May 30 through August 6, 2014

Purpose

The Flexible Summer Workweek Program outlines flexible workweek guidelines to accommodate non-traditional schedules during the summer for Coral Gables and Rosenstiel campus-based employees in those areas where the quality, quantity and timelines of the work product will not be adversely affected.

The Flexible Summer Workweek Program is intended as a benefit to employees and not as a cost –reduction measure. The Program is a way to assist employees during the summer months to provide additional time with their families, reduce commuting costs and improve the overall work life balance that is part of our Wellness Philosophy.

Flexible workweeks permit an employee to work the total number of hours regularly worked, but in a shorter workweek or on a different schedule.

Definitions

Exempt Staff: Individuals paid a monthly salary and not covered by the Fair Labor Standards Act.

Non-Exempt Staff: Individuals covered by the Fair Labor Standards Act of 1938 which regulates minimum hourly wage, overtime pay, record keeping requirements, etc. Non-exempt employees are referred to as bi-weekly paid employees at the University of Miami.

Workweek: Effective through July 16, 2014: The days worked between 12:01am Friday and 12:00 midnight the following Thursday. Effective July 17, 2014: the days worked between 12:01am Thursday and 12:00 midnight the following Wednesday.

Policy

To the extent possible, where departmental and school operations are not negatively impacted, employees may request to work a flexible schedule during the summer by submitting a Flexible Workweek Agreement form to their supervisor. Supervisors are responsible for maintaining coverage in their respective areas during core operating hours. All flexible schedules must meet the operational needs of the department and must be approved by your supervisor.

A Flexible Summer Workweek Agreement can be modified or revoked at any time by the supervisor.

The Flexible Summer Workweek Program dates will be announced on an annual basis by the Human Resources Department. Partial workweeks are excluded from the Program. This includes workweeks containing a holiday.

Consistent with the Fair Labor Standards Act, non-exempt staff receive time and one-half for working more than 40 hours in a workweek. Therefore, the University prohibits Flexible Summer Workweek Agreements that would alter a non-exempt employee’s schedule such that overtime occurs. Non-exempt employees must continue to report all time worked in the electronic timekeeping system on a daily basis.

Any vacation, floating holidays or sick hours taken while on a Flexible Workweek Agreement must be recorded as per the flex schedule. Working on a scheduled day off does not result in overtime unless the total number of hours worked for the week exceeds 40 hours.

Exempt staff are paid on a salary basis. Exempt employees will report any use of leave time in the same manner it is normally captured.

Lunch periods cannot be omitted; however, managers may exercise discretion in determining scheduled work hours and days.

Sick time may not be used to remain in full pay status for non-medical reasons. Other benefits, including vacation and sick time, will continue to accrue as normal during the Flexible Summer Workweek Program.

Flexible Summer Work Schedules Options:

Compressed Work Schedules:

  • Employees working 40 or 37.5 hours per week (usually 8:00am to 5:00pm or 8:30am to 5:00pm) can work four regular work days and use one vacation day for the fifth workday. Vacation requests must be submitted as per the Vacation Policy.
  • Employees working 40 hours per week (usually 8:00am to 5:00pm) can work four days per week for 10 hours per day with a 30 minute lunch period.
  • Employees working 37.5 hours per week (usually 8:30am to 5:00pm) can work three days per week for 10 hours per day with a 30 minute lunch period and one day for 7.5 hours with an hour lunch period.
  • Partial day Off: Increasing the hours worked for four days and working a partial day on the fifth day. For example, an employee scheduled to work 37.5 hours a week can work 7:30am to 5:00pm with a one hour lunch period for four days, and 8:30am to 12:00pm for one day.

Starting and departure times that can vary from the regular work schedule:

  • Adjustment in scheduled hours, beginning the work day either earlier or later than the regular schedule, completing the same number of work hours per day. For example, working from 9:30am to 6:00pm daily instead of 8:30am to 5:00pm.

Procedures

Employees who want to participate in the Flexible Summer Workweek Program must complete the Flexible Summer Workweek Agreement. All forms must be submitted to the supervisor and require management approval at least ten (10) days prior to the start of the flexible schedule requested. The Flexible Summer Workweek Agreement forms are to be maintained in the department.