HomeMy WebLinkAboutN-232 - Flex Time CITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 232
Personnel Policies &Procedures
Subject: Flex Time (Flexing Work Hours) Initial Effective Date:
March 25, 2009
Revised
Approved
The following Administrative Order is effective March 25, 2009.
I. PURPOSE:
This Administrative Order is necessary to establish uniform policies and procedures
within which "flextime" may be permitted.
11. DEPARTMENTS AFFECTED:
All non-represented/non-exempt employees in all departments.
III. REFERENCES:
A. Definition: ''Flextime" is a method by which managers and employees may vary, on
occasion, an employee's regular schedule to accommodate work needs or minor
personal time off requests while maintaining the regularly scheduled number of hours
of work in a week. Flexed time must be taken and made up within the same work
week.
Iv POLICY
A. Management has sole authority to approve, deny or rescind requested flex time.
B. Availability of flex time program for the individual departments shall be solely at the
Department Director's discretion.
C. Individual employee flex time is subject to approval by the division manager, in
accordance with the Department Director's instructions and this Administrative
Order.
D. Flex time approval may be rescinded due to unexpected work loads/staffing
requirements.
E. Division managers may adjust regular work schedules within the same week to avoid
overtime,provided the employee is given at least prior work day notice.
F. If requested by the employee, flex time must be requested in advance (prior day
notice) and in writing, using the attached request form (Attachment A).
G. Flex time is available only within a regularly scheduled work week. Time taken must
be made up within the same work week
H. Examples for which flex time may be approved:
1. To meet the work needs of the department. (For example: employee A is required
to attend a City Council meeting. That employee may be required or permitted to
take off the same amount of time in that work week to offset the extra time spent
at the Council meeting.)
2. For personal/family reasons. (For example: an employee has a parent/teacher
conference to attend during regular work hours. S/He would work the number of
hours needed, within that same work week, to be off for that conference.)
V. PROCEDURE
A. Employee: Submit a flex time request (on the approved form) as soon as possible,
but no later than the day prior to the requested time off.
B. Manager:
1. Upon receipt of a flex time request (on approved form), grant or deny the request,
on the form, as soon as possible, but no later than the work day prior to the day
for which the time off is requested.
2. Ensure the employee's time sheet reflects the hours s/he worked on each day.
Time worked in the week should total the employee's full time equivalent hours
(e.g., 40 hours for a full time employee).
3. Shall be obligated to advise the employee of a change in the flex time approval at
least one work day prior to the day for which the time off is requested.
Approve .
Gary rutchfield,)City Manager Date
Administrative Order 232.0: Flex Time(Flexing Work Hours)
Page 2
CITY OF PASCO
ABSENCE REPORT
Narne Dept. Division
From AM
PM Month Day Year
To AM
PM Month Dal Year
Number of work days Number of work hours
REASON FOR ABSENCE
(Check one)
❑ Vacation ❑ Floating Holiday ❑ Jury Duty
❑ Leave without Pay* ❑ Accident on Duty (Attach incident report) ❑ Military x
❑ Sick Leave ❑ Accident off Duty (Explain below) ❑ Bereavement*
❑ Illness/Self ❑ Comp. Time ❑ Other
❑ Illness/Family ❑ Flex Time
(if SL use is greater than 3 days
see*below)
Reported to By phone By messenger Other means Date Time
EXPLANATION/COMMENTS:
(Attach additional sheet if necessary)
Requested by: Date:
Employee
Approved by:
Division Manager Department Director
Date Date
*Leave of Absence form must be completed and original forwarded to Human Resources
Copy of Absence Report must be attached to time sheet for use by manager.