HomeMy WebLinkAboutN-232 - Flexible Work TimeCITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 232
Personnel Policies & Procedures
Subject: Work Schedule & Flex Time (Flexing Work Hours)
Initial Effective Date:
March 25, 2009
Revised
10/1/18
Ap2roved
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The following Administrative Order is effective October 1, 2018.
I. PURPOSE:
This Administrative Order is necessary to establish uniform policies and procedures
within which an "alternate work schedule" or "flextime" may be permitted.
II. DEPARTMENTS AFFECTED:
All non-represented/non-exempt employees in all departments.
III. REFERENCES:
A. Definition: "Alternate Schedule" is a schedule that is different than the normal
core business hours of the department the employee is assigned to that continues
to meet the needs of the department and organization but allows for more
flexibility.
B. 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 a requested alternate
schedule or flex time.
B. Availability of an alternate schedule or flex time program for the individual
departments shall be solely at the Department Director's discretion.
C. Any alternate schedule or flex time is subject to approval by the manager, after
consultation with the Department Director, and in accordance with this
Administrative Order.
D. Alternate schedule or flex time approval is subject to review and reconsideration at
any time by management and may also be rescinded due to unexpected work/staffing
requirements.
E. 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. ALTERNATE SCHEDULE: A request for an alternate schedule must be submitted
to the manager for approval in advance of a change in schedule. The written response to
the employee shall include the following:
1. The approval or denial of the alternate schedule;
2. The criteria that will be measured to evaluate productivity;
3. The effective date of the new schedule; and
4. A written acknowledgement by the employee stating they understand the effects
the proposed schedule and potential new work period designation will have on
leave usage, and if approved, the schedule may be changed at any time by
management.
G. Examples of alternate schedules that may be approved:
1. Compressed schedule; eight (8) uniform days of work of nine (9) hours followed
by a ninth (96) day of eight hours and a tenth day off for a minimum of forty (40)
hours in each work week (Alternate work period designation is 12:01 pm Friday —
12:00 noon Friday).
2. 4/10 schedule; four uniform work days of ten (10) hours followed by a fifth (5a')
day off for a minimum of forty (40) hours in each work week (Standard period
designation 12:00 midnight Sunday — 11:59 pm Saturday).
H. FLEX TIME: Available only within a regularly scheduled work week. Time taken
must be made up within the same work week designation.
I. 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.)
J. Leave usage and Holidays:
1. An employee on an alternate schedule who uses sick or vacation leave shall be
charged the amount equal to the hours that would have been worked if not on
leave.
2. During a holiday week an employee on an alternate schedule will be required to
revert to an eight (8) hours a day 5 (five) days a week schedule.
3. Employees on alternate schedules accrue sick leave at the rate of eight (8) per
month.
Administrative Order 232.0: Work Schedule & Flex Time (Flexing Work Hours)
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V.
A. Employee:
1. Submit an alternate schedule request as per section F above.
2. Submit a flex time request to the manager as soon as possible, but no later than the
day prior to the requested time off.
B. Manager: (For alternate schedule request) Evaluate each request individually based
on the following criteria:
1. Impact on services to the City, including maintenance of counter coverage;
2. Measurements to be used to evaluate schedule;
3. Demands and schedules associated with the employee's work unit; and
4. Amount of supervision the position/employee requires and the availability of the
supervisor; and
5. Document request and conditions of approval. Review the request in light of
departmental needs and provide the employee with a written statement
supporting, revising or objecting to the schedule and provide feedback to the
employee regarding request and concerns, if any.
Approved:
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Administrative Order 232.0: Work Schedule & Flex Time (Flexing Work Hours)
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