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Sample Flexi Time Policy and Procedure

This document may be used as the basis for your own Flexi Time Policy.  You can download this flexi time policy in an MS-Word® document for your own use.

Introduction

A flexi time system allows employees, subject to certain conditions, to vary their working hours.  The aim is to improve the efficiency of a department/organisation whilst giving flexibility to employees to enable them to work hours suited to their individual requirements.

A flexi time scheme provides for authorised time worked beyond the weekly contracted hours to be ‘banked’ as ‘credit’, and taken as time off at a later date, to suit both the employee and the employer.

Working Time

Within the limits of the working day, and outwith core time, employees have the discretion to choose and/or vary their start and finish time.  However, this is subject to general agreement with their line manager/employer, whose responsibility it is to see that each department is adequately staffed during normal hours.

Limits of Working Day

The limits of working day define the time within which an employee may normally work.  eg:  08:00 – 18:00

Lunch Time

All members of staff are required to take a lunch break of at least: eg: 30 minutes. 

Lunch breaks do not count towards normal hours worked. 

Core Time

During core time all members of staff should be at work.  These hours are from: eg:  10:00 to 12:00 and 14:00 to 16:00

Flexi Period

A flexi (accounting) period is normally of four weeks duration.  There are then 13 flexi periods in a year.

Time Credit / Debit

If an employee works more than their weekly contracted hours, this is a flexi time credit. Flexi time credit (eg:  up to a maximum of an employee’s daily/weekly contracted hours) may be carried into the next flexi period, including into the next flexi year. 

If an employee works fewer than their weekly contracted hours, this is a flexi time debit.  Flexi time debit is carried forward into the next flexi period, including into the next flexi year, and should not exceed eg:  one third of an employee’s weekly contracted hours.

Flexi Time Off

Time off may be taken to use up flexi credit.

Under normal circumstances, flexi time off will only be permitted if an employee is in flexi credit.   Those employees in flexi credit may request one flexi day off in any one four week flexi period - up to a maximum of 13 flexi days off per calendar year.

Work Outside `Limits of Working Day´.

Such time may be counted towards hours worked, providing that arrangements have been authorised in advance by the line manager and the hours spent on such work are recorded on the flexi time sheet.

Meetings/Seminars/Conferences/Working from Home

Employees may be required to attend meetings etc in the normal course of their work, outwith the limits of the working day.   Hours spent attending the meeting and for required travel time may count towards normal working hours.  This should be agreed with the line manager in advance. 

Agreed times involved in travelling and attending meetings should be recorded on the flexi time sheet.

Medical Appointments

Normally, employees on the flexi time system should make health-related appointments outwith core time whenever possible.    Flexi time should normally be taken to cover routine appointments (e.g. a routine visit to GP or dentist) and should be authorised in advance by the line manager.

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