Flex Time Alternative Work UMB Juliet Dickerson Assistant Director June 12, 2015

Alternative Work Schedules UMB Workplace flexibility, what is it? –Policies, procedures and practices that govern an employee’s time, location and scheduling of their work –Formal Compressed work schedules Flexible time Telework –Informal Come in late, leave early with supervisor approval Episodic Telework

UMB Why is flex time important to employees? –Childcare/Elder care commitments –Avoiding peak commute times/reducing commute –Working when most productive (early birds, late birds) –Allows for development of personal interests (hobbies, training for a 5k, learning to Tango) –Management of home/car (repairs, maintenance) –Better health for employee and family (doctor’s appts, exercise) –Social responsibilities (volunteering at kid’s school and/or humane society)

UMB Benefits of allowing flex by employers? –Reduces turnover costs –Recruitment tool – especially for difficult to fill positions –Reduces absenteeism –Increases productivity –Improves morale/engagement/job satisfaction –Enhances business model by extending service hours –Allows operations to continue during unexpected shut downs, disasters or inclement weather

UMB Options available at UMB –Policy VII – 99.00(A) UMB Alternative Work Schedules Policy and Procedures Alternative work schedule/Compressed work schedule Flex time schedule –Policy VII – 6.11 (A) Telework Policy

UMB AWS is not generally a term or condition of employment –Approval based on: Operational needs of the department Employee’s position Past and continuing satisfactory performance by the employee –Not appropriate for all positions, for all settings or all positions within a department or work unit Should not negatively affect productivity Should not increase workload of co-workers Should not create delays or result in additional steps to a workflow

UMB Who is covered by the policy –All full-time Regular and Contingent Category II staff are generally eligible with the exception of schedules that do not comply with the Fair Labor Standards Act (FLSA) Who is not covered by the policy –Contingent Category I staff –Part-time Regular and Contingent Category II Staff –Faculty –Medical Residents –Post-doctoral fellows

UMB There are 3 basic schedules: –Standard schedule Monday – Friday – 8:30am – 5pm –Alternative Work Schedules Compressed work schedule Flexible schedule Work schedules are generally fixed – they are not meant to fluctuate

UMB Alternative Work Schedules –Compressed work schedule – extending the workday to allow for fewer than 5 scheduled workdays in each standard work week or fewer than 10 scheduled workdays in each standard biweekly pay period 4/10 Schedule – Exempt and Non-exempt employees may participate 5-4/9 Schedule – Exempt employees may participate –Flex schedule - Core hours Flexible bands

UMB Workweek 1Workweek 2 Su M T W Th F Sa a) X X X b) X X X X X X X X X Compressed 4/10 work schedule - Four 10 hour work days with one additional scheduled day off in each week. Exempt and Non-Exempt employees may use this option, examples:

UMB Workweek 1Workweek 2 Su M T W Th F Sa a) X X b) X X X c) X X X X X X X X 9 9 X 9 8 X Compressed 5-4/9 work schedule – 80 hours over a biweekly pay period. One day off, every other week. 5 nine hour days in the first week of the pay period, 3 nine hour days, 1 eight hour day and 1 day off in the second week of the pay period. Exempt employee may use this option, examples:

UMB Alternative Work Schedules –Flex time schedule Core hours – The hours of a scheduled workday in a workweek when an employee on a flexible schedule is required to be on duty at the designated work site Flexible bands – A range of daily work hours set by a supervisor in which an employee on a flextime schedule may choose to start and/or end his or her work times as long as the standard daily work hour total is met

UMB Flex time schedules: Examples based on 8 hour work day with one hour for lunch. Exempt and Non-Exempt employees may participate

UMB Alternative Work Schedules –Flex time schedule Supervisors establish core hours and flexible bands based on the operational needs of the work unit and positions, unit staffing, and requirements for coverage. –Example: Core hours are every work day from 9:30am – 3:30pm. All requests for flex time must take this into account. –Example: Core hours are Tuesday and Thursday from 8:30am – 5pm. All requests for flex time must take this into account. –Example: Flexible bands start from 7am - 10am –Example: Flexible bands end from 4pm – 7pm

UMB Responsibilities –Supervisor Should evaluate each request individually When several employees are using AWS, the supervisor must ensure the operational needs of the department or unit are met first before approving requests If more employees request AWS than can be accommodated, the supervisor should make fair and equitable decisions that are in the best interest of UMB

UMB Responsibilities –Employees Should initiate the request for AWS to their supervisor in writing including If the employee and supervisor agree to an AWS, a signed acknowledgement documenting the schedule and days off should be retained with the employee’s time and labor records. It should also include the effective date, and the date of review or renewal of the agreement

UMB Responsibilities –Termination and suspension of AWS agreements An AWS may be discontinued or suspended by a supervisor for the following reasons: –Emergencies –Performance concerns –Operational needs An employee may also request to discontinue or suspend an AWS Requires 5 business days written notice by either the supervisor or employee

UMB Refer to policy: Sample agreement Holiday that fall within a compressed work week or flex schedule Leave management Absences (planned and unplanned) –Partial day absences –Emergency situations Policy VII – 99.00(A) UMB Alternative Work Schedules Policy and Procedures

UMB Questions? For additional guidance, contact: Human Resource Services Employee/Labor Relations