To provide guidance for managers in establishing flexible work arrangements for staff employees whose responsibilities can be accomplished outside of a University office and/or traditional work schedule for part or all of the workweek.

The University recognizes that there may be situations where flexible work arrangements are appropriate. Flexible work arrangements offer alternative approaches to getting work done through nontraditional work hours, locations, and/or job structures. They offer employees creative approaches for completing work, while promoting balance between work and personal commitments.

Typical flexible work options include flextime (i.e., flexible start, stop, and lunch times), flexplace (i.e., work away from the office, typically at home), compressed work schedules (i.e., condensing standard workweek hours into fewer days), and part-time and job-sharing assignments (i.e., less than full-time work, either for a reduced assignment or a shared one). These arrangements must support the unit's goals and must be approved by relevant unit leadership.

Guidelines:

1. A flexible work arrangement is valuable tool for supporting an employee's efforts to balance the demands of work and personal life. Establishment of a flexible work arrangement is encouraged whenever possible. However, the arrangement must support the unit's goals and must be approved by relevant unit leadership.
2. While on a flexible work arrangement, an employee remains obligated to comply with all University rules, policies, and procedures.
3. Typical flexible work options include:
   • Flextime: The most requested, easiest to manage, and the most affordable option, flextime offers flexibility in arrival, departure, and/or lunch times, typically with a designated core midday schedule during which staff customarily are present.
   • Flexplace: This arrangement allows for a portion of the job to be performed off-site, on a regular, recurring basis. The majority of work time is spent at the office and the off-site work typically is done at home. It may be the most complicated flexible work option to arrange, since it involves special issues (i.e., workers' compensation considerations, and purchase and/or management of equipment and systems away from the workplace). This is often referred to as a telecommuting assignment; most or all of the work is performed at an off-site location.
   • Compressed Work Schedules: A traditional 37.5- to 40-hour workweek is condensed into fewer than five (5) days of work. Common compressed work schedules for the traditional workweeks include: four 10-hour days for a 40-hour week; and three 10-hour days and one 7.5-hour day for a 37.5-hour workweek.
   • Part-time work is a regular arrangement for workweeks of 34 hours or fewer. This differs from a temporary work assignment where an employee is expected to have a temporary, nonrecurring relationship to the workplace. Regular part-time employees who work twenty (20) hours per week or more are eligible for benefits.
   • Job sharing allows two staff members to share the responsibilities of one full-time position. Each staff member shares a specific proportion of a full-time position. Creative and innovative schedules can be designed to meet the needs of the job sharers and the office. The two employees would be considered regular part-time employees.
4. When an employee desires a flexible work arrangement, the employee should submit the request in writing to the immediate supervisor and/or unit human resources representative. The supervisor or human resources representative should provide a response in writing. A flexible work arrangement is granted only when the supervisor believes the requested change will not interfere with the efficient operation of the employee's regular University duties or the needs of the unit.
5. A written flexible work arrangement agreement must be developed for each flexible work arrangement to document the understanding between all involved parties. A flexible work arrangement agreement should provide details of the arrangement, including any change in job responsibilities and/or condition of employment (i.e., compensation, benefits, work location, work schedule, and/or duration of the arrangement). In the case of a flexplace arrangement, the agreement should also include clear delineation of responsibility for telephone costs, supplies, computer set-up and maintenance, security of any University-owned equipment that would be used away from University premises (including responsibility for loss), and any additional applicable items.
6. A pilot should be conducted to evaluate a requested flexible work arrangement before a Long-Term commitment is made by either the University or the employee. The pilot should be reviewed after a period of three (3) to six (6) months to make appropriate adjustments and to determine whether or not the flexible work arrangement should be continued.
7. Approved flexible work arrangement agreements should be sent to University Human Resources Management (UHRM) for record keeping and reporting.
8. When considering a flexible work arrangement for a non-exempt employee, the University abides by all federal, state, and local wage and hour laws. According to the Fair Labor Standards Act (FLSA), a non-exempt employee who works more than forty (40) hours in a workweek, must be paid an overtime rate of one and one-half (1.5) times his/her regular hourly rate of pay for all time actually worked in excess of forty (40) hours in the workweek. Non-exempt employees must record hours worked on a timecard to be paid.
   
   If a non-exempt employee works more than the regularly scheduled hours in a workweek, but less than forty (40) hours in a workweek, the employee is paid at the straight hourly rate. The FLSA does not permit the use of compensatory time off in lieu of overtime pay for private institutions (i.e., an employee cannot "bank" overtime hours worked for time off in the future).
9. A unit which has established a flexible work schedule may discontinue or alter the flexible schedule if work needs dictate. The written flexible work arrangement agreement should include a provision for the modification or termination of the agreement should either the University or the employee need to change it. Two calendar weeks' notice of this change will be given to the employee, unless the change is caused by an emergency.
10. An employee working in a flexible work arrangement is employed at-will, meaning he/she or the University can terminate employment at any time and for any reason, with or without advance notice. If, at any time a flexible work arrangement no longer serves the employee's purposes or the needs of the University, the arrangement may be discontinued.
11. If, for any reason, the flexible work arrangement is terminated, and the employee decides not to return to his/her former traditional work schedule/arrangement and leaves the position, the employee will be considered as having resigned and he/she will be terminated.
12. For more information, refer to the Flexible Work Options Introductory Guide for details and the Sample Flexible Work Arrangement Agreement.
    

Cross reference:

U208 Termination, U304 Compensable Time and Compliance with the Fair Labor Standards Act (Overtime), U509 Vacation, U510 University Holidays, U511 Personal Holidays, U512 Sick Leave, Workers' Compensation Insurance, Flexible Work Options Introductory Guide, and Sample Flexible Work Arrangement Agreement