Hours of Work and Work Schedules

Policy

Category: Human Resources
Subject: Hours of Work and Work Schedules
Division: Administrative Services
Policy Number: CA.52.01.137
Effective Date: May 1, 2017

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) recognizes that employees work as part of a team to provide services on behalf of WDGPH. The Agency expects employees to have regular attendance and punctuality. This policy is to establish standard weekly hours of work and to ensure consistent interpretation of work hours.

Work Hours

WDGPH does not guarantee employment or work for specific hours or for any other hours. The normal hours of work will be 35 hours per week, consisting of seven hours per day, Monday through Friday, excluding the 60 minute unpaid meal period.

The normal workday is seven hours per day with no more than two days per week starting no later than 9:00 a.m.

WDGPH has the right to schedule and assign all work, however, when appropriate and practical, work will be assigned in a mutually agreed manner. Assigned work will track time from and employee’s regularly assigned (base) office or from their home if it is closer, until their return to their assigned office or home if it is closer.

If there is a requirement to provide service to the public outside normal office hours, it is expected that approval for hours worked Monday to Friday beyond seven hours per day be pre-approved by an employee’s immediate Supervisor. Work performed beyond the scheduled seven hours on any day (Monday to Friday) shall be compensated at straight time in lieu time to a maximum of 44 hours unless the employee arranges with their immediate Supervisor to use flex time. Employees are expected to obtain pre-approval for hours worked beyond seven hours per day from their immediate Supervisor prior to working it. See also Compensation (comp) Time and Flex Time in this policy.

Educational opportunities pre-approved by WDGPH that are requested by the employee will be compensated to a maximum of seven hours inclusive of travel time at straight lieu time. ONA represented employees should refer to their Collective Agreement.

Weekend Work Hours

Union employees should refer to the current ONA Collective Agreement for weekend work as outlined in Article 8 – Hours of Work.  

Agency Initiated/Mandated

Work that is Agency initiated/mandated may necessitate the establishment of weekend work on an occasional or regular basis. If WDGPH initiates/requests weekend work, all such necessary time worked on the weekend will be compensated. This will be done in a mutually agreeable manner with the input of the employee’s Supervisor at either:

  1. Overtime paid at time and one-half (1½) the employee’s hourly rate of pay; OR
  2. Straight time in lieu (1x) for hours worked less than 44 hours per week or at time and one-half (1½) in lieu for hours worked over 44 hours up to a maximum of 48 hours.

Note that the above may not be applicable if an individual’s altered work schedule (AWS) regularly schedules them for weekend work.   

Not Agency Initiated/Mandated

Weekend work that is employee initiated/requested and less than 44 hours per week will be compensated at straight time in lieu. Hours worked over 44 hours up to a maximum of 48 hours will be compensated at one and one-half (1½) the employee’s hourly rate of pay.

Breaks and Meal Breaks

Each employee is permitted to take a 15 minute paid break mid-morning and mid-afternoon. The timing of these breaks is to be generally coordinated with the employee’s immediate Supervisor. If breaks are not taken, the time cannot be accumulated as compensation time and employees cannot leave early.

A regular daily meal break will consist of 60 minutes and is to be taken midway through the employee’s work day.  Employees are not allowed to leave early if they forego or shorten their eating period.

In special circumstances, a standard seven hour work day may not apply. An example of this could be weekend work requirements or special evening work requirements. In this special circumstance, individuals are required to take an unpaid 30-minute eating period free from work after working five hours in a row in accordance with the Employment Standards Act, 2000 guidelines.  The meal break may not be shortened to flex the work day or create compensating time off.

Emergency Situations

In situations where there is an unforeseen emergency, government mandated service, or a service urgently required by WDGPH, employees may be required to work outside of the normal working hours.

On-Call

An employee who is scheduled on rotation for on-call, and is not at work but is required to carry a cell phone for the purpose of answering after-hours calls, shall be paid for the on-call hours as outlined in the policy CA.50.01.104 and procedure CA.52.02.104 On-Call System.

What is considered on-call?

Table 1
Day

Hours

Monday to Friday

4:30 p.m. to 11:00 p.m.

Weekends

8:30 a.m. to 11:00 p.m.

Statutory Holidays

8:30 a.m. to 11:00 p.m.

On-Call Pay:

Table 2

Day

On-Call Pay

Actual on-call duties (work)

Work Performed after 11:00 pm

Monday to Thursday

1 hours’ pay at time and one-half

In addition to receiving on-call duty pay, all time worked beyond the minimum period, time and one-half for additional hours worked.

$2.50/hour premium for additional on-call duties.

Friday

2 hours’ pay at time and one-half

Same as above.

 

Saturday + Sunday

2.5 hours’ pay at time and one-half

Same as above.

 

Statutory Holiday

4 hours’ pay at time and one-half

Same as above.
Time in lieu at straight time for hours worked.
Day in lieu of the holiday.

 
Work Performed when On-Call

Mileage and time worked during on-call is calculated from the on-call employee’s home and return from their last call. 

“Time worked” refers to:

  • Making/receiving on-call related telephone calls;
  • Responding to faxes/e-mails related to on-call;
  • Documentation of on-call work (as required);
  • Case follow-up; and
  • Home/office/hospital or other visits with the prior approval of management. 

Refer to policy CA.50.01.104 and procedure CA.50.02.104 On-Call System for additional details and information.  

Flex Time

The purpose of flex time is to permit the Agency and employees to temporarily alter their established work schedule on an occasional basis. It is recommended that when possible flex time should also be earned prior to it being taken, and flex time is required to be “balanced out” within 30 calendar days.

Definition of Flex Time
  • Flex time can be used by an employee to temporarily alter their work schedule to accommodate an unplanned event by enabling an employee to temporarily flex their work schedule;
  • Flex time is not intended to be used as an informal altered work schedule, a way for employees to enhance their vacation allocation, and it cannot be used by an employee to unilaterally alter their regular work schedule; and
  • Flex time is defined as scheduling seven consecutive hours of work excluding meal periods, between 7:30 a.m. and 11:00 p.m. or flexing hours of the work per day over a 70-hour pay period. 
Who is eligible for flex time?

 

  • Regular full-time and part-time employees;
  • Temporary full-time and part-time employees; and
  • ONA casual (as needed) employees.  
Who is not eligible for flex time?
  • Employees on an altered work scheduled (AWS); and
  • Non-ONA casual (as needed) employees.   
 When should flex time be used?
  • Flex time is an occasional use of time, for example:
    • An unplanned or planned personal appointment which is scheduled during working hours; or
    • Arriving late at work due to circumstances beyond your control (e.g. weather, traffic).
  • Employees not on an altered work schedule may take or earn up to one hour of flex time without prior approval over the course of the day. However, prior to flexing their day, employees should discuss plans with their immediate Supervisor to ensure sufficient coverage for program service delivery.
  • Any time taken or earned beyond one hour should be discussed and whenever possible approved prior by the immediate Supervisor.
How is flex time managed?

Flex time is managed by use of the Employee Self-Serve (ESS) system. It is recommended that employees ensure there is a plan in place to ensure any flex time earned or taken is balanced at the end of 30 calendar days.

Compensatory Time

The purpose of compensatory (comp) time is to remunerate eligible employees for occasional additional hours worked above their normal work schedule. It must be earned before it is taken. All comp time is required to be pre-approved prior to additional work being performed which is required to be beneficial to the Agency. Individuals should also include what their plan will be to take the comp time where possible. 

Work performed beyond the scheduled seven hours in any day Monday to Friday shall be compensated at straight time (lieu time), unless the employee opts to flex their day, according to the parameters outlined in flex time above. Comp time must be pre-approved by the immediate Supervisor prior to being taken by an employee.

An employee who works in excess of seven hours in a day, in preference to flexing hours shall be allowed to accumulate such hours as comp time to a maximum of 35 hours (as recorded in ESS). These hours shall be taken as straight time (lieu time), at a time mutually agreeable to the employee and immediate Supervisor.

In special circumstances when comp time is earned in excess of 35 hours, the employee and the immediate Supervisor shall meet to mutually schedule the use of such excess comp time off.  Future comp time that results in excess of 35 hours should be discussed with the program Director in advance of additional comp time being permitted to be worked by the immediate Supervisor.  

Unused comp time rolls over the end of the month and year (i.e. December 31st, it would be rolled over to the next year), and logged in the employee’s comp time bank. 

Altered Work Schedule

All employees (except those on a performance improvement work plan or Managers at a SB8 or above) may apply for an altered work schedule (AWS). However, based on Agency needs and, in order to ensure efficient service delivery, it is understood that altered work schedules may not be feasible in all programs and/or for all assignments. 

Some of the factors that may be considered prior to approving an AWS may include (but is not limited to):

  • The number of other employees in the program/division on an AWS;
  • The level of disruption to the program/division/Agency (i.e. only person who can perform task, etc.);
  • The ability for the Agency to reallocate work to ensure service delivery for clients and meet regulatory requirements;
  • The potential benefit to the Agency and its clients (i.e. three people in a department where Fridays are the busiest and 2x AWS applications submitted seeking every other Friday off, etc.);
  • The length of service of the employee (i.e. if multiple applicants and one has <2 years of service and the other has 10+ years of service, etc.); and
  • The work record of the employee. (i.e. on probation, on a performance improvement plan, etc.).

As a result, program areas may limit the number of AWS arrangements permitted.

Applications for AWS will be submitted in writing twice a year to their immediate Supervisor on January 1st and July 1st.  Decisions will be announced no later than February 15th and August 15th of each year respectively.  Approved AWS will commence week of March 1st and September 1st.

When multiple applications are received and the program maximum has not been exceeded, interested employees will be approved on a first come, first serve rotational basis. Due to the rotation, it is possible that employees working approved AWS arrangements may not be re-approved in a subsequent application.

If an application is denied, a written explanation will be provided. The employee and immediate Supervisor may work together to develop a mutually agreeable alternative arrangement where possible. The employee may reapply at the next submission.

Employees with approved AWS will be required to work their FTE complement within the bi-weekly pay period.

A written request must be filed by the employee to their immediate Supervisor on a CA.30.01.165 (2016-01) Altered Work Schedule (AWS) Agreement form that outlines the AWS terms and conditions as well as the specific scheduling details of the AWS.  

SCOPE

This policy applies to all WDGPH employees. Where applicable, the hours of work for Union employees are governed by the current Collective Agreement.

DEFINITIONS

Time worked – the hours worked by an employee.

Normal work week – is identified as 35 hours per week, consisting of seven hours per day, Monday through Friday, excluding meal periods.

Altered work schedule – a work schedule that is different than the normal hours of work.

On-Call – An employee who is scheduled on rotation for on-call, and is not at work but is required to carry a cell phone for the purpose of answering after-hours calls.

Compensatory Time – Pre-approved remuneration for occasional additional hours worked above an employee’s normal work schedule.

Flex Time – The temporarily alteration of an employee’s normal work schedule on an occasional basis.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure: CA.52.02.137 Hours of Work
CA.30.01.165 Altered Work Schedule (AWS) Agreement
CA.50.01.104 On-Call System
Ontario Employment Standards Act, 2000

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Administrative Services 


Procedure

Category: Human Resources
Subject: Hours of Work and Work Schedules
Division: Administrative Services
Procedure Number: CA.52.02.137
Effective Date: May 1, 2017

PROCEDURE

All employees using Info:HR Employee Self-Serve system (ESS) must submit all their entries electronically for approval for any changes to their regular hours of work each day as per their assigned work schedule.

Breaks including lunch and fifteen minute paid mid-morning and mid-afternoon breaks are not recorded.

On-Call
  1. Employees need to report all on-call hours on the CA.30.01.121 On-call Timesheet.
  2. Employees need to submit the completed On-call Timesheet to the manager for review and approval.
  3. The manager will forward the approved On-call Timesheet to Payroll, as per payroll deadlines.

ONA Nurses should also refer to the Collective Agreement. 

Flex Time
  1. Employees using ESS do not need approval for flex time entries up to one hour, however, requests must be recorded electronically in ESS, and the immediate supervisor must be advised of the employee’s plan to account for the flexed hours.
  2. Employees must submit flex time entries electronically for periods greater than one hour using ESS to obtain their immediate supervisor’s prior approval.
  3. Employees have 30 calendar days to balance their flextime.
  4. Immediate supervisors can run a calendar in ESS to view all entries for all staff which includes flex time up to one hour to determine where flex time has been taken as well as, where flex time has been earned.
Compensatory (Comp) Time
  1. Comp time must be pre-approved prior to an employee working additional hours.
  2. Employees must submit their comp time requests electronically using ESS with details about the work performed entered into the comments section. This process should also be used when employees are entering comp time earned as well as when they are planning on taking comp time.   
  3. Employees must earn comp time before it can be taken.
  4. Employees can only accrue a maximum of 35 hours comp time (as recorded in ESS).
  5. Immediate supervisors must carefully review details of all submitted comp time requests.

If details are not provided, managers should deny the submitted request and ask the employee to resubmit the request with details outlining why additional comp time is required to be worked and, if it is known, what their plan is for taking the comp time.

  1. Immediate supervisors have access to compensatory time reports on ESS which can be used to review and manage their employee’s comp time accordingly. 

 

Altered Work Schedule (AWS)

All employees, except any employee on a performance improvement plan or at a SB8 or above, may apply for AWS through the CA.30.01.165 Altered Work Schedule (AWS) Agreement form.

  1. Employees interested in an AWS must submit a written request to their immediate supervisor using the required form, outlining a proposed work schedule which includes:
  • The proposed scheduled hours;
  • Details of the assignment coverage;
  • A schedule that will not add to the workload, or alter the work schedule of anyone else;
  • A rotation that is consistent for the entire AWS period;
  • Altered work schedules are implemented so that service delivery is maintained or enhanced; and
  • Accounting for their full FTE per pay period.
  1. Employees must submit their requests through the appropriate form by January 1st and July 1st of the current year to their immediate supervisor. It is highly recommended that employees discuss their intent to file an AWS application with their immediate supervisor prior to submitting it. 
  2. The immediate supervisor reviews program/service delivery and Agency need in order to determine the number of AWS arrangements that can be supported where appropriate.
  3. The immediate supervisor will review the requests and approve or deny the request.  Approved requests will be forwarded to the appropriate program director for review who will approve or deny the request on the required form.
  4. The program director will communicate approved requests to the manager and forward the completed AWS form to HR to generate an approval letter.  The program director will work with the immediate supervisor for any denied AWS request and, where applicable, follow the process outlined below.  
  5. HR will provide the immediate supervisor with an AWS approval letter that the immediate supervisor will provide to the employee confirming that the AWS is approved. 
  6. The immediate supervisor will announce the decisions no later than February 15th and August 15th of each year respectively.
  7. The immediate supervisor will advise the employee of the requirements for ESS entries, as applicable.
  8. The immediate supervisor or employee may initiate a change in the hours of work if WDGPH or the employee determines the AWS arrangement is unsatisfactory. In such cases the immediate supervisor or employee will be given a minimum of four weeks’ notice. Requests to re-instate an AWS after it has been cancelled by an employee must be submitted to their immediate supervisor in writing a minimum of four weeks’ notice prior to the start date.
If an AWS request is denied
  1. If an employee request is denied, the immediate supervisor must provide an explanation in writing to the employee.
  2. If an employee’s request for an AWS is denied, the employee can contact the immediate supervisor to review the decision, and may work together to develop a mutually agreeable alternative arrangement if possible. The employee may also re-apply at the next submission date.
  3. The immediate supervisor will provide an Employee Change Report (ECR) directly to HR if the AWS is cancelled or altered during the AWS prior to the original end date.

RESPONSIBILITIES

Directors will:
  • Review and determine staffing requirements to meet business needs and efficient delivery of program services;
  • Collaborate with managers/supervisors to ensure that work arrangements do not interrupt service delivery; and
  • Provide final approval for any proposed for changes to an employee’s regular schedule.
Manager/Supervisor will:
  • Ensure employees adhere to this policy;
  • Ensure essential program service delivery is maintained throughout regular working hours;
  • Review and approve any work arrangement before an employee can make changes to their work schedule;
  • Monitor work arrangements to ensure adherence;
  • Ensure entries through ESS are accurate according to an employee’s work schedule;
  • Manage comp time, flex time and AWS for employees; and
  • Address time and attendance issues with employees, as applicable.
Human Resources will:
  • Ensure adherence of this policy by management and employees;
  • Ensure compliance of comp time and AWS with appropriate documentation records;
  • Monitor work agreements to ensure compliance under policy and legislation;
  • Monitor entries for ESS submission for work agreements arrangements; and
  • Audit work arrangement agreements on a quarterly basis.
Employee will:
  • Adhere to this policy;
  • Ensure written approval is obtained from immediate supervisor to make any change to regular work schedule, obtain approval as required for comp time and AWS;
  • Maintain up to date records in ESS by submitting comp time; and
  • Maintain punctuality for all work schedules.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01.137 Hours of Work
CA.30.01.121 On-call Timesheet
CA.30.01.165 Altered Work Schedule (AWS) Agreement
Ontario Employment Standards Act, 2000

CONTACT FOR INQUIRIES

Manager, Human Resources 

APPROVED BY

Director, Administrative Services