UTMDACC INSTITUTIONAL POLICY # ADM0320
ALTERNATIVE WORK ARRANGEMENTS
POLICY
PURPOSE
The purposes of this policy are to:

Provide guidelines for establishing alternative work arrangements to better meet work unit
operational needs;

Define the alternative work arrangements which are acceptable for use;

Provide alternative work arrangements that will achieve overall efficiency and productivity
while attracting and retaining employees; and

Ensure compliance with all applicable internal requirements.
POLICY STATEMENT
The University of Texas MD Anderson Cancer Center (MD Anderson) schedules employee work hours
and locations to meet the operational needs of work units as well as to encourage flexibility in meeting
employee scheduling needs and reduction of peak-time commuting.
An alternative work arrangement may be terminated at any time for any reason and the employee
returned to a standard work arrangement.
SCOPE
Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of
MD Anderson’s workforce.
TARGET AUDIENCE
The target audience for this policy includes, but is not limited to, MD Anderson employees.
DEFINITIONS
Alternative Location:
performs work.
Site other than Designated Headquarters where telecommuting employee
Alternative Schedule: A deviation from the standard workweek, but still conforming to a workweek of
not more than 40 scheduled hours. Some types of alternative schedules are: (1) flextime, (2)
Compressed Workweek, and (3) Reduced Work Schedule.
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Alternative Work Arrangements:
Work arrangements that differ from the standard working
arrangement initiated by employers to meet customer needs and/or by employees to meet personal and
family needs (e.g., Alternative Schedules, Job-Sharing, and Telecommuting).
Compressed Workweek: An Alternative Schedule that compresses a normal 40-hour workweek into
less than 5 days. Examples of a compressed workweek include:

4-day workweek of 10-hour days (also called “4-10”);

3-day workweek of 12-hour days (also called “3-12”);

4 ½ -day workweek of four 9-hour days and one 4-hour day per week; and

9-day bi-weekly schedule of eight 9-hour days and one 8-hour day (also called “9-80”).
Designated Headquarters: Principle Place of Business -- property owned or under the control of
MD Anderson to which employee reports regardless of telecommuting arrangement.
Exception Hours: Hours reported to Payroll as "not worked" (e.g., Paid Time Off (PTO), Extended
Illness Bank (EIB), Reduced Salary Paid Leave (RPL), holidays, and any other leaves of absence - paid
or unpaid).
Exempt Employee: Exempt (e) - A regular or temporary employee who is not covered by the minimum
wage and overtime provisions of the Fair Labor Standards Act (FLSA). Exempt (s or t) – Employees
identified as FLSA Exempt (s or t) but who are paid additional compensation for hours worked beyond
their usual full-time schedule based on market practices and MD Anderson business needs. Refer to:
Overtime Policy (UTMDACC Institutional Policy # ADM0245), Compensatory Time Policy
(UTMDACC Institutional Policy # ADM0246), and the Employee Workweek and Classification Policy
(UTMDACC Institutional Policy # ADM0250).
Flextime: An Alternative Schedule that provides flexible start and stop times within a shift surrounding
core business hours (e.g., from 9:00 a.m. to 3:00 p.m. for day shift), when all employees must work. It has
no specified number of workdays as long as the prescribed number of workweek hours (e.g., 40 for fulltime employees) are worked. Flextime options include:

Varied start and stop time: Employee works 40 hours per week but varies start and stop
times on a daily basis. Work schedule is defined and approved prior to implementation.

Fixed start and stop time: Employee works 40 hours per week with fixed start and stop times
surrounding core business hours. Work schedule is defined and approved prior to
implementation.
In-State Telecommuting: Alternative Work Arrangements where the accomplishment of work is
performed at an Alternative Location (e.g., the employee's home) within the state of Texas. Refer to the
In-State Workers Telecommuting Policy (UTMDACC Institutional Policy # ADM1085) for
documentation requirements and applicable federal and state laws. In-state telecommuters are required
to enter into an In-State Workers Telecommuting Agreement and comply with all institutional policies.
Job Sharing: Alternative work arrangement that allows two employees, each working in a part-time
capacity to share the responsibilities of one full-time position. Employees arrange work hours and time off
to ensure coverage.
Nonexempt Employee: A regular or temporary employee who is covered by the Fair Labor Standards
Act (FLSA). Nonexempt (n) employees must be paid overtime for hours worked over 40 hours in a
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designated workweek. Refer to: Overtime Policy (UTMDACC Institutional Policy # ADM0245) and the
Employee Workweek and Classification Policy (UTMDACC Institutional Policy # ADM0250).
Reduced Work Schedule: Part-time schedule that allows an employee to work less than 40 hours per
week. Benefits are pro-rated. Refer to Employee Workweek and Classification Policy (UTMDACC
Institutional Policy # ADM0250).
Standard Workweek: A regularly scheduled workweek of five workdays comprising not more than 40
scheduled hours and falling in the Payroll workweek (e.g., Sunday through Saturday).
PROCEDURE
1.0
Responsibility
Managers are responsible for determining the types of Alternative Work Arrangements that can
effectively be used within their work unit(s) and for properly implementing and evaluating any
alternative arrangement used. Under any alternative work agreement, work unit supervisors must
receive approval from their managers for any significant variance in the work unit's location and
methodology of work.
Employees are responsible for adhering to all departmental guidelines and instructions from
managers regarding the Alternative Work Arrangement.
2.0
Planning
2.1
The manager of the work unit should analyze the implications of implementing Alternative
Work Arrangements. The Assessment and Request for Alternative Work Arrangements
is an optional form which may be used to ensure that the change will benefit the work unit by
increasing productivity and efficiency, by improving morale, or by better using the work unit's
resources. Use of Alternative Work Arrangements must be consistent with institutional
policies and procedures, and comply with all federal and state laws.
2.2
Employees interested in initiating a request for an Alternative Work Arrangement should
complete the Assessment and Request for Alternative Work Arrangements prior to
discussing options with their manager.
2.3
Particular attention should be given to the implications of the work arrangement change on
scheduled and unscheduled time off. Refer to Sections 5.0 and 6.0 within this policy.
2.4
Departments shall establish departmental guidelines defining special criteria for eligibility or
required guidelines to meet departmental needs. Departmental guidelines should include:
A.
Eligibility Requirements:
A department may elect to offer Alternative Work Arrangements to employees with a
minimum of six (6) months of employment in their current position, no outstanding
disciplinary action, and a satisfactory performance rating.
B.
Communication Plan(s):
Communication plan(s) should ensure departmental and client needs are met (e.g.,
telecommuting employees may be required to be available by phone during the core
business hours of the day). Refer to the Communications Checklist for Alternative
Work Arrangements.
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B.
Required Meetings:
Employees on Alternative Work Arrangements may be required to attend group or
departmental meetings or to report to Designated Headquarters even if scheduled to be
out of the office.
3.0
Approval
Manager approval is required before any alternative work arrangement is implemented. The
Assessment and Request for Alternative Work Arrangements outlines the approval process.
4.0
Notification
Managers will notify and educate the employees participating in Alternative Work Arrangement
options regarding: (1) implications for payroll, (2) FLSA status, (3) institutional holiday, (4) PTO, and
(5) other leave time administration.
5.0
6.0
Exception Hours
5.1
An alternative work arrangement schedule remains in place during holiday occurrences.
When an institutional holiday falls on an employee’s regularly scheduled day off, the
employee receives banked holiday time. Refer to the Holiday Leave Policy (UTMDACC
Institutional Policy # ADM0292) and the Time Keeping Guidelines.
5.2
In the event of exception hours (e.g., PTO, EIB), the actual number of hours scheduled to
be worked according to the alternative work schedule will be recorded through the time and
attendance system (e.g., an employee who is scheduled to work a compressed 4-10
workweek consisting of four (4) ten-hour days per week, will have ten (10) hours of PTO
withheld per day). (Refer to the Time Keeping Guidelines). The alternative work
arrangement schedule remains in place during PTO occurrences.
Exemption Status
Because nonexempt employees are eligible for overtime pay, Telecommuting and alternative
schedules present special challenges, and extra effort is required in the planning and monitoring of
such assignments.
Additionally, exempt employees who reduce their standard hours worked may cause their
exemption status to change to nonexempt if their weekly salary no longer meets the minimum
salary requirements for exempt employees as defined by the Fair Labor Standards Act. Refer to
the Employee Workweek and Classification Policy (UTMDACC Institutional Policy #
ADM0250).
7.0
Review
The manager should review the effectiveness of the Alternative Work Arrangements after
implementation. The recommended timeframe for conducting the initial review is within six (6)
months from implementation date. Annual review should occur thereafter.
The annual review should include:
7.1
Input from employees about the Alternative Work Arrangement and impact on job
performance; and
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7.2
An analysis of productivity, efficiency, and turnover against any issues due to
implementation of the Alternative Work Arrangement.
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ATTACHMENTS / LINKS
Assessment and Request for Alternative Work Arrangements (Attachment # ATT1084).
Communications Checklist for Alternative Work Arrangements (Attachment # ATT1083).
In-State Workers Telecommuting Agreement (Attachment # ATT1226).
Time Keeping Guidelines (Attachment # ATT0360).
RELATED POLICIES
Attendance Policy (UTMDACC Institutional Policy # ADM0289).
Compensatory Time Policy (UTMDACC Institutional Policy # ADM0246).
Employee Workweek and Classification Policy (UTMDACC Institutional Policy # ADM0250).
Holiday Leave Policy (UTMDACC Institutional Policy # ADM0292).
In-State Workers Telecommuting Policy (UTMDACC Institutional Policy # ADM1085).
Overtime Policy (UTMDACC Institutional Policy # ADM0245).
JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS
None.
OTHER RELATED ACCREDITATION / REGULATORY STANDARDS
None.
REFERENCES
None.
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UTMDACC INSTITUTIONAL POLICY # ADM0320
___________________________________________________________________________________
POLICY APPROVAL
Approved With Revisions Date: 02/18/2015
Approved Without Revisions Date:
Implementation Date: 02/18/2015
Version: 29.0
___________________________________________________________________________________
RESPONSIBLE DEPARTMENT(S)
Human Resources
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