Introduction and Rules
At the moment, normal office hours at the University are 9 a.m. to 5.30 p.m. Monday to Thursday,
9 a.m. to 5.00 p.m. on Friday, with an hour for lunch, which adds up to a 37 hour working week.
The Flexi-time Scheme allows employees, within the rules of the scheme, to vary their start and
finish times to suit their personal circumstances and business needs, so long as they fulfil their
overall commitment to work an average of 37 hours per week over a four week period.
The scheme applies to all members of secretarial, clerical, administrative and academic-related
staff who are expected to work normal office hours. The only exceptions to this will be certain
agreed categories of staff, for example pool attendants, where use of the scheme would not be
compatible with operational constraints or staff who work on a shift system.
The scheme is offered as a privilege and is not part of the conditions of service. It may be
withdrawn from individuals if abused.
Basics of the Scheme
All full-time employees must work 148 hours during the four weekly accounting period (equivalent
to 37 hours per week), adjusted to take account of annual leave days, public holidays and
university closure days. Subject to a requirement to be in the office during core hours (see below)
they may adjust their start and finish times within a defined range (see below) so as to fulfil this
They may carry over any surplus up to a maximum of 8 hours from one four week period to the
next. Any deficit, up to a maximum of 3 hours, should also be carried over. Deficits of over three
hours are not allowed under the scheme.
Part-time employees are also required to fulfil their four weekly total hours (eg. 22.5 hours per
week x 4 = 90 hours). The same carry over rules apply as to full-time staff and are not pro rata for
All employees must present during core hours each day, which are 10.00 a.m. to 12.00 p.m. and
2.00 p.m. to 4 p.m.
Subject to building opening hours and any relevant health and safety considerations, employees
may start work between 7 a.m. and 10 a.m., and finish between 4 p.m. and 7 p.m. Hours worked
outside these times cannot be counted towards flexi-time totals.
Attendance patterns on a day to day basis will be subject to agreement with managers and
colleagues in the light of anticipated workload.
All employees must take/record at least 30 minutes break at lunchtime.
The scheme allows employees to vary their start and finish times to suit their personal
circumstances, therefore employees will be able, on a day-to-day basis and in agreement with
their colleagues and HoD/Line Manager/Supervisor, to work flexibly within the non-core hours.
In addition, those employees who have built up a surplus of hours may use these to take
additional leave (flexi-leave) which does not count against their contractual annual leave
entitlement. A maximum of one day, or two half days leave may be taken during each four week
period, for part-time staff the full or half-day total maybe less than 7.4 hours.
All flexi-leave will be at the discretion of the HoD/Line Manager/Supervisor and where necessary,
arranged in liaison with colleagues within the department.
Carry Over of Surplus Hours
A maximum of 8 hours may be carried over from one four week period to the next. Any surplus in
excess of 8 hours will be lost.
Surplus hours do not count as paid overtime, which, if available, must be agreed in advance and
should not be recorded on flexi-time records.
Sickness/Absence/University Closure days/Public Holidays
Time recorded for these days will be the normal contracted hours that an employee would have
usually worked that day eg. 7.4 hours for full-time staff.
Should an employee have been intending to work additional hours on a day which they were
unable to work due to sickness, then the daily hours recorded will be at the contracted hours total.
Recording of Hours
Start and finish times, annual leave and public holidays are recorded on a time sheet which is
available as a computer spreadsheet (FL2, FL2pt) or paper form (FL5, FL5pt) covering the four
week period. Employees must keep track of their hours on a daily basis. At the end of the period
total hours and any carryover are calculated - the spreadsheet does this automatically. The paper
version will be calculated manually.
There are instruction sheets to help with the spreadsheet (FL3) and paper (FL6) record sheets,
together with worked examples (FL4, FL4pt, FL7, FL7pt). Timesheets and all other documentation
are available for downloading from the web at www.lboro.ac.uk/admin/personnel/flexi/index.htm
Time is calculated in decimal format, sheet FL9 will assist those using the paper version in working
out periods of time worked for each day.
For full-time employees working 37 hours per week each day is calculated as 7.4 hours,
regardless of which day it is, for instance a University closure day falling on a Monday is 7.4 hours,
a days annual leave taken on a Friday would also be 7.4 hours.
Recording half day start and finish times
For full-time staff wishing to take half a days flexi or annual leave, hours should be calculated as
3.45 hours eg. 9 a.m. – 12.45 p.m. or 1.45 p.m. – 5.30 p.m.
FTE (full-time equivalent)
Staff, whether full or part-time using the paper version (FL5, FL5pt) are required to enter their fte.
This can be calculated easily as follows:
Divide hours per week by full-time hours eg. 19.5 divided by 37 = 0.527 fte
37 hours = 1.00 fte
18.5 hours = 0.50 fte
The spreadsheet will calculate the FTE automatically.
Doctor, dentist and hospital appointments
Routine doctors and dentist appointment must be taken outside core hours. Where exceptional
circumstances dictate, an appointment that is taken inside core hours must be recorded manually
at the end of the four weeks in order that the time is made up and recorded as a deficit.
Hospital and antenatal appointments may be taken in core time, employees would not be
expected to work additional hours to make the time up. However, where possible and to avoid
disruption, employees should try to arrange appointments for either end of their working day.
The completed time sheet or spreadsheet printout should be signed by the employee and checked
and countersigned by their line manager/supervisor.
The supervisor should check that the attendance recorded is accurate, to their knowledge, and
that university holidays and leave days have been entered. The latter is particularly important
in the case of the spreadsheet, since if these entries are not complete the final analysis will be
The sheet should be retained by the employee for a period of 12 months.
Management of the Scheme
The line manager/supervisor should ensure that details of the scheme are communicated to
eligible employees, that they have the appropriate documentation to complete, and that he/she
receives the appropriate timesheets for countersignature and that they are an accurate record.
If required, the Personnel Department will provide appropriate training for managers in the
operation of the scheme and will provide general assistance in its implementation. Please contact
the relevant Personnel Advisor or Officer for your department, see:
Further development for flexible working
The Human Resources Committee has agreed that there may be scope for extending the flexible
working schemes and Personnel Services will be examining the possibility of other initiatives such
as seasonal, compressed and annualised hours along with working from home.