Summer Flexible Work Schedule
The University of Texas at Dallas will again make available a program during the summer of 2014. This program offers three options for eligible employees: Option A) eligible staff to work 80 hours over nine days, rather than 10 days, every two weeks; Option B) 4-10 hour days during the work week; or Option C) 9 hours per/day, Monday-Thursday and 4 hours on Friday. This program will last eight weeks during the summer, beginning Monday, June 9, and ending on Friday, August 1, 2014. The program will not be appropriate for all staff. Vice Presidents/Deans will approve requests from supervisors, managers and department heads to allow specific units, offices and individuals to participate in the program. Supervisors and employees should manage work hours closely and ensure accurate time records are submitted For non-exempt employees, compensatory time must be provided or overtime must be paid for hours worked over 40 in a work week.
Regular Schedule: The normal University work schedule is a nine-hour day, with an hour off for lunch, resulting in 8 hours worked. The most common regular schedule involves working from 8:00 a.m. to 12:00 noon and from 1:00 p.m. to 5:00 p.m.
FLSA Work Week: The FLSA work week at UT Dallas for non-exempt employees begins at 12:01 a.m. Sunday and ends at 12:00 midnight the following Saturday.
Option A: Nine/eighty (9/80) Schedule: This allows eligible employees to work 80 hours in nine days. On the tenth day, the second Friday, participating employees have a day off. Other days may be used as the scheduled day off with the advance approval of the employee’s Vice President/Dean. For non-exempt employees, overtime must be paid for any hours worked over 40 in a workweek. Non-exempt employees will work a transition work week at the beginning and at the end of the program in order to convert to and from the program. For more information about FLSA issues affecting non-exempt employees approved to participate in the summer program, contact the Director of Employment Services at 972.883.2221.
Option B: Four/ten (4/10) Schedule: This allows eligible employees to work 40 hours in four days via a 10 hour work day. Other days may be used as the scheduled day off with the advance approval of the employee’s Vice President/Dean. For non-exempt employees, overtime must be paid for any hours worked over 40 in a workweek. Ex: Employee works 10 hours a day Monday – Thursday and is off on Friday.
Option C: Nine/four (9/4) hours per day Monday – Thursday and 4 hours on Friday Schedule: This allows eligible employees to work 40 hours in four days via 10 hours a day. Other days may be used as the scheduled day off with the advance approval of the employee’s Vice President/Dean. For non-exempt employees, overtime must be paid for any hours worked over 40 in a workweek. Ex: Employee works 9 hours a day Monday – Thursday, and 4 hours on Friday.
Important Points to Remember
- Departmental participation is at the Vice President/Dean’s discretion.
- Employees are encouraged to arrange routine personal business during their off time when possible.
- Since managers and supervisors must schedule staff to meet the operational needs of the work unit, some employees will not be able to participate in the program.
- Paid time off is recorded in hours, so if you participate in this program and you are out all day on a Monday through Thursday, you will record nine or 10 hours hours of sick or annual leave on your time sheet, depending on what option is utilized.
- Unless exceptional circumstances demand otherwise, departmental and University meetings should be scheduled during the business days of Monday through Thursday for the duration of the program.
- The July 4 holiday presents some unique schedule issues. Please direct any questions to the Director of Employment Services in Human Resources.
Daily Start and End Times
For participating employees, supervisors may approve any daily start and end times that begin before 8:00 a.m. and end after 5:00 p.m. with an hour for lunch that allow the employees to work 9 or 10 hours.
Points for Supervisors to Consider
The role of a supervisor or manager is critical in creating a successful flexible work environment. While the operational needs of the work unit must be considered first and foremost, a flexible work schedule gives supervisors an opportunity to consider an employee’s personal situation, creating an environment conducive to enhanced productivity, job satisfaction, and the retention of quality employees.
In reviewing requests for flexible work schedules supervisors must consider the following:
- A flexible schedule may not be appropriate for new employees who are in their initial performance probationary period or for any employee whose last performance appraisal was less than satisfactory.
- Will a flexible schedule allow you to satisfy your unit’s operational and customer needs?
- Can you schedule important departmental and unit meetings early in the week so all staff can be present?
- Does the work in your unit flow in a manner that allows some staff to be out every Friday?
- Will your need to provide coverage for functions handled by the employee in his/her absence cause an undue burden on other employees in the unit?
- Can you be reasonably consistent in determining which staff can participate in the pilot program?
- Consider the impact on employees whose positions are not appropriate for flexible work schedules.
- Can you effectively monitor the work of employees that occurs outside your schedule?
- In order to balance the department workload, it is possible to schedule your employees into two teams with alternating Fridays off during this eight-week time period. for more information, contact the Director of Employment Services at 972.883.2221.
Remember, the unique needs of each operating unit will dictate how much flexibility can be provided depending on the nature of the work and individual work assignments. Employees should understand that they may not be eligible to work a flexible schedule due to the business needs of the work unit. A flexible schedule is not an entitlement. The approval of a flexible work schedule is at the discretion of the supervisor, department head and Vice President/Dean.
Advantages of a Flexible Schedule
Flexible schedules work best when meeting both department/work unit operational needs in providing efficient and effective services and the needs of the full-time and overtime eligible employee in balancing work and personal life. Some benefits of a flexible work schedule may include:
- Enhanced recruitment and retention
- Reduced absences and tardiness
- Improved morale, commitment and productivity resulting from support for personal work style preferences
- Reduced stress through the ability to better balance work and personal responsibilities
- Improved coverage and extended departmental work hours
- Improved scheduling for peak workloads
- Increased cross-training due to some shared job duties and coverage adjustments
- Potential for more office space options
- Potential for improved transportation and parking options
- Uninterrupted time for creative, repetitive, or highly detailed work
- Expanded use of equipment due to shifts in peak use