Work Hours, Flextime and Telecommuting
4.5 Workweek and work hours
The university workweek is defined as a seven-day period that begins at 12:01 a.m. Monday and ends at 12 midnight Sunday. A normal workweek of 40 hours is established for most employees. Because of the variety of functions of the many departments within the university, there may be differences in normal hours and days of work. An employee starting a new job should ask the departmental supervisor for the work schedule. While the normal workweek of 40 hours is achieved through working five 8-hour days in a workweek, some employees achieve a 40-hour workweek by working four 10-hour days in a workweek. For leave benefits, see Chapter 7 for the policy governing how such employees are paid for recognized university holidays, extra given days, vacation and sick leave. For the university closing policy, see Section 2.15.
4.6 Employee flextime work scheduling
The university supports the principle of flextime for its employees in order to provide for more efficient utilization of the abilities of its employees, better service to the public and improved working conditions for employees. Departments are encouraged to accommodate the reasonable requests of employees for alternative work schedules when consistent with the department's objectives.
Flextime refers to a range of flexible formats that permit employees to choose the times they will start and end work. While employees may request consideration of a flextime schedule allowing for a specific arrival and departure time, approval of the request will be granted only if all policy guidelines and work schedule requirements are met (see Section 4.6.3 below).
4.6.1 Flextime definition and purpose
A flextime work schedule is an alternative work schedule for employees who normally work the eight-hour, five-day workweek, usually from 8 a.m. to 5 p.m.
Flextime scheduling permits employees to select a work schedule that may assist with individual needs, especially commuting needs and family needs. It also provides employees with a degree of flexibility that may improve employee morale; may reduce tardiness, absences for personal business, turnover and overtime costs; and may increase employee, as well as departmental productivity and service.
4.6.2 Flextime work scheduling guidelines
- The first priority for each department is to accomplish its mission. Utilization of flextime scheduling should not decrease a department's productivity, nor adversely affect the operations of other departments, or the services provided for the university, students, other constituents or the general public.
- Flextime must not increase staffing costs including overtime compensation.
- Flextime is a voluntary option for employees. It should be considered by the department only when it can be managed successfully in helping to meet the needs of the employee, the department and the university.
- Any department head who wishes to consider a flextime arrangement must prepare a written proposal for the flextime work schedule and submit it to their major cost center administrator for approval. The department head will forward an informational copy of the approved flextime schedule to the office of human resources.
- All flextime employees must meet the work schedule requirements provided in this policy as listed in Section 4.6.3.
- A flextime schedule shall be established for a minimum of one calendar week but is normally for a longer period such as one calendar month, a semester, academic year or full year. An approved flextime schedule may be canceled by the department head if the schedule is found to be unsatisfactory or detrimental to the department.
- The department head is responsible for proper flextime scheduling and for ensuring that adequate supervision is provided for all employees during their work hours.
- Shift coverage may be implemented as required by the needs of the department and is not limited by the flextime policy.
- Flextime is not necessary for the occasional adjustment of the work week schedule to manage the 40 hour work week and minimize overtime for nonexempt staff.
4.6.3 Flextime work scheduling requirements
- The standard workweek shall be 40 hours weekly over a five-day or six-day period.
- Offices shall be staffed and fully operational between 8 a.m. and 5 p.m., Monday through Friday.
- Except for meal breaks, all employees shall be on the job during the "core period." The university has determined the core period to be between 10 a.m. and 3 p.m., Monday through Friday.
- Schedules should include a lunch break. Lunch breaks may be as short as 30 minutes or as long as an hour and a half.
- Starting and ending work times shall begin and end on the hour, half hour or quarter hour.
4.11 Remote work
Remote work is a work arrangement in which employees routinely perform their regular job responsibilities away from their primary business location. Remote work is normally considered an alternate worksite arrangement to an employee’s primary work location for a defined period of time. Remote work shall be the exception to work at the primary business location.
Remote work is a privilege, rather than a matter of right or entitlement. In order for an employee to be eligible to work remotely, the employee must complete the Employee Agreement for Participation in Remote Work Program form, have his/her supervisor’s approval, major administrator approval, and meet the following criteria:
- Successful completion of probationary period;
- Documented performance is satisfactory or whose performance rating on their last evaluation is at least satisfactory;
- Demonstrated ability to work effectively with minimal supervision;
- Demonstrated ability to establish priorities and effectively manage time; and
- Ability to articulate the reason for remote work and the agreed upon duration.
Review the full policy: G7.02-4 Classification and Compensation