Flexi-time

Page updated: 02/04/2024

The flexi-time scheme allows you to have an element of flexibility over your working hours. It involves flexible start and finish times around ‘core working hours’ (when attendance is required) and within the limitations of the ‘bandwidth’ (the earliest and latest times between which hours can be worked) allowing you more choice, subject to the operational requirements, over your working hours.

Some employees will inevitably not be able to be part of this scheme because of the type of work, or work patterns do not allow it.

Any requests for flexitime working outside the standard working day must be agreed by your line manager in advance. This would quite reasonably include negotiation for a degree of flexibility within which an individual or team could work without having to gain prior approval on each occasion.

The accounting period is 8 weeks, based on full time contracted working hours of 296 over that period and pro rata for part time.

 Is there a contractual right to flexi-time?

This scheme is a discretionary benefit, which is offered to all employees whose working arrangements allow an element of flexibility and therefore, may not be suitable for workers whose duties require a fixed working pattern.  Nothing in the scheme should be interpreted as providing any employee with a contractual right to flexitime.  It is however generally agreed that both the organisation and staff will obtain significant mutual benefit from the scheme.

 Flexible hours leave (Flexi Leave)

If you have built up a surplus of hours you may use these to take flexi leave which does not count against your contractual annual leave entitlement. A maximum of one day, or two half days leave may be taken during each 8 week accounting period.

Flexi leave cannot be taken if it results in a debit of more than 8 hours.

 Credit/debit hours and carry over

A maximum 16 hours credit or 8 hours debit can be carried over from one accounting period to the next.   Any hours in excess of 16 will be lost at the end of an accounting period unless it has been agreed that it can be taken as time off in lieu.  If more than 8 hours debit is worked without reasonable prior arrangement, then the disciplinary procedure may apply.

 Flexi Leave – ½ Day / Full Day

On every working day, a minimum of 4 hours work must be completed, to include at least 1 hour of work before 1:00 pm and 1 hour of work after 1:00 pm. 

Where a half day flexitime leave has been agreed, you must complete at least 2 hours work before 1:00 pm in the case of afternoon leave and at least 2 hours of work after 1:00 pm in the case of morning leave.  For example, you could work from 9am to 11am and 1pm to 3 pm or 10am to 2pm without having to book flexitime leave.

 Standard Working Hours

Normal office hours are Monday to Thursday 8.45 to 17.00 and Friday 8.45 to 16.30. Your work pattern and normal working hours per week exclusive of meal breaks will be provided to you by your line manager.

 Working regular hours outside of the standard working pattern

Where patterns of work emerge which result in you working regularly outside the standard working pattern under this scheme, this should not be taken as a right to continue doing so by either you or your line manager.  Changes in business needs or the balance of teams may result in a need to alter working patterns.  Equally this scheme does not confer any right on the line manager to alter working patterns without full consultation with you and trade unions.

 Taking breaks

No more than 6 hours must be worked without a break of at least half an hour.

 Smoking breaks

We have a Smoke Free Policy, which clearly states that you must “clock out” or record as non-work time any smoking breaks taken.

 Time off for medical and related appointments

The flexi-time scheme is intended to increase the scope for you to work flexibly to a degree where, under most circumstances medical appointments can be taken in your own time with the hours being made up during the current accounting period.  

 Overtime

Overtime or time off in lieu must be authorised by your line manager beforehand and will normally be paid only for hours worked outside the bandwidth.  If this creates operational difficulties in that you have to meet a specific peak in workload and cannot balance this by taking Flexi leave within the accounting period, then payment or time off in lieu may be considered in line with our policy. 

 Time recording

All locations should operate electronic time recording systems.  Where this is not practical, your manager will decide on an appropriate system. You are expected to use the time recording system provided.  Failure to do so may result in disciplinary action including the withdrawal of the flexi-time scheme.

 Management of the scheme

Line Managers should ensure that details of the scheme are communicated to eligible employees, that they have the appropriate documentation to complete, and that they receive the appropraite timesheets for countersignature and that they are an accurate record.

 Abuse of the scheme

Abuse of this scheme may lead to disciplinary action and to the withdrawal of the flexi-time benefit to the employee.

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Downloads

Flexi Time Policy (.pdf)

Flexi time recording sheet (.xls)

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