Sheet 1: Flex Rules

	
	
	

		
FLEX ARRANGEMENTS AND RULES
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Supervision
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Employees may work additional hours under the flextime arrangements, provided that they are working productively.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The accumulation of flextime is based on time worked, not time in attendance at work. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Supervisors, while recognising the availability of flextime, may require the services of an employee at any time during a normal working day.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Access to flextime can be withdrawn where an employee does not comply with the requirements or spirit of the scheme.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Standard Working Day/Week
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The standard hours of duty for all employees are 8.00am to 4.21pm with a lunch break of 1 hour from 12.00pm to 1.00pm;
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
a working day of 7 hours 21 minutes; a working week of 36 hours 45 minutes. Employees working standard hours (ie. not participating in the flextime scheme)
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
are required to be in attendance at work during the standard hours. Leave applications are to be submitted when not in attendance at any time.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Flexible Working Hours
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
For employees participating in the flextime scheme, the basis of the scheme is that over the course of the fortnight they will work 73 hours 30 minutes, 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
with appropriate adjustments made at the end of each settlement period depending on the amount of time worked or not worked.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Core Times
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Core times are the periods each day which must be worked unless prior approval has been obtained. The core times are 9.00am to 11.30am and 2.00pm to 3.30pm.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Start and Finish Times/Bandwidth
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Employees may start work between 6.00am and 9.00am, and may finish work between 3.30pm and 6.00pm. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		
4/9/2003
	
	

		
The bandwidth (ie. span of hours between earliest commencement time and latest finishing time) is 6.00am to 6.00pm.
		


		


		


		


		


		


		


		


		


		


		


		


		


		
4/23/2003
	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		
5/7/2003
	
	

		
Work Breaks/Lunch Break
		


		


		


		


		


		


		


		


		


		


		


		


		


		
5/21/2003
	
	

		
Employees are not to work for more than five hours continuously without taking a substantial break (ie a break from work of at least 30 minutes). 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
A lunch break of at least 30 minutes must be taken.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Staff are encouraged to take their lunch break away from their workstation. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Staff having their lunch at their work place must respect the needs of those continuing to work.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Settlement Period
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
This is the nominated period at the end of which the total hours actually worked are to be accounted against the hours required to be worked. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
The settlement period is two weeks, normally commencing Thursday on the off-pay week.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Flex Credits and Flex Debits
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Flex credits/debits refer to the difference between the hours worked and those required to be worked. Where the hours actually worked exceed those 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
required to be worked the employee has a flex credit; where the employee works less hours than required a flex debit occurs. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Supervisors/line managers are encouraged to manage the attendance of staff so that the occurrence of excessive credits/debits is minimised
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
on the amounts of credits and debits which may be carried over from one settlement period to the next. The maximum credit able to be carried over is 2 days 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
(14 hours 42 minutes) and the maximum debit allowed to be carried over is 1 day (7 hours 21 minutes).
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
There is no limit to the amount of credits or debits which can be incurred during a settlement period. However, there are limits 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Excess Credits
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Where employees have a credit which exceeds 14 hours 42 minutes at the end of the settlement period, the excess credit 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
(ie. that portion of the flex credit which exceeds 14 hours 42 minutes) is to be forfeited, except where the supervisor is satisfied that, 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
due to workload requirements, it has not been possible to reduce the credit to the allowable limit.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Excess Debits
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Where employees have accumulated a debit of more than 7 hours 21 minutes at the end of a settlement period, all of the flex debit will be deemed 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
to be leave without pay and will be deducted from salary and the carry-over reset to zero. Where this occurs, the supervisor 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
is to forward a copy of the flex record to OIC Salaries requesting that the leave without pay be deducted. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Excess flex debits may not be carried from one settlement period to the next.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Flex Leave
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Employees may, with the advance approval of their supervisor, have full or part day absences under the flextime arrangements. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Approval of flex leave can only be given where supervisors are satisfied that the work requirements of the area can be adequately met in the employee’s absence. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
With Divisional approval, more than one day of flex leave may be utilised. Flex leave may be used in conjunction with other leave.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Overtime and Flextime
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Employees who work beyond or outside of the normal working hours, may be entitled to overtime only when the requirement to work overtime 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
has the prior approval of the delegated Branch or Division Head.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Time worked outside normal working hours, if not claimed as overtime, can be recorded as flextime provided it is within the approved span of hours.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Retention of Forms
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
At the conclusion of the settlement period the form is to be printed, signed and referred to the supervisor for checking and certification.  
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Completed forms are to be retained within each Division and available for audit for a period of two years, after which they may be destroyed.  
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
It is not sufficient to retain completed forms only on the LAN.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Notification of Absences
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
It is important to Managers in arranging workloads and staffing resources, that they are kept informed regarding expected commencement and cessation times, 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
and of any changes in attendance times. Employees who are unable to attend for duty because of illness or other unforeseen reason, must advise their 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
supervisor by 9.00am or within 1 hour of their normal commencement time, except when it is demonstrably impractical to do so. 
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Applications for leave are to be submitted immediately on return to work.
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Employees may start work between 6.00am and 9.00am, and may finish work between 3.30pm and 6.00pm. The bandwidth
		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
 (ie. span of hours between earliest commencement time and latest finishing time) is 6.00am to 6.00pm.