Flexible Working Hours (Flexi-time) and Attendance Recording for Administrative, IS and Library Staff

Transcription

1 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP032 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HR Plicy Dcument Recrd Reference Number Plicy Owner HRP032 Resurcing & Benefits Manager Apprval Bdy HR Creatin Date June 2009 Revisin Date(s) May 2013; January 2017, April 2018 Ntes Cntent changed having regard t peratinal experience, n cntent change t April 2018

2 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP BASIC PRINCIPLES OF FLEXIBLE WORKING HOURS (FLEXI-TIME) 1.1 The main purpse f Flexible Wrking Hurs (Flexi-time) is t prvide a mre flexible system f attendance fr staff. The cntractual wrking hurs are nt changed by this system and the ttal numbers f wrking hurs are the same n Flexi-time as under a fixed hurs system. The difference lies in the scpe which individuals have t vary their times f arrival r departure, t vary the length and time f their lunch break and t take flexi-leave if they have accumulated sufficient credit hurs. 1.2 It is imprtant that sufficient staff are available utside cre times t carry ut nrmal wrk. Adequate staffing must be available between 9.00 a.m. and 5.00 p.m. f each wrking day. C-peratin frm all staff and especially supervisry staff is, therefre, essential. This plicy is perated n the understanding that the efficiency and effectiveness f DIT s peratins are maintained. 1.3 The needs f all students and staff must cntinue t be met and nrmal practices in relatin t such requirements as delivery f services must remain unaffected. If the wrk f any functinal area deterirates, steps will be taken t restre nrmal effectiveness and culd dictate mdificatins in the flexible regulatins. If these measures fail t restre nrmal effectiveness and Flexi-time culd be cancelled fr a particular individual r sectin. 1.4 Supervisrs are respnsible fr ensuring that wrk flw and utput are maintained ver the whle span f the wrking day, that staff are adequately supervised at all times and that sufficient staff are always in attendance. Supervisrs have the authrity t take any actin necessary (including the temprary limiting f the maximum flexibility available t staff) t fulfil their respnsibilities. Flexi-time impses greater respnsibility n all staff t c-rdinate their wrking hurs with ther members f the team in which they wrk r with ther sectins, as necessary. 1.5 Hwever Heads f Functin can reserve the right t exclude certain staff frm Flexi-time fr peratinal reasns. The apprpriateness f flexi-time fr particular individuals and categries f staff wuld nrmally be a matter fr agreement between the supervisr/manager and the individual. 1.6 All Administrative, IS and Library Staff will be required t recrd their attendance n the Attendance Mnitring System. 1.7 On arrival in the mrning, ging t lunch, returning frm lunch, leaving in the evening, starting vertime r leaving the premises at any time during the day - ther than where apprved by the necessary supervisr - the member f staff must perate the attendance mnitring system, by means f PC lg in/lg ut. The system will then start r stp accumulating each persn s hurs. 1.8 This plicy is intended t give staff the pprtunity and respnsibility fr rganising their wrking hurs within clearly defined limits t vercme travelling prblems and t fit in with special dmestic and persnal arrangements. The increased freedm which the system gives als brings greater respnsibilities t all cncerned. 2. CORE TIME / FLEXIBLE BANDS 2.1 The main part f the day (with the exceptin f lunch breaks), during which all staff must be in attendance unless n authrised absence, is knwn as Cre Time. Authrised absences in Cre Time arise in a number f ways, e.g. annual leave, sick leave, duty utside DIT Cre Time Infringements ccur when an individual clcks in during Cre Time, that is during the time when everybdy must be present between and between hurs. 2

3 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP Cre Time Infringements are a vilatin f flexi-time and may result in remvable frm flexi-time r disciplinary actin It is the respnsibility f Heads f Functin / Manager t regularly mnitr recurring infringements and take apprpriate actin when necessary Time in lieu may result in an infringement, if time ff is taken during Cre Time. In these circumstances the infringement shuld be recrded as Time in Lieu Taken. 2.2 While the number f hurs f attendance required will nt change, wrk permitting, staff will have discretin t vary their arrival and departure times within fixed limits knwn as Flexible Bands Flexible mrning band staff culd start wrk any time during this span Mrning cre time staff wuld have t be present during this perid unless n authrised absence, r unless ff duty as per examples belw Flexible Lunch Band staff can take up t a tw hur lunch break. The minimum perid fr lunch will be 30 minutes which will be autmatically deducted frm the weekly ttal f hurs, regardless f whether the full 30 minutes is taken r nt Afternn cre time staff wuld have t be present during this perid unless n authrised absence, r unless ff duty as per examples belw Flexible evening band staff culd finish wrk any time after up t Attendance befre 9:00 hurs and/r after 17:00 hurs will be dependent n wrk being available. It may nt be pssible therefre, t allw an individual the maximum flexibility n a particular day. 2.4 A 35 / 37 hur week is in peratin as per a staff member s terms and cnditins f emplyment and may be revised in accrdance with arrangements authrised by the Minister fr Educatin & Skills frm time t time. The ttal number f hurs t be wrked in a flexi perid will be the standard wrking day multiplied by the number f wrking days in that 4-week perid. The Flexi perid is a 4 week cycle. The flexi perids are available at Arrival/departure patterns shuld be agreed with yur Head f Functin / Manager in advance. 3. CLOCKING 3.1 Staff shuld access their CrePrtal accunt frm their DIT PC at a DIT site/building. They will have their wn unique Persnnel Number and Pin which will be used t lg nt their accunt. Clicking n the Sign In/Out buttn prmpts the system t begin recrding attendance. Clckings befre the time-band are accepted, and the staff member s presence will be indicated, but recrding nly starts when the time-band begins and the clck time is recrded at the beginning f the time-band. Time befre and after the time band is recrded as Lapsed Hurs. 3.2 Lgging nt yur Cre Prtal accunt and clicking n My Time will shw yur balances which includes yur current Flexi Leave balance in an hurs and minutes value. 3.3 When clcking in and ut, please ensure that yu click n Sign In/Out and receive an acknwledgement message. 3

4 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP Staff shuld nt clck in until after they are ready t start wrk. 3.5 CrePrtal will recrd the actual time f arrival and departure. 3.6 Under n circumstances shuld CrePrtal lg-n details be given t anther member f staff. 3.7 Staff required t leave the building n fficial business must recrd their time either by using the Business Absence ptin. 3.8 Creating an Adjustment Where an individual fails t clck in/ut during a particular day, the system will recrd this as a Missed Clcking (fr 1 missed clcking) r as an Unapprved Absence (n clckings) and autmatically deduct a full day frm the flexi balance. Please refer t the Missed Clcking sectin f the training manual fr instructins n hw t cmplete an adjustment in CrePrtal. Any adjustments nt submitted r apprved thrugh CrePrtal will necessitate the cmpletin f a paper adjustment. Staff are advised therefre, t clck in and ut as required and t make regular checks thrughut each flexi perid t mnitr variatins frm standard hurs. Flexi-time Adjustment Frms are available at The fllwing actins are strictly prhibited and will be treated as grss miscnduct under the Disciplinary Prcedures and may include the withdrawal f the system frm the individual cncerned, and pssible disciplinary sanctin up t and including dismissal: abuse f VPN facilities attempting t clck in r ut fr any ther staff member attempting t clck in r ut frm a PC at a lcatin ther than a DIT site/building interfering with ther staff members use f any timekeeping equipment r frms causing damage t any timekeeping equipment any attempt t tamper with timekeeping hardware r sftware falsificatin f infrmatin attempting t view any ther staff members timekeeping recrds withut authrisatin persistent abuse f flexi-time 4. ANNUAL LEAVE / FLEXI LEAVE AND OTHER TYPES OF LEAVE 4.1 All Annual Leave and Flexi Leave requests are submitted t the apprpriate Wrkgrup Manager thrugh Cre Prtal fr apprval. These requests must always be submitted in advance in rder that the relevant adjustment is made within the system. It is gd practice t verbally discuss the request in advance f making the request thrugh the system hwever it is up t the individual line manager t determine if they prefer such a discussin. A Head f Functin / Manager has discretin t refuse an applicatin fr Annual Leave and Flexi Leave having regard t peratinal requirements. 4.2 Subject t wrk requirements Flexi Leave may be taken as ne half-day, ne day r tw half days in a flexi perid. Except with the special permissin f the Wrkgrup Manager, this is the maximum amunt f flexi-leave that staff will be permitted t take in any flexi perid in respect f their credit hurs at the time. A half-day flexi leave must finish r cmmence between and hurs. 4.3 Staff members will nt be allwed t take flexi-leave until they have earned a surplus f 1 day r a ½ day in hurs value having regard t their standard wrking week. Under n circumstances will individuals be allwed t advance flexi days (e.g. take a flexi day prir t building up the surplus hurs, thereby carrying a deficit f hurs ver int the next flexi perid). 4

5 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP Retrspective Sick Leave will necessitate a manual adjustment, which shuld be given t the Head f Functin / Manager fr prcessing. Sick Leave in excess f 2 cnsecutive days requires the submissin f a dctr s certificate. 4.5 Where sickness at wrk necessitates leaving early, the staff member will be clcked ut at the time f departure frm the Institute 4.6 Visits t dctr, dentist r ther persnal matters shuld ideally be arranged utside f cre-time. In exceptinal circumstances such absences will be allwed during Cre Time by the Head f Functin / Manager. Adjustments will be given in respect f cre-time nly t hurs. If an individual attends hspital, dentist etc, and the visit exceeds a ½ day, prf f attendance is required t be submitted with an adjustment sheet. 4.7 Special Leaves f Absence must be applied fr by cmpleting the Special Leaves f Absence Applicatin Frm and if apprved, the ESS system updated accrdingly by the Wrkgrup Manager. 4.8 Study and/r Examinatin Leave must first be apprved by Staff Learning & Develpment. Applicatins must be made n the fficial applicatin frm which is available n the staff intranet r frm the Staff Learning & Develpment. Applicatins must be accmpanied by examinatin timetable r evidence f requirement t submit assignment r thesis r similar curse wrk and shuld be made thrugh the apprpriate manager t Staff Learning & Develpment (at least tw weeks prir t cmmencement f the leave). Staff must seek apprval and agree a schedule f examinatin and study leave with their line manager at the cmmencement f each year/semester f their curse r study prgramme. This is essential s as t ensure the least disruptin as pssible t delivery f services. Arrangements fr Study and/r Examinatin Leave dates can then be made thrugh ESS with apprval frm the Wrkgrup Manager. 4.9 Applicatins and/r Ntificatins f Intentin t take statutry leave such as Maternity Leave, Parental Leave, etc. remain in place and details can be viewed n the HR website at If / when apprved, the ESS system shuld by updated accrdingly Maternity related appintments are gverned by the Maternity Prtectin Acts and fr flexi-time purpses shuld be treated in the same manner as sick leave. Where an appintment ccurs in the mrning (pre 10.00am), the staff member shuld return t wrk immediately afterwards and will be credited with a ½ day and shuld then clck as nrmal in the afternn. Where an appintment ccurs in the afternn the staff member shuld clck as nrmal in the mrning and will be credited with a ½ day fr the afternn. If the appintment runs ver int and beynd lunch time the staff member may, at the discretin f the manager, be credited with 1 days absence. 5. SURPLUS / DEFICIT HOURS 5.1 In any flexi perid a staff member will be allwed a debit r credit variatin f 8.5 hurs (pr-rata fr staff wrking less than a full standard week. At the end f each flexi perid any surplus r deficit 5

6 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP032 within these limitatins will be carried frward t the next flexi perid. 5.2 If any staff member exceeds the permitted debit f 8.5 hurs in tw cnsecutive mnths, the excess deficit will nt be cancelled but must be cleared during the next flexi perid. 5.3 If a staff member exceeds the permitted debit f 8.5 hurs in three cnsecutive mnths he/she may be remved frm flexi-time and the excess deficit deducted frm salary. 5.4 A staff member remved frm flexi-time will nt be permitted t g back n flexi-time until a perid f at least six mnths has elapsed and will nly be cnsidered subject t a written recmmendatin frm his/her Head f Functin / Manager. 5.5 The Head f Functin / Manager is required t ensure that staff d nt exceed the permitted debit r credit hurs and carry frward nly the crrect amunts. 6. OVERTIME / TIME IN LIEU 6.1 Staff must clck ut befre cmmencing vertime r time in lieu. 6.2 A 30 minute unpaid break must be taken befre cmmencing vertime r time in lieu. 6.3 Overtime r time in lieu must nt cmmence befre hurs Mnday t Friday. 6.4 Overtime may nt be paid t staff that have debit hurs. 6.5 Time in Lieu may nt be given t staff that have debit hurs. 6.6 Overtime and time in lieu must be authrised in advanced by the Head f Functin/Manager. 6.7 Under n circumstance may surplus hurs (i.e. where staff have a credit in excess f 8.5 hurs in any given perid) be cnsidered fr time in lieu. 7. CESSATION OF EMPLOYMENT 7.1 In rder t facilitate salary calculatins fr a staff member s final perid f emplyment, Flexi Leave will nt be allwed in the final flexi perid and salary adjustments must be made in respect f any debit incurred thrugh Flexi-time. 8. OPTING OUT OF FLEXITIME 8.1 Sme staff may wish t wrk the standard wrking day and thus freg the flexibility ffered by Flexitime. Anyne wh wishes t pt ut f flexitime shuld ntify their Head f Functin/Manager and arrangements will be made thrugh HR t set up the apprpriate alternative attendance pattern in CrePrtal. 8.2 Clcking in and ut thrugh CrePrtal is required n matter what attendance pattern yu are n. This will enable DIT t fulfil its bligatins with regard t these matters under the Organisatin f Wrking Time Act. 6

7 Flexible Wrking Hurs (Flexi-time) and Attendance Recrding fr Administrative, IS and Library Staff HRP QUERIES Cntact: Resurcing Leave & Benefits, Human Resurces 7