Organisation name:

Policy Title: Flexitime

1.0 Flexitime

1.1 Flexitime is a system of attendance whereby employees are able to select their start and finish time for each working day. (Name of organisation) operates from (day) to (day) between the hours of ( ) ( ).

1.2 Any time worked outside of these hours should be considered as accruing TOIL (Time off in Lieu).

1.3 These times will be subject to:

1.3.1 Adequate service provision

1.3.2 Being within the normal working hours for the day.

1.4 Employees should not use flexitime arrangements to accrue credit in excess of ( ) hours in a 4 week period. Credit hours should be recompensed by working shorter hours and may be turned into flexi leave, with a manager’s prior agreement. It should be taken within the subsequent 4 week period up to a maximum of ( ) full days or ( ) half-days.

1.5 Credit Hours accrued in excess of ( ) in a 4 week period or those not taken before end of a contract will be lost.

1.6 Employees should not use flexitime to build up debit in excess of ( ) hours in a 4 week period. Debit hours should be made up within the normal working hours within the subsequent 4 weeks.

1.7 Debit hours in excess of ( ) in a 4 week period will be deducted from annual leave or unpaid leave if the employees annual leave entitlement would otherwise be exhausted. In the case of employment contracts ending debit hours still owing may be taken out of final pay.

1.8 All flexitime and flexi leave is to be agreed and recorded as such on time sheets.

Procedure

1.0 Line Manager should (wherever possible) be advised in advance of any request for flexitime though it is recognised that this may not always be practicable, e.g. emergency appointments.

2.0 Flexitime debits and credits should be recorded accordingly on (name of organisation) time sheets.

3.0 Time sheets should be checked and countersigned by the Line Manager at the end of each 4 week period.

Date this policy came into effect / Date approved by Governing Body
Next Review Date / As agreed by Governing Body
Name or Position of person responsible for this policy
Other related policies / Employment
Relevant legislation / Working Time Regulations
Work & Families Act 2006
Useful information / www.acas.org.uk

PRACTICE NOTE

Issued to:
All Staff / SUBJECT:
Flexitime / No:
Issued by: / Date issued: / Date amended: / For Information to:
·  All worked hours to be recorded on time sheet
·  Known personal appointments in normal working hours to be discussed and agreed with line manager and recorded as a deficit on time sheet
·  Debit hours to be made up in normal working hours within next four week period and recorded as such on time sheet
·  Extra hours worked within normal working hours to be recorded on timesheet as credit hours and taken within the next four week period
·  Flexi leave (credit hours equal to full or half days) requested and countersigned on time sheet by line manager and taken within next four week period
·  Time sheets to be signed and handed to appropriate personnel at end of four week period.
·  Organisations may want to consider core hours of something like 9.30am until 12 noon and 2pm until 3.30pm. During those hours all staff should be present. The flexible hours could begin at 7.30am or 8am and finish at 6pm so staff could be flexible between 7.30am or 8 am until 9.30am and after 3.30pm until 6pm.
·  The limit on accruing flexitime over a 4 week period might be 10 hours i.e. any time accrued over 10 hours would be lost.
·  The limit on a flexitime debit over a 4 week period might be 10 hours i.e. any time over a 10 hour debit would trigger action as in 1.7 of the policy above.

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