Flextime

Introduction

The following guidelines are presented to assist in developing employee flextime arrangements that are equitable, clearly understood, and to the mutual benefit of the unit/department and employee. Employees are expected to follow these principles in proposing flextime arrangements; supervisors/unit/department heads are expected to follow these principles in approving flextime arrangements.

Definition and Purpose

Flextime is an arrangement that allows an employee to alter the start and end times of her/his work day around the normal schedule of 8:00 am to 5:00 pm.  Flextime includes:

  • Individualized start and end times that remain constant each work day
    e.g., 7:00am to 4:00pm, or 9:00am to 6:00pm with 1 hour lunch Monday through Friday;
  • Individualized start and end times that vary daily with the same number of hours worked each day
    e.g., 7:00am to 4:00pm on Monday, Wednesday and Friday and 8:30am to 5:30pm on Tuesday and Thursday with 1 hour lunch daily;
  • Individualized start and end times with varied hours by day, but consistency in the total number of hours worked weekly
    e.g., 7:30am to 5:30pm on Monday, Tuesday and Thursday and 9:00am to 4:30pm on Wednesday and Friday with 1 hour lunch daily
  • Extended lunch period offset by additional time at the start and/or end of the work day
    e.g., 7:30am to 5:30pm with 2 hour lunch;
  • Compressed lunch period [not less than legally-mandated 30 minutes after 6 hours of work] offset by reduced time at the start and/or end of the work day
    e.g., 8:30am to 5:00pm with ½ hour lunch Monday through Friday.

Flextime does not reduce the total number of hours worked in a given week.  Core hours when all employees must be at the worksite are usually required.  The core period may vary depending upon the requirements of the position and operational needs of the unit/department. 

Flextime is intended to create flexible conditions that help employees integrate their work and personal lives more effectively and better manage issues regarding their such as commuting, caregiving, continuing education, and community service.  Successful flextime arrangements serve the needs both of individual employees and of their work unit/unit/departments.  The focus of the arrangement is on job performance and meeting business demands, including extended hours of operation.  A written agreement clarifying both parties’ expectations is required.  See Workplace Flexibility Agreement: Flextime/Compressed Workweek.

Request and Approval

The employee initiates the request for compressed workweek by submitting a formal proposal to her/his supervisor and/or unit/department head.  See Checklist for Developing a Workplace Flexibility Agreement ( PDF or Word).

Supervisors and/or unit/department heads have the authority to approve flextime arrangements.

Flextime arrangement shall be initiated on a trial basis, and may be discontinued at any time at the request of either the employee or supervisor/department head.  The unit/department reserves the right to suspend immediately the arrangement in case of unanticipated circumstances regarding employee performance or operational needs.

If the employee and supervisor/department head agree to a flextime arrangement, they must complete a formal, written agreement. See Workplace Flexibility Agreement: Flextime/Compressed Workweek.  Agreements shall be time-specific with a date for review and reconsideration.  Modifications and/or renewals shall be appropriately documented.  The original shall be maintained in the employee’s personnel file, with copies for the employee and supervisor/department head.

Considerations

The University recognizes many valid reasons why an employee may request flextime, such as professional development, community service, family responsibilities, individual work habits and styles, health, and well-being.  Supervisors/department heads are encouraged to give serious consideration to all requests, but shall give the highest priority to the effective functioning of the work unit/department.  Operational needs, staffing patterns, space considerations, and health and safety issues may preclude granting a request for flextime.

The employee must be willing and able to alternate her/his work hours as requested by the supervisor/department head to attend to operational needs. There may be times when s/he will be required to work or travel outside of scheduled work hours.

In the event that more employees request flextime arrangements than a work unit/department can reasonably manage, the supervisor/department head shall respond to requests that are consistent with these guidelines in ways that are fair to all employees and in the best interest of the University.  Among the measures that might be adopted are telecommuting, staggering work hours, and rotating periods of flextime between employees.  For other considerations see Checklist for Developing a Workplace Flexibility Agreement ( PDF or Word).

Nature of Work

  • Flextime for the employee should not negatively affect the workload or productivity of coworkers either by shifting burdens or creating delays and additional steps in the work flow.  The supervisor/department head should ensure that other employees in the same unit/department understand how and why Workplace Flexibility functions.

Eligibility of Employee

  • Flextime is not appropriate for all positions, or in all settings, or for all employees.
  • Flextime during the probationary period is not advisable because of the need to clarify job responsibilities, establish relationships with co-workers and clients, and assess suitability for continued employment.
  • Employees who have problems with punctuality, attendance, and/or performance, or who require close supervision, are not good candidates.

Responsibilities

The employee and supervisor/department head shall complete a Workplace Flexibility Agreement: Flextime/Compressed Workweek.  Changes in work schedule shall not be made without prior discussion and a revision to the agreement.  In the case of represented employees, the supervisor/department head shall obtain review and approval of the proposed agreement from an Employee/Labor Relations Specialist to assure compliance with UC/Union Collective Bargaining Agreements and/or Fair Labor Standards Act.

The employee shall work the hours agreed upon and obtain approval from the supervisor/department head in advance of working any overtime.

The supervisor/department head shall maintain open communication, ensure that the employee’s hours of work do not fall below the normal workweek hours, and discuss with the employee any concerns as they arise.

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