipated review date for this FWA is" field, enter the date by which your arrangement will next be reviewed (MM/DD/YYYY).
    • Per University policy, FWAs should be reviewed at least annually, typically as part of the normal annual performance evaluation process.

Step 12: Indicate Whether This FWA Is for a Limited Duration (Required)

  • Select "Yes" or "No" for the question "Is this FWA for a limited duration?"
    • If you select "Yes," an additional required field will appear. Enter the specific end date for the arrangement (MM/DD/YYYY).

Note: For information on modifying an FWA once it is in effect, refer to the Flexible Work Guidance at: https://www.umass.edu/hr/training-and-support/flex-work-umass

Form Example 7

Section 6: Signature

Step 13: Sign the Form (Required)

  • Read the certification statement: "By signing this proposal, I confirm that I have reviewed, understand, and agree to abide by the Flexible Work Arrangement Guidelines and applicable University and department policy and provisions, which include but are not limited to the topics covered in this agreement."

Click the "Sign this form" button to apply your electronic signature.

Form Example 8

Saving and Submitting

Save for Later

Submit the Form

  • Once all required fields are complete and you have applied your electronic signature, click the "Submit" button in the Actions panel.
  • The form will automatically route to your designated First Approver (Supervisor).
  • You do not need to notify your approvers separately — they will receive an automatic email from Kuali Build.

Discard

  • Click "Discard" to permanently delete the form without saving. This action cannot be undone.
Form Example 9

Quick Reference: 

What Happens After Submission?

Step

Action

Who

1

Employee completes, signs, and submits the form

Employee

2

First Approver (Supervisor) reviews and takes action

Supervisor/Manager

3

Second Approver (Dean/VC/Designee) reviews and takes action

Dean, VC, or Designee

4

Final notifications sent

Employee (and Supervisor, if applicable)

Email Notifications You Will Receive:

Trigger

Notification

FWA fully approved by both approvers

You receive an approval confirmation email

First Approver denies your request

You receive a denial notification email

Second Approver denies your request

You receive a denial notification email

Either approver sends the form back for revisions

You receive a notification to revise and resubmit

Note: You will not receive an automatic confirmation email at the time of submission. You will be notified when a final decision is made or if the form is returned to you for revision. We recommend saving your confirmation email in a dedicated folder to retain a copy of your approved agreement.

Need Help?

For more information about Flexible Work Arrangement policy: https://www.umass.edu/hr/training-and-support/flex-work-umass

For ADA accommodation requests (not covered by this form): https://umass.tfaforms.net/f/askhr