2016 Summer Flexible Schedule Guidelines

Posted On : May 06, 2016
2016 Summer Flexible Schedule Guidelines

The University is offering employees the benefit of a flexible work schedule as a cost savings initiative during the summer from Sunday, May 15, 2016 through Saturday, July 30, 2016.  We hope the guidelines below assist supervisors and employees with implementing flexible work schedules in their departments.

Office Coverage and Operating Hours:

  • Beginning Monday, May 16, 2016 the core operating hours will be Monday through Friday, 7:30am-6:00pm to allow for flexible scheduling. Some departments operating hours will extend beyond the core operating hours or will remain the standard hours (8-5pm) depending on how the program is implemented within the unit.
  • Supervisors may be flexible in applying individual work schedules to meet the needs of their respective areas and ensure coverage.
  • Supervisors are encouraged to accommodate the needs of employees with extenuating circumstances during the summer schedule, for example:
    • Some employees may choose to opt out of working a flexible schedule and instead wish to work their regular schedule, five days per week. This will allow for greater flexibility with other employees who choose a flex option such as a four day work week.
    • Some employees may be permitted to arrive earlier or leave later than the core operating hours as long as the employee’s standard weekly hours are met.

Examples of Flexible Schedule Options:

Exempt and Non-Exempt on a standard 40 hour work week-

  • Four (4) 10 hour work days with one day off per week, 7:30am-6:00pm with ½ hour lunch and two 15 minute paid breaks.

 Non-Exempt on a standard 37.5 hour work week-

  • Three (3) 10 hour work days, one 7.5 hour work day and one day off per week, 7:30am-6:00pm on the 10 hour days with ½ hour lunch and two 15 minute paid breaks.
  • Three (3) 9 ½ hour work days, one 9 hour day and one day off per week. Working times could be 8:00am-6:00pm, 7:30am-5:30pm or other variations with ½ hour lunch and two 15 minute paid breaks.

Please note: These are just examples and other schedules can be developed per area as long as basic guidelines are met.

Memorial Holiday

The flexible work schedule is not applicable during the week of Sunday, May 29, 2016 through Saturday, June 4, 2016.  All employees should work their regular weekly schedule. Normal University operating hours will be in effect 8:00am-5:00pm.

July 4th Holiday:

The flexible work schedule is not applicable during the week of Sunday, July 3, 2016 through Saturday, July 9, 2016, due to the July 4th holiday. All employees should work their regular weekly schedule. Normal University operating hours will be in effect 8:00am-5:00pm.

Reporting Time and Use of Leave Plans:

  • Non exempt employees must report all daily hours worked or leave hours by clocking in and out of Workday.
  • Use of paid time off must be reported and should make up the difference between hours worked and the standard weekly schedule.
    • Example: An employee on a 4 day work week (standard 40 hour weekly schedule) who works three (3) 10 hour days and takes 1 day of paid time off-
      • If you are non-exempt your clock time should reflect 30 hours worked and 10 hours paid time off for the day off.
      • If you are exempt your Paid Time Off form should reflect 10 hours paid time off

Voice Mail/Out of Office Messages:

It is important to maintain the highest level of service to all University customers. Please ensure voicemail and email messages reflect hours of operation. It is also important to have calls forwarded to employees who are available for assistance.

All employees will return to their standard work schedule beginning Sunday, July 30, 2016.

If you have any questions or need assistance in implementing flexible scheduling, please contact Human Resources at ext. 3675 or 3678.