9-day Alternate Workweek - Alaska

9-day Alternate Workweek - Alaska

The GGU/SU Alternate WorkWeek Division Of Personnel & Labor Relations What is a work week? The Fair Labor Standards Act (FLSA) requires that a work week consist of 168 consecutive hours, in other words, 7 consecutive days (7 consecutive 24 hour periods). A work week is defined in the Personnel Rules as well as each of the bargaining unit contracts. For most State employees, a work week begins at Sunday midnight and ends the following Sunday at midnight. Sunday to Sunday Work Week Personal Annual Sick Annual Sick 07:30 Date Sun 16 Mon 17 Tue 18 Wed 19 Thu 20 Fri 21 Sat 22 Sun 23 Reg HOL Hours RDO 07:30 07:30 0.00

07:30 07:30 RDO RDO The work week begins at Sunday midnight... and ends the following Sunday at midnight. Note that the work week meets the definition of a work week per the FLSA. What is an Alternate Workweek? An alternate workweek is a fixed workweek which differs from the Bargaining Unit workweek definition: The workweek will consist of 37:30 hours in pay status defined by an Alternate Workweek (AWW) Letter of Agreement (LOA). Please refer to GGU Article 22.01 and SSU Article 25.1 Reassignment from the normal work schedule. AWWs are established by Letter of Agreement between the Union and the State of Alaska and becomes the governing language replacing contract language. May change the workweek from Sunday midnight to Sunday midnight to another agreed upon workweek.

An employee must follow the LOA or contract provision and cannot make changes to the workweek without canceling and/or establishing a new LOA or agreement. A new AWW must be approved if the employee: Changes PCN Changes scheduled days off May be cancelled by either party with 15 days notice. AWW still must comply with the FLSAs definition of a workweek. The GGU AWW Schedule #1 The GGU Contract provides for an alternate work week with LOA 17-GG-066(amended) Master Agreement The work period consists of nine (9) working days over a fourteen(14) day period. Will include a one (1) hour or thirty minute (:30) lunch break mid way through each working day. The GGU established workweek will be specifically noted on the assignment form and will end after 37:30 hours(midday either on a Monday or Friday.) Completing the GGU AWW Schedule #1 form In the first section of the form, the employee must enter their current position control number (PCN), Legal Name, Employee ID number and Job Class. As set out in the terms of the Alternate Workweek Master Letter of Agreement 17-GG066(amended), the following bargaining unit member(s) is/are appointed to the alternate schedule designated below.

The 2nd section of the form is the designated workweek schedule. This example reflects that the employees scheduled workday starts at 8:00 am. Employee reaches 37:30 hours Monday at 11:30 am. The workweek starts and ends on Monday at 11:30 am. Please note the daily schedule work hours do not include the unpaid lunch break. Each workweek must have 37:30 hours designated. The workweek begins on (split day) Monday (day) at 11:30 (24 hr format) and ends on Monday (day) at 11:30 (24hr format) The regularly scheduled days, shift start times, and hours worked are as follows: Mon Tues Wed Thurs Fri Sat RDO 08:00 08:00 08:00 08:00 08:00 RDO 8:30 8:30 8:30 8:30 3:30

Mon Tues Wed Thurs Fri 11:30 08:00 08:00 08:00 08:00 RDO 5:00 8:30 8:30 8:30 7:00 RDO Sat Sun Sun Mon Mon When designating the effective date of the agreement,

allow a minimum of 10 days for the approval process. The start date of the AWW must be on a Monday. The AWW must be approved prior to implementation of the AWW. This assignment is effective on Monday, ____________and shall remain in effect through __________(no later than June 30, 2019). Either party may cancel upon fifteen calendar (15) days written notice, with concurrent notice to the Payroll Services Manager. In the event of cancellation, the affected employee shall return to a normal work schedule in the first week following the required notice period. Changes to any work schedule adopted under this agreement, other than temporary changes of a brief duration, must be made by executing a new Alternate Workweek Schedule Assignment Form. GGU Schedule #1 Holiday If holiday falls on the scheduled day off, day of observance shall be rescheduled within the defined workweek. If the holiday falls on the scheduled day off and that day is split between two workweeks, the day of observance will be rescheduled to either workweek. The day of observance will be credited at 7:30; the difference between 7:30 and scheduled hours will be: 1. Added/subtracted from other days within workweek or 2. taken as Annual/Personal leave in order to maintain the established schedule. If the holiday falls on the split day, the hours should be assigned between the two workweeks to ensure each total a minimum of 37:30 hours. GGU Alternate Workweek Schedule #2 LOA 17-GG-066 (Amended) defines this type of AWW as follows: the workweek will consist of 37:30 hours over a seven (7) day period

and will include one hour or one/half hour lunch break mid way through each work day. The defined workweek is specifically noted on the GGU AWW Schedule # 2 assignment form and should begin at midnight of the last consecutive regular day off (RDO). Completing the GGU AWW Schedule #2 form Like the assignment form for Schedule #1, it is important the employee enters their current PCN, legal name , employee ID# and job class. The 2nd section of the form is the designated workweek schedule. The employee must have 37:30 hours scheduled in a 7-day period. Example: Monday RDO: employees work schedule is 3-days 7:00 to 5:00, 1day 7:00-4:30 with thirty minute (:30) lunch breaks. M T W TH F S S TOTAL RDO 9:30 9:30

9:30 9:00 RDO RDO 37:30 GGU AWW Schedule #2 Holiday If holiday falls on scheduled day off, the day of observance shall be rescheduled within the workweek. If holiday falls on members day of work, the difference between 7:30 and scheduled hours will be: 1. Added/subtracted from other days within the workweek or 2. taken as personal/annual leave in order to maintain the established schedule. SU AWW Schedule #1 Agreement SU contract provides for an alternate workweek through Appendix D of the bargaining agreement. The work period consists of nine (9) working days over a fourteen(14) day period. Will include a one (1) hour or thirty minute (:30) lunch break mid way through each working day. Established workweek will be specifically noted on the assignment form.

Completing the SU AWW form The SU AWW form requires employees legal name, PCN, Employee Id # and job classification. Must have correct AWW schedule #1 form. Schedule #1 is the 9 days worked in 14 days. Requires both the employee and supervisor signature. In the first section of the form, the employee must enter their current position control number (PCN), Legal Name, Employee ID number and Job Class. It is agreed between the parties that the provisions of Appendix D, the Alternate Workweek Master Agreement, Schedule #1, shall apply to the following bargaining unit member: PCN Employee Name EID Job Classification The 2nd section of the form is the designated workweek schedule. This example reflect the employees scheduled workday starts at 8:00 am. Employee reaches 37:30 hours Monday at 11:30 am. The workweek starts and ends on Monday at 11:30 am. Please note the daily schedule work hours do not include the unpaid lunch break. Mon Tues

Wed Thurs Fri RDO 8:30 8:30 8:30 8:30 Mon Tue Wed Thurs Fri 5:00 8:30 8:30 8:30 7:00 Sat Sat Sun Sun Mon

Total 3:30 37:30 Mon Total RDO 37:30 SU Schedule #1 Holiday If the holiday falls on the scheduled day off, the day of observance will be rescheduled to another day in the pay cycle. The difference between the scheduled hours and seven hours, thirty minutes (7:30) will: Be added to/subtracted from other days within the workweek; or Be taken as personal leave to maintain the established schedule. SU Alternate Workweek Schedule #2 SU Appendix D defines this type of AWW as follows: The workweek will normally consist of 37:30 hours within four (4) consecutive days. No single day may be scheduled to exceed 10 hours.

Specific schedules will be established by the supervisor in writing for each individual, with either a one hour or a thirty minute (:30) lunch break. The workweek begins Sunday at Midnight and ends the following Sunday at Midnight. Completing the SU AWW Schedule #2 Form Like the assignment form for Schedule #1, it is important the employee enters their current PCN, legal name , employee ID# and job class. The 2nd section of the form is the designated workweek schedule. The employee must have 37:30 hours scheduled in a 7-day period. Monday RDO: employees work schedule is 3-days 7:00 to 5:00, 1-day 7:004:30 with a one (1) hour or thirty minute (:30) lunch breaks. M T W TH F S S TOTAL RDO 9:30 9:30 9:30 9:00

RDO RDO 37:30 SU Schedule #2 Holiday A designated holiday normally will be observed on the calendar day on which it falls. It is agreed that during the week in which a holiday falls, the workday on which the holiday is observed will be scheduled as a seven and one half (7:30) hour day and the remaining three (3) workdays will be ten (10) hours each. The difference between the hours the employee is scheduled to work and seven and one half (7:30) hours may be, at the employees request and business permitting: 1.Added/subtracted from other days within workweek or 2. be taken as personal leave to maintain the established schedule. The Alternate Workweek Friday Monday Mon Week Day Reg Hours Sat RDO Sun RDO 8:30 Mon

8:30 Thurs 8:30 Tues 8:30 Fri 8:30 Wed 8:30 Sat RDO Thurs 8:30 Sun RDO Split Fri 3:30/5:00 Sat RDO Split Mon 3:30/ 5:00 Sun

RDO Tues 8:30 Mon 8:30 Wed 8:30 Tues 8:30 Thurs 8:30 Wed 8:30 Fri 7.0 Thurs 7:00 Sat RDO Fri RDO Sun RDO

Sat RDO Sun RDO Week Day Reg Hours Mon RDO Tues 8:30 Wed 1 additional day off Mon or Friday 8 days of 8:30 hours 1 day of 7:00 hours 2nd 1st week week Reg Ho ur s Week Day Ho ur s

After 37:30 scheduled hours! 1st week Reg Week Day Reg Hours Sat RDO Sun RDO 2nd week So when does the workweek end? Reg Hours Mon RDO Tues 8:30 Wed 8:30 Mon 8:30 Thurs

5:30 Tues 8:30 Fri 7:00 Weds 8:30 Sat RDO Thurs 8.50 Sun RDO Split Fri 3:30 5:00 Split Mon 3:30 Sat RDO RDO Sun RDO

RDO 5:00 Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun Total RDO 37:30 37:30 Midway through 5th day: 1st week ends & 2nd week begins 8:30 = 3:30 5:00

Mon 8:30 Tues 8:30 Weds 8:30 Thurs 7:00 Fri RDO Total 37:30 37:30 Working additional hours in a Workweek (GGU Overtime eligible): Lv Hol 1 Only has 36:30 hrs in 1st workweek Week Day Reg Hours Mon RDO

Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:30 Sat RDO Sun RDO Split Mon 3:30 8:30 Wed 8:30 Thurs 8:30 Fri Sun Total 1 hr of Lv must be charged for

1st workweek 36:30 St. OT 38:30 hrs worked in second workweek. 37:30 hours of reg and 1.0 hrs OT 6:00 Tues Sat 1:00 Reg Hours 6:00 RDO 1 hr OT 1:00 RDO 37:30 0.00 1:00 Working additional hours in a Workweek(Overtime ineligible): Lv Hol Only has

36:30 hrs in 1st workweek Week Day Reg Hours Mon RDO Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:30 Sat RDO Sun RDO Split Mon 3:30 8:30 Wed 8:30 Thurs

Sat Sun Total 1 hr of Lv must be charged for 1st workweek 36:30 St. OT 38:30 hrs worked in second workweek. No pay due for extra hour worked; paid for 37:30 6:00 Tues Fri 1:00 Reg Hours 8:30 6:00 0:00 RDO RDO 37:30 0:00 0:00

Holiday: On a scheduled workday Holiday worth 7:30 hours Difference: This example shows employee worked additional hours to meet the 37:30 hour threshold Lv Hol 7:30 Week Day Reg Hours Mon RDO Tues Wed 9:00 Thurs 9:00 Fri 8:30 Sat RDO Sun RDO Split Mon 3:30 Tuesday is the Holiday Tues employee due 7:30Wed

hours holiday payThurs 7:30 Reg Hours OT Employee worked additional 00:30 on two work days to meet the 37:30 hour workweek 5:00 8:30 8:30 8:30 Fri 7:00 Sat RDO Sun RDO Total St. 30:00 37:30 0.00 0.00 Holiday: On a scheduled workday Holiday scheduled for 7:30 hours This example shows difference taken as leave.

Lv 1:00 00:30 Hol 7:30 7:30 Week Day Reg Hours Mon RDO Reg Hours St. Tues Wed 8:30 Thurs 8:30 Fri 8:30 Sat RDO Sun RDO Split Mon

3:30 Employee used 1 hour of leave to meet the 37:30 hour workweek. 5:00 Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO Total 29:00 OT 37:30 0.00 0.00

Holiday: On a scheduled split workday Holiday scheduled 7:30 hours This example shows how the holiday falls on the split day. The hours are assigned between the two workweeks accordingly to ensure each workweek totals a minimum of 37:30 hours. Holiday 3:30 3:30 Week Day Reg Hours Mon RDO Tues 8:30 Wed 8:30 Thurs 8:30 Fri 8:30 Sat RDO Sun RDO Reg Hours

HOLIDAY (Split Mon) Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO 34:00 32:30 Holiday Leave 4:00 1:00 4:00 1:00 Holiday: On Scheduled Day Off Holiday is credited at 7:30 hours maximum for a full-time employee. GGU must be rescheduled to another day in the workweek. (**GGU If split day, may be rescheduled to either workweek.) SU must be rescheduled to another day within the pay cycle.

Leave 1:00 Holiday Week Day 7:30 Mon 7:30 Tues Used leave to maintain 37:30 hr workweek 1:00 7:30 Reg Hours Reg Hours OT RDO Wed 8:30 Thurs 8:30 Fri 8:30 Sat

RDO Sun RDO Split Mon 3:30 Reschedule holiday to another day within workweek 5:00 Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO Total ST 29:00

37:30 0:00 0:00 HOLIDAY - AWW Schedule #2 Friday RDO with a Monday holiday DAY REG HOL LEAVE MON 0.00 7:30 2:00 TUES 9:30 WED 9:30 THUR 9:00 FRI RDO SAT

RDO SUN RDO 7:30 2:00 28:00 TOTAL HRS 37:30 HOLIDAY - AWW Schedule #2 Holiday falls on RDO is rescheduled to another day in the workweek DAY REG HOL MON RDO 7:30 TUES 9:30 WED 9:30 THUR

9:30 FRI SAT RDO SUN RDO 28:30 LEAVE 7:30 1:30 7:30 1:30 TOTAL HRS 37:30 The AWW Approval Process Supervisors approval is required prior to submitting the AWW form for processing. Refer to the appropriate AWW Master Letter of Agreement or Bargaining Unit contract which contains the governing language for the alternate workweek. Supervisor/employee completes the appropriate AWW Assignment form. GGU and SU delegated AWW Assignment forms are located on the Division of Personnel and Labor Relations web page under HR forms.

GGU alternate work week approvals have been delegated to the Payroll Services Manager. Templates are available on the Division of Personnel and Labor Relations website under HR Forms. Once the template is completed and approved by the employees supervisor, the AWW form is sent to Payroll Services for approval. SU alternate work week approval has been delegated to the Supervisor and Employee. Templates are available on the Division of Personnel and Labor Relations website under HR Forms. The original is to be sent to the Payroll Services Manager to review and ensure the AWW has been completed correctly. Some departments/divisions require additional departmental approval for an employee to be approved for the AWW. The Payroll Services Manager will not approve the AWW until the additional approval has been acquired per the employees departmental policies. An employee cannot start the alternate workweek schedule prior to the LOA being signed and approved by the Payroll Services Manager. AWW requests are sent to Payroll Services for the following action: for approval and signature ensure copy of approved AWW placed in employees personnel file.

copy of approved AWW is sent to employee, employees division and union AWW Forms should be sent to the designated payroll email for the department: 02 Admin [email protected] 03 Law [email protected] 04 Revenue [email protected] 05 Education [email protected] 06 H&SS [email protected] 07 Labor [email protected] 08 Commerce [email protected] 09 DMVA - [email protected] 10 DNR [email protected] 11 F&G [email protected] 12 DPS - [email protected] 18 DEC [email protected] 20 DOC [email protected] 25 DOT [email protected]

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