Working Hours & Conditions of Employment
This document does not apply to lecturing staff, staff employed on locally determined contracts or support
staff to whom a local agreement applies (i.e. security staff)
1 Working Hours
The standard working week is normally 36 hours 15 minutes.
2 Flexible Working Hours Scheme
2.1 Application of the Scheme
The Flexible Working Hours Scheme applies to all employees except for anyone whose job requires that
they attend work at specific hours for specific purposes and where cover by other staff can not be
adequately provided.
2.2 Definitions
Note: The points under this heading relate mainly to full-time staff. Appropriate adjustments will be made
for those employees who work less than 36 hours 15 minutes per week all year round.
2.3 Normal Office Hours
The normal office hours are 08.45 hours to 17.15 hours Monday to Thursday; 08.45 hours to 16.00 hours
Friday.
2.4 Contracted Hours
These hours should be worked by each employee during each settlement period (see below) subject to the
debit/credit carryover allowance. They are 145 hours at present (i.e. 36 hours 15 minutes per week for four
weeks)
2.5 Bandwidth
The total bandwidth, i.e. the time between the earliest permitted start of work and the latest permitted finish,
is 07.30 to 18.00 hours.
2.6 Core time
The core time when employees should be at work is 10.00 hours to 15.00 hours, excluding lunch-break.
2.7 Lunch break
The lunch break must be a minimum of thirty minutes in duration and should be taken between 11.45 hours
and 14.15 hours and is unpaid.
2.8 Flexible Hours
Between 07.30 and 10.00 hours and between 15.00 and 18.00 hours employees may attend when they
wish, subject to the other requirements of the scheme and to the requirements of the service as determined
by the service ‘Head’.
2.9 Standard Working Day
For the purpose of the scheme a standard working day is regarded as 7 hours 15 minutes; a half working
day is 3 hours 38 minutes.
2.10 The Settlement Period
Each settlement period is 4 weeks. Each employee is responsible for ensuring that the contracted hours in
a settlement period subject to the debit/credit carryover allowance are worked.
2.11 Carryover Allowance
The credit hours carried forward should not normally exceed 14 hours 30 minutes at the end of each
settlement period and the debit hours must not normally exceed 7 hours 15 minutes at any time.
Credit/debit hours carried forward at the end of each settlement period in excess of these shall be at the
discretion of the manager.
2.12 Flexi-time
Credit may be utilised to permit employees to take one full day (or up to two half days) per settlement
period subject to a maximum of 13 full days flexi-leave per annum. Flexi-leave may only be taken from
accrued credit.
The usual regulations in respect of overtime will continue to apply, i.e. any overtime must be pre-authorised
and officially recorded in the usual overtime documents. Payment for overtime or arrangements for time off
in lieu (TOIL) will be made in respect of hours worked outside the bandwidth.
2.13 Monitoring
Managers are responsible for the operation of the scheme within their Service/Department and will
nominate a designated employee with responsibility for day-to-day administration of the scheme.
2.14 Operation of the Scheme
Entry will be manual on a time sheet /flexi-sheet, unless other agreed mechanisms are implemented.
The time sheets/flexi sheets will be numbered for each of the four weeks in the settlement period.
2.15 Recording Hours on University Premises
All time in the place of work should be recorded on a time sheet/flexi sheet. Each employee should,
therefore, log the time of arrival and departure from the place of work, including the lunch period. This will
be signed each week or each four weeks by the manager (as appropriate). In no circumstances should an
employee make entries upon another employee's time sheet/flexi sheet.
2.16 Recording Hours off University Premises
(a) If an employee leaves University premises (on official business or for another authorised reason) s/he
should record the times of leaving and of return.
Adjustments for time spent off University premises on official business should include travelling time
between the University and the other place of business.
(b) If an employee is absent for a full day a credit will be made for the standard working day, i.e. 7 hours 15
minutes.
(c) If an employee is absent for half a working day, either sick or on leave, a credit will be made of 3 hours
38 minutes (i.e. half standard working day). A morning's leave should not finish later than 14.15 hours and
an afternoon's leave should start no earlier than 11.45 hours but no later than 15.00 hours.
(d) Each day of the working week must be covered by an entry on the time sheet/flexi sheet
2.17 Weekly Calculation of Time Worked
(a) Each employee is responsible for calculating the time worked each week.
(b) At the start of each working week employees, after making an entry on the new weekly time sheet or
flexi sheet should take the previous week's time sheet and total the hours worked for that week.
(c) They will then add/subtract the credit/debit hours brought forward from the previous week and compare
the total with the contracted hours to give the debit/credit carryover to the following week.
(d) If the time sheet /flexi sheet refers to the final week of a settlement period the maximum credit carryover
to the following week will be at the discretion of the manager.
(e) After completing these calculations the employee should pass the time sheet/flexi sheet to their
manager for certification. The employee should enter on the new time sheet/flexi sheet the credit/debit
hours brought forward from the previous week.
2.18 Working Arrangements
Within the flexible working arrangements each Service/Department is responsible for producing effective
working arrangements which will allow for the smooth operation of its activities and a satisfactory service.
Cover must be maintained over the normal office hours and any changes from established patterns should
be by arrangement with the manager.
Notwithstanding the arrangements referred to above, any employee may be required by his/her manager to
attend when necessary during normal office hours.
2.19 Discipline
Any employee who abuses the scheme will be subject to disciplinary action and could be excluded from
future participation in the scheme.
2.20 Control and Review of the Scheme
The control of the scheme lies with line managers who should discuss any problems with their Human
Resources contact.
3 Overtime/Time Off In Lieu
Wherever possible, employees are discouraged from working overtime. However, where such working
arrangements are unavoidable employees shall be entitled to the appropriate payments subject to and in
accordance with the following:
Overtime working must be authorised in advance by managers.
For overtime on any day other than Sunday, or a public holiday or additional discretionary day payment or
time off in lieu (TOIL) shall be at time and a half. For overtime on a Sunday, public holiday or discretionary
day payment or TOIL shall be at double time. A combination of TOIL and overtime payments could be
agreed where the needs of the operation dictate.
Employees may take time off in lieu for work undertaken outside of normal working hours which has been
requested by the line manager. Arrangements for taking TOIL must be agreed with the line manager and
should normally be made at the time at which the request to work outside normal hours is made. These
arrangements must be based on the principle that TOIL will be taken within 4 weeks of accrual unless an
alternative timescale is agreed with the line manager. TOIL is separate and different from annual leave and
flexi-leave.
4 Allowances for non-standard working arrangements
It is possible for an employee to simultaneously have a separate entitlement to more than one of the
allowances. Where separate entitlements exist, each payment shall be calculated separately. It is a basic
principle that an employee shall not receive a premium payment based on an already enhanced rate.
Where an individual is in receipt of an allowance, for the purposes of sick pay/holiday pay (where
appropriate) an average percentage hourly rate will be paid. For the purposes of overtime the same
principle will apply.
4.1 Standard Working Hours Range
The standard working hours range will be 8:00am to 6pm. The flexi bandwidth remains unchanged at
7:30am until 6pm.
The allowance rates are:
Early morning hours 06:00 until 08:00 – flat hourly rate plus 6%
Early evening hours 18:00 until 20:00 – flat hourly rate plus 9%
Evening hours 20:00 until 23:00 – flat hourly rate plus 12%
Night working 23:00 until 06:00 – flat hourly rate plus 24%
Weekends all hours as appropriate – flat hourly rate plus 12% or 24% where weekend hours are worked at
a time which would attract a higher premium this higher premium would be paid.
Employees who are in a role which involves the working of hours that attract an allowance will be paid an
hourly premium in line with the above percentages. This will be calculated on an annual basis in addition to
basic salary and the appropriate amount payable in line with normal salary payment frequency.
4.2 Week-end Working
(i) For work on a Saturday or Sunday as part of the normal working week or normal rota, an allowance of
flat hourly rate plus 12% will be paid for each hour worked. This shall be payable where appropriate
including where a Saturday, or Sunday is worked on a regular 5 days out of 7 rota basis.
(ii) Work on a Saturday or a Sunday outside the normal working week or rota when 5 days have been
worked in a 7 day period, shall be regarded as overtime or TOIL and paid for/managed in accordance with
the relevant terms above.
4.3 Night Work
(i) For work at night as part of the normal working week, an allowance of flat hourly rate plus 24% will be
paid for all hours worked between 23:00 and 06.00.
(ii) Work at night outside the normal working week shall be regarded as overtime or TOIL and paid
for/managed in accordance with the relevant terms above
4.4 Standby and Call out
(i) To ensure that key University services can adequately be supported out of standard working hours
according to customer needs, minimising any unavailability of systems or services, a small number of
employees are included on 24 hour standby rotas, these employees provide operational cover where
necessary usually on a one week in four or one week in three basis.
(ii) This section stipulates what payments will be made to employees who work on standby or respond to a
call-out. This section does not apply to employees, who are contactable, to check their availability to assist
in an emergency, this is subject to the University’s Emergency Management Plan/Procedure.
(iii) Standby is time out of standard working hours of the University during which employees need to be
available as they may be required to respond to a call-out.
(iv) While on standby, an employee may need to respond to a call-out and address a situation within their
normal work area either remotely or by attending the workplace.
Principles
(i) Standby rotas will be used where there is a demonstrable need to ensure adequate out of standard
hours cover for essential services and where it is essential to ensure that there is a response to the failure
of any critical system or services.
(ii) Proposals for any additions to this way of working must be submitted to Human Resources and will be
subject to appropriate consultation. Any proposals should be based on the area having a sustained and
consistent business requirement to provide services outside standard hours, as opposed to those
occasions that are covered by either overtime, time off in lieu or the allowances for non-standard working
arrangements.
(iii) The standby rota will be prepared where possible at least one month in advance and should normally
cover a 12 months period. The rota will be supplied for information to Security and any other department
that requires this information to ensure Health and Safety considerations are taken into account.
(iv) Employees who are on standby are required to ensure their availability in the case of a call-out and
must be fit and able to attend work or advise where appropriate as soon as they are contacted. If anyone
becomes unwell during this standby time they should contact the manager on call as soon as possible to
advise them.
(v) The University will, in consultation with the employees, ensure that the relevant tools are available, such
as a mobile phone or PC, in order to contact the employee during the time they are on standby.
(vi) The hours during which, standby cover may be required will be specific to each service. Each standby
period will normally be of a week’s duration starting and ending at 12:00 midnight.
Standby and callout payment and monitoring
Employees who are on a standby rota, and may be required to respond to calls, will
receive an 18% uplift to the normal weekly rate of pay for each week that they are required to be on a
standby rota.
Managers applying standby or call-out practice should monitor the frequency and length of call-outs and
the extent of planned and unplanned out of standard hours worked on a regular basis to ensure that no
member of staff is being required to undertake additional work which may be detrimental to their health and
wellbeing. In accordance with the Working Time Regulations, it is necessary for an individual to have an 11
hour break between shifts. It is therefore the line managers’ responsibility to ensure that any individual who
has been called-out has the appropriate 11 hour break prior to returning to work. Stand by time is not
‘working time’ within the definition of Working Time Regulations, therefore only time for call-out applies for
this purpose.
Remission for time spent on actual callout duties including consideration of travel time will need to be
agreed by the manager in line with normal guidelines for overtime or time off in lieu.
Last Updated on web: 5th October 2009