Introduction

In brief, the Flexitime function provides the facility for employees to build up flexi hours, and to validate the process of booking absence against a flexi balance.

Eligibility

  • A flexi time flag is added to the career history record. This can be set for an individual user. Only users who have this flag set will be able to accrue and take flexitime.

Accruing Flexi

  • Employees book core hours against timesheets. When the timesheet is processed, any hours above core hours will be accrued as eligible for flexi. It is possible to set rules to limit the number of hours which can be accrued and to set an expiry date. Typically, staff will build up one or two days’ worth of flexi, which must be taken by the end of the following month.

Example:

On Friday 4th March, Maggie (who has contracted hours of 37.5h / week) submits the following timesheet, which is approved:

Core hours: 40
Paid Overtime: 5

She builds up 2.5 hours for that week, which must be taken by the end of April. The paid overtime hours do not count towards flexi accrual.

Booking Flexi Absence

  • Flexi absence is booked using the leave booker in the normal way. If flexi is enabled for the user, then the flexi project will appear as an option, otherwise it is hidden:
  • The leave booker validates that the member of staff has a valid flexi balance for the requested date. If there are any problems, an error message is displayed:

Checking your Flexi Balance

  • Staff can check their own flexi balance using a flexi panel on the home page. This displays the amount of flexi accrued and taken for the current and previous months. It also displays any relevant validation messages relating to the current month. When the user has built up enough flexi to book time off, the month turns green.

Managing Flexi

There are two reports to allow managers to monitor the use of flexi:

  • Flexi Hours Balance (HR Screen report) - This report shows the number of flexi hours accrued and taken by member of staff. Only staff who have flexi hours enabled in their career record are displayed. The columns show the expiry period of the accrued hours. For example, the February column shows hours which were accrued in January which must be taken by the end of February.
  • Staff Leave by Date (HR Grid report) - This is an existing grid report which can be filtered by leave type:

Setup Options

Flexi time can be configured to run with several different options. These options are global and apply to all users on the system who are eligible for flexi.

  • Flexi accrual mode - Monthly, calendar year, or holiday year. Typically, staff will accrue hours monthly.
  • Flexi cap - The maximum number of hours staff can accrue in a month or year can be set. For example, staff can be limited to 7.5 hours / month or 75 hours / year.
  • Expiry date - Accrued hours can be set to expire at the end of the following period (typically the end of the following month).
  • Minimum hours - A minimum number of flexi hours can be set for leave booking. For example, a 7.5 minimum will ensure that users take flexi in whole days.
  • Maximum booking - The maximum number of consecutive flexi day bookings can be set.