HomeMy WebLinkAbout330-05410R POLICY & PROCEDURE
Subject: Index: HUMAN RESOURCES &
FLEXIBLE WORK SCHEDULE RISK MANAGEMENT
PROGRAM Number: 330-05 (replaces 300-30)
Effective Date Supersedes Page Staff Contact Approved By
10/15/2005 8/1/94 1 of 6 Michael R.
Webb
1.0 PURPOSE:
To establish policy and procedures for the request, approval and administration of
a flexible work schedule program, including flex-time and alternative work
schedules that meet the intent and purpose of the City's Commute Trip Reduction
program.
2.0 ORGANIZATIONS AFFECTED:
All departments and divisions
3.0 REFERENCES:
Collective Bargaining Agreements
Commute Trip Reduction Act
Fair Labor Standards Act
Labor and Industries Break Requirements
City of Renton Policy and Procedure 330-07 - Holidays
4.0 POLICY:
4.1 Flex-time and alternative work schedules may be approved for use by
employees according to guidelines incorporated in Section 6.0 of this
document.
4.2 Department Administrators will determine whether flexible work
schedules can be used effectively in their department. It is understood that
there may be no loss in productivity or in the level of service to the public.
Departmental hours may vary depending upon the type of service provided
and the needs of the department as long as there is not a reduction in hours
of service available to the public. For many departments or divisions,
other than Police and Fire, this means that employees would be available
from 8:00 a.m. to 5:00 p.m.
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4.2.1 If the Department Administrator finds that flexible work schedules
are acceptable for the department/divisions alternative hours of
operation may be implemented. However, the department/division
must be adequately staffed to meet the needs of the public and
other City employees. Flexible Work Schedule Programs must be
approved by the Mayor or his/her designee prior to implementation
See Attachment A).
4.2.2 Individual flexible work schedules must be approved by the
Department Administrator prior to implementation. A copy of the
signed Flexible Work Schedule Program Application (see
Attachment B) must be forwarded to payroll.
4.3 The City shall retain the right to terminate flex-time or alternative work
schedule programs completely by department, by division, or on an
individual basis. Termination of flexible work schedules shall be in
writing and shall be in accordance with Section 6.4 of this Policy and
Procedure.
5.0 DEFINITIONS:
5.1 Flex-time
For the purpose of this policy, flex-time shall be defined as the concept of
allowing flexible employee work schedules based around core hours,
wherein all employees are required to be in attendance, excluding lunch
and break periods.
5.2 Alternative Work Schedules
For the purpose of this policy, an alternative work schedule shall be
defined as a workweek based on other than five eight-hour days. The
workweek may be based on:
5.2.1 Four ten-hour days in one week or,
52.2 Eight nine-hour days and one eight-hour day in two work weeks
9/80) or
5.2.3 A similar schedule which meets the intent of this Policy and
Procedure and is approved in advance by the Mayor's office.
6.0 PROCEDURES:
6.1 Flex-Time
Flexible Work Schedule Program 2
6.1.1 The work hour band is from 6:00 a.m. to 7:00 p.m. Employees
may work any hours during this time, as long as core hours are
included.
61.2 Daily core periods for employees on a flex-time schedule are from
9:00 a.m. to 11:30 a.m. and from 1:30 p.m. to 3:00 p.m.
6.1.3 Employees working flex-time schedules may vary the length of
hours in a work day, but the employee must work a forty-hour
week.
6.2 Alternative Work Schedule
6.2.1 Except as otherwise provided by the applicable collective
bargaining agreement, overtime pay for employees working an
alternative work schedule who are covered by the Fair Labor
Standards Act will be paid based on hours worked.
6.2.2 Employees are required to take at least a thirty-minute lunch break
each day. Any employee working eleven or more hours must take
a second thirty minute lunch.
6.2.3 Employees working a four ten-hour schedule may change to an
err eight-hour schedule during a week containing a recognized City
holiday. If they do not adjust their schedule an employee must
move their scheduled day off during the same work week. Holiday
hours are credited at eight hours of paid time therefore sufficient
hours of compensatory, vacation or personal holiday time must be
used to complete the 40 hour work week unless otherwise specified
in the applicable collective bargaining agreement.
6.2.4 Employees working eight nine hour days and one eight hour day
9/80) may use compensatory, vacation or personal holiday time to
ensure that forty hours are charged in the work week. When an
observed holiday falls on a flex day the employee must move
his/her flex day within the work period unless otherwise specified
in the applicable collective bargaining agreement.
6.3 Timekeeping
6.3.1 Employees are responsible for keeping track of their own time.
Supervisors are responsible for reviewing and approving employee
time cards to ensure they are accurate and that the appropriate
number of hours has been worked in the pay period.
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Flexible Work Schedule Program 3
6.4 Termination
6.4.1 The flexible work schedule program may be discontinued in whole
or in part by the Mayor, his/her designated representative, or the
Department Administrator. If terminated by action on behalf of
the City, affected employees shall be given ten working days
notice before program termination is implemented.
6.4.2 Employees may, by notifying their supervisor and Department
Administrator give notice of their intent to withdraw from
participation in the flexible work schedule program at any time,
provided that immediate withdrawal does not create an undue
hardship in the department or a disservice to the public. The
employee shall notify the Department Administrator to mutually
negotiate an acceptable withdrawal date.
6.4.3 Payroll must be notified in writing prior to the implementation of
any work schedule changes. This includes temporary as well as
permanent work schedule changes.
Flexible Work Schedule Program 4
ATTACHMENT A
CITY OF RENTON
Flexible Work Schedule—Hours of Operation
Refer to Policy and Procedure 330-05, Flexible Work Schedule Program, Section 4.0)
Division/Department: Section:
Flexible Work Schedule(s) requested (4/40, 9/80, flextime)
Hours the Division/Department will be staffed: a.m p.m.
Hours open to the public: a.m p.m.
Number of employees in work group:
Number of employees working a non standard work schedule:
Number of employees who will normally be at work on Mondays:
Number of employees who will normally be at work on Tuesdays:
Number of employees who will normally be at work on Wednesdays:
Number of employees who will normally be at work on Thursdays:
Number of employees who will normally be at work on Fridays:
Division Head's Signature Union Representative's Signature
Approval of this request is based on my confidence as head of the department that productivity and service
to the public will be increased or at least remain at the current level in the division/department named. If
that does not hold true, the program will be terminated.
APPROVED BY DEPARTMENT ADMINISTRATOR
Flexible Work Schedule Program 5
ATTACHMENT B
CITY OF RENTON
Alternative Work Schedule Application
Employee Name Date of Request
Dept/Division Effective Date
Position Circle One: Exempt from FLSA
Non-Exempt from FLSA
Alternative Work Schedule Desired(4-10, 8-9, (Flex time/change of start time)
Work Week Start/End
Date
Da
Schedule
No of Hours
Date
Day
Schedule
No of Hours
Date
Day
Schedule
No of Hours
Reason for Request
Potential Problems/Recommended Solution
1) Employee Signature 2) Immediate Supervisor's Signature
3) Union Representative's Signature(Local 2170 ONLY) (4) Department/Division Head Signature
Forward completed and signed form to Department Administrator
cc: Payroll
Personnel File
Employee
Flexible Work Schedule Program 6