Employee work schedule

Purpose

The purpose of this Policy is to define the normal work hours of the University.

Policy

The normal work hours for regular full-time staff is generally 35 to 40 hours per week. Daily and weekly work schedules are at the discretion of the supervisor and may vary from those hours listed in various University policies. The number of hours in a non-exempt staff employee’s work week does not include the meal period, unless the person is actually on duty during that time. Non-exempt staff employees must accurately record all worked time using the record keeping system. The time record must accurately reflect any unpaid breaks (i.e. meal or breaks for breastfeeding mothers) taken during the workday. Adjustments to the assigned schedule cannot be made without prior approval of the supervisor.

Exempt staff employees are paid on a salaried basis and are expected to give full professional attention to their work and to be normally available during business hours. Exempt employees are also required to work any hours necessary to perform the duties of the job. Exempt employees are not eligible for overtime or additional pay for hours worked or travel time outside their regular schedule.

Definitions

Exempt Employee- employees who primarily perform work exempt from or not subject to the overtime provisions of the Fair Labor Standards Act (FLSA) and for who overtime pay is not required by federal law.

Non-Exempt Employee- employees who primarily perform work subject to overtime provisions of the FLSA and for whom overtime pay is required by federal law.

Procedures/Guidelines

I. Meals and Break Periods

Full-time non-exempt employees must take a one-hour lunch break. Part-time non-exempt employees scheduled to work more than six (6) hours per day must take at least one-half hour lunch break away from the work area. Non-exempt employees must be punctual in starting and ending the meal break, must be punctual in recording time or clocking in and out for the meal break, and must not interfere with other employees who are not on break, unless otherwise authorized or approved by their supervisors.

Meal periods are considered personal time, and employees are encouraged to leave the immediate work area in order to eat and relax. Time spent during the meal period is not considered work time for pay purposes unless specifically designated as a work period.

Any non-exempt employee who does not receive an uninterrupted meal break of at least 30 minutes is required to notify their supervisor and report the time worked on their time record. If an employee is interrupted more than twice and/or more than a total of 4 minutes for work related tasks, the employee will be paid for the entire 30-minute meal. Additionally, the supervisor will reschedule the 30-minute meal break later in the shift.

Rest breaks are considered time worked. Most jobs do not require or lend themselves to scheduled breaks, since employees are allowed to take a break when the need arises as work permits. Breaks may be scheduled, if necessary, due to the nature of a particular job which does not permit the opportunity for employee discretion or flexibility. Break time, whether scheduled or flexible, should not exceed 15 minutes in any four-hour work period. Breaks cannot be accumulated or saved. The intended purpose would not be fulfilled if they were not taken at the appropriate intervals; therefore, breaks may not be used to compensate for absences such as arriving late or leaving work early, or to extend meal periods.

Occasionally, due to operating requirements, supervisors may need to temporarily modify break and meal periods.

Breaks for Breastfeeding Mothers: Reasonable break periods will be provided for a breastfeeding mother to express breast milk for her child for one (1) year after the child’s birth. Designated locations, other than restrooms, shielded from public view and free from intrusion from coworkers and the public will be provided for the breaks. Non-exempt employees will need to document and report the break as non-worked time. Breastfeeding mothers requiring these breaks should make the request to the immediate supervisor and communicate the frequency and duration of the breaks.

II. Part-Time/Flexible Work Schedules

Lynn University recognizes that family or other compelling circumstances may arise that may lead an employee to seek some modification to their work schedule to balance the demands of personal life with the responsibilities of family life. Employees in good standing who have worked for the University for at least one (1) year may request a part-time or flexible work schedule, subject to the conditions outlined in this policy. The University will decide, in its sole discretion, whether to grant an individual request for a part-time or flexible work schedule.

1. Employees in positions that require frequent, personal daily interactions are not eligible for part-time or flexible work schedules. Requests for a part-time or flexible work schedule will be considered for other employees based on:

a. The needs of the University, its clients and the employee’s department;

b. The employee’s prior experience with the University;

c. The number of other employees working a part-time or flexible work schedule at the time the request is made;

d. The seniority and general performance of the employee;

e. The reason for the request; and

f. The type of schedule requested.

2. Part-time or flexible work arrangements will be periodically reassessed, and may be modified or eliminated in appropriate circumstances, as determined by the University. As with all its policies, the University reserves the right to review and revise its policy with respect to part-time or flexible work schedules at any time.

III. Telecommuting

Telecommuting entails a work-at-home arrangement or a remote-access arrangement for at least part of the workweek on a regular basis. In general, telecommuting is a privilege that may be granted under appropriate circumstances to high performing employees whose job responsibilities are suited to such an arrangement, and each request to telecommute will be decided on an individual basis under the guidelines set forth below. In certain limited circumstances, some form of telecommuting may be a requirement of a position.

Eligibility: Certain employees may be permitted to telecommute. Initiation of a telecommuting arrangement can be at the request of either the University or the employee. Permission to engage in telecommuting is at the sole discretion of the University and subject to approval by your supervisor. Participation in telecommuting is voluntary on the part of the employee, except in cases where the position requires it.

Employees who wish to telecommute must first discuss the request with their immediate supervisor, who must support the request. Generally, requests to telecommute should be contemplated when:

1. The employee has demonstrated sustained high performance, and when the supervisor believes that the employee can maintain the expected quantity and quality of work while telecommuting;

2. There will be no impairment to job performance; and

3. Telecommuting is appropriate considering the nature of the employee’s job.

Generally, requests to telecommute should not be contemplated when:

1. The nature of the job requires the employee’s physical presence (e.g. it may not be appropriate where the employee must supervise the work of other employees);

2. University efficiency is compromised when the employee is not present;

3. The employee’s performance evaluations do not indicate sustained high performance;

4. The employee’s observed productivity levels are problematic;

5. The employee requires close supervision as indicated, for example, by the employee’s consistent need for guidance on technical matters;

6. The employee has been employed for less than one (1) year; or

7. The employee has received disciplinary action or has a demonstrated attendance problem.

Telecommuting is not intended to permit employees to have time to work at other jobs or to run their own businesses. Failure to fulfill normal work requirements, both qualitative and quantitative, on account of other employment, may be cause for disciplinary action and/or termination of employment.

Permission to telecommute is dependent upon the employee having a suitable work location at the off-site premises, and on compliance with the requirements set forth below.

Duration: All telecommuting arrangements are granted on a trial and revocable basis, and may be discontinued by the University at any time and for any reason. In addition, an employee may discontinue participation in telecommuting at any time (except in those circumstances noted earlier where telecommuting is required of the position).

In making telecommuting arrangements, both the department and the employee must be mindful that the policy is designed to provide a consistent and stable working arrangement, and it should not be used as a constant series of short-term arrangements. Employees who change their mind frequently about participating will not be permitted to telecommute.

Guidelines: The following guidelines apply to telecommuting arrangements:

1. A specific work schedule, including work days and hours, must be agreed upon in advance;

2. Employees must be on site as necessary to attend meetings, training sessions, or similar events or occurrences;

3. Employees must maintain a normal workload;

4. Employees who are unable to work due to illness, or wish to be relieved of responsibility for work on a particular day, must use appropriate leave, as provided in the Leaves of Absence Policy, and report their absence to their supervisor;

5. Employees remain responsible for the safety and security of all University property and proprietary information; and

6. University property such as computers and other equipment loaned to an employee is the employee’s responsibility while it is not on University premises. It is the employee’s responsibility to make sure that their homeowners or renters insurance policy covers injury arising out of or relating to business use of the home.

University Property: Equipment and services may be provided by and paid for by the employee’s department at the department’s sole discretion. In many cases, employees will be expected to provide their own equipment, such as computers and telephone lines, if they wish to telecommute. Equipment such as computers, printers, software, and services such as fax lines provided on loan by the University remain the property of the University while on loan, and must be returned upon termination of the telecommuting arrangement. If University equipment is provided, each piece of equipment must be listed with its serial number when the employee takes possession. Employees must return the equipment in the same condition in which it was originally received, minus normal wear and tear. Employees are personally liable for missing or damaged equipment.

Insurance: The University assumes no liability for injuries occurring in the employee’s home workspace outside of work hours. Employees should note that some homeowners’ insurance policies do not automatically cover injuries arising out of, or relating to, the business use of the home. For the employee’s protection, employees should have their homeowners/tenants liability policy endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home. Employees who live in rented property should be aware that their lease may not permit business use of the premises.

Meal Period and Rest Breaks: Non-exempt employees who work more than 6 hours are allowed an unpaid meal period and two breaks.

Non-exempt employees scheduled to work less than a full day are entitled to one 15-minute rest period for every four hours worked.

The standard meal period is one (1) hour. Break periods are 15 minutes each.

Non-exempt employees may not skip meal or rest periods in order to shorten the workday, or to earn extra paid leave. Rest periods may not be saved for later use, accumulated, or used to compute additional pay.

Except in unusual circumstance, breaks should be taken, but they may be omitted occasionally with supervisor approval.

To learn more about this policy or the supporting procedures, please contact Employee Services

Policy updated on: Oct. 24, 2018