Flexible working hours (flexitime)

Employees with a flexitime scheme

It may be expedient to establish flexitime schemes at AU for technical/administrative staff members with the highest number of working hours (not managers) employed under the collective agreements concluded with PROSA (the Union for IT Professionals, HK (the Union of Commercial and Clerical Employees in Denmark), AC (the Danish Confederation of Professional Associations) (AC-TAP without availability supplement) and KS (the Union of Communication and Language Professionals). These employees have the highest number of working hours, and overtime, which has to be ordered or approved by local manager, is remunerated with hourly pay + a supplement of 50% or time off in lieu based on the same principle.

Employees without a flexitime scheme

Academic staff members employed under the job structure may not be covered by a flexitime scheme, cf. section 13(4) of the collective agreement with the Danish Confederation of Professional Associations.
An employee in a flexi-job position cannot be covered by a flexitime scheme, because under to the flexi-job agreement with the municipality, flexi-job employees must work a fixed number of hours per week.

Employees with flexible working time organisation

For salaried administrative officers with availability supplement as well as salaried technical/administrative staff in positions classified in salary grades 35-42 and special and senior consultants, the following applies:

These groups of employees may benefit from an arrangement permitting the flexible organisation of their working hours which follows the overall principles of a flexitime agreement with regard to the keeping of a record of working hours and time off in lieu, but which is not an actual flexitime scheme.

These principles are:

  • Keeping track of overtime (hours worked in excess of 37 hours per week)
  • Time off in lieu must be taken in agreement with the immediate manager.

When calculating working hours and taking time off in lieu, account must be taken of the special obligations in relation to working hours that apply to the two groups of employees.

Overtime and undertime

Overtime is the number of hours worked in excess of the average number of working hours of 37 per week.

The manager and the employee have a joint obligation to ensure that the amount of overtime is kept at an appropriate level. It is therefore requested that overtime at the end of the month normally does not exceed 37 hours, unless otherwise agreed with the manager.

Undertime is the number of hours short of having worked an average number of working hours of 37 per week. At the end of the month, the amount of undertime must not exceed 10 hours, to be transferred to the following month.

Core time and flexitime

Core time represents a period of time when all employees must be at work, unless otherwise stated and agreed with the manager.

Flexitime is a certain number of hours before and after the core time during which the employee is free to work the remaining number of working hours. It is a prerequisite for starting work early or leaving late that there are relevant work assignments to perform and that account is taken of the organisation of the work.

Keeping records and taking time off in lieu

The employee must keep track of his or her own working hours. The flexitime balance can never exceed 37 hours, unless otherwise agreed with the manager.

It may be agreed that saved-up flexitime hours can be taken as full or half days off or just a few hours at a time. Any local agreement on flexitime must also determine whether the manager must be informed before time off in lieu is taken or whether the employee is free to manage it. It is recommended that saved-up flexitime hours taken as full days off must always be agreed with the manager.

When organising the work, a balance must be struck between taking time off and the anticipated workload, so that unnecessary overtime/additional work is avoided.

In case of resignation the flexitime balance should be null.