No. 4300
Subject: Hours of Work
Rev. 3
Virginia Polytechnic Institute and State University
Policy and Procedures
Date: September 8, 2000
Virginia Polytechnic Institute and State University, hereafter referred to as the university, is committed to providing ready access to its services by the public, students, faculty and staff. The university wishes to establish operating hours that meet the needs of our customers as well as allow opportunities for some work hour preferences. Therefore, the intent of this policy is to set forth guidelines for the establishment of the hours of work for classified staff and to provide guidance in the use of alternate work schedules within limits of operational efficiency.
The seven-day work period for the university is Friday midnight to the following Friday midnight. Employee salaries are based on a 40-hour-per-week schedule for every seven-calendar-day period. Holidays and authorized leaves of absence with pay shall be counted as work hours for purposes of computing the minimum 40-hour-per-week attendance requirement. Authorized absences of employees for job-related activities are considered work hours within the meaning of this policy. Only hours actually worked will be counted towards overtime.
Each department head shall schedule the work hours for employees within the department. The schedule shall provide for the minimum 40 hours per week per employee and, insofar as possible, shall provide two rest days in every seven-calendar-day period.
The public service hours for the main campus in Blacksburg are normally 8:00 a.m. to 5:00 p.m. Departments are expected to provide service to the public, students, faculty and staff throughout this period. In instances where services are required beyond public service hours, department heads shall ensure that adequate staff is available.
Employees working at least six consecutive hours shall be afforded, at a minimum, a 20-minute meal break. However, employee meal breaks shall not exceed 60 minutes a day. The meal break shall not be included in either the attendance or the hours of work per day, except when the employee is not completely free of all duties during the meal break.
Department heads, at their discretion, may grant employees working an 8-hour day, a maximum of one break before the lunch period and one break after the lunch period. These rest breaks are included within the total required hours of work and shall not exceed 15 minutes each.
The meal and/or rest breaks shall not be combined or be used by employees to offset arrival and departure time to or from work, or to cover time off for other purposes. Department heads are responsible for scheduling the meal and rest breaks of their employees within the limits of the above regulations, and with the least disruption of services.
Department heads may implement work schedules that differ from the standard workweek if such schedules will promote efficient departmental operations. Alternate work schedules may be used as a means of providing a reasonable accommodation for an employee's personal needs.
In setting established alternate work schedules, department heads should avoid the use of overtime hours on a continuous basis.
Once a work schedule has been approved for an employee, the employee must adhere to that schedule until a change in the established schedule has been approved by the department head.
Department heads may contact Personnel Services for assistance when implementing alternate work schedules.
Standard Work Week: The seven-day workweek for the university is Friday midnight to the following Friday midnight.
Department of Human Resource Management, Policy 1.25, Hours of Work
Under Section 2.4 Alternate Work Schedules, the addition of staggered work hours and a four 10-hour day workweek (with dean/vice president approval) to provide more flexibility within the policy. Minor wording changes in other sections.
Approved April 12, 1996, by Associate Vice President for Personnel and Administrative Services, Ann Spencer.
· Revision 2
Changed workweek from starting at 5:00 p.m. Friday to midnight Friday.
Section 2.4: Added statement: Alternate work schedules may be used as a means of providing a reasonable accommodation for an employee's personal needs.
Approved January 20, 1997, by Associate Vice President for Personnel and Administrative Services, Ann Spencer.
· Revision 3
Minor word changes made for clarification. Updated website addresses.
Approved September 8, 2000, by Assistant Vice President for Personnel Services, Linda S. Woodard.
October 10, 2001: Technical corrections to update policy links and name change for the Commonwealth of Virginia’s Department of Human Resource Management (formerly Department of Personnel and Training).