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Flextime Scheduling: Guidelines and Procedures

A Supportive Work Environment Initiative

I. Objective

To allow employees flexibility in scheduling their work hours within the policy requirements set forth below.

II. Policy

Individual departments may use a flextime work schedule, subject to the following conditions:

  • The department has the discretion to determine if staffing coverage is adequate and sufficient to meet the operating requirements of the department.
  • The normal work week of 40 hours -- totaling five days -- shall be observed. The normal workweek is defined by the applicable collective bargaining agreement or personnel policy. No flextime schedule shall be approved requiring more than 40 hours of actual work in a workweek.
  • Computation of Vacation/Overtime/Sick Leave: The accrual of these benefits is the same for employees working flextime as for those working a standard schedule.
  • Flextime schedules must be evaluated over a three month trial period.
  • The department management/supervision may, at its discretion, implement, continue, discontinue or modify flextime work schedules. At its discretion, the department's management has the right to return an employee to a standard work schedule.
  • III. Definitions

    Flextime is a schedule by which an employee may work an alternate work schedule within specific limits dictated by the needs of the job, and is subject to management review and approval.

    Flextime policy mandates that full-time employees who are non-exempt, complete a minimum of forty (40) hours work over a one week period. Flextime policy mandates that full-time employees who are exempt and scheduled to work an 80 hour schedule over a two week period, must complete a minimum of eighty (80) hours work over a two week period (midnight Sunday through midnight Saturday).

    Time limits are placed on the amount of "flex" an employee has by establishing "core hours" and a "band width."

    Core hours are established by the departments and are the hours during which all employees must be on the job.

    Band width is established by the departments and is the span of time beginning at the earliest time an employee may start work and ending at the latest time an employee may stop work.

    IV. Responsibilities

    Department management ensures that flextime is administered consistently and equitably within the department, and that flextime arrangements conform to University policy and collective bargaining agreements. Management also ensures that staffing is always available to meet the operational requirements of the department.

    The employee plans and organizes his or her time to meet the job requirements established by the department manager. Also, the employee shall inform the supervisor when coverage is not adequate.

    V. Evaluating Flextime Schedules

    Departments wishing to implement flextime schedules for their employees should begin the flex time arrangement with a three month pilot program. During the pilot, the department manager should gather data to evaluate any significant effects resulting from the flextime schedule(s). It is recommended the information include data on:

  • Absenteeism
  • Turnover
  • Punctuality
  • Non-exempt overtime and premium overtime (1 1/2 times rate of pay)
  • Relevant production statistics and workload issues
  • Upon completion of the pilot program, the supervisor and manager in the department should review the data for any inconsistencies or problem areas. The department should also survey the opinions of all staff and management. The data from the pilot evaluation and the opinion survey should be used to determine whether to continue the program.

    VI. Annual Review

    All programs should be reviewed annually to see that they are still viable and are still meeting department and employee needs.