Flexible working policy template

Overview

[Company] has a policy of trying to assist staff to balance their work and home life commitments.

Any employee has a statutory right to request a permanent change to their working hours and/or start and finish times.

This document provides guidelines regarding working hours and patterns, and establishes procedures for employees wishing to request a temporary or permanent change. Such requests will be considered taking into account the impact on the organisation, work colleagues and any other relevant factors.

Scope

This policy is applicable to all employees of [company name].

General principles

Hours of work

Employee's normal hours and working patterns will be specified in their Statement of Terms and Conditions of Employment. Employees are expected to be at work during these hours, unless by prior agreement with their Manager/Supervisor.

[The Company does not operate a 'flexi-time' system.]

Persistent poor timekeeping means that colleagues are put under pressure to cover duties. This is not acceptable and will therefore be treated as a potential disciplinary offence under our disciplinary procedures.

Managers/Supervisors are expected to monitor hours with the support of HR.

[Company] reserves the right to vary employee's hours and patterns of working, following consultation.

Changes to working hours/patterns

Temporary changes to working hours/patterns

Temporary changes to working hours and/or start and finish times can be agreed for a period no longer than [number] weeks.

The requirements of the business will take priority during normal working hours. For example, an employee may be required to attend a key meeting at the start or end of the day.

The Director of the department concerned has the right to override any temporary agreements that are deemed to be unsuitable.

Employees should discuss a request for a temporary change to their working hours/pattern with their Manager/Supervisor.

Managers/Supervisors should:

1. Inform HR and the Director of that department that a request has been made.

2. Review the request and make a decision in conjunction with advice from HR.

3. Be vigilant with staff in terms of identifying 'unofficial flexibility' in their teams, and taking action in accordance with Company policy.

HR will:

1. Document the decision.

2. Apply a pro-rata adjustment to the employee's salary when a temporary change is made to total working hours per week.

Permanent changes to working hours/patterns

[GB: Any employee has a statutory right to request a permanent change to their working hours and/or start and finish times | NI: You must have worked for us for 26 weeks continuously before applying]

All requests will be considered positively but it may not be possible to agree to the proposal if, despite looking at alternatives, there is no sensible way to make the proposal work either for financial, organisational, business or some other substantial reason.

Requests considered to be detrimental to the business, departmental cover, team working, co-ordination and cross-functional working will not be approved.

Employees should:

1. Make a request by email or letter to their Manager/Supervisor, and include:

   • the date of the application

   • the changes that the employee is seeking to their working hours/patterns and the reasons for seeking the change

   • the date from when the employee would like the proposed change to come into effect (with as much notice as possible)

   • [what effect the employee thinks the requested change would have on the organisation

   • how, in their view, any such effect could be dealt with]

   • whether it is a statutory or non-statutory request

   • whether a previous application for flexible working has been made (no more than two can be made in 12 months / one in Northern Ireland)

   • the dates of any previous applications

NOTE: If the employee is making the request in relation to the Equality Act, e.g. as a reasonable adjustment relating to a disability, this should be made clear in the application.

Managers/Supervisors should:

1. Inform HR that a request has been made.

2. Meet with the employee to review the details of the request.

3. Recommend whether the request should be accepted, rejected or modified.

The Director of the department concerned should:

1. Make a decision in conjunction with advice from HR and the recommendation from the Manager/Supervisor.

2. Ensure any change agreed is implemented in accordance with the terms agreed and that the proposal does not result in detrimental effects to the business or department.

HR will:

1. Arrange the initial meeting for the Manager/Supervisor to review the request with the employee as soon as possible but not later than 4 weeks from the date of receipt.

2. Notify the employee in writing of the decision within two months of the original application.

3. Allow the employee the opportunity to appeal any refusal of their request, and arrange that meeting where appropriate.

4. Apply a pro-rata adjustment to the employee's salary when a change is made to total working hours per week.

Working from Home

The Company will consider occasional requests for working from home, provided the necessity for this request is demonstrated by the employee.

All requests for working from home should be made using the Working from Home approval request form, an example of which can be found in Appendix A. This form must be completed every time a home working request is made, and in advance of the home working (unless due to an urgent requirement). The form should explain what work will take place during the homeworking period, so that performance and accountability can be demonstrated.

When considering a request for working from home, the following notes should be taken into account:

While there are some tasks for which working from home can work, there may a number of barriers to allow working from home within all roles in all departments, such as:

• The need for communication, collaborative working, equipment and security.

• Having tasks that are only able to be performed on site, tasks that are performed more efficiently on site, and tasks that are performed more effectively on site.

• The use of sensitive information that cannot be taken off-site.

• Whether there is an additional cost to the business to allow working from home, in terms of providing and supporting IT equipment, security, suitable internet access and telephony.