Staff Manual – Flextime Policy

Flextime is a provision that gives Northwest University staff employees the flexibility to complete their work while promoting balance between work, family commitments, and personal need.  The University will actively support Flextime where it is reasonable and practical to do so and where operational needs will not be adversely affected.

What is Flextime?

Flextime is an arrangement that allows an employee to alter the start and end times of her/his work day around the University’s normal operating hours of 8:00 am to 5:00 pm. Although variations are permitted in an employee’s starting and departure times, it does not change the total number of hours worked in a week. The flextime work schedule differs from standard operating hours by no more than two hours.  For example, a flextime arrangement may be where the employee starts at 9:00 a.m. and departs at 6:00 p.m. or arrives at 10:00 a.m. and departs at 7:00 p.m.

Eligibility

Full-time staff employees who have successfully completed at least six months of employment are eligible for flextime.

Criteria

Consistent with the Fair Labor Standards Act (FLSA), non-exempt staff receive time and a half for working more than 40 hours in a week. Therefore, the University prohibits alteration of a non-exempt schedule such that overtime occurs.

Employees who are exempt from FLSA are expected to work whatever number of hours are required in order to accomplish their duties and may be permitted to work flexible schedules.

Considerations for Implementing a Flextime Work Schedule

Departments should consider the staff attributes when evaluating flextime as an option.  Certain attributes will help ensure a successful flextime arrangement. To be approved for flextime, the staff member should have excellent time management skills and a demonstrated history of satisfactory, independent work performance.

Departments should also consider the following questions to determine if flextime is a viable work option:

  • How will flextime affect work functions?
  • Can the manager measure results and productivity effectively without frequent and regular supervision?
  • Can the department provide accountability and clear performance expectations?
  • Can the department maintain its present level of customer service without undue hardship on customers, where “customers” may be internal or external to the department?
  • Can the department establish “core hours” for managing peak periods, coordinating work among staff, scheduling meetings, office events, etc.?
  • How will the manager communicate assignments to the staff member?
  • How will this flextime arrangement affect cross-training initiatives, team-based approaches and other such strategies?

Procedure

Supervisors approve flextime on a case-by-case basis. The employee must first discuss possible flextime arrangements with his/her supervisor and then submit a written request to their supervisor using the Flextime Request Form. The supervisor will approve or deny the flextime request based on staffing needs, the employee’s job duties, the employee’s work record and the employee’s ability to temporarily or permanently return to a standard work schedule when needed. A flextime arrangement may be suspended or cancelled at any time. Once a determination has been made a copy of the form is returned to the Human Resources Office and will be placed in the employee’s personnel file.