MEMORANDUM. OMIS Operating Procedure - 05, Flex Time Guidelines Effective: April 24, 2000

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1 Joan E. Ohl Secretary Department of Health and Human Resources 350 Capitol Street, Room 300 Charleston, WV MEMORANDUM Phil Weikle Chief Information Officer Date: April 24, 2000 To: From: Subject: Office of Management Information Services Personnel Phil Weikle, Chief Information Officer Office of Management Information Services Flex Time Guidelines OMIS Operating Procedure - 05, Flex Time Guidelines Effective: April 24, 2000 PPCR - 03/03/ PURPOSE This Operating Procedure (OP) has been developed to define the standards and procedures for scheduling permanent, full-time Office of Management Information Services (OMIS) employees work weeks during other than normal business hours. 2.0 SCOPE This OP has been approved by the Chief Information Officer (CIO) and applies to all OMIS employees. 3.0 PROCEDURE Flex time is feasible in many circumstances, and benefits both the employee and the employer. The main reasons for the use of flex time are increased productivity and better customer service. There are several considerations in the scheduling of flex time for OMIS employees. 3.1 Administrative Considerations All permanent, full time OMIS employees will, to the extent practical, be allowed to vary their work schedules from the normal business hours. In all cases, the efficient

2 Page 2 - OMIS OP-05 - Flex Time Guidelines and effective operation of the work unit will be the primary consideration in approving or denying employees request for flex time. Flex time privileges may be denied to any employee who has received written notice of leave abuse in the last 12 months OMIS has established normal business hours, that is, the hours during which they are open to provide all assigned services. Normal business hours may vary among the sections/units of OMIS, but must include eight (8) hours per day, Monday through Friday Each full-time employee must work a 40 hour work week Meal periods are defined in Section VIII, I, of Policy 2102 as Compensable work time of 30 minutes during which employees are normally relieved from duty The meal period is discussed in more detail in Section IX, K of Policy That section states: in part, If, however, an employee would be required to work through the meal period, no additional straight-time, compensatory time nor overtime pay would be due the employee Any emergency closing ( due to, for example, bomb threat, weather conditions, or power outages) will affect only those employees at work at the time. For example, employees on annual leave during an emergency closing will still charge their time to annual leave. Employees scheduled off on such days will not be owed any time Employees must have worked at least six (6) months in OMIS to participate in the flex time program. Once an employee has worked that time, they may request to join the program without waiting until the next program cycle begins Each section/unit manager will complete a flex time schedule report and submit it to the CIO at least one week before the start of a new scheduling The approved schedule will be posted in a central location within the section/unit Employees must understand that if the workload requires, they will be called in to work on a day they are scheduled to be off. The same overtime rules apply as those used for overtime when working a normal five (5) day work week Some individuals may be placed on call during any day of the week. On call means that the employee can be contacted by phone or beeper and is available to come to work if special circumstances dictate this course of action. On call

3 scheduling will be handled on a case-by-case basis. Page 3 - OMIS OP-05 - Flex Time Guidelines Each employee must have a designated back-up who is scheduled to work during the normal business hours that the employee is not present due to flex time. A designated back-up must work normal business hours, Monday through Friday, during weeks the employee that he backs up is off work OMIS will have a person assigned the responsibility of monitoring the flex time program, answering questions, and ensuring the resolution of problems. The person s name will appear on the scheduling report Flex time is a privilege that can be revoked on an individual basis if it detracts from the efficiency and effectiveness of the work unit Flex time requests will be granted at the discretion of the section/unit manager based upon the standards expressed in this document. If such requests create scheduling problems or interfere with the work load commitments of the work unit, the manager may deny the request. Employees whose requests are denied may have them reviewed by their division director No more than 50% of the employees in one work unit may be absent on a given day because of the use of flex time Anyone working four (4) ten (10) hour days (Monday through Thursday or Tuesday through Friday), missing a day adjacent to a three (3) day weekend with unscheduled leave, making it a four (4) day weekend, on more than one occasion during any six (6) month period will lose their flex time privileges Anyone working four (4) ten (10) hour days, who subsequently works on a normal work day during the same week (excludes Saturday and Sunday), and is paid overtime, may have to return to a five (5) day work week after the second instance during any 3 month 3.2 Scheduling Considerations Flex time variations of normal work hours may include no less than four (4) and nor more than five (5) days per work week and no less than four (4) and no more than ten (10) hours per day worked. Flex time variations may also include working five (5) days per work week, eight (8) hours per day, with a starting time and ending time that differ from normal business hours.

4 The earliest starting time and latest ending time for employees on flex schedules will be determined on a division/section/unit level. Page 4 - OMIS OP-05 Flex Time Guidelines At least 30 hours of an employee s work week must occur between the core hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, determined on a division/section/unit level Generally, Saturdays and Sundays are not to be included as part of the flex schedule work week. Exceptions may be made for employees whose regular schedule includes Saturdays and/or Sundays The flex time program cycle will consist of three (3) month periods and will begin and end on the nearest full week Requests for a flex schedule should be submitted to the employee s manager at least two (2) weeks prior to the start of the new scheduling Any employee wishing to join the program during a flex time program cycle may do so by submitting their request at least one (1) week in advance of the date they wish to begin the flex schedule Once an employee starts the program, the schedule is in effect until the end of the existing 3-month scheduling Extenuating circumstances will be accommodated, if at all possible, should an employee need to modify their flex time schedule during the scheduling Individuals will be discouraged from participating in the flex time program if they cannot settle on an acceptable program for the 3-month scheduling In the event that two (2) or more people in the same work unit request the same flex time schedule and cannot be accommodated, a decision for the initial assignment will be based on seniority in the work unit with subsequent assignments being made on a rotating basis Weeks with holidays will be considered non-flex weeks for employees working schedules other than five (5) days per week, eight (8) hours per day. 3.3 Payroll Considerations

5 3.3.1 Sick and annual leave should be reported based on the exact number of hours taken. Page 5 - OMIS OP-05 - Flex Time Guidelines For example, If an employee is scheduled to work ten (10) hours and is off on sick or annual leave, then they would charge ten (10) hours to sick or annual leave Sick leave cannot be substituted for an employee s flex day. 4.0 DEFINITIONS 4.1 Flex time - An alternative schedule used by permanent, full time employees which varies their work routine from normal business hours (8 hours a day, Monday-Friday), yet still gives them a 40 hour work week. 4.2 Flex time cycle - The cycle that those using flex time must follow. It consists of 3 month periods and begins and ends on the nearest full week. Once an employee starts the program, the schedule is in effect until the end of the existing 3-month 4.3 On Call - Employees may be placed on call during any day of the week. During this time, they can be contacted by phone or beeper and must be available to come to work if special circumstances dictate this course of action. 5.0 VIOLATIONS AND DISCIPLINARY ACTION(S) 5.1 Any departure from this OP will result in the loss of flex time privileges. 5.2 Employees who willfully or knowingly violate or otherwise abuse the provisions of this OP may be subject to disciplinary action.