Requesting Arrangements

• After the application form for a FWA is approved the employee, supervisor, and appointing officer will receive an email confirmation.
• Staff members considering a reduced FWA schedule should discuss any potential impact on staff compensation and benefits with the Human Resources & Benefits offices.
• Staff members who have completed their probationary period are eligible to apply for a flexible work schedule.
• FWAs may be granted on a pilot basis. Generally, a 3 month pilot period is recommended, but other durations may be used. Decision to grant or deny a FWA is solely up to the supervisor and appointing officer and is not subject to a grievance procedure.
• Staff and supervisor should discuss the work schedule for weeks that include holidays.
• All staff are required to regularly allow for at least ½ hour for lunch.  
• A supervisor or staff member, with reasonable notice, may terminate or modify the FWA at any time.
• If a FWA is agreed to, typically a staff member will be able to return to their original work arrangement. However, this should be discussed during the approval process.

Staff members and their supervisors must discuss their needs to develop the best possible arrangement for their situation. Find the steps for introducing a flexible work arrangement by visiting " Requesting Arrangements". FWA's for MGS staff are limited to the collective bargaining agreement. Staff interested in FWA should discuss with their supervisor. The following provides additional information for hourly staff members and their supervisors:

Application and administration considerations

• After the application form for a FWA is approved the employee, supervisor, and appointing officer will receive an email confirmation.
• FWAs should generally use a pilot period. It is recommended to use a pilot period of 3 months, but other durations may be used.
• Upon successful completion of the pilot period, the FWA may continue for up to one year and renewed annually, subject to supervisor and appointing officer approval.
• A supervisor or staff member may terminate or modify the FWA at any time subject to the terms of the FWA application. The supervisor and staff member will mutually agree on an effective date. 
• Staff members considering a reduced FWA schedule should discuss any potential impact on staff benefits with Human Resources. For example, pay, compensation, benefits, etc.
• A regular FWA schedule cannot exceed more than 40 hours in one week.
• FWA includes at least a ½ hour lunch.
• The decision to grant or deny a FWA is solely up to the supervisor and appointing officer and is not subject to a grievance procedure.
• Staff members who have completed their probationary period are eligible to apply for a flexible work schedule.

Payroll considerations

• FWA must begin and end in conjunction with a pay period.
• The supervisor must notify Human Resources and Payroll ([email protected]) via email and copy staff member, if a FWA is terminated or modified.
• For FWA schedules that total 40 hours in a work week, approved overtime hours will be paid for hours in addition to the agreed upon FWA or in excess of 40 hours.
• PSS staff and MGS supervisors must continue to input all holiday pay codes in Ultra Time, including the holiday break.
• Use of vacation, salary continuation, and sick leave will equal the number of hours scheduled to work on day of occurrence.

Benefits considerations

• The staff and supervisor shall discuss and agree to hours of work for work weeks that include holidays. If a holiday falls on a scheduled non-work day as a result of a FWA, the holiday shall normally be shifted to the closest scheduled work day unless other arrangements are mutually agreed upon.
• Salary continuation/PSS Staff: Regular full-time staff members who have completed six (6) months of employment shall have the first 80 hours not to exceed two consecutive weeks of any disability fully paid. Regular full-time staff members who have completed one (1) year of employment shall have the first 160 hours not to exceed four consecutive weeks of any disability fully paid. Eligibility for a full eighty (80) hours or one hundred sixty (160) hours of salary continuation shall be restored for any disability after the staff member has returned to work for forty (40) consecutive scheduled working hours. Regular part-time staff members will only receive salary continuation for the actual number of hours missed due to a disability up to a maximum of forty (40) working hours per calendar year. Working hours are defined as the number of hours the part-time staff member is scheduled to work.
• For absence due to the death of an immediate family member, as defined in each collective bargaining agreement, bereavement leave will be a maximum of 40 hours, if needed. An extension may be granted in extenuating circumstances by Human Resources.

*FWA for Maintenance, Grounds, Service Staff are arranged by the supervisor according to the Collective Bargaining Agreement.