Interim UCOP Local Procedure: Employee Headquarters Location

The Interim UCOP Employee Headquarters Location Procedure is intended to address the determination of Employee Headquarters Location used for the application of UC Policy G-28 Travel Regulations. The interim procedure has been developed in response to the significant change in the employee work arrangements since 2020 and the resulting need for local procedure to provide criteria for determining employee headquarters location, specifically for employees who work remotely.

The procedure will also allow certain positions to receive exceptional approval for a temporary assignment of a designated headquarters location (DHL).

Qualifying criteria for exceptional approval of an employee designated headquarters location (DHL):

1. CA-based remote employees
2. Approved remote work arrangement on file and live more than 50 miles away from their primary headquarters location (PHL) AND
3. Systemwide or other roles that require 25%+ travel time (6+ days/month) and travels to multiple UC business-related locations* AND
4. Travel must be financially net neutral or beneficial to UCOP** -OR-         
5. Position’s work is assigned to a campus location that is different from their PHL
6. Out-of-State remote employees
7. Out-of-state employees who have an approved or conditionally approved out-of-state work agreement.***
8. Note: Managers of eligible out-of-state employees do not need to submit a request. A DHL will automatically be issued to the employee.

*Travel to attend an industry or membership-based conference or trips to the PHL are not counted toward fulfilling the 25% travel requirement.

**When annual employee travel expenses are equal to or lower than costs if calculated from the position’s PHL

***Out-of-state employees with temporary out-of-state agreements are not eligible for a DHL

Existing employee eligibility requirements:

• Employee must have an approved remote work agreement on file
• Employee must live more than 50 miles away from their PHL (outside of commute distance)
• Employee must fulfill all Qualifying Criteria
• Division leader, department/subdivision leader, and chief of staff must support the request

Open recruitment eligibility requirements:

• Job description and job posting travel requirements must match the information submitted in the request form
• Incumbents must have a remote work arrangement and live more than 50 miles away from their PHL to qualify
• For job descriptions that qualify for a DHL, a conditional approval will be granted until the incumbent is hired and the incumbent's remote location is evaluated and meets the net neutral or beneficial Qualifying Criteria

Read the full Interim UCOP Local Procedure - Employee Headquarters Location