Work Schedules Procedure

Section 400, Proc. 480
Related Forms:
Effective: 5/14/09

Objective:

To provide department maximum flexibility in the scheduling of staff employees and to maximize employee productivity, accountability, and longevity by accommodating personal and family needs, within the particular needs of the unit.

Who is affected:

This procedure covers all staff employees.

Procedures:

1. Normal Business Hours

The normal business hours of the University are 8:00 a.m.-5:00 p.m. Monday thru Friday. The operational needs of some units may require variations to these hours. Supervisors are responsible for ensuring compliance with the work schedule, either standard or modified.

2. Established Working Schedules

It is the responsibility of the Dean, Director, Department Head or his/her designee to establish work schedules to meet the operating needs of the unit; advise staff members of the daily and weekly work schedules of their position when hired; and advise staff members of changes in working hours as far in advance as possible. Supervisors should schedule staff in a manner that avoids the use of overtime.

3. Monthly-Paid Employees

All monthly-paid employees must have a pre-established schedule in IRIS. Any variations to this schedule, such as an adjustment to the days worked per week or hours worked per day, requires a revised work schedule through Human Resources-Compensation Unit via the eform process. For questions concerning the above, please contact Human Resources-Compensation Unit.

4. Approvals of Alternate Work Schedules

Supervisors have the flexibility to determine employees alternative work schedules based on personal needs of the employees and the particular needs of the unit. An alternative schedules requires a letter of justification approved by the department and Human Resources Compensation Unit prior to the implementation of the alternative work schedule.

  • Job Sharing – Two or more people share a single job for which they are equally accountable.
  • Flex Time – A work schedule composed of core time (example: 9am to 4 pm) when employees are required to be at work and additional regular-scheduled work hours outside of core time.
  • Flex Year – Defined in Policy HRO126 as any time period, greater than 9 or less than 12 months, which is scheduled to accommodate the cyclical workload of university departments.
  • Telecommuting – An agreed-upon work arrangement in which employees work at remote locations, usually at home, using computers and other telecommunications equipment to carry out their responsibilities.
  • Compressed Work Week – A work schedule in which employees work more than 8 hours per day and less than 5 days per week (example: a work week of four ten-hour days).

A Compressed Work Week (CWW) is designed to accommodate employee needs for flexibility in their work schedules, while meeting the operational needs of the university.

Requests to establish a CWW or to amend an existing CWW for a department or operational unit are prepared in writing by the dean, director, or department head (DDDH). The request is reviewed by the human resources (HR) office for compliance. If any modifications are required, HR will assist with these. When the CWW is in compliance, the proposal will be submitted. If approved, both the department and human resources will maintain a copy of the approved plan. After this approval, the DDDH will approve individual employee CWW agreements according to the approved CWW plan for that department or operational unit.

Guidelines:

  • All work schedules must accomplish the mission, functions, goals, and objectives of the operational unit.
  • Participation in a CWW is voluntary (Some positions may participate in CWW or some other alternate work schedule as a condition of employment, which is discussed with employees at the time of hire. In such cases, requests from the employee to change or discontinue the work schedule may not be possible.)
  • Supervisors determine employee eligibility to participate in a CWW.
  • Salaries and benefits do not change when an employee participates
  • All regular full-time employees receive 8 hours of pay for a scheduled holiday and/or administrative closing.
  • Regular part-time employees receive benefits based upon their percentage of effort according to the relevant University policy.
  • In work weeks in which scheduled administrative closings and/or holidays occur, employees on CWW schedules will return to the university’s standard work week of five, eight-hour days. If business necessity requires an exception, human resources must be contacted as noted below. Example: An employee works Monday through Thursday, ten hours per day on a CWW schedule. The week of Thanksgiving, the employee will work eight hours on Monday, Tuesday, and Wednesday and will receive eight hours for the holiday on Thursday and eight hours for the administrative closing on Friday, for a total of 40 hours.
  • Non-Exempt employees must be on the biweekly payroll to participate in a CWW.
    To record holiday or administrative close day on a non-scheduled work day, use attendance types for Holiday (HL1, HL2, or HL3) or Administrative Closing (AC1, AC2, or AC3).
    To record time worked on a non-scheduled work day, use attendance types (RG1, RG2, or RG3).
  • Compressed Work Week Time Reporting for Staff: Exec/Admin and Staff Professional (exempt) also use this form, but will record ONLY hours absent (annual leave, sick leave, holidays, administrative closings, other types of non-duty leave, as well as unpaid absences).