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My HR Knowledge Bank

Welcome to My HR Knowledge Bank.  You will find frequently asked questions on all current HR Policies and procedures, links to all policies, useful forms, guidelines and toolkits.

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FLEXI TIME

Are staff expected to work a minimum number of hours in a day when taking compensatory leave on the same day?

Yes, 3 hours.  These hours do not have to be taken consecutively but can be aggregated at different times during the day.  This must be agreed in advance with the line manager.

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Can a deficit of flexi be carried over into the next period?

The Flexi-time Working Hours Policy identifies that a deficit of a maximum of 8 hours can be carried over for one flexi period only and must be worked back before the end of the following period.

Flexi should be managed appropriately to avoid this but if you are having problems the manager should be informed for further support.

The Council's Flexi-time Working Hours Policy can be accessed here.

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Can cigarette breaks be taken at any time during the day?

Yes, but you need to check that its convenient for you to be away from your desk and of course you will need to sign out and record the time taken so that it can be deducted from your flexi as set out in the Flexi-time Working Hours Policy.

The Council's Flexi-time Working Hours Policy can be accessed here.

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Can I accumulate my smoking breaks up to half an hour and count this as a half hour break for over 6 hours of work?

No, the 'designated break' must not be less than 30 minutes when taken.

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Does lunch have to be taken between 12.00 and 2.00?

No because there are no core hours within the Flexi-time Working Hours Policy there is no set lunch period, however, lunch breaks must be taken with consideration to the needs of the team and the service, and will have to be agreed with the manager.

The Council's Flexi-time Working Hours Policy can be accessed here.

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Does the office still need to be covered between 9.00 and 5.00?

Yes, this still needs to be done, so it is very important that requests to use accrued hours are agreed beforehand with the manager as set out in the Flexi-time Working Hours Policy.

The Council's Flexi-time Working Hours Policy can be accessed here.

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How does the Flexi Policy apply to part time employees?

They may be able to take advantage of the flexi time scheme on a pro rata basis but this should be in agreement with the line manager.

An example of how this might be applied can be accessed here.

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How is flexi- time monitored?

A record of the hours worked should be kept by the employee using the office signing-in sheets. The manager will arrange for each employee's recording of times from the paper-based sheet to be logged centrally and will monitor each flexi record accordingly.

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How many hours can be carried over into the next flexi period?

The Flexi-time Working Hours Policy identifies that a maximum of 8 hours can be carried over.

Any more than this will be lost. Employees are expected to manage their time to avoid large credits.

The Council's Flexi-time Working Hours Policy can be accessed here.

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If an employee works set hours over 37 hours a week can they have time off to attend a medical or dental appointment?

Routine medical or dental appointments should be made outside working hours. If it is not possible to make an appointment before or after work annual leave or unpaid leave should be taken.

For hospital appointments that are booked by the hospital and you cannot change, you will be allowed time off to attend and reasonable travelling time during working hours, but you need to provide your manager with an appointment card/letter and agree how long you will be away from the office.

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