PROCEDURES
VARIABLE WORKING HOURS ARRANGEMENTS (FLEX TIME)
Procedure | Responsibilities | Definitions | Related Legislation and Documents
1
PURPOSE
The Variable Working Hours Arrangements are intended to provide flexibility in employment for employees with
family responsibilities and other personal commitments during normal working hours. These procedures set out the
basic structure in which supervisors and staff may negotiate a flexible working pattern in response to the
operational needs of the organisational unit and/or in response to the needs of the staff members within it.
Variable working hours arrangements have advantages for both staff and supervisors. They contribute to a
reduction in the incidence of late arrivals, and allow greater flexibility for meeting deadlines through extended
working hours. They also improve major equity issues, by ensuring a balance between personal life and work
demands. This may in turn reduce absenteeism and lead to increased workplace productivity.
Variable Working Hours Arrangements are not intended to replace other forms of leave available to employees for
specific purposes e.g. sick leave or annual leave.
2
SCOPE
All Professional Staff or Support Research-only employees (excluding casual employees) are eligible to apply to
their supervisor for agreement to work under the Variable Working Hours Arrangements.
3
EFFECTIVE
4
LEGISLATIVE AUTHORITY
4 November 2015
Nil
5
PARENT POLICY
These procedures should be read in conjunction with the Central Queensland University Enterprise Agreement
2012.
6
PROCEDURES
Application of Variable Working Hours Arrangement
Approval
6.1
Employee participation in Variable Working Hours Arrangements is optional and at the request of the
employee. Approval to participate in the scheme is at the discretion of Head of organisational area the
immediate supervisor and will depend on balancing the operational requirements of the organisational unit
along with the increased flexibility options and choice of the employee.
Application
6.2
Employees may take time off under the Variable Hours Arrangement provided they have worked the total
number of ordinary hours within the respective span of hours contained in the current enterprise agreement
(either 72½ hours in a fortnight or 145 hours in four weeks). However, employees may, with the approval of
their supervisor, carry a debit of up to one working day into the next fortnight or rostered work cycle.
Carryover of debit hours in excess of an ordinary working day into the subsequent pay period is not
permitted except in exceptional circumstances.
Variable Work Hours Arrangements (Flex Time) Procedures
Effective Date: 04/11/2015
Reference Number/Code: 248
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6.3
Time off must be arranged/approved in advance with the supervisor. Time off does not accumulate whilst an
employee is on approved leave including study leave. An employee who falls ill on a day off may claim sick
leave for that day. The day off may then be taken at another time by mutual agreement. Employees must
ensure that they continue to take appropriate meal breaks and rest pauses prescribed in the enterprise
agreement (e.g. minimum 30 minute lunch break during an ordinary work day). Employees are not permitted
to work through lunch and then claim that time towards accrued flex time.
Maximum Accrual
6.4
The maximum accrual of flex time within a work area will be determined by the supervisor on the basis of the
operational needs of the organisational unit and /or in response to the needs of the staff members within the
unit.
6.5
However, supervisors shall not authorise, under any circumstances, the accrual of flex time for full-time
employees of greater than three days; pro-rata for part-time employees.
Recording Worked Hours
6.6
Any employee (except those on Flexible Work Year or Annualised Hours arrangements) participating in the
Variable Working Hours Arrangements must record hours worked in Time Keeper via ESSO. The
timekeeping timesheet is to be saved daily and submitted to the appropriate supervisor fortnightly for
verification and approval.
6.7
Employees on Flexible Work Year or Annualised Hours arrangements participating in Flexible Working
Hours Arrangements must complete a University timesheet daily, which is then signed by the employee at
the end of each fortnight and submitted to their appropriate supervisor for verification and signature.
Timesheets must be kept in the work area for a period of seven years.
6.8
The University may, from time-to-time, conduct audits of both Time Keeper and timesheets.
Accrued Time at Termination
6.9
The supervisor should ensure wherever practical that all accrued time is taken by an employee prior to their
termination of employment.
Overtime and TOIL
6.10 The University may request staff members to work reasonable amounts of overtime with reasonable notice
from time-to-time – usually to cater for an unexpected situation such as the completion of extra work that is
in addition to the normal workload of an area or to compensate for unplanned staff absences.
6.11 Any overtime worked must be authorised by the supervisor in advance, noted in the Comments field in Time
Keeper or recorded on a timesheet and signed off by the employee and supervisor at the end of each
fortnight (for those staff on a Flexible Work Year or Annualised Hours arrangement).
6.12 Where the staff member and the University agree, instead of being paid for overtime worked, the staff
member may take time off in-lieu of paid overtime (TOIL). Such time is taken at the applicable overtime rate
as described in the enterprise agreement. Any employee (except those on Flexible Work Year or Annualised
Hours arrangements) taking TOIL instead of paid overtime, must submit the TOIL claim via ESSO for
approval by the appropriate supervisor. Employees on Flexible Work Year or Annualised Hours
arrangements will record TOIL on their timesheet. Any accrued TOIL must be taken before the end of each
calendar year, or prior to the end of a fixed-term contract, at a time which is approved by the supervisor and
is convenient to the work unit.
6.13 Paid overtime is applicable only to any hours worked outside of the variable working hour’s arrangement, in
excess of each employee’s work cycle or outside the span of hours as prescribed in the enterprise
agreement. Overtime must be authorised in advance by the supervisor and the authorisation noted on the
timesheet.
Variable Work Hours Arrangements (Flex Time) Procedures
Effective Date: 04/11/2015
Reference Number/Code: 248
Page 2 of 4
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version.
CQUniversity CRICOS Provider Codes: QLD - 00219C; NSW - 01315F; VIC - 01624D
Grievances
6.14 The Head of organisational area shall have the right to refuse an employee’s participation in the
arrangement where the head is of the opinion that there would be an impediment to the efficient operation of
the organisational unit should participation in the arrangement be permitted. If requested, the Head must
provide a written explanation to the employee for refusing their participation in the arrangement.
6.15 Should a dispute arise between a supervisor and an employee regarding participation in the arrangements,
the matter should be dealt with through the Grievance Resolution Procedures as outlined in the current
Enterprise Agreement.
7
RESPONSIBILITIES
Compliance, Monitoring and Review
7.1
Successful application of this procedure requires rigorous enforcement by supervisors and it is thus the
responsibility of supervisors to ensure that any variable working hour’s arrangement in their work area
operates in accordance with these procedures. Failure to properly oversee application of this procedure by a
relevant supervisor is viewed seriously by the University.
7.2
Supervisors are also responsible for ensuring that application of this procedure is not used to mask
resourcing deficiencies, poor work practices or performance issues, any of which may result in staff
members working extra hours.
7.3
The perceived disadvantages of schemes of variable working hours, such as falsification of hours, accrual of
excessive hours or a reduction in service to other departments, can be minimised through effective
management practices while maintaining the benefits of a flexible working environment.
7.4
People and Culture will monitor the implementation of these procedures.
Records Management
7.5
Records will be maintained within the appropriate University systems such as ESSO and TRIM.
8
DEFINITIONS
Flex time: refers to the practice of accruing hours in a flexible working pattern, which is worked with the
supervisor’s approval and in accordance with the work cycle as described in the current Central Queensland
University Enterprise Agreement. Flex time also allows for time off on a regular basis, e.g. weekly, fortnightly,
monthly (formerly ‘Rostered Day Off (RDO)) and must be accrued with the supervisor’s approval and in accordance
with these procedures and the current enterprise agreement.
Time Off In Lieu of paid overtime (TOIL): refers to the hours of work taken off by an employee in lieu of paid
overtime, to be compensated at the appropriate overtime rate set out in the current enterprise agreement.
All terminology used within this policy is consistent with definitions in the CQUniversity Glossary.
9
RELATED LEGISLATION AND DOCUMENTS
Related Policy Document Suite
Nil
Related Legislation and Supporting Documents
Central Queensland University Enterprise Agreement 2012
Variable Work Hours Arrangements (Flex Time) Procedures
Effective Date: 04/11/2015
Reference Number/Code: 248
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Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version.
CQUniversity CRICOS Provider Codes: QLD - 00219C; NSW - 01315F; VIC - 01624D
Approval and Review
Details
Approval Authority
Advisory Committee to Approval Authority
Administrator
Next Review Date
Vice-Chancellor and President
Vice-Chancellors Advisory Committee
Director, People and Culture
09/09/2018
Approval and Amendment History
Details
Original Approval Authority and Date
Amendment Authority and Date
09/12/1991
General Staffing Committee 27/03/2001; Council 26/02/1996; Council
23/10/1993; Vice-Chancellor and President 31/08/ 2007; Vice-Chancellor and
President 30/07/2009; Vice-Chancellor and President 14/03/2011; ViceChancellor and President 09/09/2015
Variable Work Hours Arrangements (Flex Time) Procedures
Effective Date: 04/11/2015
Reference Number/Code: 248
Page 4 of 4
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version.
CQUniversity CRICOS Provider Codes: QLD - 00219C; NSW - 01315F; VIC - 01624D