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Flextime

  • Last Updated: 08/29/2016
  • Effective Date:

Policy Statement

The University’s regular business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.  However, some campus departments (i.e., Public Safety, Physical Plant) may have other work hours which differ to provide necessary services, including multiple shifts. Flextime is a work concept in which supervisors and employees develop a schedule that permits flexibility in the arrival and departure times of the day.

Working a flextime schedule is used to address business needs, is not an employee entitlement, and must be approved by the supervisor. Flextime schedules are not appropriate for all job situations and can be terminated by the supervisor. A flextime schedule is appropriate only when the work schedule is beneficial to the individual unit and to the University.

Procedures

Flextime schedules may be considered for approval using the following guidelines:

A. Service:

The level of service provided by the department may not decrease. Generally, flextime provides a wider span of service and provides staff with an opportunity to modify their work schedules to fit individual and operational needs.  If considering implementing a flextime schedule, department heads must consider the workload, flow of work, impact on quality, safety, and security of personnel as they relate to the mission and objectives of the department.

B. Coverage:

Approval is contingent on ensuring at least minimal coverage (e.g., office front desk and phones) from 8:00 a.m. to 5:00 p.m. including the lunch periods, as appropriate. Generally, core hours (i.e., 9:00 a.m. to 3:00 p.m.) must be included in the work schedule. Alternative work schedules must be designed so that adequate supervision is provided. 

C. Cross Training:

The unit must provide cross training/backup assignments in order to ensure adequate service for the duration of regular business hours. 

D. Approval:

  1. Routine Scheduled Flextime:
    Flex schedules should be based on business needs. The department head may request routine flextime schedules, typically between 7:00 a.m. and 7:00 pm Monday through Friday. Each work day should be 8 hours including a lunch period of 30 minutes to one hour (e.g., 7:30 - 4:30 with an hour for lunch). Departments should maintain a copy of the approved flextime schedule document, signed by the department head and employee(s), with a copy provided to the departmental timekeeper. Employees must follow the established schedule or be placed on leave or leave without pay.
     
    2. Non-Routine (Temporary/Limited) Flexible Schedules:
    Departments may have a need to alter employee work schedules on a temporary or limited basis due to business needs or conditions. For example, management may wish to alter an employee’s or unit’s schedule to work a ten-hour day and then assign the employee or unit to work six hours on another day to ensure that a forty-hour work week is worked and to avoid the payment of overtime to nonexempt employees. Non-routine flex schedules may be planned during seasonal peaks in workload or due to emerging business needs. Employees must follow the established schedule or be placed on leave or leave without pay.

    3. Compressed Work Week Schedules:
    Departments may wish to implement a compressed work week schedule (i.e., four ten-hour days). If more than 25% of the regular full-time and part-time salaried staff will fall under such a compressed work week schedule, department management must make a written request for approval (including the flextime schedule) to the appropriate Vice President or designee.

E. Holidays & Leave:

Employees working a flextime schedule should submit annual or sick leave to cover any hours required for the month. Annual and sick leave usage must match the flextime schedule. For example, if an employee is scheduled to work 10 hours and is ill and cannot report to work, he/she must submit a leave request for 10 hours of sick leave. Flextime schedules do not affect accrual rate of annual and sick leave. Holidays count as 8 hours; therefore, if an employee is on a 10-hour a day schedule and one of his/her work days falls on a UGA holiday, the employee must work an additional 2 hours another day of the work week. Otherwise, regular policies regarding holiday pay should be followed.

F. Administration

The unit is responsible for monitoring all flextime work schedules.

G. Review & Cancellation:

The unit is responsible for periodically reviewing the impact of the flextime schedules on productivity and service. This review should include productivity measures and customer service evaluations. The initial review should be conducted after six months. Subsequent annual reviews should be incorporated into the employee performance evaluation process. Flextime is granted only when (1) the change will not interfere with the efficient operation of the University and (2) the employee’s performance will not be adversely affected. The University or a unit may discontinue, temporarily suspend, or alter the arrangement when the work needs change or services are impaired. This decision is not subject to the grievance procedure.

AUTHORITY AND INTERPRETATION

A. This policy is approved by the University Cabinet.
B. The Associate Vice President for Human Resources is responsible for official interpretation of this policy.

Forms/Instructions
Additional contacts
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9756