Northern Arizona University

The flexible work schedule is a discretionary action designed to assist department heads in better utilizing human resources and to assist employees in balancing work responsibilities and personal concerns. 

Flexible work schedules may be established where service and productivity will not be adversely affected, and where financial resources, staffing, and office coverage permit.  Requests for flexible work schedules will be considered on their own merits and individual circumstances.

Considerations

Non-probationary employees in good standing are eligible to be considered for a flexible work schedule.  All flexible schedules are subject to the approval of the department head whose decision is final and not subject to further review or grievance. 

Prior to an employee beginning a flexible work schedule, a written statement of understanding should be created so that both parties are clear about the flex time expectations.  A 30-day trial period should be considered for new flexible schedules. 

In situations where the flexible work schedule option is unsuccessful, the supervisor or the employee must provide at least two weeks notice that the flexibility option in use will be discontinued.

Flexible Work Schedule Options

• Alternate Work Schedule - This option provides an opportunity for an employee to continue in a full-time position but under a non-traditional schedule.  For example, a supervisor may permit an employee to work four ten hour days instead of five eight hour days; or a supervisor may permit an employee to work from seven in the morning till four in the afternoon instead of the traditional eight to five. 
   
• Voluntary Reduction of FTE - This option allows an employee to voluntarily work fewer hours than originally hired to work with a corresponding reduction in compensation.  For example, if the supervisor and the employee agree, an employee who normally works 40 hours per week can reduce their hours to 30 hours per week with corresponding reduction in compensation.  For a benefit eligible employee to maintain their benefit eligibility status, they can not be reduced below 20 hours per week.
   
• Job Sharing - This option provides for a two-employee team to share the responsibilities of one position.  For example, instead of hiring one full-time employee, the supervisor may elect to hire two part-time employees who work 20 hours a week.
   
• Telecommuting - This option allows an employee to perform work from home with the assistance of electronic communication.

Questions pertaining to flexible schedules should be forwarded to the  Employee Relations Team.

FLSA Considerations

• If a lunch period is compressed in a flex schedule request, it may not be shortened to less than one-half hour.
   
• Break periods may not be combined, used to shorten a workday, or used to extend a lunch period.
   
• In a job share arrangement, if the two parties are required to overlap schedules for communication exchange; the overlap time is compensable.
   
• A reduction in FTE must be submitted on a PAR form prior to the start of the arrangement to ensure proper calculation of overtime, accrual rates, and to ensure that the employee is not overpaid.
   
• In any arrangement, an employee must receive prior approval from the supervisor or department head before working extra hours or overtime.

Keep In Mind...

• Finding a balance between work and family is a prime motivator for many employees.
   
• The success of a flexible work schedule program depends on the corporate culture and the unique responsibilities of each position.
   
• Just as students are demanding a more flexible learning schedule (IITV, web classes, evening classes, etc) employees are demanding more flexible work schedules.
   
• To effectively evaluate the success of a program, keep an eye on the end product.

Benefits of Flexible Work Schedules

• Decrease absenteeism due to health issues
   
• Decrease absence due to routine appointments
   
• Decrease in turnover
   
• Decreased overtime worked
   
• Increased productivity
   
• Increased loyalty
   
• Increased health and well being status
   
• Increased employee satisfaction
   
• Increased employee initiative