Policy

Hours of Work, Overtime and Staff Attendance (Professional Staff) - Policy

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1. Purpose and Objectives

This policy outlines the conditions relating to hours of work, overtime and records of attendance for Professional staff members.

2. Definitions, Terms, Acronyms

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

Enterprise Agreement - The University of Queensland Enterprise Agreement 2014 -2017

HEW - Higher Education Worker

3. Policy Scope/Coverage

This policy applies to all Professional staff members covered by the Enterprise Agreement.

Any exceptions are detailed in the relevant procedure.

4. Policy Statement

The University is committed to ensuring operational requirements are met through the effective management of staff workloads.

Flexible working hours provides the University and staff members with the flexibility to respond to changes in workloads and individual circumstances. There are additional flexible working arrangements available at the University as outlined in the Flexible Working Arrangements Policy.

All staff members covered by this policy may be required to perform reasonable overtime after due consideration to the staff members individual circumstances. Overtime must be pre-approved by the Authorised Officer prior to the work being performed.

All staff members covered by this policy may take a rest pause for 10 minutes duration for each four hours worked, at a time that does not interfere with operational requirements or the continuity of work where continuity is necessary.

4.1 Staff members HEW Level 1 – 7

A staff member (HEW Level 1 – 7) is required to work within the span of hours consistent with the occupational category to which they are employed, in accordance with the Enterprise Agreement.

A staff member (HEW Level 1 – 7) must record their attendance at work through the completion of a timesheet.

In accordance with the Hours of Work, Overtime and Staff Attendance (Professional Staff) Procedures, a staff member (HEW Level 1 - 7) may work the following flexible working hours subject to approval by the Authorised Officer:

  • 9 day fortnight (incorporating a 4.5 day week)
  • 19 day month
  • Flexi-time
  • Voluntary Banked Time.
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)

Procedures

Hours of Work, Overtime and Staff Attendance (Professional Staff) - Procedures

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1. Purpose and Objectives

These procedures outline the hours of work, the process for claiming overtime, and recording hours of work for Professional staff members.

2. Definitions, Terms, Acronyms

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

Enterprise Agreement - The University of Queensland Enterprise Agreement 2014 – 2017

HEWHigher Education Worker

Occupational Category – as defined in the Enterprise Agreement

TOIL – Time Off In Lieu

VBT – Voluntary Banked Time

3. Procedures Scope/Coverage

These procedures apply to all Professional staff members covered by the Enterprise Agreement, excluding casual staff members and shift workers.

The Enterprise Agreement outlines the hours of work and entitlement to overtime for casual staff members and shift workers.

4. Procedures Statement

A staff member’s hours of work, overtime and records of attendance are subject to approval in accordance with these procedures.

Certain staff members have the ‘right to request’ a flexible work arrangement in accordance with Section 65, Division 4 of the Fair Work Act 2009 (Cth), as referenced in the Flexible Working Arrangements Policy. In addition to flexible working hours, a range of flexible work arrangements are available at the University as outlined in the Flexible Working Arrangements Policy.

5. Hours of Work

5.1 Staff HEW Level 8 and above

A staff member (HEW Level 8 and above) does not have a fixed span of hours in accordance with the Enterprise Agreement.

A staff member (HEW Level 8 and above) is not required to record their hours of work.

5.2 Staff HEW Level 1 – 7

A full-time staff member (HEW Level 1 -7) is required to work a standard work day (e.g. 7 hours and 15 minutes) consistent with the occupational category to which they are employed, as outlined in the Enterprise Agreement.

A staff member (HEW Level 1 – 7) will work either:

  • flexible working hours (refer to Section 6) subject to approval by the Authorised Officer; or
  • standard hours (e.g. 9am – 5pm) as applicable to the organisational unit to which they are employed.

A variation to these arrangements, or to a staff member’s start and finishing times will require approval by the Authorised Officer.

5.2.1 Span of hours

A staff member (HEW Level 1 – 7) is required to work within the span of hours consistent with the occupational category to which they are employed. The standard spread of hours, maximum work hours per week, and notice requirements to vary commencing and ceasing times per occupational category, are outlined in the Enterprise Agreement.

5.2.2 Timesheets

A staff member (HEW Level 1 – 7) must record their hours of work through the completion of a timesheet.

6. Flexible Working Hours (HEW Level 1 – 7)

In accordance with the Enterprise Agreement, a staff member (HEW Level 1 - 7) may work flexible working hours (work patterns) in lieu of the standard hours of work where mutually agreed between the Authorised Officer and the staff member.

The available flexible working hours (work patterns) are:

  • 9 day fortnight (4.5 day week)
  • 19 day month
  • Flexi-time
  • Voluntary Banked Time (VBT)

Flexible working hours (work patterns) are subject to approval by the Authorised Officer with regard to the operational requirements of the work area.

In some organisational units it is not possible for all staff to have flexible working hours because of the nature of the work or the structure of the organisational unit.

Flexible working hour arrangements should be reviewed every 12 months at a minimum, or more often as determined by the Authorised Officer.

Flexible working hours are subject to operational requirements of the work area, and can be withdrawn by either party by providing seven (7) days’ notice and outlining reasons for the change.

6.1 Nine (9) day fortnight or nineteen (19) day month

A staff member (HEW Level 1 - 7) may work a 9 day fortnight or 19 day month where mutually agreed between the Authorised Officer and the staff member.

Under these arrangements, a staff member (HEW Level 1 - 7) is required to work the full time equivalent hours in the agreed period. That is 72 hours and 30 minutes in 9 days, or 4 weeks of full time equivalent hours (145 hours) in 19 days. A staff member (HEW Level 1 - 7) may request to work full time equivalent hours within 4.5 days under this arrangement.

A staff member (HEW Level 1 - 7) on these arrangements must have an agreed regular work schedule for the fortnight or month. Any amendments to a staff members approved work schedule will be subject to approval by the Authorised Officer.

Where a staff member (HEW Level 1 - 7) is seconded to a different position, or is appointed to a new position at the University, the staff member’s 9 day fortnight or 19 day month arrangement will cease unless this arrangement is agreed to by the relevant Authorised Officer.

6.2 Flexi-time and Voluntary Banked Time

A staff member (HEW Level 1 - 7) may work a Flexi-time or Voluntary Banked Time (VBT) arrangement where mutually agreed between the Authorised Officer and the staff member.

Flexi-time or VBT arrangements should only be used where there is a genuine requirement for the staff member to work additional hours in order to meet a peak in workload, or to assist a staff member to balance their work commitments and personal circumstances where it is of mutual benefit to the organisation unit and the staff member.

A Flexi-time or VBT arrangement allows a staff member (HEW Level 1 - 7) to work flexible hours within the span of hours, and accrue the time worked in excess of a standard work day. This accrued time can then be used at a later time to be absent from the workplace subject to approval and operational requirements.

6.2.1 Flexi-time arrangements

A staff member may work up to 9 hours a day within their span of hours on a Flexi-time arrangement.

A staff member (HEW Level 1 - 7) on a Flexi-time arrangement may accumulate a maximum of 4 hours of Flexi-time in any one (1) week period.

A staff member (HEW Level 1 - 7) on Flexi-time arrangement should only carry over from one fortnight to the next, a maximum Flex-time balance of 7 hours 15 minutes (one standard day), unless pre-approved by the Authorised Officer.

In exceptional circumstances, a staff member (HEW Level 1 - 7) that receives pre-approval by the Authorised Officer to accumulate flexi-time in excess of these rules, may have the hours in excess counted as:

  • VBT by mutual agreement; or
  • Overtime, subject to pre-approval by the Authorised officer prior to the work being performed.

6.2.2 Voluntary Banked Time arrangements

A staff member (HEW Level 1 - 7) may work up to 9 hours a day within their span of hours on a VBT arrangement.

A staff member (HEW Level 1 - 7) may accumulate a maximum of 9 hours VBT credit in any one (1) week period.

A staff member (HEW Level 1 - 7) working on a VBT arrangement should not accumulate a VBT balance in excess of 36 ¼ hours, unless pre-approved by the Authorised Officer.

VBT must be taken within six (6) months of accrual, unless otherwise agreed by the Authorised Officer.

In exceptional circumstances, a staff member (HEW Level 1 - 7) who receives pre-approval by the Authorised Officer to accumulate VBT in excess of these rules prior to the work being performed, may have the hours in excess of these rules counted as overtime.

6.2.3 Cessation of employment

A staff member (HEW Level 1 - 7) who is being appointed to a position in another organisational unit or ceasing their employment at the University should arrange with the Authorised Officer to take any Flexi-time or VBT hours before the last day of employment.

In exceptional circumstances where it is impractical for the staff member (HEW Level 1 - 7) to take accrued Flexi-time or VBT hours, the Head of the Organisational Unit may give consideration to paying out a staff member’s accrued Flexi-time or VBT balances upon cessation of employment with the University, in consultation with Human Resources.

7. Overtime

7.1 Staff HEW Level 8 and above

A staff member (HEW Level 8 and above) may be required to perform reasonable overtime in accordance with the provisions of the Fair Work Act 2009 (Cth). In some circumstances, and by prior agreement, a staff member may receive compensation for overtime worked in accordance with the Enterprise Agreement.

7.2 Staff HEW Level 1 – 7

In accordance with the Enterprise Agreement, a staff member (HEW Level 1 – 7) who has been approved to work overtime will be paid overtime rates consistent with the occupational category and HEW Level at which they are employed.

Where overtime is required, the Authorised Officer will give consideration to the staff member’s personal circumstances on a case by case basis to ensure that the request to work the additional hours is reasonable.

A staff member (HEW Level 1 – 7) may refuse a request to work additional hours if the additional hours are unreasonable. All reasonable overtime must be pre-approved by the Authorised Officer prior to the work being performed. Wherever practicable, a staff member (HEW Level 1 – 7) will be given 24 hours’ notice of a request to work overtime.

A staff member (HEW Level 1 - 7) who has worked overtime will be given a minimum break of ten hours between the end of one period of duty and the beginning of the next. In the instance a staff member (HEW Level 1 - 7) is required to resume work without having a ten hour break off duty, the staff member will be entitled to be absent from duty without loss of pay until a ten hour break has been taken, or be paid double time until released from duty.

Where a staff member (HEW Level 1 - 7) requests to work outside the normal span of hours, and this is agreed to by the Authorised Officer, then overtime will not apply. Any such agreement/s must be in writing and retained by the organisational unit.

7.2.1 Meal breaks

A staff member (HEW Level 1 – 7) is required to take a lunch break of at least 30 minutes duration after five hours of work, unless otherwise directed by their Supervisor.  Where a staff member (HEW Level 1 – 7) is employed for at least six hours, they will be allowed an unpaid meal break of 45 minutes in accordance with the Enterprise Agreement.

In the instance a staff member (HEW Level 1 – 7) is required by the Authorised Officer to work through their meal break, the staff member will be entitled to be paid at double time until cessation of work or when the meal is taken

7.2.2 Time Off In Lieu

A staff member (HEW Level 1 - 7) may request to take Time Off In Lieu (TOIL) instead of receiving an overtime payment for an approved period of overtime, subject to approval by the Authorised Officer.

In accordance with the Enterprise Agreement, a staff member’s TOIL will be calculated at the value of the appropriate overtime rate applicable to the hours of overtime worked.

A staff member (HEW Level 1 - 7) may accumulate up to a maximum of five working days as TOIL at any time.

Accumulated TOIL must be taken within 12 months from the time of accrual at a time mutually agreed between the staff member and the Authorised Officer.

7.2.3 Additional University work/multiple University positions

A staff member (HEW Level 1 – 7) who works in more than one organisational unit is entitled to overtime for any time worked in excess of the maximum working hours per week as specified in the Enterprise Agreement.

Overtime is not payable in the case of continuing or fixed-term staff members (HEW Level 1 – 7) who are engaged as casual staff to perform work at the same or different classification level that is separate to and unrelated to the staff member’s normal duties.

7.2.4 Travel at the completion of overtime

A staff member (HEW Level 1 – 7) approved to work overtime will be eligible to receive reimbursement of reasonable travel costs incurred to travel home on the completion of overtime where the staff member’s usual means of transport is not available. A staff member (HEW Level 1 – 7) must seek pre-approval from the Authorised Officer for Overtime to claim reasonable travel costs, unless exceptional circumstances apply.

Where the University is able to provide suitable transport to the staff member (HEW Level 1 – 7) on completion of the overtime, the University will not provide reimbursement for transport costs.

8. Roles and Responsibilities

8.1 Staff HEW Level 8 and above

A staff member (HEW Level 8 and above) should discuss a request to change their hours of work, patterns of work, and any requirement to work overtime with the Authorised Officer.

8.2 Staff member responsibilities (HEW 1 -7)

8.2.1 Applying for flexible working hours

A staff member (HEW Level 1 -7) should discuss with their Supervisor and/or Authorised Officer a request to change their work pattern.

A staff member (HEW Level 1 -7) should apply to the Authorised Officer to change their work pattern using the Change of Work Pattern and Part-time Hours form.

8.2.1.1 Requests submitted in accordance with the provisions of the Fair Work Act 2009 (Cth)

A staff member (HEW Level 1 -7) who is requesting a flexible work arrangement in accordance with Section 65, Division 4 of the Fair Work Act 2009 (Cth), as referenced in the Flexible Working Arrangements Policy, may be requested to provide reasonable evidence to support their application to the Authorised Officer.

8.2.2 Applying for time off on Flexi-time or VBT

A staff member (HEW Level 1 -7) on a Flexi-time or VBT arrangement can make a request to the Authorised Officer to take a full day off on Flexi-time or VBT through MyAurion.

A request to take a part day off on Flexi-time or VBT will be subject to agreement by the Authorised Officer.

8.2.3 Timesheets

Fixed-term and continuing staff members (HEW Level 1 - 7) must submit an accurate record of the hours worked and any leave taken to the Authorised Officer on a fortnightly basis using either an electronic or hard copy timesheet. A Record of Attendance Form (Standard Hours or Flexible Hours Form) should be used, unless an alternate timesheet (such as an electronic timesheet) is utilised by the Organisational Unit.

8.2.4 Overtime

8.2.4.1 Claiming Overtime as Payment

A staff member (HEW Level 1 - 7) is required to record any overtime worked, that has been pre-approved, on their timesheet, and submit with an Overtime Claim Form to the Authorised Officer for approval.

8.2.4.2 Overtime as TOIL

A staff member (HEW Level 1 - 7) may claim overtime as TOIL subject to approval by the Authorised Officer.

A staff member (HEW Level 1 - 7) who is claiming overtime as TOIL is required to convert the overtime balance into TOIL using the Overtime section of the Record of Attendance Form where relevant.

A staff member can make a request to the Authorised Officer to take TOIL through MyAurion.

8.3 Authorised Officer responsibilities

8.3.1 Flexible working hours

When considering a request for flexible working hours, consideration should be given to:

  • The staff member’s personal circumstances;
  • Operational requirements; and
  • Whether the request for flexible working hours has been made in accordance with Section 65, Division 4 of the Fair Work Act 2009 (Cth), as referenced in the Flexible Working Arrangements Policy.

The approved Change of Work Pattern and Part-time Hours form should then be forwarded to Human Resources for processing.

8.3.2 Requests submitted in accordance with the provisions of the Fair Work Act 2009 (Cth)

Where a request is submitted in accordance with Section 65, Division 4 of the Fair Work Act 2009 (Cth), the University is required to provide a written response within 21 days of receipt of the request. The University may only refuse a request for flexible working arrangements made in accordance with the Fair Work Act 2009 (Cth) on reasonable business grounds.

In the instance a request made under this section of the Fair Work Act 2009 (Cth) is not approved, the Authorised Officer must consult with Human Resources prior to informing the staff member of the decision.

8.3.3 Timesheets

The Authorised Officer is responsible for:

  • Approving timesheets and/or the Records of Attendance forms submitted;
  • Ensuring the staff member’s leave, Flexi-time, or VBT taken is recorded;
  • Ensuring Flexi-time and VBT accrual does not exceed the maximum accruals.

8.3.4 Overtime

When requesting a staff member (HEW Level 1 -7) to work overtime, the request must be reasonable, and consideration should be given to:

  • Any recent overtime performed by the staff member;
  • Whether 24 hours’ notice was provided;
  • The length of the break between the cessation of overtime and the commencement of ordinary hours of work the next day;
  • The staff members personal circumstances, including family responsibilities;
  • Any notice given by the staff member of their intention to refuse to work additional hours;
  • The nature of the employee’s role, and the employee’s level of responsibility;
  • Budget of the Organisational Unit;
  • Operational Requirements; and
  • Any other relevant matters.

9. Document Management

Staff attendance records, including records of overtime, must be retained in organisational units for audit purposes for seven years.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)

Forms

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Casual Salary and Hours Adjustment - Form

Casual Salary and Hours Adjustment - Form

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Description: 

This form is to be used when an adjustment to a casual salary or hours worked is required. It is only used if the affected pay period already has an approved TimeKeeper timesheet.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Overtime Claim - Form

Overtime Claim - Form

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Description: 

This form must be completed to claim payment for overtime worked in accordance with the relevant procedure.  For further assistance to complete this form, refer to the Overtime Claim Form Guide.

Attached File: 
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Record of Attendance (Flexible Hours) - Form

Record of Attendance (Flexible Hours) - Form

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Description: 

Professional staff members (HEW Level 1 - 7) working flexible work hours are to record their attendance at work using the Record of Attendance (Flexible Hours) - Form, in accordance with the relevant procedure. 

Use the Excel or PDF form as a master sheet.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Record of Attendance (Standard Hours) - Form

Record of Attendance (Standard Hours) - Form

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Description: 

Professional staff members (HEW Level 1 - 7) working standard hours are to record their attendance at work using the Record of Attendance (Standard Hours) - Form, in accordance with the relevant procedure.

Use the Excel or PDF form as a master sheet.

 

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)