"Contract of Employment Flexi Time"
--------------------------------------------------------------------------------------------------------------------- Flexi Time Scheme Produced by Human Resources, Policy and Strategy Team Tel: 01925 443891 Fax: 01925 442050 www.warrington.gov.uk --------------------------------------------------------------------------------------------------------------------- DOCUMENT STATUS Version Date Action 1 25.07.2006 Placed on Intranet CONTENTS PAGE 1. Objectives 3 2. Basis of the Scheme 3 3. General Control 3 4. Part 1 - Flexible Working Hours Conditions 3 5. Part 2 - Management of the Scheme 5 6. Discipline 6 7. Further Information 6 2 1. OBJECTIVES The scheme is designed to enhance the flexibility of employees in the adjustment between their personal and their working life. Specific objectives include: (a) The increased opportunity for individual and group responsibility. (b) The planning by employees of their working day or working week to suit the peaks and troughs of the activities in which they are involved at work. 2. BASIS OF THE SCHEME The scheme enables each employee to have latitude in choosing their own start and finish times and in choosing their lunch period each day, subject to certain limitations, i.e.: (a) The needs of the work of Warrington Borough Council as a whole, or the work of any Directorate, Section or individual will have absolute priority, i.e. work will not be allowed to suffer because of an individual's exercise of flexibility. (b) Employees must inform their Supervisor of their intended regular approximate times of attendance and to consult him/her if they are going to substantially vary it. Supervisors have the authority to require employees to attend at specific times during operational hours even though this may interfere with the employees regular pattern of attendance. 3. GENERAL CONTROL The success of the scheme depends on good accurate control. A Senior Employee in each Directorate will be responsible for the operation of the control system, the smooth working of the scheme, 'book-keeping' aspects, speedy attention to problems arising and discipline. 4. PART 1 - FLEXIBLE WORKING HOURS CONDITIONS (a) Operational hours 09.00 - 17.00 Monday to Friday These are the hours when Directorates are open to the public and cover will be provided at all times in all offices during these periods. (b) Bandwidth 3 08.00 - 18.30, the earliest starting and latest finishing times. (c) Core-time 10.00 - 12.00 morning 14.00 - 16.00 afternoon (d) Flexible lunch breaks 12.00 - 14.00, period during which lunch break must be taken. A minimum of 30 minutes lunch break must be taken. (e) Settlement period This will be of four weeks duration and each employee will be responsible for working the contracted 148 hours (37 hours per week) during this period, subject to the permitted carry-over time in credit or debit (see paragraph 4(k) below). The contracted hours will be less than 148 hours for part-time employees. These should be calculated in accordance with the individual's contract of employment. (f) Standard working day 7 hours 24 minutes - Full day 3 hours 42 minutes - Half day The relevant period will be used for crediting attendance when an employee is absent due to certified sick leave, special leave, annual leave and courses. (g) Overtime Paid overtime will only be permitted during the bandwidth period if a standard working day has been completed. It will not normally be allowed if employee is in debit. Overtime is completely separate from this flexible working hours scheme and will be subject to the conditions of the National Scheme. (h) Flexible Hours 08.00 to 10.00 16.00 to 18.30 between these hours employees may start or finish subject to the requirements of this scheme and the needs of the service being met. 4 (i) Debit hours The number of hours an employee has worked below the contracted hours. (j) Credit hours The number of hours an employee has worked in excess of the contracted hours. (k) Carry over hours Time in credit or debit will be carried over to the next settlement period. The maximum number of debit or credit hours that an employee may accrue at the end of any settlement period is 10 hours. (l) Flexi leave This can be taken during each settlement period with management permission in whole or half days subject to a maximum of 1 day in each settlement period and subject to the employee being in sufficient credit at the time the leave is taken. (m) Absence from work and medical/dental appointment Authorised absence only (due to holidays, certified sickness, courses, business etc.) will be credited to the employee and updated into the system to keep employees' account of hours correct. Medical/Dental appointments should not be made within core time (10.00 - 12.00 and 14.00 - 16.00). The Council recognises however that it may not be possible for reasons beyond the employee’s control to comply with this ruling and therefore employees must consult with their Manager where unavoidable appointments are made in core time. For appointments which lead to an employee’s absence for any period during core time they will be credited with hours as appropriate only for absences during the time periods of 10.00 hours to 12.00 hours and 14.00 hours to 16.00 hours. The maximum time credited will be restricted by the beginning and end of core time periods. Where a medical/dental appointment requires the employee to be absent for a full day 7 hours 24 minutes will be credited. Absences for any other reason will not be permitted during core time. 5. PART 2 - MANAGEMENT OF THE SCHEME 5 Recording and calculating attendance (a) Under no circumstances will an employee be allowed to record details of attendance other than his/her own. Under no circumstances when a 'card' operated system is in use will an employee use a card other than his/her own. Cards will be kept on the employee's person. (b) Employees will record arrival, lunch and departure times by means dependent on the flexible hours control system in use. (c) Employees leaving their work base on authorised business who do not expect to return to the office that day will 'clock out' on leaving and notify his/her supervisor in order that his/her accounts of hours is adjusted. (d) Employees arriving at their work base after working elsewhere or absent for an authorised reason will 'clock in' and notify his/her supervisor: (i) the time actually spent in travel, or (ii) the time which would have been spent if the journey had begun/ended at his/her work base, whichever is the less. (e) At the end of each settlement period individual attendance hours will be balanced against the contracted hours to ascertain carry over credit/debits (f) Part-time employees who can conform to the conditions of the scheme can partake. Attendance in core time is mandatory for the relevant period. Contracted hours are those laid down in each individual's contract of employment. 6. DISCIPLINE This scheme is based on the principle of mutual trust and will break down if this principle is abused. Any breach of the rules or conditions of this scheme will be reported as a disciplinary matter and dealt with in the same manner as any other breach of discipline under the disciplinary procedure. 7. FURTHER INFORMATION Further advice and guidance on this scheme or a specific case or circumstance can be obtained from your directorate Human Resources Officer. 6 If you would like to comment on the content of the scheme please contact the Policy and Strategy Team within Human Resources on 01925 443891 or e-mail CEX Policy & Strategy. The scheme is also available in alternative formats such Braille, large print, on audio tape or community languages if requested. 7