Flextime is defined as a working time agreement concerning flexible working hours, which gives the individual employee the right to arrange their own working hours. Flexible working hours normally involve the employee registering their working hours using the workplace's internal time tracking system.
There are many things to consider regarding flexitime. Here we provide a completely concrete overview of flexitime, so you know how to approach flextime arrangements at the workplace, whether as an employee or administrator.
What should one be aware of regarding flexitime?
Individually for workplaces
Flexible working hours vary from one workplace to another, and therefore there are many different variations of flexible working arrangements. Flexible working is not a right for all employees, but something that must be agreed between the employee and employer. Most workplaces have their own flexible working regulations, and therefore it is necessary to familiarise yourself with the specific flexible working arrangement in place at your particular workplace.
Often, for example, there are rules about how much the employee's flexi-account can be in credit or debit.
Flextime versus fixed time
A flextime arrangement can take several forms. Some are very flexible, while others are less so. Many companies have a so-called Flexible working hours, which falls within the period the employee should allocate their working hours. You can also have a first time frame, which is a shorter timeframe than the flexitime framework within which the employee is expected to work.
Let's take some examples of possible flexible working arrangements.
Example 1 – Flexitime with a fixed core time
The company has a flexible working hours window between 6:00 AM and 6:00 PM Monday to Friday. Employees are expected to complete their working hours within this period. Additionally, there is a core hours window from 9:00 AM to 3:00 PM, during which employees are expected to be working.
Example 2 – Fixed working hours with short flexitime before and after work
Another solution is that employees have fixed working hours, for example 8:00 AM – 4:00 PM. If the employee clocks in one hour earlier or stays one hour longer, the extra hour is added to their flex account. Similarly, hours are deducted if the employee clocks in later, takes time off, or leaves earlier. With this solution, only the first hour beyond the working hours counts as flex time. Anything beyond that is considered overtime.
Example 3 – Flexitime based on standard hours
A third option could be to have a daily norm of 7.4 hours, which corresponds to a 37-hour full-time week. If you work more than the daily norm, the hours are added to the employee's flex account. If you work less, the hours are deducted from the flex account. Such a system is very flexible for the employee, and therefore companies often set a limit on how many flex hours an employee can have in deficit or surplus.
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Flexible working hours and overtime
How do you differentiate between flexitime and overtime? Overtime can only start after the daily standard working hours and must be ordered. The overtime hours can either be counted in the flexitime calculation by multiplying them by a factor so that the overtime counts more than in regular work. The hours can be used by agreement for time off in lieu, Thus, the employee can take time off at a later date. Alternatively, overtime hours can be counted separately from the flex account and paid out in addition to the regular salary.
The rules that apply to overtime and time off depend on the collective agreement, local agreement or other agreement that the workplace follows. Ask your employer or union representative for more information about the overtime rules at your workplace.
Keep track of flexitime
When a flexitime arrangement is used, it is essential for both the employee and the employer that working hours can be recorded easily and flexibly, so that time can be easily kept track of.
With a professional and digital time registration system, employees and employers can easily keep track of their flexitime. With a time registration app, employees can record their working time on their mobile devices. With a flextime balance in Intempus The employee can easily see whether the agreed number of working hours has been reached and how many hours are available for leisure time.
The employer can also continuously monitor the employee’s reported flexitime hours, overtime, absence, driving, expenses, etc. in Intempus’ Administration, where the hours can easily be approved and transferred to the payroll and financial system. In this way, the administration of the flexitime scheme becomes easier for both employees and employers. Would you like to know more about how it works in practice? Read more This way the system automatically keeps track of the flexible time balance.
Would you like to hear more about how flexible working hours can be managed easily and smartly with a digital time tracking system? Then give us a call on +45 26390400 or book a no-obligation demo:
