ALTERNATIVE WORK SCHEDULE POLICY (HR2427) 2023-06-28.PDF
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MARICOPA COUNTY INTERNAL POLICY Policy Title: ALTERNATIVE WORK SCHEDULES Policy Number: HR2427 Current Adoption Date: 06-28-2023 Current Implementation Date: 06-28-2023 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-31-11-011-6-03 Original Adoption Date: 10/12/2005 I. PURPOSE To provide a mechanism for the use of alternative work schedules. II. AUTHORITY This Policy is authorized by the Board of Supervisors pursuant to A.R.S.§11-251. III. APPLICATION This Policy applies to all Maricopa County appointed departments, the Flood Control District of Maricopa County, and the Maricopa County Library District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. An elected office may follow this Policy for its employees when it does not have a similar policy. IV. DEFINITIONS A. Appointing Authority: An elected official, the single administrative or executive head of a department, or the designated representative authorized to act in this capacity. B. Alternative Work Schedule: Schedules that differ from the 8 hours per day, 5 days per week schedule. Examples: Four 10-hour days per week, 80 hours in a nine work day workweek (9/80 schedule), and four 9-hour days plus one 4-hour day per week. C. Flex Day: The day that an employee on an alternative work schedule has off. D. Fair Labor Standards Act (FLSA): The federal law that establishes minimum wage, overtime pay eligibility, recordkeeping, and child labor standards. E. Non-Exempt Employees: Employees who are entitled to overtime pay under the FLSA. F. Work Schedule: An established schedule of hours regularly worked by an employee. Appointing Authorities may adjust schedules from week to week based on business needs. G. Workweek: A fixed period of 7 consecutive 24-hour days (total of 168 hours) used to determine whether a non-exempt employee worked overtime. Each workweek stands alone in determining whether overtime was worked. Most Workweeks begin on Monday at 12:01 am and end on Sunday at midnight. V. POLICY A. Alternative work schedules are not required and are established by departments based on need. B. Departments may suspend or eliminate alternative work schedules at any time, and employees may be required to work on their flex day. Policy Title: ALTERNATIVE WORK SCHEDULES Policy Number: HR2427 Current Adoption Date: 06-28-2023 Page 2 of 2 C. Impact of Holidays on Alternative Work Schedules 1. Subject to business needs, employees may be given another day off (up to 8 hours) during the workweek when a holiday falls on their scheduled days off. 2. Holiday leave is pro-rated based on employees’ standard hours of up to 8 hours. Non-exempt employees who are regularly scheduled to work more than 8 hours on a holiday must make up the additional hours during the workweek in which the holiday falls by: a. Working extra time that is equivalent to their regularly scheduled hours. b. Taking an equivalent amount of paid leave. D. Non-exempt Employees on 9/80 Schedules Employees on 9/80 schedules work eight 9-hour days and one 8-hour day and have one flex day. To avoid overtime: 1. Non-exempt employees on 9/80s must have workweeks defined that overlap two pay periods and begin at noon on the flex day and end at 11:59 am on the 8-hour day. 2. Flex days must be the same day every pay period except when it falls on a holiday. Flex days should not change unless the change is long-term. 3. The 8-hour day must be the same day of the week as the opposite week’s flex day. 4. New work schedules should start the first week of a pay period and be established at least one week before non-exempt employees start working a 9/80 schedule. No overtime will typically occur if employees work their regular eight-hour schedule during that time frame. 5. It is easier to avoid overtime when starting a 9/80 schedule during a pay period that contains a holiday or where the employee was on leave for a portion of the pay period. Using Leave: Nine hours of leave are used for each regularly scheduled 9-hour day. Examples: Thirty-six hours of leave time is recorded when employees are off for an entire week during which their flex day falls and are regularly scheduled to work four 9-hour days. Forty-four hours of leave time is recorded when employees are off for an entire week during which they are regularly scheduled to work four 9-hour days and one 8-hour day. Revision History Version Revision Date Description of Revision 1 10/12/2005 Initial version approved by County Manager 2 02/09/2011 Updated language (C-31-11-011-6-00) 3 04/13/2011 Updated policy consistent with HRIS conversion to ADP (C-31-11-011-6-01) 4 09/19/2018 Updated policy and clarified the language (C-31-11-011-6-02) 5 06/28/2023 Updated and simplified language (C-31-11-011-6-03)