Office working time, flexitime, and schedule agreements

Office working time

These provisions apply to employees with regular working hours from Monday to Friday. The standard weekly working time is 39 hours and 45 minutes, with working hours reduced accordingly on public holidays.

Under Section 13 of the main provisions for local collective agreements, the standard weekly working time is usually scheduled for Monday to Friday, in accordance with the times set out in local collective agreements. Working hours may be adjusted to meet the staffing needs of the organisation. Employees affected by changes to the working hours schedule are to be notified at least two weeks before the changes come into effect.

Flexitime

The flexible working hours agreement allows employees to decide for themselves how to organise their working time within a specified framework.

The purpose of flexitime is to give employees greater control over their working hours and not be bound by fixed times. For example, if you need to finish a task before going home, or need to leave early to take your sick mother to hospital, collect your children or attend to an important personal matter, flexitime provides room for you to start work earlier or finish later.

Flexible working hours agreements

A local collective agreement on flexitime should include the following elements:

Normal working hours. What are the start and end times of a normal working day? Normal working hours consist of scheduled working hours based on the applicable working time framework and regulations.
Fixed hours/core hours. This is the time during which the employee must be available and carry out their duties, either at the workplace or elsewhere – unless leave has been granted. Times when flexitime cannot usually be used are 9.00–11.00 and 13.30–15.00.
Flexitime. This is the period during which employees, in addition to fixed hours and normal working hours, carry out work within the framework stipulated in the flexible working hours agreement. However, the employer may decide to schedule a meeting during flexitime.
Flexitime framework. This specifies the time slots during which the employee may utilise flexitime. These are often 7.00–9.00, 11.30–13.30, (known as lunch flex), and 15.00–18.00 on Monday to Friday. The times may be different for people with reduced working time.
Flexitime balance/bank. This is the surplus or deficit of hours an employee has in relation to their normal working time at the reconciliation point. The maximum number of hours for both surplus and deficit balances is to be specified in the flexible working hours agreement. It is important to ensure that the deficit does not become too large, otherwise the employee will have a debt of time. Similarly, it is not advisable to build up too much surplus time. The agreement is also to specify how time is to be regulated, whether full days or half-days can be taken off and what happens in the event of a surplus or deficit of hours when an employee leaves the organisation.
Reconciliation period. This is the measurement period during which working hours and flexitime balances are counted to determine whether action is required.
Flexitime bank reporting. The agreement is also to include a provision requiring the employer to keep the local trade union association informed regarding members’ flexitime balances. If a member has built up a large surplus of time, their workload may need to be reviewed.

Flexitime can be combined with summer working time.

It is common for managers to confuse overtime and flexitime.

It is important to bear in mind that a growing surplus of flexitime may be a sign that your workload is not compatible with your working time. In such cases, you should speak to your manager.

Schedule agreements

Schedule agreements apply to employees with irregular working hours, and the relevant provisions are set out in local collective agreements. You should therefore contact your local trade union representatives if you have any questions about what applies at your higher education institution.

Generally speaking, the average regular weekly working hours may be calculated over a period, (the reference period), of no more than four months. Locally, longer reference periods may be agreed upon if desired, though not exceeding 12 months.

It is important to bear in mind that your weekly working hours may be lower than what is specified as normal working time, for example if you work irregular hours from Monday to Friday, including early mornings and evenings.

As compensation, you may then also be entitled to a lower weekly working time, e.g. 37 hours instead of 39.45. Bear in mind that when rules on unsocial working hours come into effect and if you are scheduled to work during unsocial hours, you are entitled to compensation in accordance with the relevant rules.

If you are given a new schedule, you must be given at least two weeks’ notice of the change.