Remote & Flexible Work Policy

Policy Owner: People & Culture

Approved By: Chief Operating Officer

Effective Date: 1 January 2026

Review Date: 1 January 2027

Classification: Internal

Version: 1.0

1. Purpose

ASI AI Solutions recognises that flexible work arrangements, including remote work, support employee wellbeing, productivity, and our ability to attract and retain talented people. This policy establishes the framework for remote and flexible working, ensuring consistency, productivity, safety, and compliance with legal obligations.

2. Scope

This policy applies to all permanent full-time and part-time employees. Fixed-term contract employees and eligible casual employees may also apply for flexible work arrangements subject to operational needs. Contractors and consultants are governed by the terms of their engagement agreements.

3. Definitions

Term	Definition
Remote Work	Performing work duties from a location other than the Company's Botany office — typically the employee's home or an approved co-working space.
Hybrid Work	A combination of office-based and remote work across the working week.
Flexible Work Arrangement	Any variation to standard working arrangements, including remote work, compressed hours, part-time hours, job sharing, or flexible start/finish times.
Primary Workplace	The employee's designated primary work location (office or remote), as agreed in their arrangement.

4. Company Default Arrangement

ASI AI Solutions operates a hybrid-first model. The default arrangement is:

3 days in office, 2 days remote per standard working week.
In-office days are coordinated at the team level to support collaboration, with Tuesday and Thursday as the default anchor days.
Managers may adjust team-level arrangements to meet operational needs, provided they are reasonable and comply with this policy.

Alternative arrangements (e.g., fully remote, compressed hours) are available through the formal application process described in Section 5.

5. Eligibility and Approval Process

5.1 Eligibility

All permanent employees are eligible to apply for remote or flexible work arrangements. Approval will depend on:

The nature of the employee's role and whether duties can be effectively performed remotely.
Operational and client service requirements of the team.
The employee's demonstrated performance and ability to work independently.
WHS suitability of the proposed remote work location.
IT and cybersecurity considerations.

5.2 Application Process

The employee submits a Flexible Work Arrangement Request Form (available on the intranet) to their manager.
The manager discusses the request with the employee within 7 business days.
The manager, in consultation with People & Culture, assesses the request against eligibility criteria and operational needs.
A written response is provided within 21 days of receipt of the request. If the request is refused, written reasons will be provided.
Approved arrangements are documented in a Flexible Work Agreement, signed by both parties, and retained on the employee's personnel file.

5.3 Trial Period

New flexible work arrangements will be subject to a 3-month trial period with a review at the end of the trial. Either party may terminate the arrangement during the trial with 2 weeks' notice.

6. Right to Request Flexible Work (Fair Work Act s 65)

Under section 65 of the Fair Work Act 2009, certain employees have the right to request a change to their working arrangements if they:

Are a parent, or have responsibility for the care, of a child who is school age or younger.
Are a carer (within the meaning of the Carer Recognition Act 2010).
Have a disability.
Are 55 or older.
Are experiencing violence from a member of their family.
Provide care or support to a member of their household or immediate family who requires care or support because they are experiencing violence from a member of their family.
Are pregnant.

Under the amended s 65 (effective from 6 June 2023), the Company may only refuse such a request on reasonable business grounds and only after:

Discussing the request with the employee.
Genuinely trying to reach agreement on an alternative arrangement that accommodates the employee's circumstances.

If the request is refused, the Company must provide a written response within 21 days setting out the reasons and any alternative arrangements offered. Disputes about flexible work requests may be referred to the Fair Work Commission (s 65C).

7. WHS Obligations for Home Offices

The Company's WHS duties under the Work Health and Safety Act 2011 (NSW) extend to home offices and other remote work locations, so far as is reasonably practicable.

7.1 Employee Obligations

Employees working from home must:

Complete the Home Office WHS Self-Assessment (available on the intranet) prior to commencing regular remote work and annually thereafter.
Set up an ergonomic workstation following the Company's Home Office Setup Guide.
Ensure the workspace is clean, well-lit, ventilated, and free from trip and electrical hazards.
Report any work-related injury, illness, or hazard, even when working from home.
Take regular breaks (at least every 60 minutes) to stretch and move.
Maintain the separation of work and personal space to support psychological health.

7.2 Company Obligations

The Company will:

Provide the Home Office WHS Self-Assessment tool and Setup Guide.
Review completed self-assessments and follow up on identified risks.
Arrange professional ergonomic assessments where risks are identified or requested.
Ensure remote workers have access to the Employee Assistance Program (EAP) and WHS incident reporting processes.
Consider psychosocial risks of remote work, including isolation, blurred boundaries, and increased screen time.

8. Equipment Provision

8.1 Company-Provided Equipment

The Company will provide the following equipment for remote work:

Laptop (with standard Company image and security software).
Monitor (one external monitor).
Keyboard and mouse.
Headset for video and voice calls.
Webcam (if not integrated into laptop).

All Company-provided equipment remains the property of the Company and must be returned upon request or upon termination of employment.

8.2 Home Office Allowance

Employees approved for regular remote work (2 or more days per week) are eligible for a one-time Home Office Setup Allowance of $500 AUD (inclusive of GST) to contribute towards ergonomic furniture and equipment not provided by the Company (e.g., desk, chair, desk lamp). Claims must be submitted with receipts via the expense system within 3 months of approval.

9. Communication Expectations

9.1 Availability

Remote employees are expected to be available and responsive during their agreed core hours. Core hours are 10:00 am to 3:00 pm AEST/AEDT (Monday to Friday), unless alternative hours are agreed in the Flexible Work Agreement.

9.2 Communication Tools

Employees must use Company-approved communication tools:

Slack: Primary channel for team communication and quick questions.
Microsoft Teams: Video meetings, screen sharing, and client-facing calls.
Email (Microsoft 365): Formal and external communications.
JIRA / Confluence: Project management and documentation.

9.3 Meeting Etiquette

Cameras on for team meetings and 1:1s (unless bandwidth or personal circumstances prevent it).
Professional background or virtual background for client-facing calls.
Mute when not speaking in large meetings.
Meeting-free blocks will be scheduled (e.g., Wednesday mornings) to support deep work.

9.4 Status and Boundaries

Employees should maintain their availability status in Slack/Teams (available, away, DND). Employees are not expected to respond to non-urgent messages outside their agreed working hours.

10. Cybersecurity Requirements for Remote Access

Remote workers must comply with the Company's IT Security Policy and the following requirements:

VPN: All access to Company systems and data must be via the Company's VPN (WireGuard/Tailscale). Split tunnelling is not permitted.
Multi-Factor Authentication (MFA): Enabled on all Company accounts (enforced via Azure AD / Okta).
Device Security: Company laptops must have full-disk encryption enabled, endpoint protection software installed and up to date, and automatic OS updates enabled.
Wi-Fi Security: Home Wi-Fi must be password-protected using WPA2 or WPA3. Public or unsecured Wi-Fi must not be used for Company work without VPN.
Physical Security: Laptops must be locked when unattended (Win+L / Cmd+Ctrl+Q). Screens must not be visible to unauthorised persons (e.g., in shared co-working spaces, use a privacy screen).
Data Handling: Company data must not be stored on personal devices, USB drives, or unapproved cloud services. Printing of confidential documents at home should be avoided; if necessary, documents must be securely destroyed.
Incident Reporting: Any suspected or actual cybersecurity incident (phishing, malware, data breach, device theft or loss) must be reported to the IT Security team immediately via security@asiaisolutions.com.au or the #security-incidents Slack channel.

11. Expense Reimbursement

In addition to the Home Office Setup Allowance (Section 8.2), the following expenses may be claimed:

Expense	Reimbursement	Conditions
Internet (home broadband)	$50/month	Employees approved for 3+ remote days per week. Claimed monthly.
Mobile phone	Company plan or $30/month allowance	Where role requires mobile availability.
Ergonomic equipment (beyond setup allowance)	At cost, subject to pre-approval	Where recommended by ergonomic assessment.
Co-working space	Not generally reimbursed	Exceptions by prior approval for employees in locations without a home office.

Claims must be submitted via the expense management system with receipts within 30 days of the expense being incurred. The Company reserves the right to audit claims and amend the reimbursement schedule with reasonable notice.

12. Return to Office Provisions

12.1 Company-Initiated Changes

The Company may adjust flexible work arrangements with reasonable notice (minimum 4 weeks) where operational needs require increased office attendance. The Company will consult with affected employees before making changes and consider individual circumstances.

12.2 Mandatory In-Office Events

All employees, including those with fully remote arrangements, may be required to attend the office for:

Quarterly team planning days and all-hands meetings.
Onboarding of new team members (buddy system).
Critical project milestones and client presentations (with reasonable notice).
Annual company events (e.g., end-of-year celebration).

Reasonable travel and accommodation costs for fully remote employees attending mandatory in-office events will be reimbursed by the Company.

12.3 Employee-Initiated Changes

Employees wishing to change their approved flexible work arrangement should submit a new Flexible Work Arrangement Request Form. There is no penalty for returning to a standard office-based arrangement.

13. International Remote Work

Remote work from outside Australia is not generally permitted due to tax, employment law, visa, and data residency considerations. Any request to work from overseas must be submitted at least 4 weeks in advance and will be assessed on a case-by-case basis by People & Culture in consultation with the Finance and Legal teams. Short-term arrangements (up to 4 weeks) may be approved for travel purposes, subject to conditions.

14. Performance

Remote work arrangements do not change performance expectations. Employees are accountable for the same output, quality, and responsiveness regardless of work location. Performance will be measured against agreed objectives, not hours logged. Managers should have regular 1:1 check-ins (at least fortnightly) with remote team members.

15. Responsibilities

Role	Responsibility
Employees	Comply with this policy and the Flexible Work Agreement. Maintain a safe and secure home office. Remain available during core hours. Report issues promptly.
Managers	Assess and respond to flexible work requests fairly and promptly. Support hybrid team dynamics. Conduct regular check-ins. Address performance issues regardless of location.
People & Culture	Maintain this policy. Provide guidance and templates. Coordinate WHS self-assessments. Track flexible work arrangements.
IT / Security	Provide and manage remote access infrastructure. Monitor device compliance. Respond to security incidents.

16. Review

This policy will be reviewed annually, or sooner in response to legislative changes (including amendments to s 65 of the Fair Work Act 2009), significant changes in the Company's operating model, or employee feedback. The next review is scheduled for 1 January 2027.