The following steps have proven successful in developing company telework programs and are required to participate in the Telework!VA program.

Implementation Requirements

1. Reimbursement of expenses through the Telework!VA program is contingent upon signing a Telework!VA agreement with either the Commonwealth of Virginia, Department of Rail and Public Transportation or its designated partner.
2. Designate a Telework Advisory Committee and a Telework Coordinator.
3. Develop a preliminary plan for setting up a telework program. Assistance is available through your local commuter assistance program and other organizations (see Telework Resources).
4. Conduct a baseline employee survey to determine eligible positions and employees. Assistance with the baseline survey is available through Telework!VA.
5. Establish a formal company telework policy, specify pilot program goals, and identify an implementation strategy with milestones and timelines; and submit your plan and policy to your Telework!VA representative . Consultant assistance may be provided through Telework!VA's financial incentives program.
6. Train your teleworkers, their managers, and their co-workers. Telework!VA can help you with this, too!
7. Implement your program.
8. Collaborate with your Telework!VA representative to ensure program compliance.
9. Evaluate your program using the forms provided by Telework!VA.
   1. One-year follow-up survey (end of Year One)
   2. Two-year follow-up survey (end of Year Two)
   3. One follow-up survey (Year Four)

Reimbursement/Verification

The Telework!VA Program reimburses employers for equipment lease costs and consultant/installation costs only. Reimbursement is contingent upon fulfilling the criteria defined above and on an approved preliminary program implementation plan (criteria #4 above). Quarterly reimbursement is subject to successful completion of program milestones established for that quarter by your company and the local commuter assistance program prior to program implementation.

Northern Virginia employers should submit quarterly reimbursement requests to:

Commonwealth of Virginia
Department of Rail and Public Transportation
Jennifer Thomas Alcott, Telework Programs Manager
3900 Jermantown Rd, Suite 300
Fairfax VA 22030
jennifer.alcott@drpt.virginia.gov

Richmond employers should submit quarterly reimbursement requests to:

Telework!VA Administrator
RideFinders
1111 East Main Street
P.O. Box 1239
Richmond, VA 23219

Hampton Roads employers should submit quarterly reimbursement requests to:

Telework!VA Administrator
TRAFFIX
3400 Victoria Boulevard
Hampton, VA 23661

• All requests must be accompanied by a copy of the original vendor invoice on the consolidated invoice form provided, and must include a certification/proof of performance that milestones for that quarter have been achieved. Forms will be provided.
• All invoices submissions are subject to verification.
• Quarterly invoice due dates are October 1, January 1, April 1, and July 1 for expenses accrued in the preceding quarter.
• Reimbursement payments will be issued within four (4) weeks of receipt of invoices.
• Failure to meet mutually-agreed upon milestone dates could result in discontinuation of reimbursement for approved lease/consultant payments. Final program invoice must be accompanied by program survey and evaluation, including certification of the number of verified teleworking employees.
• Records of expenses must be retained for three years and be made available for inspection upon request.
• The Commonwealth reserves the right to terminate the program or to cancel participation if the applicant violates any applicable law or regulation or fails to meet the criteria for continuing in the program.
• Any liability or claims arising from the equipment or facilities will be the responsibility of the applicant.

You will be required to sign a contract with the local commuter assistance agency on behalf of the Commonwealth of Virginia Department of Rail and Public Transportation (DRPT)