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Flexitime - the ability to make sure that personal life can happen within one’s work life, and vice versa.

Overtime - the hours above your weekly working hours, which are subject to compensation.

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Everyone is eligible to work under the Flexitime model, which requires diligent time tracking. The purpose of tracking this is to help employees maintain a fair work/life balance, and for us as the company to proactively assist where overload may occur. It can also help to prioritize one’s time in the day.

• Accumulated Flexitime hours will only be paid out to those where Overtime compensation is required.
• Any overtime payment would only be upon leaving the company, if the hours have not been able to be used up in advance, with exceptions.
• Overtime compensation is given back as TOIL 1:1, and in the case of payment upon termination there may be some wage supplements.
• All Overtime is considered voluntary, unless specified in writing and agreed by manager in advance.

Switzerland has an additional layer on this, where the additional hours between 40-45 in a week are considered voluntary Flexitime, and over 45hrs is considered Overtime. These Overtime hours should be pre-approved by a manager, and used within 14 weeks.

Your Flexitime (and thus Overtime) hours should not accumulate excessively - a person requires a certain amount of rest and down time, and as an employer we have the duty of care to ensure that this rest time is allowed. BizOps will keep an eye on time tracked and raise flags on excessive hours across weeks.

The flexitime tracking sheet is run at the start of each week by BizOps. All data is overridden each week, so time logs can be backdated within each quarter. Data will be run one week into a new quarter, unless additionally requested.

The idea is that your flexitime balance should remain within a healthy range close to zero. Accumulated hours (both positive and negative) are rolled into the next quarter’s tracking sheet one week into the new quarter, and a flag is raised on excessive accumulation.

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Using Flexitime and Overtime

• The balance is tracked and calculated in a Google sheet and uploaded to be visible on each person’s profile in BambooHR

  • This is not uploaded to the “Reclaim my hours” option under Time Off, as not all reclaimed time needs to be requested
  • Some weeks you might just work 1 hour less, and the next an hour more

• If you are planning on using 4hrs+ of reclaimed time then we do ask that you request this in BambooHR to be signed off

  • This is a courtesy to your Lead and your Team
  • In this case, follow the standard OoO procedure with blockers in your Google Calendars, Jira planning, Slack status etc

• Use Jira ticket: IOO-21

• The balance in BambooHR for the “Reclaim my Hours” will always be a negative number, as we use the hours - and this is fine.

  • At the end of the year, this will start form 0 again.
  • It is just a reflection of how may reclaim hours have been requested in the course of the year. </aside>

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It is not required to log your Reclaimed Hours in Jira - as this essentially duplicates hours already worked. These hours are therefore ignored in the time tracking sheets, and is the reason we do these calculations outside of Jira.

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