Work-life Balance. Flexi-time Scheme - Frequently Asked Questions (FAQ s)

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1 Work-life Balance Flexi-time Scheme - Frequently Asked Questions (FAQ s) This provides answers to your most frequently asked questions and will be updated on a regular basis. We cannot anticipate every situation that may arise and the success of the Scheme is dependant on managers and staff working together and accepting responsibility to ensure services to the community/public do not suffer. Why introduce new arrangements? The Scheme is being introduced as part of Single Status and should be mutually beneficial to staff and the Council. We need to look at different ways of working in order to delivering more responsive, customer focused services, whilst improving the work-life balance for staff. The Scheme replaces and improves on the existing arrangements in departments with one Council-wide scheme i.e. terms and conditions, which are fairer to staff; this is the first step towards introducing more flexible working. When does the Scheme come into effect? The Scheme comes into effect with Single Status on 1 January As 1 January is a Bank Holiday and falls on a Tuesday, the new arrangements will start the following week i.e. Monday, 7 January. (The date will only be extended where departments are consulting on exclusions/variations to the Scheme). Who is covered by the Scheme? The Scheme will apply to all (temporary and permanent) staff at PO6 and below, except for: - Where there are local discretionary arrangements exclusions/variations) - Staff in schools as their conditions are determined by the governing body - Centrally-based teaching staff etc where national pay and conditions are in place Any exclusions/variations will be kept to a minimum and limited to where for practical reasons e.g. operating hours or the provision of services to the community/public, staff cannot work flexi-time or the level of flexibility needs to be restricted, i.e. to: - Services to be excluded from flexi-time working; - Standard flexi-time band widths, flexible periods and core times; - Amount of flexi-credit to be carried over at peak periods. Departments will consult staff on local exclusions/variations, in accordance with the agreed arrangements. Note: The Scheme is not available to agency workers or placements etc as they are not employees of the Council, but any requests to work flexibly should be considered on their merits after taking advice from Human Resources. 1

2 Staff above PO6? The Scheme does not apply to staff above PO6 but the statutory right of parents of children aged under 6, or of a disabled child aged under 18 and for carers of adults to apply to work flexibly is unaffected. The introduction of the Scheme is only the first step towards more flexible ways of working and the situation concerning staff above PO6 will be kept under review as we introduce new arrangements. What are the times when flexi-time can be worked? The standard working day is 8 hours, with a 1 hour unpaid lunch break. The hours for staff working flexi-time are worked between 8am & 6pm*, as follows: Flexible Time Core Time Flexible Time Core Time Flexible Time 8-10am am 11.30am 2.30pm pm pm * Departments may vary the standard flexi-time bandwidths, flexible periods and core times to ensure services are accessible to the community; this will be for departmental consultation. The Council's core office opening hours are 8.45 am to 4.45 pm and services must be provided within these hours. Managers and staff must work together to ensure that there is adequate staffing cover during these times and at any other busy periods e.g. at the start and end of the day. The core office hours, (8.45 am to 4.45 pm), may need to change in the future to ensure that our services are accessible to all of the community. Why can flexi-time only be worked between 8am and 6pm? The Council must have staff available at the times needed to provide services to the community/public. The Scheme allows staff who prefer to start early or to finish late, when it is quieter, flexibility to do so within reason but they must still be available at the times needed to meet customer demand. At the same time this is a staff well being issue and aimed to help limit excess/long hours working. The building opening times allow staff to make use of Council facilities (kitchens and showers), where provided, before or after work. What if I want to work set or standard hours? Staff can work standard hours under the Scheme and if they want to do so, they should agree starting and finishing times with their manager. The starting time must be within the flexible period allowed at the start of the day i.e. between 8-10 am; the finishing time will be 8 hours after the start time, including the 1 hour unpaid lunch break, all full time staff are entitled. Staff are still required to complete the Flexible Hours Recording Sheet (FHRS) and if late for work etc, must make up the time at the end of the day. 2

3 Can part-time staff work flexi-time? Part-time staff can work flexi-time but the amount of flexibility allowed is limited by the hours/times worked. How is flexi-time recorded? Flexi-time is recorded in blocks of 15 minutes to the nearest 15 minute interval using the Flexible Hours Recording Sheet (FHRS). Staff must keep an accurate and up to date record of their starting, finishing and break times on a daily basis. (Where staff are out of the office on Council business at the start or end of the day, they should make a note of their start and finish times and complete the FHRS when they return to their office or normal place of work). At the end of the 4-week accounting period, the FHRS must be forwarded to the manager for approval; the FHRS should be kept for 3 months. Note: Staff must record the times they start/finish work; they cannot sign in and then have a meal break or make personal calls etc before starting work. How will flexi-time be monitored? The operation of flexi-time is dependant on everyone working together and accepting responsibility to ensure services to the community/public do not suffer. Managers must ensure the Scheme is applied correctly, fairly and consistently; that includes working with staff to ensure the office/workplace is covered and arrangements are in place to deal with emergencies e.g. the minimum number of staff needed to be on duty at any one time. Staff must ensure they follow the arrangements and those who fail to do so, especially where this affects service delivery and/or colleagues, will have the facilities withdrawn. Staff who abuse or undermine the integrity of the system or falsify flexible working hours records etc will be subject to disciplinary action. What is the entitlement to meal breaks? Staff required to work for more than six hours at a time, have a statutory entitlement to a rest break of 20 minutes; this is to be taken during the six-hour period and not at the beginning or end of it. (There is no other entitlement i.e. to a break mid-morning or in the afternoon). For staff working flexi-time, this will be the 1 hour break (minimum 30 minutes) to be taken at lunch time between 11.30am - 2:30pm. (Staff are not entitled to take lunch etc during the core time hours of am and pm but managers should consider reasonable adjustments for disabled staff). In some service areas, staff may be out of the office regularly on visits or other Council business which prevents them from taking a break during the flexible period between 11.30am 2.30pm. In these cases, managers should agree in advance with staff what alternative arrangements will apply. 3

4 What about breaks away from the computer? Staff who use a computer continuously should take a regular break away from their screen and/or keyboard to do other work. (See the HR, Health and Safety Guidance on Intranet on Display Screen Equipment / Visual Display Units). What is the difference between flexi-time and Time Off in Lieu (TOIL)? Flexi-time is time that staff accrue voluntarily by working longer hours, whereas TOIL is for a specific reason and times outside of the standard flexi-time bandwidths and must be agreed by managers in advance, e.g. to: - attend evening meetings (community consultations) - work at the weekends (fairs and events) TOIL is recorded separately on the Flexible Hours Recording Sheet and the hours worked credited to be taken later at plain time rate, (1 hour for each hour worked), or paid as overtime in accordance with the normal arrangements. Staff can take flexi leave and TOIL in the same 4 week accounting period and as with annual leave, must apply for the approval via the Oracle HR Self-service (OHRS) where they have access to this, or follow the current arrangements, Why is there a limit on the flexi-time that can be carried forward? The limit of 7 hours credit/debit that can be carried forward to the next accounting period will help ensure that flexi-time is managed effectively. This is a staff well being issue and restricting flexi-time will limit the number of hours that can be worked i.e. people working excessive hours. Note: Staff who have accumulated flexi-credit must try and reduce this before the Scheme starts. Are staff entitled to time off medical appointments? Staff are expected to arrange medical and domestic (home deliveries/repairs etc) appointments in their own time at the start or end of the day or the lunch break. The arrangements for urgent medical, dental and optical appointments etc are detailed in the Annual Leave and Special Leave Provisions. Where staff are allowed special leave for urgent medical, dental or optical appointments, they will only be credited for the hours they would normally have worked during the standard hours between 8.45 am and 4.45 pm e.g. if the member of staff normally start works at 8am, they will only be credited for time from 8.45 am. Note: The right of pregnant members of staff to paid time off for ante-natal care is outside of the Flexi-time Scheme and is not affected. 4

5 What time is granted for attendance at courses? Staff will be credited for 7 hours or the times they would normally have worked on that day. Why must staff leaving the Council use up their credit before they go? The Staff maximum credit balance staff can accrue at the end of any 4-week accounting period is 7 hours and this can be taken during the notice period. Further Information HR Intranet site (A-Z listing) - Annual Leave and Special Leave Provisions - Display Screen Equipment/Visual Display Units - Maternity Provisions Intranet Site (A-Z listing) - Personal use of Council facilities and equipment: A guide for staff 5