CDH Pilot Flexible Work Arrangement (FWA) Policy CDH Partners is piloting a Flexible Work Arrangement (FWA) initiative for a three (3) month period beginning January 9, 2017 through March 31, 2017 per the recommendation of the Nexus Advisory Council. Flexible work arrangements, also known as workplace flexibility, or workflex, are a dynamic partnership between employers and employees that defines how, when and where work gets done in ways that work for everyone involved (including families, clients and other stakeholders) Purpose: The purpose of the Pilot FWA Policy is to test and evaluate a model FWA policy designed to fairly and consistently provide CDH employees the opportunity to enjoy a work schedule that suits their personal needs while accomplishing successful performance results and continuing to provide exceptional customer service. The policy guidelines set forth are to create clarification and consistency across departments/ studios in the application of the CDH Pilot FWA Policy. Scope: This Pilot FWA policy applies to regular, full-time CDH employees, meeting or exceeding performance expectations. Definitions: 1. Business Hours- The hours of the day that the office is open for business CDH Business Hours: Monday through Friday 8:00 a.m. until 5:00 pm 2. Core Hours- The hours when everyone is expected to be physically present in the office (except for attending business related meetings). CDH Core Hours: Monday through Friday - 9:30 a.m. until 4:00 p.m. 1 P a g e
Policy Guidelines: 1. Employee Specific Schedules An employee specific schedule is designated a 9-hour period (8 working hours with a 1 hour lunch) that includes core hours and is consistent on a daily basis. Employee specific schedules are intended to provide individuals with a higher quality of life while they continue to deliver successful performance, participate as contributing members of a project team(s), and provide exceptional customer service out comes. 2. Optional Flexible Friday Policy Exempt Employees Exempt employees who choose to participate in this pilot policy may work an extended work week and enjoy a Flexible Friday the following week. Specifically, participants may opt to work nine (9) work-hours on each day Monday through Thursday and eight (8) work-hours every other Friday, to gain a work-free Friday every other week. Each employee may choose the span of time that he/she desires, provided it includes the core hours (9:30 a.m. 4:00 p.m.) For example, one may choose to schedule their work hours from 7:30 a.m. until 5:30 p.m. while another chooses 9:30 a.m. until 7:30 p.m., or 8:00 a.m. until 7:00 p.m. (9 working hours with an hour built in for lunch). The intent is that each person will have an opportunity to enjoy a schedule that is conducive to a higher quality of his/her life while maintaining the high performance standards and customer service expectations of CDH. It is also an option to choose a half-day alternating flexible Friday schedule if preferred. Non-Exempt (Hourly) Employees- Current labor laws require that non-exempt employees receive overtime pay for any hours worked over 40 in the seven-day work week. This precludes non-exempt employees from being able to carry over hours from one week to the next. CDH understands that this creates a circumstance different from the schedule for exempt employees. However, the following options provide a flexible Friday off scenario for employees who are non-exempt: You may work normal hours (8 work-hour days) one week (40-hours), then the next week you may work 10 work-hour days Monday thru Thursday and off on Friday (40- hours). OR You may work 9 work-hour days Monday thru Thursday and work half a day on Friday (40-hours). Either option is acceptable providing it works for you and does not preclude you from meeting your position requirements and performance expectations. 2 P a g e
3. Communication Requirements: For the FWA Policy to be successful, we must ensure continued teamwork, excellent client service, and the smooth transition and accomplishment of work. Therefore, those individuals choosing to take advantage of this policy must effectively communicate their schedule both internal and external to CDH. All Employees- It is incumbent upon each person to communicate their schedule effectively with clients and fellow employees. Please utilize the following guidelines: Determine your accessibility. Communicate via email and voicemail how to reach you when you are not in the office or who to contact if you are not available. Manage expectations. Once you make a commitment regarding your accessibility, be clear and consistent. This ensures that when you set the expectation of others, you deliver effectively. Be consistent both inside and outside the office. Please remember to inform both colleagues and clients by: Using your email Auto-Reply Updating your voicemail regularly Using the Skype Tool Using the CDH Vacation Calendar Informing receptionist Communicating the status of your work to your teammates, particularly if you are asking people to contact someone else (via Auto-Reply and voicemail) in your absence. Verify your schedule on the TEAM section of Intranet 4. Request and Approval Process Determine your preferred schedule - For this policy to work effectively, your schedule needs to be coordinated with your team to ensure optimal client service. Discuss your schedule with your supervisor Complete a Schedule Request Form - Both you and your supervisor are required to agree and sign the schedule request. (Note: In the event the combined schedule requests of multiple team members are not conducive to CDH business needs, the individual team members will be asked to resolve the specific issue/conflict amongst themselves. Supervisors will consider business requirements, timing of requests, and company tenure for addressing scheduling conflicts.) Forward your signed Schedule Request to the PIC and Practice Director for their agreement and signature. Once you have their support, please submit a copy of your approved schedule request to HR and the Practice Administrator. Publish and communicate your schedule as discussed in the Communication Requirements section above. 3 P a g e
5. Timesheets Adoption of these policies requires a bi-weekly timesheet. However, timesheets will continue to be completed weekly to document the workweek requirements and comply with CDH billing practices. Weekly timesheets must continue to be completed timely and accurately. 6. Modification or Termination of a Flexible Work Arrangement A Flexible work arrangement is a business decision, and this policy may be cancelled, amended, or revised at any time as determined necessary to best serve our clients and meet our business requirements. The following are examples of events or situations that could trigger a modification or termination of a flexible work arrangement. (Please note, this list is not intended to be a comprehensive list of all events or situations that could trigger a modification or termination of a flexible work arrangement): Business needs are no longer being met Job or job requirements change Performance rating falls below acceptable level Current coverage or staffing needs change An unexpected staff shortage develops Valid negative client or co-worker feedback is received 7. Time Line The FWA is being piloted for a three (3) month period beginning January 9, 2017 through March 31, 2017. Mid-April 2017 (or sooner, if the pilot is determined unsuccessful) CDH will provide an assessment of the pilot s success and determination of whether the FWA will continue with or without modification. If the pilot is determined unsuccessful, CDH will provide a two (2) week notice period, to allow individuals time to adjust their schedules. Remember, communication, performance results, and client management will remain high CDH priorities. For the CDH FWA to be successful our internal team and external clients will not experience adverse effects as a result of this policy. 4 P a g e
FWA Schedule Request Form Name: Primary Studio/Department: Title: Schedule Effective Please indicate if you are interested in participating in the Optional Flexible Friday Policy. Yes, I am interested in participating in the Optional Flexible Friday Policy. Please select the Flexible Friday Policy Guidelines that apply to you: Please refer to the FWA Policy guidelines and use the table below to request your preferred schedule. No, I am not interested in participating in the Optional Flexible Friday Policy at this time. Please refer to the FWA Policy guidelines and use the table below to indicate the particular 9-hour time frame you would like to work (8 working hours with a 1 hour lunch) that includes core hours and is consistent on a daily basis. Day Typical Start Time Typical End Time Monday s Tuesday s Wednesday s Thursday s Non Flex Friday s Flexible Friday s* *Please indicate you Flexible Friday schedule if working a partial day. A flexible work arrangement is a business decision, and this schedule may be cancelled, amended, or revised as determined necessary to best meet CDH business needs and best serve CDH clients. I have read and understand the CDH Pilot Flexible Work Policy. I have coordinated this schedule request with my project team members. Employee: Supervisor: PIC: Practice Director: If Declined, please note reason below: HR FLSA Status Verification: 5 P a g e
FWA FAQs 1. What happens when a person has to be at a Friday meeting that is on his/her scheduled Friday off and/or has a standing meeting on Fridays? Exempt Employees Since there is no limitation on the hours worked by an exempt employee, and no overtime pay is required by law, upon department approval, an exempt employee may switch their flex day to another day within the same pay period. Focus should remain on performance results and excellent client service. Non-Exempt Employees Since a Non-Exempt employee must be paid overtime for hours worked beyond 40 in their normal work week, upon department approval, they may switch their flex day within the same work week. Again, performance results and excellence client service should remain the focus. 2. What happens when a person s off Friday is already a holiday? Exempt Employees When a paid holiday falls on an employee s regularly scheduled day off, the employee will be paid eight hours holiday pay AND be given an alternate 8 hour day off during the same pay period in which the holiday occurs. Pay periods will need to result in a minimum of 80 hours per CDH policy. Non-Exempt Employees When a paid holiday falls on an employee s regularly scheduled day off, the employee will be paid eight hours holiday pay AND be given an alternate comparable flexible day off during the same workweek as the holiday. Non- Exempt employees will be paid the holiday pay and for actual hours worked. Holiday pay is not included in the calculation of overtime. 3. What if you are sick or on vacation your Friday off? Vacations and Sick Leave Absences of at Least One Full Day, But Less Than a Full Week: Full day absences that occur as a result of vacation or illness will require charging the number of hours the employee was normally scheduled to work on the specified day (e.g., an employee is scheduled to work 10 hours and is absent due to a vacation or illness, must have 10 hours of vacation or sick time deducted from his/her leave accruals). Vacations and Sick Leave Absences of a Full Week: When leave time is taken for an entire standard workweek, the employee may make an advance request to temporarily revert back to a standard schedule (for the two (2) week pay period) to ensure no more than 40 hours in any given week is docked from leave accruals. 4. How does working overtime affect this? For example, if a person works 40 hours by Thursday night on a non-friday off week, do they get Friday off anyway? No. Exempt employees may be required to depart from any flextime schedule to perform their jobs. Non-exempt employees may be asked to work overtime regardless of a flextime schedule. 6 P a g e
5. With the potential of going to a 44/36 hour work weeks, will we still be submitting time sheets on Deltek every week or will we go to a bi-weekly submission? Adoption of the FWA policy requires timesheet submittal in Deltek to occur on a biweekly basis. However, employees are required to complete their timesheets, at a minimum, on a weekly basis and preferably on a daily basis. This is important to ensure accurate time/project allocation and aligns with CDH billing practices. 6. If someone elects to participate in the FWA, and they are an exempt employee, are they able to work through their lunches as their extra work hour instead of extending their typical work hours? For example, if I usually arrive at 7:30am and work until 4:30 taking an hour lunch, can I skip my lunch break and still keep the 7:30-4:30 schedule? CDH believes regular adequate meal breaks are necessary for the health and productivity of our employees and are part of a healthy environment and culture. Therefore, it is required that each employee s schedule accommodate adequate time for a meal break. Typical meal breaks at CDH are customarily one hour, however a 30- minute meal break is acceptable for if you prefer. 7. Is CDH willing to allow any remote work hours as it relates to the FWA schedule? Could someone keep their normal hours of operation and then pick up their extra hour from home either before they get to work or after they get home? At this time, working remotely on a regularly scheduled basis is not an option provided in the FWA policy. 8. If my Employee Specific Schedule includes an extended Monday (i.e. 9 work-hour Monday) and that Monday falls on a holiday, do I receive 8 hours of holiday and make up the additional hours throughout the week or will I receive 9 hours of holiday? Holidays occurring on an Employee s Regularly Scheduled Workday: When a paid holiday falls on a person s regularly scheduled workday, the individual will be paid (8) eight hours of holiday pay for the holiday, similar to employees on regular work schedules. Non-exempt employees may modify their schedule to achieve a standard 40-hour work week and exempt employees may modify their schedule to achieve a standard 80 hour pay period. 7 P a g e