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Incomars Remote Work Policy

Last updated:

January 10, 2026

1. Purpose

The purpose of this Policy is to establish binding guidelines governing remote work arrangements for employees of Incomars, thereby ensuring operational efficiency, data security, and compliance with applicable laws. This Policy is designed to preserve productivity, maintain confidentiality, and set forth employee obligations and management oversight procedures.


2. Scope

This Policy applies to all employees of Incomars, including full-time, part-time, temporary, contract staff, and interns, who are approved to perform work remotely, whether on a full-time, part-time, or hybrid basis. The Policy applies irrespective of the employee’s geographic location.


3. Eligibility

Remote work eligibility shall be determined at the sole discretion of management, based upon:

  • Nature and responsibilities of the employee’s role;

  • Past performance and demonstrated accountability;

  • Managerial and Human Resources approval;

  • Adequacy of the employee’s technology, workspace, and internet connectivity.


Employees not meeting the above criteria shall not be permitted to work remotely. Approval may be revoked at any time for business needs or performance reasons.


4. Remote Work Authorization Procedure

  1. Employees must submit a formal Remote Work Request to their direct manager.

  2. The manager shall assess operational feasibility and impact.

  3. The Human Resources and Information Technology Departments shall evaluate compliance, security, and equipment requirements.

  4. Remote work arrangements shall only commence following written approval and execution of a Remote Work Agreement signed by the employee and management.


5. Work Hours and Availability

  • Employees shall adhere to assigned work schedules. Deviations require prior managerial approval.

  • Employees must be available during core business hours: [Insert hours].

  • Attendance at scheduled meetings and prompt response to communications is mandatory.

  • Accurate recording of working hours is required, particularly for non-exempt/hourly employees.


6. Communication Requirements

Employees must:

  • Maintain continuous accessibility via email, phone, or company-approved messaging platforms during working hours.

  • Promptly notify their supervisor of any absence or inability to meet availability requirements.

  • Ensure calendars are current and attend all mandatory meetings.


7. Workspace Requirements

Employees are required to:

  • Maintain a safe, ergonomic, and distraction-free workspace.

  • Ensure reliable high-speed internet connectivity.

  • Present a professional environment during video calls or virtual meetings.

  • Comply with occupational health and safety standards.


8. Equipment and Technology

  • Equipment supplied by Incomars (laptops, software, VPN access, headsets, etc.) shall remain company property.

  • Employees must:

    • Maintain company equipment in proper working order;

    • Report malfunctions immediately;

    • Use equipment solely for business purposes;

    • Not install unauthorized software or circumvent security protocols.


9. Data Security and Confidentiality

Employees are strictly prohibited from:

  • Using unsecured networks for work purposes.

  • Sharing passwords, access credentials, or confidential information with unauthorized persons.

  • Storing company or client data on personal devices without prior written authorization.


Employees must adhere to all applicable data privacy, cybersecurity, and IT policies. Violations may result in disciplinary and legal action.


10. Employee Conduct and Professionalism

Employees shall:

  • Comply with the Incomars Code of Conduct and all applicable policies.

  • Maintain professional communication in all forms of correspondence.

  • Dress appropriately for video or virtual meetings.

  • Avoid working in locations unsuitable for professional purposes (e.g., public, noisy environments).


11. Performance and Accountability

Employees are responsible for:

  • Meeting assigned deadlines and deliverables.

  • Maintaining productivity standards equivalent to on-site performance.

  • Participating in performance evaluations.


Failure to meet performance standards may result in revocation of remote work privileges or other disciplinary measures.


12. Expenses and Reimbursement

Incomars may reimburse employees for pre-approved expenses incurred in the course of remote work, including:

  • Internet or broadband costs;

  • Office supplies;

  • Ergonomic equipment (e.g., chairs, desks).


Reimbursement requires prior approval and submission of valid receipts in accordance with company procedures.


13. Policy Violations

Violations of this Policy, including but not limited to misuse of company equipment, security breaches, repeated unavailability, or non-compliance with performance expectations, may result in:

  • Written warnings;

  • Temporary or permanent revocation of remote work privileges;

  • Suspension;

  • Termination;

  • Legal proceedings if warranted.


14. Policy Review

This Policy shall be reviewed annually, or more frequently if required due to legal, technological, or operational changes. Modifications shall be communicated in writing to all affected employees.


15. Employee Acknowledgment

By submitting an application, including a resume or job form, the applicant acknowledges that they have read, understood, and agree to comply with the Incomars Remote Workspace Policy, and that continued employment is contingent upon adherence to its terms.


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