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 FLEXIBLE WORK ARRANGEMENTS POLICY For salaried positions paid on the bi-weekly basis Table of Contents 1.0 Policy Statement 2.0 Purpose 3.0 Scope 4.0 Types of Flexible Work Arrangements 4.1 Flextime 4.2 Flexplace 4.3 Other 5.0 Roles & Responsibilities 5.1 Manager 5.2 Employee 5.3 Human Resources 6.0 Rules 7.0 Other References 8.0 Appendix 1 FWA Forms Flexible Work Arrangement Agreement – FLEX TIME Flexible Work Arrangement Agreement – FLEX PLACE Flexible Work Arrangement Agreement – OTHER ARRANGEMENTS Manager Instructions and Discussion Guide 9.0 Appendix 2 – FWA Managers and Employee Assessment Tools FWA Assessment Survey FWA Discussion Worksheet Flexible Work Arrangements Policy January 1 st , 2009 Page 1 of 15 

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

Table of Contents

1.0 Policy Statement

2.0 Purpose

3.0 Scope

4.0 Types of Flexible Work Arrangements

4.1 Flextime

4.2 Flexplace

4.3 Other

5.0 Roles & Responsibilities

5.1 Manager

5.2 Employee

5.3 Human Resources

6.0 Rules

7.0 Other References

8.0 Appendix 1 – FWA Forms

Flexible Work Arrangement Agreement – FLEX TIME

Flexible Work Arrangement Agreement – FLEX PLACE

Flexible Work Arrangement Agreement – OTHER ARRANGEMENTS

Manager Instructions and Discussion Guide

9.0 Appendix 2 – FWA Managers and Employee Assessment Tools

FWA Assessment Survey

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

1.0 Policy Statement

PepsiCo Canada promises to foster a workplace culture which recognizes the value of work andpersonal goals. This is accomplished by acknowledging individuals’ needs and supportingpersonal objective setting, encouraging individual ownership of work and life goals and makingtools and processes readily available to enable employee flexibility both professionally andpersonally.

It is PepsiCo Canada’s desire to meet its employees’ needs and desires in this area. This isbalanced with PepsiCo Canada’s primary business needs, objectives, and efficiencies ofoperation that must take precedence if necessary.

 All flexible work arrangements must be approved by the department manager, function headand Human Resources.

2.0 Purpose

Flexible Work Arrangements (FWA) give employees the opportunity to work with theirsupervisor in developing a regular standard work schedule that best fits both the employee’sand the Company needs. Employees should be aware that FWA are not an entitlement andsome arrangements may not be appropriate for certain positions. This means that there maysometimes be a business reason for not granting an employee request for a FWA. Functionand department management will provide the maximum levels of flexibility possible within theirwork groups without sacrificing the attainment of their goals and objectives, including theservicing of internal and external customers.

Employees and supervisors should be aware that certain arrangements may affect benefits aswell as compensation. When determining whether a FWA is feasible both the employee and thesupervisor must review how benefits and compensation will be affected.

3.0 Scope:

FWA can be considered for all permanent/active  exempt and non-exempt salariedemployees, on pay for performance and paid on a bi-weekly basis. The FWA does not apply to

permanent inactive employees, for this group of employees please refer to the applicable leaveof absence.

FWA are not suitable for all positions, as the particular business requirements of theposition must be taken into consideration. For example: shift work positions and front lineresources may be excluded from participating in FWA.

This policy pertains to permanent FWA (greater than 30 days) Temporary FWA (less than 30

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

4.0 Types of Flexible Work Arrangements

There are two (2) basic options for FWA which are available to employees.

4.1 Flextime 

Flextime allows employees to work a standard hour work week, with assigned core hours andflexible start and finish times, within limits established by management.

Guidelines

 All employees will be required to be present during the Core Hours of:

9:30 a.m. to 3:00 p.m. from Monday to Thursday

9:30 a.m to 12:00 p.m. Fridays

Field Sites (i.e. Manufacturing Plants, Distribution Centres, Area Offices) may set different corehours as per business needs.

 Alternative schedules can be agreed to at the manager’s discretion. Most flex arrangementsshould be a set regular schedule. Should an employee need to make adjustments temporarily –i.e. 30 days or less- a request may be made and will be considered (e.i.: an employee with acurrent schedule of 8:30 a.m. to 5:00 p.m. can flex their start time to 7:00 a.m. and finish time to3:30 p.m. for a week to accommodate a temporary childcare issue).

From time to time employees in flextime arrangements may be required to adjust their scheduleto accommodate the needs of the business. The Company reserves the right to require a return

to traditional work hours. Flextime arrangements do not impact the total number of hoursworked by an employee, and should have no impact on compensation or benefits eligibility.

4.2 Flexplace

Flexplace occurs when an employee works off-site, either at home or in satellite offices, for partof the week. Flexplace is particularly useful when the nature of the work requires theemployee’s presence at the office for only brief periods, when the employee regularly commutes

between two or more work areas, or in situations involving special customer contactrequirements.

Guidelines

This may include one or two days off-site.

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

5.0 Roles and Responsibil ities

Both managers and employees have important roles to play in the establishment of a FWA.

5.1 Role of Manager  

When evaluating the request for FWA, managers should take into account the needs of theteam, the type of work being performed, individual performance and the needs of internal andexternal customers. Managers are responsible for confirming the arrangement in writing to theemployee (via copy of work arrangement agreement).

Manager  responsibilities include:

•  Provide support and guidance to employees who wish to propose a FWA;

•  Help employees decide what kind of FWA would best suit their needs, and those of theircustomers or client groups;

•  Discuss with the employee any way in which the position will change, (manager’sexpectations, the new work schedule, implication for co-workers and customers, and theneed for flexibility);

•  Discuss the impact on benefits and compensation (if applicable)

•  Decide if a trial period is necessary;

•  Partner with Human Resources and Function Head to evaluate and approve or decline FWAproposals;

•  In determining whether or not to approve, manager should consider:

a. Their department’s work requirementsb. Fully consider each criteria outlined on the FWA discussion work sheet

•  Administer FWA(s) within their work groups;

•  Monitor, assess and support the arrangements to ensure they continue to meet the needs ofcustomers, employees and PepsiCo Canada.

•  Where possible, most meetings should be scheduled during Core Hours. When this is notpossible and meetings either begin or are expected to extend beyond Core Hours, meetingparticipants will be expected to adjust their personal schedules accordingly in order to attendthe meeting. In these cases, meeting participants should receive as much advance noticeas possible; and

• Ensure the Employment Standard Act or code requirements relating are adhered to.

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

Employee’s responsibilities include:•  Develop their business case for the arrangement (i.e.: FWA Discussion Worksheet);

•  Present a proposal to their manager (i.e.: Discussion Worksheet and drafted FWA Agreement);

•  Work closely with their manager and colleagues to ensure the duties under the revisedschedules are fulfilled;

•  Upon approval, work with supervisor to ensure scheduling is implemented in a mutually

satisfying manner;

•  Keep supervisor informed of all schedule changes;

•  Discuss the change with clients along with any changes in procedures to ensure continuedgood service.

5.3 Role of Human Resources (HR)

HR will partner with manager to review and approve or decline all FWA requests. HR will alsocollect all approved and declined FWA Agreement forms for employee file.

Human Resources responsibilities include:

•  Consult with employee and/or manager on FWA options;

•  Provide information on existing arrangements that could be used to help design a FWA;

•  Review and approve FWA;

•  Process necessary payroll paperwork reflecting the change (if applicable).

6.0 Rules

•  Available for permanent active salaried employees paid on a bi-weekly basis;

•  All FWA will be assessed on a case-by-case basis;

•  All requests need to be proposed through a FWA Discussion Worksheet and drafted Agreement form to the manager and human resources;

•  All requests will be assessed and taking into consideration the business, function andindividual needs;

•  All work schedules must be aligned with business partners and internal customers;

E l FWA t d t t fl ibilit f b i i iti (i if l

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

  FWA must be changed if business conditions are such that change is warranted;•  FWA must be reviewed and reassessed coincident with a job movement;

•  FWA must be reviewed and reassessed if alternate PepsiCo Canada flexplacecircumstances change (i.e. available office is required by the accommodating location).

•  FWA is not considered an employment contract;

•  All requests will be put through the same assessment process;

  A 90 day trial period will apply for all FWA;•  It should be understood that this Policy relates only to current employees and should not

affect hiring practices.

7.0 Other References

•  Other related references:

•  Employment Category Chart

•  Flex Highlights Guide

•  Paid Holidays Policy

•  Vacation Policy

•  Hour of Work Policy

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

8.0 Appendix 1 – FWA Forms

•  Flexible Work Arrangement Agreement – FLEX TIME

•  Flexible Work Arrangement Agreement – FLEX PLACE

•  Flexible Work Arrangement Agreement – OTHER ARRANGEMENTS

• Manager Instructions and Discussion Guide 

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

Flexible Work Arrangement Agreement – FLEX TIME

Flextime allows employees to work a standard hour work week, with assigned core hours and flexible start and finish times.Employees are required to be present in the business during Core Hours.

Core Hours – HQ*:

Monday to Thursday 9:30am – 3:00pmFriday 9:30am – 12:00pmNo meetings scheduled Friday afternoons

*Field Sites (i.e. Manufacturing Plants, Distribution Centres, Area Offices) may set different core hours as per business needs. 

SECTION 1: Employee Information

Employee Name: Manager Name:

Position Level & Title: Exempt   Non-Exempt  

Function: Hire Date:

Request Date: Effective Date:

SECTION 2: Flex Work Ar rangement

Current Position Description: Specify current position requirements flexibilities and/ or constraints.

On-Call Requirements (Yes/No/Occasional):

Travel Requirements (approx %):

Customer interaction:Internal  External  

Number of direct reports:

Other Observations:

Flex Time Description: Summarize the Flex Work Agreement

Modified Work Schedule

I, (insert employee name), have read the PepsiCo Canada Flexible Work Arrangements Policy dated January 1, 2009 in detail.My signature below indicates that I understand and agree to the conditions, obligations, and responsibilities expressed in that

document.

This agreement does not create a contract of employment and can be terminated at any time by the Company.

I understand that my role’s performance expectations remain unchanged, and business priorities will take precedent throughany application of this policy.

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

Flexible Work Arrangement Agreement – FLEX PLACE

Flex place occurs when an employee works off-site, either at home or in satellite offices, for part of the weekGuidelines: One or two days offsite

SECTION 1: Employee Information

Employee Name: Manager Name:

Position Level & Title: Exempt   Non-Exempt  

Function: Hire Date:Request Date: Effective Date:

SECTION 2: Flex Work Ar rangement

Current Position Description: Specify current position requirements flexibilities and/ or constraints.

On-Call Requirements (Yes/No/Occasional):

Travel Requirements (approx %):

Customer interaction:

Internal  External  

Number of direct reports:

Other Observations:

Flex Place Description: Summarize the Flex Work Agreement

Modified Work Schedule

I, (insert employee name), have read the PepsiCo Canada Flexible Work Arrangements Policy dated January 1, 2009 in detail.My signature below indicates that I understand and agree to the conditions, obligations, and responsibilities expressed in thatdocument.

This agreement does not create a contract of employment and can be terminated at any time by the Company.

I understand that my role’s performance expectations remain unchanged, and business priorities will take precedent throughany application of this policy.

SECTION 3: Approval Signatures

Employee Name: Please Print Employee Signature: Date:

Manager Name: Please Print Manager Signature: Date:

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

Flexible Work Arrangement Agreement – OTHER ARRANGEMENTS

Other flexible work arrangements outside of these categories should be handled as an exception.Examples of other work arrangements include part time, telecommuting, job share, etc.

SECTION 1: Employee Information

Employee Name: Manager Name:

Position Level & Title: Exempt   Non-Exempt  

Function: Hire Date:

Request Date: Effective Date:

SECTION 2: Flex Work Ar rangement

Current Position Description: Specify current position requirements flexibilities and/ or constraints.

On-Call Requirements (Yes/No/Occasional):

Travel Requirements (approx %):

Customer interaction:

Internal  External  

Number of direct reports:

Other Observations:

Flex Work Arrangement Description: Summarize the Flex Work Agreement

Modified Work Schedule

Compensation and Benefit Impact (HR Only – if required) 

Pay pro-ration (hrs/week)Benefits changesOther observations:

I, (insert employee name), have read the PepsiCo Canada Flexible Work Arrangements Policy dated January 1, 2009 in detail.My signature below indicates that I understand and agree to the conditions, obligations, and responsibilities expressed in that

document.

This agreement does not create a contract of employment and can be terminated at any time by the Company.

I understand that my role’s performance expectations remain unchanged, and business priorities will take precedent throughany application of this policy.

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

MANAGER INSTRUCTIONS AND DISCUSSION GUIDE

The purpose of the Flex Work Arrangement Forms is to document an agreement to a permanent(>30 day) change in an employee’s schedule or work arrangement. Where a permanent change isnot being made, a discussion should st ill take place between the Employee and Manager, but noform is required.

SECTION 1: Employee Information

Complete Employee Data including Name, Position, level, Hire Date, Function and dates

SECTION 2: Flex work Arrangement

Discuss and complete current position requirements. Use the following questions to guide the discussion:

Current Position Description:On Call Requirements:

•  What are the on-call requirements of the role (always, never, occasional)?

•  Will the employee be required to be on-call while away from the office?

Travel Requirements:•  What are the current travel requirements of the role?

•  How will these travel requirements be impacted by the Flex Arrangement, and how will you workaround it?

Internal and External Customer Interaction:•  What is the level of interface with Internal and External Customers?•  What specific support and response requirements exist with Internal and External Customers?

•  How will these requirements be impacted by the Flex Arrangement, and how will you work around it?

•  What specific opportunities do Internal and External Customers expect if the Flex Arrangement isintroduced?

Direct Reports:•  How many direct reports does the role have today?

•  What will be the impact of the Flex Arrangements on direct reports and how will you work around it?

Other Observations:•  What are the current technical infrastructure requirements to complete the work?

•  How will the work get done if flexibility is introduced?

•  What specific barriers to flexibility exist?

•  What specific opportunities to enhance performance exist by introducing flexibility?

Flex Arrangement Description: 

Summarize the Flex Arrangement considering the discussion points outlined in this form

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

9.0 Appendix 2 – FWA Manager and Employee Assesment Tools•  Flexible Work Arrangement Assesment Survey

•  Flexible Work Arrangement Assessment: Discussion Worksheet

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FLEXIBLE WORK ARRANGEMENTS POLICYFor salaried positions paid on the bi-weekly basis

Flexible Work Arrangement: Assessment SurveyEmployee Name: Manager Name:

Position Level & Title: Function:

Last Assessment Date Team

 Assessment Date: Cost Centre:

Flexible Employment Participation:

Flextime

  Flexplace

  Other: ________________________________Purpose:  To obtain specific performance feedback regarding Flexible Work Arrangement participation.

Instructions:  Please complete this assessment for (insert employee name) and send back to (insert manager name by (insertdate). Thank you in advance for your time and consideration.

Respondent Type:  Business Partner___ Internal PepsiCo Canada Partner ___ Manager ___ Peer ___

Questions Strongly Agree

 Agree Neutral Disag ree Stro ngl yDisagree

N/A

I find that this employee’s participation in flexible employmentarrangement(s) has not been a deterrent to meeting and/ or exceedingproject deliverable and timeline.

I find that this employee consistently meets and/ or exceeds positionobjectives and expectations within the current schedule maintained by theflexible employment arrangement.

It is understood when the flexible employment participant is available on-site.

I find that current on-site availability of flexible employment participant isacceptable and meets and/ or exceeds expectations.

I find that flexible employment participation has been a deterrent tocontacting the employee when required.

This employee’s participation in flexible employment arrangements has had anegative impact on me.

I find that I have assumed additional work responsibilities due to thisemployee’s flexible employment participation.

I notice that other member of the workgroup have assumed additional workdue to this employee’s flexible employment participation.

I support continued flexible employment participation for this individual.

Please describe two things this participant does that you would like to see continued:

Please describe two things this participant does that you would like to see discontinued:

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