This page provides relevant definitions, tools, resources, and FAQs for faculty. Classified, administrative, and research employees should refer to the .
Important Notice: The Flexwork Tracker can be accessed through My Personal Information but will open in a new tab. In order for tab to open, your pop-up blocker must be turned off.
Only tenure-track, instructional, clinical and visiting faculty with benefits should use the Flexwork Tracker. Fixed-term instructors and early retirees do not need to report time using this tool. Faculty should only consider time spent working on their primary appointment when completing entries in the Flexwork Tracker; additional assignments and types of pay (summer contracts, overloads, etc.) are managed using other processes.
No. You are not required to complete a Flexwork Tracker if you are a faculty member who lives and works in the same location (within the city limits).
No. Short term travel for work-related reasons does not create a tax liability in other states or municipalities and does not need to be accounted for in the Flexwork Tracker.
No. Going on leave doesn鈥檛 change your tax withholding obligations鈥攜ou are required to continue to pay taxes as you normally would before for the leave. Your Flexwork Tracker record should remain the same during the leave; you may need to update it after your return to work if your regular arrangement changes upon your return.
Yes. 9/12 faculty should create a Flexwork Tracker record for summer if their arrangements and records differed for fall and spring semesters.
The money that you receive during the summer is simply salary that you have deferred since it was earned during the fall and spring semesters and should be taxed based upon where you were working when it was earned. Use the 鈥淧ercentage of Time Calculator鈥 tool (link available in 鈥淭ools and Resources鈥 section) to calculate the percentage that you should report for summer in the Flexwork Tracker to ensure your deferred pay is tax appropriately.
The above scenario would be hybrid arrangement with 2 days onsite and 3 days at home. Any foreseeable and predictable changes to the schedule should be updated in the Flexwork Tracker. Occasional unpredictable variations totaling less than 20 days in a year would not warrant updates to the tracker.
No. Because you do not have a foreseeable and predictable expectation to work more than 20 days in Athens, you do not need to report this time.
If for some reason you exceed 20 days unexpectedly, please contact UHR to discuss adjusting your withholdings accordingly.
Anytime you have a foreseeable, predictable change in your work location or schedule the Flexwork Tracker should be updated. For many faculty, this may mean completing a new Flexwork Tracker record at the beginning of each new semester.
For example:
If you normally work 2 days on campus and 3 days at home and your schedule changes from 3 days on campus and 2 days at home, then the Flexwork Tracker should be updated before the new schedule begins.
Or:
You normally work from the Athens campus 2 days per week, the Chillicothe campus 1 day per week, and at home 2 days per week during fall semester. During spring semester, your schedule changes to 2 days a week at the Athens campus and work 3 days from home. In this case, you should update your Flexwork Tracker record before the start of spring semester.
The percentage of time worked in each location should be based on the number of days worked in each location as defined in the O.R.C Section .01 (B) (2). A workday location is defined as the site where the employee spends the majority of the workday performing services for the University.
As determined by O.R.C Section 718.01(B)(2) (a-b), travel time between locations should be counted towards consideration of the time spent at the primary work location. For example, a person may work 4 hours on the Athens campus and travel to the Dublin campus to work for 4 hours. The time spent travelling from Athens to Dublin would count towards time spent working in Athens at the employee's primary work location. The majority of the day would have been worked in Athens and should be counted as a day worked in Athens when calculating your overall percentages for the Flexwork Tracker.
Your Flexwork Tracker would remain the same, but your address should be updated and a new federal (W-4) and state withholding certificate (tax form) should be submitted with the effective date of your change in work location.
More information about updating your address can be found by visiting: /hr/resources/address-update.
No. First, your supervisor of record (for most faculty, this is the department chair or school director) must approve your entry in the system. They will receive an email, from which they can approve your record, when you complete your entry.
Once approved, your tax records will be updated before the next regularly scheduled payroll processing date. Visit this link for information about payroll processing dates: /hr/compensation-pay/payroll-schedules.
Update your record in the Flexwork Tracker using today鈥檚 date. You must contact payroll@ohio.edu if you need to make retroactive adjustments to your records.
Yes. Nick Wortman, Senior Director of HR Services (wortmann@ohio.edu), or Robert Payne, Director of Payroll and Tax Services (payner1@ohio.edu), is happy to answer any questions you may have about reporting remote work in the Flexwork Tracker. Please feel free to email questions or schedule a TEAMS meeting via Outlook.