HR Employee Relations

FLEXTIME GUIDELINES

PURPOSE:

Since August 1980, West Virginia University has permitted supervisors who choose to do so to authorize flextime schedules for employees outside of the unit or University business hours.

EXPLANATION OF CORETIME AND UNIVERSITY OPERATIONAL BUSINESS HOURS:

In general, University operational business hours are Monday through Friday, 8:15 a.m. to 4:45 p.m. during which time offices must be open. Some University functions require 24 hour coverage, seven days per work, through otherwise defined operational shifts.

Core time is generally regarded as the time when all employees must be present for work. Although each College/Department must maintain the above University business hours, the dean or director may establish a core time for the group when all employees must be at work; e.g. 9:00 a.m. to 3:00 p.m. The same core time concept applies to defined operational shifts.

FLEXTIME FOR EMPLOYEES:

Flextime schedules are established by each unit, in cooperation with the respective dean or director. The immediate supervisor determines if flextime is appropriate for his/her unit and for which positions.

The employee may initiate a request for a flextime schedule; the supervisor must authorize or deny the request based upon the operational needs of the unit.

Employees on flextime schedules are required to work the proper number of hours during the week, consistent with their position full time equivalency (FTE).

For Example: If the required number of hours per workweek is 37.50, one employee may request to work 7:00 a.m. to 3:30 p.m. with a one-hour lunch period, while another employee may request to work 9:00 a.m. to 5:00 p.m. with a one-half hour lunch period. Both employees still work the required number of hours and maintain core hours, but have different work schedules. Flextime may also be used, if operationally feasible, to enable employees to work four-day work weeks.

WHERE EMPLOYEE REQUESTS OUTNUMBER AVAILABLE FLEXTIME OPPORTUNITIES:

When employee requests outnumber available flextime opportunities, the supervisor has the discretion to limit eligibility as appropriate based upon operational impact. Order of request, seniority, or some other method may be consistently applied as a means of allocating flextime choices for similarly situated employees.

REVIEW OF FLEXTIME SCHEDULES:

Periodic reviews and modification of the schedule arrangements are suggested to ensure the continued workability of the system. In the event an employee’s regular work schedule is to be changed the supervisor shall give oral notice, followed by a written confirmation, to the employee fifteen (15) days prior to the change, when possible.

ADDITIONAL INFORMATION:

Additional information or questions regarding flextime issues should be directed to the Employee Relations Unit in the Division of Human Resources, at 293-5700.

EFFECTIVE DATE: August 1, 1999

WVU POLICY REFERENCE: http://www.hr.wvu.edu/policies/wvu_hr_14_flextime_guidelines_policy