Additional/out of hours working policy

There are some instances where employees are expected to work outside of their normal hours of work due to the nature and/or the demands of their role.

The University seeks to provide a positive work-life balance for its employees and so this policy aims to ensure that additional/out of hours working is monitored and that, where appropriate, there is some recompense for additional hours worked either through time off in lieu or payment.

Policy Details

Employees across the University work additional/out of hours for a number of reasons.  This policy is in place to provide clarity to managers on arrangements that can be made to recompense for this and to ensure that there is consistency across the University.

This policy applies to all Professional Services staff employed by the University.

Whilst it is important that there is consistency across the University, it is accepted that for some roles or specific circumstances, alternative arrangements will need to be made.  Any variations to this policy must be clearly put in writing and agreed by the Director of Human Resources and the Dean of College/Head of Service.

Clear expectations of working hours is key: These arrangements apply to staff who are required (rather than choose) to work beyond their normal working hours to meet the demands of their job.  For roles where working outside of a normal pattern is a regular and expected occurrence, this should be made clear at the time of the job advertisement and in subsequent interview, offer letter and contract.

Terms and Conditions should be followed: For some roles, specific information on Time off in Lieu and/or paid overtime arrangements are written into the terms and conditions. These should be abided by.

Health and Safety rules and the Working Time Regulations should be adhered to. HR Business Partners can advise managers on this.

Flexibility of working hours is necessary for meeting business needs: For some roles, particularly externally facing roles, there will be a greater expectation of additional/out of hours working which is necessary to fulfil the requirements of the role and meet the business needs of the University.  This may include evening and weekend work away from the University, extended travelling time and overnight stays.  There may also be occasions where employees are requested to work on a day that they would not normally work, during an evening, or weekend. For example, this may be to attend training, assist at Freshers’ week, or carry out additional work at year end.  The Additional/out of hours guidance indicates whether time off in lieu, overtime payments or flexitime arrangements might be appropriate in these instances.

Flexibility involves give and take: Time off in lieu must be taken at a time agreed with the authorised manager which meets the business needs of the University.  This may mean that the time is reimbursed through working shorter days and/or taking a full day off work.  It may not be possible to meet the preferences of the employee when time off in lieu is taken.

Time off in lieu will be given at plain time i.e. one additional hour worked will be given as one hour time off in lieu.  However, where in place and where possible, flexitime should be used in the first instance.

There may be times when additional/out of hours working is necessary in order to complete urgent tasks, meet deadlines, respond to circumstances outside working hours be this in the office or home working.  Employees need to manage their own workloads but ensure that their line manager is aware of their workload.

Leadership teams of Colleges and Services are responsible for reading the relevant guidance and making decisions about how to recompense for additional hours worked based on the principles above.

Line managers are responsible for ensuring that the business needs of the University are not detrimentally affected.  This needs to be balanced with ensuring that an employee's work life balance is being positively handled.

Staff are responsible for carrying out any additional/out of hours working where possible whilst ensuring that any time off in lieu is requested at an appropriate time and agreed with their line manager. HR Services is responsible for keeping the policy up to date and ensuring that it is revised on a regular basis.

Types of Additional/Out of Hours Working

There are many reasons at the University why employees may need to carry out additional or out of hours working. In order to meet the flexibility of the work and still meet business needs, time off in lieu, payment of hours worked or working from home are all options that can be considered. 

Normally, subject to the business needs of the University and the agreement of the authorised manager, accrued time for additional working should be taken within 4 weeks of its accrual, provided that the accrued time is no greater than 5 days.  To ensure business continuity, where more than 5 days have been accrued, time off in lieu may be taken over a longer period, subject to the business needs of the University and agreement with the authorised manager.

Each College/Service is expected to maintain records of time accrued and taken off as time off in lieu or paid as an additional payment in order to meet audit requirements.

The instances/examples shown below may not be exhaustive and it is recognised that some variation may be required to meet specific circumstances.  Managers should adhere to the principles of the Additional/out of hours working policy but have the flexibility to use their own discretion within their own teams with regards the guidance below.  Where alternative options to those below are being used then please consult with your HR Business Partner as these alternatives may need to be written and approved by the Director of Human Resources and the Dean of College/Head of Service.

Time off in lieu/payment

The table below gives examples of the types of additional/out of hours work that an employee at the University might be expected to do.  The options available are not exhaustive but a guide to what could be offered.  If you require more detailed advice then please contact your HR Business Partner.

These arrangements are not contractual and the management of the Service reserve the right to review and amend as required.

 

Types of additional Work/out of hours

Examples

Options available

Additional Comments

Occasional   evening work for specific events/weekend working*

Grades B - D

Where staff are required to work on a day when they would not normally work - for example at a weekend then time off in lieu will be granted for each additional hour worked or overtime will be paid.  In the event of an overnight stay, no overtime will be paid but a half day TOIL may be granted.  Where staff have consecutive overnight stays only half a day TOIL may be claimed.

Any time off in lieu /   overtime payment must be agreed by the line manager.

Occasional work for specific evening events/weekend working*

Grade E or above

No time off in lieu or additional payments to be made.

This is deemed to be an   expectation of the job. However, being required to work evenings / weekends on a regular basis should be discussed with your line manager who may grant TOIL depending on the circumstances.

Regular   evening/weekend work

Grade E or above

Staff may be entitled to time   off in lieu where they have worked outside the normal working hours on more than two evening occasions per month or for any weekend working i.e. all staff in these roles can be reasonably expected to attend two evenings per month without any time off in lieu being granted.  Time off may be claimed for the third,   fourth, etc. evening event they attend in a month and for any weekend working.  Time off has to be taken at a   time agreed with the line manager.

 

Additional hours for part time staff

All part time staff

Where flexible working   arrangements are in place then additional hours worked should be included within the scope of flexitime.

However, where this is not   possible and with prior agreement with their line manager a part time employee may be paid for additional hours worked up to 36.5 hours in any week (at normal hourly rate).  Additional hours above 36.5 in any one week should normally be taken as time off in lieu.

Form PD71 should be used and sent to Employee Services (HR)

Overseas trips which include working weekends (including travel to/from such activity)**

International visit e.g. international recruitment, Alumni overseas partnerships, field   trips

One day off in lieu for every two weekend days worked irrespective of total length of trip. Normally to be taken immediately following the trip.

 

Overseas trips of more than 20 days consecutively**

If TOIL is incurred, the schedule of the trip should be designed to ensure that a minimum of two of the TOIL days incurred are built into the travelling schedule. Remaining TOIL days should be taken immediately following the trip where possible. 

 

* For the purpose of this guidance, ‘occasional evening work’ is that which is outside of the definitions of an individual’s job description and is 1-2 evenings a month.  Where the requirements are more than this, then additional hours worked may need to be formalised and your HR Business Partner can advise on this.

**Long haul trips/out of office arrivals back to the UK

Where employees have travelled ‘long haul’ or their flight returns to the UK during the night, then managers may want to consider giving employees the option of working at home in these instances, using flexitime or giving time off in lieu on their immediate return.  Managers should use their discretion depending on flight times, length of flight, number of days overseas, time off whilst on trip etc.  Where this is a regular occurrence in a team, a consistent approach should be identified.

Employees who are working away from the office for five consecutive days or more, excluding travel, can normally expect a Working from home day on their return to facilitate completion of trip reports, expenses and other University business.  This must be taken immediately at the end of the trip, after any TOIL, or will be forfeited.  Such reports are expected to be provided to relevant line managers on the first working day at the University after the trip.

Further guidance for managers and staff can be found at:

Download the Additional/out of hours working policy and Additional/out of hours working guidance

Speak to your HR Business Partner or Advisor for specific advice and guidance.