Summer Flextime

Overview

This program is designed to provide for the School’s work needs while also offering a more flexible summer schedule to staff.  The  program allows a full-time employee to compress their regular weekly hours into a shorter week comprised of four extended days. 

The School will remain open as usual and offices must be properly staffed in order to ensure a consistent level of service.  It is the responsibility of the supervisor/director in each office to assess workflow demands as they consider requests from staff to participate in this program.  Therefore, this program may not work in some offices or may work at different times throughout the summer due to business needs. 

We believe that many staff members will be able to take advantage of this opportunity. In the case of faculty administrators/assistants, the area administrators will manage their participation and will work to assure that faculty administrative needs continue to be met during the program period.

We are hopeful that this will give our dedicated staff more time to rejuvenate over the summer. 

Program Highlights and Considerations

Summer flextime program allows a full-time employee to compress regular weekly hours worked into four days.  SEAS will remain open as usual and offices must be properly staffed in order to ensure a consistent level of service.  It is the responsibility of the supervisor/director in each unit to assess the work and workflow.  Therefore, this program may not work in some areas or may work at different times throughout the summer due to business needs such as commencement, fiscal year closing, pre-planned events, conferences, projects and office coverage.  

Guidelines

  • Summer flextime begins the first full week of June and ends the week before Labor Day. It does not apply on the July 4 holiday week. Depending on the needs of your office, you may not be able to take the same day off each week

  • In case of illness/emergency of another staff member in your office, your supervisor may request that you adjust your schedule

  • If you take a vacation day, flextime does not apply for the week in which that day was taken

  • If you take a sick day, you and your supervisor must discuss necessary schedule modifications for that week

  • Salaries remain the same since total hours worked do not change

  • You must have your supervisor's approval prior to participating in this program

Tracking for Exempt Employees

Exempt employees do not need to track flextime, as it is not counted against vacation, sick, or personal time. 

Tracking for Non-Exempt Employees

Non-exempt employees must take at least a ½ hour meal break each day, and record hours worked in PeopleSoft.  Flextime is not counted against vacation, sick, or personal time.  For the flex day off, the time reporter adds a new line, enters a value of 1.0, and chooses the time type "Flex Day" for the day that she/he will not work. 

EXAMPLE:
The scenario below is how a non-exempt employee with a default schedule of five 7-hour days would track a compressed work week.  For this example, the employee works 9 hours Monday through Wednesday, 8 hours on Thursday, and uses the flex day on Friday.

Sun Mon Tues Weds Thurs Fri Sat Time Type Totals
  9.0 9.0 9.0 8.0     Regular 35.0
          1.0    Flex  

How to Participate

This is an optional program. Employees who want to participate in this program must notify their supervisor in writing of their request with their proposed schedule as soon as possible, but no later than one week prior to the beginning of a summer flextime schedule.  As in the case of approval of vacation and personal days, supervisors retain the right to make the final decision on whether or not summer flextime can be approved for any individual employee based on coverage and workflow in the unit.  In some situations, supervisors may not able to approve a summer flextime schedule. 

Questions

If you have additional questions regarding the Summer Flextime Program, please call Steve Marley at 5-4586 or send an email to: steve_marley@harvard.edu