Flexi-Time Policy and Procedure

Transcription

1 Flexi-Time Policy and Procedure Policy Number: 131 Supersedes: 131 Classification Employment Version Date of Date of Date made Review Approved by: No EqIA: Approval: Active: Date: V3 W&OD sub committee 18/05/ /5/ /05/2020 Brief Summary of Document: Rules and regulations governing the operation of flexi-time within the organisation Scope: All employees of the Heath Board To be read in conjunction with: Owning Committee Executive Director: Time off in Lieu Policy European Working Time Directive Time off for Medical and Dental Appointments Disciplinary Policy Workforce & OD Committee Lisa Gostling Job Title Dir of Workforce and OD

2 Version no: HYWEL DDA UNIVERSITY HEALTH BOARD Summary of Amendments: Reviews and updates Date Approved: 1 New Policy 02/08/ Revised 02/10/ Revised but no changes Glossary of terms Term EWTD Definition European Working Time Directive Keywords Flexi-Time, Flexible Working, Flexibility Database No: 131 Page 2 of 7 Version 3

3 CONTENTS 1. INTRODUCTION POLICY STATEMENT SCOPE AIM OBJECTIVES RESPONSIBILITY OF MANAGERS RESPONSIBILITY OF EMPLOYEES WORKING TIME IMPLEMENTATION OF PROCEDURE APPENDIX FLEXI-TIME RECORD SHEET... 6 Database No: 131 Page 3 of 7 Version 3

4 1. INTRODUCTION We recognise that staff have different needs at different stages of their working lives. Flexibility in employment makes it possible for employees to make choices about how and when they wish to work, taking in to account the needs of the service. Flexibility in employment is a key factor in demonstrating our commitment to fair and equal treatment inside the workplace and in attracting the highest calibre of applicants to work for the organisation. The Health Board is committed to implementing the policy in a way which meets the equality and diversity needs of staff as defined in the Equality Act It is the responsibility of managers and staff to ensure that they implement this policy/procedure in a manner that meets the needs of people from these groups. It is always best to check with individual staff what their needs are, but needs may include providing information in an accessible format, considering mobility issues, being aware of sensitive/cultural issues as defined by the Equality Act 2010 or any subsequent amendments or future legislation. 2. POLICY STATEMENT The purpose of this policy is to outline the procedure to be followed by staff who work flexihours, i.e. choose the time they begin and finish work around a set core time each working day. The scheme provides for authorised time worked beyond contracted hours to be banked as credit and taken as time off to suit both the employee and the employer. 3. SCOPE This policy covers all staff employed by Hywel Dda University Health Board who work within departments that operate within the hours of 8am and 6pm. For employees whose conditions of service include unspecified hours of work, flexitime may be available by individual negotiation with the manager. 4. AIM This policy and procedure allows managers and staff to exercise discretion over the arrangement of working hours, subject to the service requirements of the department/section being covered. 5. OBJECTIVES To improve the efficiency of the departments whilst giving flexibility to employees to enable them to work hours suited to their individual requirements. 6. RESPONSIBILITY OF MANAGERS Managers have a responsibility to ensure that all requests to work flexi-time are considered fairly and equitably. Managers must ensure that the records of hours worked and hours owing/owed for each member of staff are accurate and up to date and are authorised appropriately. Managers must ensure that all staff are fully aware of core times that apply within their department. Line managers who have some staff on working flexitime and others not, should make specific provision to monitor the working time of those not on flexitime to ensure that there is not inequity between the two groups of staff in terms of total working time. 7. RESPONSIBILITY OF EMPLOYEES Employees will be responsible for liaising with colleagues to ensure that there is cover in the department during the normal working day as initially defined by the manager. Employees will Database No: 131 Page 4 of 7 Version 3

5 be responsible for maintaining accurate and contemporaneous records of hours worked, hours owing and hours owed and ensuring records are appropriately authorised by their manager. 8. WORKING TIME For full time employees, each working day will include core time totalling 4 hours which will be determined according to departmental needs. For part-time employees, the core time will be determined according to departmental needs, but will normally comprise at least 50% of daily hours. Within flexi-time the maximum working hours are 9 hours and the minimum is 5 hours per day for full time employees. There is a compulsory unpaid break of 30 minutes, (in accordance with EWTD) if the employee intends to work for more than six hours in that day. The Core Hours are 10am 12 noon and 2pm 4pm with a starting from 8am onwards and a finish time up until 6pm. Employees are permitted to carry over up to 8 hours into the following month or a debit of 4 hours. Working Day 08:00 10:00 10:00 12:00 12:00 14:00 14:00 16:00 16:00 18:00 Flexitime Hours Core Time Hours Within flexi-time, a standard day is a fifth of the normal working hours for the week. Work outside limits of working day - Such time may be counted towards hours worked, provided that is has been authorised in advance by the line manager and the hours are recorded on the flexi time sheet. 9. IMPLEMENTATION OF PROCEDURE An account of hours worked must be made by the employee on a flexi-time sheet (as in Appendix 1). At the end of each calendar month, the employee should calculate the hours worked and the excess or deficit of hours. A maximum of 8 hours excess or 4 hours deficit may be carried forward to the next calendar month. In general, these hours have to be balanced outside core hours, but up to one day each month (including core time) may be taken off, subject to authorisation from the manager. During sickness, holidays and study leave, a normal day will be credited for each day of absence. Wherever possible, employees on flexi-time should make medical and dental appointments outside core time (see also HDUHB Time off for Medical and Dental Appointments Policy). Employees are required to calculate their own debit/credit times and provide their manager with their flexitime sheet for authorisation. Any employee falsifying time records will be liable for disciplinary action which could result in dismissal. Database No: 131 Page 5 of 7 Version 3

6 10. APPENDIX 1- FLEXI-TIME RECORD SHEET Name Department Directorate Month Year TOTAL BROUGHT FORWARD DATE SESSION 1 SESSION 2 TOTAL HOURS WORKED 1 st 2 nd 3 rd 4 th 5 th 6 th 7 th 8 th 9 th 10 th 11 th 12 th 13 th 14 th 15 th 16 th 17 th 18 th 19 th 20 th 21 st DEBIT CREDIT Database No: 131 Page 6 of 7 Version 3

7 22 nd HYWEL DDA UNIVERSITY HEALTH BOARD 23 rd 24 th 25 th 26 th 27 th 28 th 29 th 30 th 31 st TOTAL CARRIED FORWARD Employee Signature Managers Signature Managers Name Date Approved Database No: 131 Page 7 of 7 Version 3