Model flexi-time scheme

The flexi-time scheme provided here is a model scheme for Institutions to adopt if they are implementing a flexi-time system in their Institution. If a Head of Institution wishes to revise the model scheme for implementation in their Institution then they should liaise with their HR Adviser/HR Business Manager.

You will also find a sample timesheet with guidance notes which needs to be adapted for the particular Institution.

• Sample timesheet

Introduction

The intention of the scheme is to enable staff to balance their work and personal commitments and to manage workflow within their department more effectively.

The expectation is that flexi-time will be available in all Institutions unless there are good operational reasons why this is not practicable. This flexi-time scheme is commended, as a model, to all Heads of Institutions to follow but they may determine that a revised scheme is more appropriate for implementation or that flexi-time cannot operate in their Institution or for a particular group of staff.

Flexi-time allows employees to choose, within agreed limits, when to begin and end work, and may be planned to enable individuals to attend to domestic or other responsibilities. Employees may be required to work during some essential periods (known as core times) which could, for example, be certain times of the day and/or certain times of the year.

Employees must work an agreed number of hours within an ‘accounting period’ which will be four weeks. Outside core times employees may request permission to use accrued flexi time in order to be absent from work. This enables employees to vary their start, finish and lunch times. Within agreed limits, with the prior agreement of their departments, employees may carry over any excess or debit in the number of hours they are required to work to the next accounting period.

Unless prior arrangements for cover have been agreed with the department, the Flexi-time scheme does not apply to staff appointed to posts with fixed times of work e.g. Reception Staff. Additionally, it will not apply when staff must be present to undertake a particular task to which they have been assigned e.g. stores opening time. Nor will flexi-time apply to classroom staff during a teaching term.

There must be no reduction in Departmental standards as a result of the implementation and use of the flexi-time scheme.

Flexible Working Hours

Definitions of ‘core hours’ and other periods may vary according to the particular needs of an institution or department and will be determined by the Head of Institution.

A typical pattern might be as follows:

Hours worked daily will be recorded on the form provided to the nearest completed quarter hour: at the starting and leaving time for each morning and afternoon at the time of arrival and departure. Forms will be checked by the Section Head and at the end of each accounting period (typically every 4 weeks) forwarded to [as relevant to department].

Absence during core time will not normally be allowed but a Head of Section may grant occasionally it at his/her discretion.

During the course of an accounting period the debit shall not exceed 5 hours at any time and must be paid up, ie be nil, by the end of the accounting period. No time owed may be carried forward for more than one accounting period.

A maximum of 10 hours can be taken as flexi-leave in any one accounting period (four weeks). If excess hours are worked during the course of an accounting period the maximum number of hours carried over to the next accounting period shall be 10 (pro rata for part time staff). In exceptional circumstances, and subject to an explicit requirement by an institution for additional time to be worked, a member of staff may be granted prior permission to carry over more than the maximum 10 hours. The additional flexi, over the 10 hours, must be used during the next accounting period.

There can be no reduction in the total hours worked per annum as laid down in the regulations governing the employment of University Assistants.

Flexi leave cannot be used for Departmental Shutdowns, eg Christmas. Flexi leave can be used for booking leave for Bank Holidays that are not part of a shutdown.

Whenever possible dental and medical appointments should be arranged so that they fall outside working hours. However, on occasions when this is not practicable, the suggested allowance for a dental/doctor's appointment is up to a maximum of 2 hours. Any additional time required for such an appointment must be taken from flexi or annual leave. Credit cannot be accrued on this day.

Any credit time is not overtime and will not be paid as such.

Where a Head of Institution approves flexible working for an individual, his/her new hours of work, and overtime arrangements as appropriate, should be agreed.

Conditions

The Head of Institution may, in accordance with the operational needs of the department, discuss cover arrangements with members of staff and place restrictions on the use of flexi-time to maintain adequate coverage during the normal working day and busy periods.

All staff must record starting and finishing times for both morning and afternoon periods. No member of staff may enter times for anyone other than him/herself.

Heads of Institutions need to ensure that there is adequate staffing at all times. Staff must request permission before taking flexi leave and plan this with their manager in advance. Heads of Institutions will decide how much advance notice is required from staff in their institution. Such planning need not preclude adjustments on either side in exceptional circumstances should emergencies or unforeseen circumstances arise.

The Head of Institution can withdraw an individual's membership of the scheme at any time if the scheme is abused in any way. In such circumstances the Head of Institution, will on request by the individual, provide written reasons for the withdrawal of flexi-time.

Individuals found to be abusing the scheme will be liable to the University's Disciplinary and Fraud Procedures.