Title: Flexible Work Schedule Policy
Effective Date: 07/29/2019
Responsible Official: Vice President of Human Resources
Responsible University Office: HR Employee Relations
Revision History: 01/01/2002; 01/01/2008; 06/03/2019
Related Legislation and University policies: Alternative Work Arrangement Policy; Flexible Work Schedules Procedure; Alternative Work Arrangement Request Form, CASEworks Eligibility Worksheet, CASEworks Alternative Work Arrangement Agreement; Work Week and Pay Systems; Overtime Policy; Family Medical Leave Act (FMLA) Absences and Leave Policy; Additional Medical Leaves of Absences (non-FMLA) Policy
Review Period: 5 years
Date of Last Review:
Relates to: executive staff, senior staff, and staff
Employee can choose between several flexible work schedules, including: (1) Flextime; (2) Compressed Work Week; and (3) Reduced Schedule (part time) as part of the Alternative Work Arrangement Policy.
A flextime alternative work schedule allows staff employees to adjust their arrival and departure times by choosing their daily starting and ending hours within certain limits. Examples of flextime hours include variable arrivals e.g., 7:00 a.m. through 9:00 a.m. or according to the department/management center operational needs. The management center, school, and/or department is responsible for establishing hours of operations; flextime might not be feasible for all employees based on operational needs.
Employees are required to be at work during their defined “scheduled hours” during the day and they must work a standard day (i.e. seven and a half (7.5) or eight (8) hour day for full-time non-exempt employees or eight (8) hour day for full-time exempt employees).
Flextime schedules must be fixed for the term of the agreement – usually a minimum of three (3) months. Additionally, a flextime schedule cannot vary day to day or week to week.
Compressed Work Week
A compressed work week allows full-time employees to work longer days for part of the week or pay period, in exchange for shorter days, or a day off each week or pay period. Compressed workweeks are most appropriate in situations in which employees do not have to keep pace with incoming work on a daily basis or where there are several employees that perform the same job. Compressed workweek schedule options including, but not limited to:
- Exempt Four-day Workweek. Exempt employees would be required to work four (4) ten (10) hour days and would take off one (1) work day per week.
- Non-Exempt Four-day Workweek – (40 Hours). Non-exempt employees would be required to work four (4) ten (10) hour days and would take off one (1) work day per week.
- Non-Exempt Four-day Workweek (37.5 Hours). Non-exempt staff employees would work three (3) 10-hours and one (1) 7.5 hour day and take off one (1) work day per week.
- Exempt 9/80. The exempt staff employee would be required to work eight (8) days for nine (9) hours and one (1) day for eight (8) hours with one (1) day off within a two (2) week period. This schedule would allow the exempt staff employee to fluctuate which day they would be off within a two (2) week period. Non-exempt employees may not work a 9/80 or 9/75 schedule.
The Compressed Work Week may be re-evaluated and revised or terminated if an employee no longer meets the criteria or the department needs change.
Reduced Schedule (Part-Time)
A non-exempt employee may request a reduced (part-time) schedule temporarily (i.e. three months or less). This allows an employee to work fewer hours than the university’s standard workweek for full-time employees. An employee’s salary and benefits will be prorated in accordance with university policies and the terms of each relevant benefit plan. Employees on a reduced schedule must work a minimum of 18.75 or 20 hours/week (depending on whether they are regularly a 37.5 or 40 hour/week employee).
Exempt employees may work a part-time schedule only if they meet the Fair Labor Standard Act (FLSA) minimum weekly salary threshold at their reduced hours. Their salary may not be pro-rated under the salary threshold based upon their part-time work.
A supervisor may not request or require the employee to work a reduced schedule as an alternative work arrangement. A supervisor’s request for a full-time employee to reduce their hours to part-time is considered a reorganization request and requires the completion of a Reorganization Request Form.
Employees who want to move to a part-time schedule on a permanent basis should refer to the Employment Planning and Responsibility policy.