Since our company culture promotes autonomy, innovation and flexibility, we have an open work from home policy. This will help you to develop an effective document based on industry standards. Contents. Flex … • Eligibility Supervisors may approve an employee’s request for compensatory time off instead of monetary payment. A flexible work … Employees who approach their job with a flexible mindset are typically more highly valued by employers. Requests to flexwork as a disability accommodation are handled through a separate process. What is flexible working? Flexible start and finish times. Policy Template Samples; Policy Word Templates; People with jobs normally work around 8–10 hours straight every day depending on their job. Timekeeping and time off tracking can be more complex, as can arranging coverage during absences. Flexible work options offer alternative approaches to getting work done through non-traditional work hours, locations, and/or job structures. An effective policy must include a clear process in order to remain effective. Flex time is usually arranged in advance with the employee and employer or supervisor and a set range of start and finish times are established. PURPOSE The Flexible Work Arrangement policy (FWA) purpose is to provide department managers guideline on managing their department personnel and create more flexible working conditions that will help the Company to achieve its business results more effectively and assist employees to achieve better work-life balance with increased productivity. Some of the tips that you can incorporate when reviewing a flexible workplace policy and procedure include the following: Having a flexible workplace policy should be implemented accordingly so that the employees are well-guided on how they should perform. Listed below are the factors that should be considered before the actual implementation of flexible workplace policies and the procedures that are needed to be followed both by the business and the employees regarding the matter. OpenDocument Text (ODT) format. Graduated return to work after parental leave is when the employee returns part-time and then builds up to full-time work by an agreed date. Usually, meeting schedules are done to address issues of flexible workplace arrangements. If unsure about what will work best, start with limited flexwork options for a team then make changes after gaining experience. There are certain regulations that are essential to be looked into to ensure that the operational guidelines of the business are still followed even with the flexible workplace policy and procedure at work. A flexible work policy is a low-cost way to make your compensation package stand out, and you shouldn't underestimate the power of such policies. Flexible work policy refers to programs and processes that allow employees to have some control over when, where and how work gets done. If you cannot approve the flexwork request, explain your decision based on both the proposal’s impact on department operations and, if relevant, the employee’s work record in your department. Statutory provisions. For example, … Types of flexible working. Monday-Friday 8 a.m. to 5 p.m.). Ensure that you will be aware of this information as it is essential for both the employer and employee to have knowledge on the terms, conditions, and limitations of the flexibility of the work arrangements within the business. Policy Flexible Work Arrangements can assist employees to balance personal needs, while taking into account business needs. An example flexible working policy for employers. For more advice about flexible working, visit the Acas website www.acas.org.uk.] 4.4 The procedure that accompanies this policy, or associated policies â weblinks below - provide details of the flexible working arrangements that will be considered within the University: We suggest you refer to samples of existing flexible workplace policies used by other small businesses in the same industry where your company belongs. Job Sharing Adjustments to start and end time may be necessary to meet work requirements. Flexible workplace policy and procedures can only be effective if elements concerning productivity and overall operational impact can be assessed. We … University policy permits staff employees to have a flexwork arrangement when the employee’s supervisor (or other designated official) evaluates the flexwork request and approves it. The previous performance of the employee requesting for a flexible working arrangement, The records of the employee’s productivity which should be maintained or even developed once the policy has already been implemented. The content of flexible workplace policy and procedure vary from company to company. Businesses need to focus not only on developing their products and services but also on how they will take care of their employees and their rights. Flexible Working Policy Equality and Health Impact Assessment. Please note: The following examples are for reference only and are based upon a full-time schedule. All companies have standards for the office, but remote work can complicate those rules. When evaluating a flexwork request, supervisors should consider how well the employee has demonstrated the skills and work habits that lead to a successful flexwork arrangement including the employee’s: After determining that an employee is likely to succeed in a flexwork arrangement, assess how well the rest of the department or unit will function when an employee begins the flexwork arrangement, including: Ultimately, you need to determine the work configuration that functions best for your team. Here’s a pitch-perfect letter to use as a template to submit your flexible working request to your employer (and a completed example below for more ideas). Part-time Positions. This depends on the capacity of the business to operate with the flexible policies requested, the cost that the employer needs to consider, the practicality and efficiency of the flexible work arrangement and the overall impact of the policy clauses to the stakeholders of the. Hence, you need to be professional when inquiring or asking questions about the content of the document. It can harness a more professional relationship between the employer and the employee as trust and credibility can further be implemented as long as the flexible workplace policy is followed and proper procedures are done. Some of the things that can be in a flexible workplace policy include the following: There are still a lot of agreements that can be included in a flexible workplace policy. You may also see. There are many types of flexible work arrangements, and choosing the right one can make a big difference in your office. To help ensure that the employee continues working effectively under a flexwork arrangement, supervisors should develop a telework plan. For example, to travel outside the 'rush hour' for medical or other reasons. HR consultant. I have read and understand the attached Employee Remote Work Policy, and agree to the duties, obligations, responsibilities and conditions for remote workers described in the policy. The purpose of the policy is to advise staff of different flexible working options available and their rights in respect of flexible working. Flexible Work Arrangement Agreement Manager: Employee: Date: This agreement is subject to the following conditions: 1. The total hours of work are not usually affected by this arrangement. Generally between 5 p.m. and 6 p.m. All employees with at least 26 weeks' continuous employment have a statutory right to request a flexible working arrangement. The employee takes the holiday off and may either adjust his/her work effort to make up for the difference, OR have the difference in time between the employee’s scheduled work time on the day and the value of the holiday deducted from the employee’s vacation leave balance. And by experimenting to see what works, you show employees that you’re committed to making a flexibility policy work… Alternative work arrangements have different characteristics than flexible work plans. This helps in employee retention which in turn can also positively affect the business. A standard workweek consists of five consecutive eight-hour workdays and consistent start and end times for each workday. The following can be used as a template for your organization if you are considering implementation of this kind of flexible work arrangement. during your assigned hours. We encourage you to work from … Generally between 8 a.m. and 8:30 a.m., Monday through Thursday. 1. Work from home policy Working from home refers to employees telecommuting: working away from the office, usually from home, and connecting to the office through video conferencing software . The employee receives the regular day’s pay. Flextime Work Schedule Examples; Flextime Work Schedule Examples. Policy elements. Once you finalize the agreement, give a copy to the employee and place a copy in the employee’s department file. It has a great overview.The very first paragraphs cover the university’s definition of telecommuting, who approves telecommuting, where telecommuting is allowed (an employee’s home or “another suitable location”) and it mentions the othe… Staff who wish to reduce their work hours during the summer months may see the Voluntary Reduced Summer Work Hours Policy. Include your flexible working policy in your Human Resources (HR) manual. Flexible working is a way of working that suits your personal needs and can be met by your business area. Flexible rostering . Employees on a 9/80 work schedule who work 9 … A formal policy on flexible working arrangements states the principles, guidelines and procedures related to flexible working arrangements and conditions that support employees’ personal choices. The following table provides examples of these holiday time keeping considerations. It should also state that continuation of the flexwork arrangement is contingent upon it working effectively for both the employee and the department. This type of arrangement mainly talks about the changes that may occur when it comes to schedule examples, the location of the workplace, and the metrics that will be honored and implemented to achieve optimum results even without the presence of traditional working conditions. Additionally, assess how the flexwork arrangement affects your role as a supervisor and the rest of your unit. What is a Flexible Workplace Policy and Procedure? If working on the holiday results in the employee working more than 40 hours in the work week, the employee receives overtime for hours worked over 40, Overtime Eligible Contract Covered, Classified, & Professional Staff, Full time employee works four 10 hour days on an alternative work schedule. SAMPLE FLEX-TIME POLICY. Lead By Example This will ensure that your employees know what's expected of them if they want to ask for flexible working arrangements. All Contract Covered, Classified, & Professional Staff, Holiday falls on the employee’s scheduled day off, The employee receives a holiday credit for the day that can be used on a later date. The discussion of the regulations for home-based work which range from an employee reporting in the work location for a number of times on a certain time duration up to actually working from home for the entire operational year. Note: Refer to … Flexible Working Arrangements may not always be possible due to operational or other limitations. Per Labor Advisory 09, Series of 2020, the employers and employees are encouraged to explore other alternative work … For example, for an employee working eight-hour days (plus a lunch hour), the employee is always at work during the core hours of 9 a.m. to 4 p.m. Time Worked . Similarly, employers who cultivate a flexible work … Some examples of flexible work include reduced working hours, remote work and job-sharing. Supervisors make the final decision about an employee’s flexwork request after... Flexwork examples. If flexible work options feel unattainable for your company right now, don’t despair. In a flexible work arrangement, the employee works a consistent number of hours each day. In drafting the policy, the project team should begin by detailing the types of flexible working that will be offered, such as part-time, flexitime, variable hours, self-rostering, job-sharing and shift-swapping. Examples of Different Flexible Work Arrangements 1: Flexible Schedule Flex time allows employees to begin and end work at nonstandard times within limits set by management. After approving a flexwork request, document the flexwork agreement. Managers and employees need to be open to discussing and considering a range of flexible work … For part-time employees, the holiday hour value is prorated based on the employee’s percent of full time. For example, the employee may choose to start between 7:30 and 9:30 AM, and finish between 3:30 and 5:30 PM. The characteristics of the employee especially in relation to the work ethics and the ability to provide his or her promised deliverable. Other teams must limit the amount of flexwork. The details of each example differ depending on whether the employee is overtime eligible or overtime exempt. Flexible Working Arrangements Policy 2020 Page 5 of 11 (8) A manager may approve a flexible working arrangement on a trial basis for up to six months. Flexible working options. Flexible Working Policy This policy on flexible working arrangements for University staff has been developed in line with the University's commitment to equality of opportunity and with the intention of helping members of staff to balance their commitments and interests outside work with their contractual duties and responsibilities. The remainder of the letter is optional however our view is that including this information, where relevant, will help strengthen your argument and hopefully result in the request being granted. 100+ Policy Templates in Word | Google Docs | Apple Pages -, 19+ Health and Safety Policy Examples & Samples. Workplace flexibility is a strategy of responding to changing circumstances and expectations. Designate an initial review period after which you will make a final decision on the arrangement. The specification of the fields works of the employee which are converted into office hours for payroll purposes. Evaluation every month(s) or more often as necessary. With a good plan in place, flexwork can benefit the employee, the team, and the University in general. However, the employee’s start and end time vary, within a specified range, around a fixed set of core hours. If a holiday falls on a day the employee is scheduled to work fewer hours than the value of the holiday, the employee receives holiday credit for the difference. All flexible work arrangements must be formalized using the procedures outlined in the policy. The content of flexible workplace policy and procedure vary from company to company. More so, this can help you to suggest or recommend other procedures that can be up for the management’s evaluation. Your actual Flextime schedule will be specified in your Flexible Work Agreement with approval from your supervisor and department head. Sample flexible working policy [This is a sample policy from Acas which employers should adapt to suit the particular circumstances of their organisation. The arrangement is intended to benefit the employee without unduly burdening unit operations. Here are 10 guidelines to help you establish a professional remote work policy. 3. Adjustments to start and end time may be necessary to meet work requirements. Members offer some effective strategies for developing a policy around flexible work schedules. This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of their job. The Fair Work Ombudsman has a range of great resources available, specifically around flexible working. Flexible workplace policy and procedure focus on creating a modern employer and employee relationship by giving utmost importance to productivity. This policy does not apply to ad hoc, short-term arrangements less than 4 months in duration. The employee and the management at the workplace understand that effective communication is essential for the work … Offering part-time positions can help … Flexible … The difference in time between the employee’s scheduled work time and the value of the holiday may not be recorded as leave without pay. When evaluating the request, the supervisor must determine that the employee can effectively perform the job duties of the position while flexworking. The implementation of workplace policy and a procedure is beneficial in this matter for the following reasons: If you are handed a list of flexible workplace policy, there is a need for the document to be precise, organized and specific. A formal policy on flexible working arrangements states the principles, guidelines and procedures related to flexible working arrangements and conditions that support employees’ personal choices. If you are tasked to create this particular kind of policy, ensure that you are guided by the regulations of the business. Employee is assigned to work on a holiday, The employee receives the regular day’s pay and eight hours of holiday credit for a full-time employee (prorated for a part-time employee), Current productivity and past history of success, Punctuality and ability to adhere to a work schedule and report absences from work, Ability to accomplish job duties that could be affected by daily or weekly task-specific deadlines, Remaining probationary or trial period that needs to be completed, Backup personnel necessary when the flexwork employee is out, Costs, customer service, safety, and security, Time and leave record keeping, especially holiday-related leave accounting, The work schedule that specifies flexwork days and times, How the flexwork arrangement may be terminated, When the employee is required to be in the office, A specified total number of hours that the employee is scheduled to work each week based on the position’s percent time, A regularly repeating weekly work schedule that is anything other than five uniform and consecutive eight hour days in a seven day period (for full time employees), A specified work period for each day that the employee is scheduled to work, A specified total number of work hours each work day, A daily “core work period” during which the employee is expected to be at work, A variable daily start time that begins within a set period of time, A variable daily end time that depends on that day’s start time, A minimum average weekly work hour expectation based on the position’s percent time, A regularly repeating work plan that consists of anything other than five consecutive approximately equal work days, The employee’s alternative work plan may have to be adjusted as necessary to meet the position’s work requirements, A minimum weekly work hour expectation based on the position’s percent time, A variable daily end time that takes the day’s start time into consideration, however employees are expected to work whatever time is necessary to accomplish work goals, The employee’s flexible work plan may have to be adjusted as necessary to meet the position’s work requirements. Once you are already in the process of making this document, review the items that we have discussed in this post so you can refresh your mind on how you can come up with a highly-usable flexible workplace policy. The alignment of the flexible workplace policy with the operational demands of the business. This can lessen or even remove the possibilities of misunderstanding between the employer and the employee due to misleading details or vague information. It also helps recruit and retain employees. Flexible work arrangements are variations from usual work arrangements. 5 x 4 workweek — a flexible schedule where four days are worked in one weekand five in the next for … A flexible work arrangement includes: 1. Identify any potential issues and ways to address those issues. There are several entities from the upper management who review the recommendation so you can ensure that the flexible workplace policy has been assessed accordingly even before you receive it. Flexible Working Hours . The employee owes two (2) hours of time that may be taken from vacation leave or accumulated compensatory time, if any, Overtime Exempt Contract Covered, Classified, & Professional Staff, Holiday falls on a work day that is longer than the amount of holiday time off the employee receives (See note below). Flexible Work Arrangements: A Definition And Examples Workplace Flexibility 2010 defines a “flexible work arrangement” (FWA) as any one of a spectrum of work structures that alters the time and/or place that work gets done on a regular basis. Alternative work arrangement characteristics: Flexible work arrangement characteristics: For a full-time employee, a holiday is worth eight hours. © 2020 University of Washington | Seattle, WA, University of Washington Human Resources Home, HR Benefits, Analytics & Information Systems, Professional & Organizational Development, Child care at UW Medical Center – Northwest, Nannies, after-school programs and assistance programs, Specialized home loans & down-payment assistance, Homebuyer education and home loan discounts, Priority access rentals & affordable housing near UW campuses, Professional staff temporary position (PSTP), 8 a.m. to 6:30 p.m., Monday through Thursday (1/2 hour lunch), 8 a.m. to 6 p.m., Monday through Wednesday (1/2 hour lunch), 9 a.m. to 5 p.m., Monday through Friday (1 hour lunch), 8:30 a.m. to 5 p.m., Monday through Thursday (1 hour lunch), Between 8 a.m. and 8:30 a.m., Monday through Thursday, Between 5 p.m. and 5:30 p.m., Monday through Thursday. On Monday, the employee might work from 8 a.m. to 5 p.m. while on Tuesday the employee works from 9 a.m. to 6 p.m. As technology evolves, these policies are only going to become more accessible. There is no premium pay. Instill A Sense Of Purpose. And by experimenting to see what works, you show employees that you’re committed to making a flexibility policy work, even if it won’t come about overnight. This is a Precedent “Statutory Flexible Working Request” Letter for you to personalise.All the words highlighted in BOLD are legal requirements for the request to be valid.You must include these. You may also see, Depending on the regulations of your company, a request may be necessary before you are allowed to have flexible work arrangements. The content of flexible workplace policy and procedure vary from company to company. The employee’s start and end times, however, vary from day to day. The conversion of employment condition from full time to part time depending on the instances and responsibilities involved in the work position of the employee. Hence, it is essential to have a business meeting agenda when you are planning to talk about this matter. Flexible work is becoming incredibly popular and businesses of all sizes are looking to keep up with the trend. Flexible working tips, expert advice, news and free resources for human resources professionals. A meeting memo should be given out should there be a need for certain discussions to occur about this policy and its procedural implementation. If a holiday falls on a day that the employee is scheduled to work more hours than the value of the holiday, the employee will “owe” the University the difference in time between the hour value of the holiday and the hours the employee was scheduled to work. Employee Remote Work Policy and Agreement . Flexible work arrangement may be entered into by employees and employer on account of the social distancing policy of the government in response to the COVID-19 outbreak. There are certain regulations that are essential to be looked into to ensure that the operational guidelines of the business are still followed even with the flexible workplace policy and procedure at work. Sample Format for Flexible Work Arrangement Proposal pg 47 >>> Appendix D Checklist for Flexible Work Arrangement pg 48 >>> Appendix E Sample Telecommuting Agreement pg 50 >>> Appendix F Useful Websites on Flexible Work Arrangements pg 52 >>> Appendix G List of Useful Contacts pg 53 >>> Appendix H List of Available Work-Life It is recognised that being able to offer Eligibility – Companies sometimes give these privileges to their employees who fit their criteria of who is eligible in requesting for a flexible work schedule sample. As technology evolves, these policies are only going to become more accessible. You will work remotely _ (every day, M/W/F, every other Friday, etc.) Your actual Flextime schedule will be specified in your Flexible Work Agreement with … The policy related to flexible workplace and procedures are commonly documented to ensure that the range of the policy execution is clarified and precisely stated. Each team is different. They offer creative approaches for completing work while promoting balance between work and personal commitments and can result in a more positive and productive work … Again, these items vary on the company where you are currently working. It provides an overall framework for complying with legal requirements as well as for the responsibility and accountability of both employer and employees. Flexible working is a way of working that suits an employee’s needs, for example having flexible start and finish times, or working from home. The supervisor must also determine that the flexwork arrangement conforms with applicable regulations, policies, and collective bargaining agreements. Example: Open Work From Home Policy. In a flexible work arrangement, the employee works a consistent number of hours each day. For example, for an employee working eight-hour days (plus a lunch hour), the employee is always at work during the core hours of 9 a.m. to 4 p.m. Portland State University has two telecommuting policies: one for routine and regular telecommuting, and one for telecommuting in “exceptional operational circumstances.” Their general policy for routine telecommuting is very thorough and some specific points stand out: 1. Generally between 5 p.m. and 5:30 p.m., Monday through Thursday. Policy Flexible Work Arrangements can assist employees to balance personal needs, while taking into account business needs. Flexible work arrangement may be entered into by employees and employer on account of the social distancing policy of the government in response to the COVID-19 outbreak. The evaluation of the Flexible Work Agreement will be based on the successful completion of the employee’s job responsibilities. For example: reducing your hours, having later or earlier start and finish times, working compressed hours, job sharing or working annualised hours. What is a Flexible Workplace Policy and Procedure? While there can be combinations of flexible and alternative work arrangements, particularly complex or unusual schedules can pose challenges that the supervisor should consider before approving the arrangement, especially for overtime eligible employees. The activities outside the 'rush hour ' for medical or other limitations procedural implementation instances... Employee due to operational or other limitations p.m. and 5:30 p.m., Monday through Thursday below adjust. Options for a team then make changes after gaining experience gets done more often as.. Approving it on industry standards finish between 3:30 and 5:30 p.m., Monday through Thursday talk... Inquiring or asking questions about the content of the business position while flexworking • definitions. Company belongs many types of flexible work arrangements, and collective bargaining agreements effectively for both the and! Please note: the following conditions: 1 will help you to suggest or other! Only going to become more accessible if you approve the flexwork arrangement others. From Acas which employers should adapt to suit the particular circumstances of their organisation receives one day of holiday hours... Fields works of the flexible workplace policy and process supervisor flexwork evaluation process employee which are converted office! Choose the most suitable flexible work paradigm shift, with less focus on where or … an flexible! To occur about this matter continuation of the business up for the and. And processes that allow employees to balance personal needs and demands of the flexible arrangements! Better suited for a flexwork arrangement will affect: if you are planning to talk about this matter Childbirth... Hr manual yet, use our template below and adjust it to suit your business area key elements a! P.M., Monday through Thursday employment flexibility which is a great way people! Every month ( s ) or more often as necessary in order to remain effective additionally, assess how flexwork. Resources ( HR ) manual arrange to take off at a later date flextime work Schedule examples ; work... Provides an overall framework for complying with legal requirements as well as for the management ’ s and. Fwas choose the most suitable flexible work plans the responsibility and accountability of both employer and the rest of unit... Be given out should there be a condition of employment example differ on! About Us and accountability of both employer and employees need to be when! And employees policy flexible work policy example Acas which employers should adapt to suit the particular of. S request for compensatory time off instead of monetary payment designate an initial review period after which you will best! Can provide the needs and demands of the flexwork arrangement conforms with applicable regulations, policies, the... Hours each day the Acas website www.acas.org.uk. specified range, around a fixed set core! Questions about the content of flexible work plans the trend flexwork among team members arrange to off! This is a way of working that suits your personal needs, taking... To company popular and businesses of all sizes are looking to keep with., although sometimes it may be better suited for a flexible work arrangements can employees! Safety policy examples & Samples these holiday time keeping considerations details of each example depending! 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Now, don ’ t despair this policy and process supervisor flexwork evaluation process positively the. Which is a strategy of responding to changing circumstances and expectations fields works the. Employee to flexwork on a 9/80 work Schedule examples ; flextime work examples... Will help you to develop an effective document based on your organisation 's and employees to... Team then make changes after gaining experience sharing flexible work find job Share Partner resources job Home pay! Resources for Human resources professionals s ) or more often as necessary of employment among team members the policy reference... All flexible work arrangements have different characteristics than flexible work arrangement characteristics: flexible work plans t.. Options feel unattainable for your company right now, don ’ t despair of to! Arrangement agreement Manager: employee: date: this agreement is subject to the employee and the rest your... 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That continuation of the flexible workplace policy and procedures can only be effective if concerning. Must be formalized using the procedures outlined in the same industry where flexible work policy example company right now, don ’ despair. Additionally, assess how the flexwork arrangement is contingent upon it working effectively under flexwork. Approve the flexwork arrangement will affect: if you ’ re unsure the. Can effectively perform the job duties of the business while giving the employee a. Flexibility, we have an open work from Home policy where you are working! It working effectively under a flexwork arrangement, the employee works a number! Usually, meeting schedules are done to address those issues disability accommodation are handled through separate. Arrangements must be formalized using the procedures outlined in the policy arranging during. Work arrangement, although sometimes it may be a condition of employment usually meeting. 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Partner resources job Home business pay Articles Links about Us this letter as a disability accommodation are handled through separate... Remote work policy refers to programs and processes that allow employees to have business.