Flexible Work Arrangements

The George Washington University confirms its commitment to assisting employees in developing a work-life balance by supporting the use of Flexible Work Arrangements when reasonable and practical and where operational needs will not be adversely affected.

Flexible Work Arrangements can benefit both the employee and the university. By offering flexibility to employees, Flexible Work Arrangements can:

Allow employees to better balance the demands of their work and home life
Reduce stress and improve morale
Reduce absenteeism and increase productivity
Provide opportunities for expanded service hours
Improve employee retention and enhance recruitment efforts

Within any Flexible Work Arrangement, non-exempt employees as defined in the Fair Labor Standards Act (FLSA), are still subject to all requirements of the FLSA. Employees who are exempt under the FLSA are expected to work the number of hours required to fulfill their occupational responsibilities.

Flexible Work Arrangements are not an entitlement nor are they classified as a university benefit. Flexible Work Arrangements do not change the at-will nature of employment with the university, and they can be altered or terminated by the university at any time pursuant to business needs.

Compressed Work Schedules

Compressed work schedules are arrangements that allow a full-time staff member to work 40 hours in less than 5 working days (exempt and non-exempt) or to work an 80 hour two week work period during 9 days and have the tenth day off (exempt only).

Compressed Work Weeks

A compressed work weeks allows regular, full-time exempt and non-exempt employees to work a full week’s schedule in less than five working days. The most common example is an employee working four 10 hour days in a workweek. This is categorized as a 4/40 Compressed Work Week. As with flex time schedules, a non-exempt employee’s work day schedule must incorporate a 30 minute, 45 minute, or one hour bona fide meal period. Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities.

Compressed Two Week Work Period Defined

(Regular Full-Time Exempt Employees Only)

Compressed two week work periods allow a regular full-time exempt employee within the 10 workdays of a two week work period to work 9 days, totaling 80 hours, and have the tenth day off. This is categorized as a 9/80 compressed two week work period. Due to FLSA overtime provisions for non-exempt employees, this alternative work schedule is available to exempt employees only. Exempt employees are expected to follow departmental guidelines regarding meal periods and to work the number of hours required to fulfill their responsibilities

With the 9/80 Compressed Two Week Work Period schedule, in the first week, the employee would work five 9 hour days for a total of 45 hours; in second week, the employee would work three 9 hour days and one 8 hour day for a total of 35 hours; or vice versa; combined, the two workweeks result in a total of 80 hours worked in the two week work period. However, managers and employees must keep in mind that exempt employees are expected to work whatever number of hours is required in order to meet the expectations of their jobs and to follow departmental guidelines regarding meal periods.

In order to create a Compressed Work Schedule, you and your manager will need to complete the Compressed Workweek Request Form (PDF) or the Compressed Two Week Work Period Request Form (PDF) (exempt employees only).

Time Off and Pay Specific to 4/40 Compressed Workweek (Exempt and Non-Exempt Employees)

An employee who is unable to work due to illness must request and use accrued sick time in accordance with university policy and departmental procedures. Managers should be careful to confirm the number of hours of sick time taken in light of the longer day worked. For example, an employee on a 4/40 compressed workweek who needs to take a day of sick time is taking 10 hours of sick time, as opposed to an employee on a regular work week who is taking 8 hours of sick time.
An employee who wishes to be relieved of responsibility for work on a particular day or days for reasons other than illness must request and use available vacation time in accordance with university policy and departmental procedures. The amount of vacation time charged will be equivalent to the hours the employee was scheduled to work and managers should calculate the time off based on the considerations noted above under the sick time explanation.
No exempt or non-exempt employee is eligible for more than 8 hours of holiday pay per holiday*. If the holiday falls on the employee’s regularly scheduled work day, the employee will be credited with 8 hours of holiday pay for that day. Non-exempt employees may use vacation time to maintain their hours of pay for that day, or they may opt to work additional hours sometime during the workweek. For exempt employees, managers need to take into consideration the exempt employee’s status of “paid to get the job done” when determining whether the exempt employee needs to utilize vacation time for the difference between the hours of holiday pay and their typical hours for that day.

*Employees represented by a union should consult their Collective Bargaining Agreement (“CBA”) for their applicable holiday policies of otherwise speak with their union representatives for more information.

Adjusted Meal Periods

An Adjusted Meal Period is an arrangement that allows a full-time staff member to work a full work day with an extended meal period of up to a maximum of two hours.

The standard meal period at the university is 30 minutes, 45 minutes, or one hour. The adjusted meal period schedule allows a regular, full-time, exempt or non-exempt employee to extend their meal period to take care of personal business while still working a full workday. An employee can take an extended meal period of up to two hours.

This approach can assist, for example, employees who are enrolled in degree programs and need to take a class during working hours to complete their degrees.

In order to create an Adjusted Meal Period, you and your manager will need to complete the Adjusted Meal Period Request Form (PDF).

Flex Time

Flex Time is an arrangement that allows a full time exempt or non-exempt staff member to work with their manager to set workday starting and ending times that may differ from others in the unit. Flex time requires that an employee work the core hours identified by the department. For non-exempt employees, it must include a bona fide meal period.

Flex time schedules allow regular full-time exempt and non-exempt employees, with the concurrence of their manager and within certain limits, to set their starting and ending times for the workday. All employees are required to work a standard eight-hour day that includes “core hours'' defined by the department. The workday schedule for a non-exempt employee must incorporate a 30 minute, 45 minute, or one hour bona fide meal period, which is time not worked and therefore time not paid. Exempt employees should follow departmental guidelines regarding meal periods.

In order to create a Flex Time schedule, you and your manager will need to complete the Flex Time Request Form (PDF).