UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.2.03
DATE: 09/01/00
REVISION: 07/01/2003

SECTION: HUMAN RESOURCES
AREA: COMPENSATION
SUBJECT: FLEX SCHEDULES

PURPOSE

UAMS has established the hours of operation for the institution and delegated to its department heads the authority to establish hours of work and to assign working hours for each employee based on the operational needs of the department.

POLICY

Department heads are encouraged to balance operational needs with the needs of the employees, including the privilege of establishing mutually agreeable non-traditional start and stop times, commonly termed "flextime." Departments must adhere to the Federal Fair Labor Standards Act (FLSA) in the payment for time worked for nonexempt (“hourly”) personnel1, and to the rules on shift differential payment.2

Except in case of an emergency, changes in the routinely assigned work schedule should be communicated to the employee at least two weeks prior to the change.3

PROCEDURE

1.       Departments should define and publicize standard hours of operation and normal schedules of work for employees.                         

2.      The concept of "flexible hours" generally involves the staggering of the start and stop times for various staff while still accomplishing the mission and workload. For example, a normal office schedule of 8:00 a.m. to 5:00 p.m. with an hour lunch could be flexible by allowing individuals to work 7:00 a.m. to 4:00 p.m., 7:30 a.m. to 4:30 p.m., 8:30 a.m. to 5:30 p.m. or 9:00 a.m. to 6:00 p.m. Flexible hours in other environments might mean shifting staffing patterns to coincide with heavier workload of patients, students, or other work, while scheduling fewer people during the lighter portions of the day or week. These might result in weekend only schedules, 4-day workweek, 12-hour days and the like.                    

3.       A department wishing to establish flexible work hours or shifts should generally allow employees to volunteer to work such hours/shift prior to involuntary assignment. Involuntary assignment must follow the two-week notice rule, as mentioned above.                                                                                                              

4.       An employee wishing to work flexible hours or otherwise change the hours of work should make a proposal to the immediate supervisor or department head, including any benefit for the department of such a schedule change.                                                           

5.       The agreement should be committed to writing so that there will be no misunderstanding regarding tardiness or absenteeism.                                 

6.      The department head may limit the privilege of flexible hours based on the operational needs of the department or on any misuse of the privilege by the employee.                                                              

7.       Questions regarding flexible schedules and their impact on FLSA overtime rules, shift differential or other issues should be addressed to OHR at 686-5650.

REFERENCES

1 UAMS Policy 4.2.01, "Overtime Compensation"

2 UAMS Policy 4.2.04, "Shift Differential"

3 UAMS Policy 4.3.02, "Definition of Workday, Work Shift, and Pay  Periods"