Understanding Alternate Workweeks and Workweek Definitions

An overview of workweeks, including the definition of a standard work week, the concept of Sunday-to-Sunday work week, alternate workweek arrangements, and specific details about the GGU Alternate Workweek Schedule #1. Learn about the Fair Labor Standards Act requirements, how workweeks are established, changing workweeks, and completing the GGU AWW Schedule #1 form.

• Workweeks
• FLSA
• Alternative Workweek
• GGU Contract
• Employee Scheduling

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1. The GGU/SU Alternate WorkWeek Division Of Personnel & Labor Relations

2. 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.

3. Sunday to Sunday Work Week The work week begins at Sunday midnight... Personal Reg Hours Annual Sick Annual Sick Date HOL Sun Mon Tue Wed Thu Fri Sat Sun 16 17 18 19 20 21 22 23 RDO 07:30 and ends the following Sunday at midnight. 07:30 07:30 0.00 07:30 07:30 RDO RDO Note that the work week meets the definition of a work week per the FLSA.

4. 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. AWW s are established by Letter of Agreement between the Union and the State of Alaska and becomes the governing language replacing contract language.

5. 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 FLSA s definition of a workweek.

6. 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.)

7. 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-GG- 066(amended), the following bargaining unit member(s) is/are appointed to the alternate schedule designated below.

8. The 2nd section of the form is the designated workweek schedule. This example reflects that the employee s 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 RDO RDO Tues 08:00 8:30 Wed 08:00 8:30 Thurs 08:00 8:30 Fri 08:00 8:30 Sat Sun Mon 08:00 3:30 Mon 11:30 5:00 Tues 08:00 8:30 Wed 08:00 8:30 Thurs 08:00 8:30 Fri 08:00 7:00 Sat Sun Mon RDO RDO

9. 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.

10. 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.

11. 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).

12. 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.

13. 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: employee s work schedule is 3-days 7:00 to 5:00, 1- day 7:00-4:30 with thirty minute (:30) lunch breaks. M W S S TOTAL T TH F RDO 9:30 9:30 9:30 9:00 RDO RDO 37:30

14. 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 member s 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.

15. 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.

16. Completing the SU AWW form The SU AWW form requires employee s 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.

17. 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

18. The 2nd section of the form is the designated workweek schedule. This example reflect the employee s 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 RDO Tues 8:30 Wed 8:30 Thurs 8:30 Fri 8:30 Sat Sun Mon 3:30 Total 37:30 Mon 5:00 Tue 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat Sun Mon RDO Total 37:30

19. 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.

20. 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.

21. 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.

22. 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: employee s work schedule is 3-days 7:00 to 5:00, 1-day 7:00- 4:30 with a one (1) hour or thirty minute (:30) lunch breaks. M W S S TOTAL T TH F RDO 9:30 9:30 9:30 9:00 RDO RDO 37:30

23. 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 employee s request and business permitting: 1.Added/subtracted from other days within workweek or 2. be taken as personal leave to maintain the established schedule.

24. The Alternate Workweek Friday Mon Monday Week Week Day Reg Hours Day Reg Hours 1 additional day off Mon or Friday Sat RDO Mon RDO Sun RDO Tues 8:30 Mon 8:30 Wed 8:30 Tues 8:30 Thurs 8:30 Wed 8:30 Fri 8:30 Thurs 8:30 8 days of 8:30 hours Sat RDO Split Fri 3:30/5:00 Sun RDO Sat RDO 3:30/ 5:00 Split Mon Sun RDO Tues 8:30 Mon 8:30 1 day of 7:00 hours Wed 8:30 Tues 8:30 Thurs 8:30 Wed 8:30 Fri 7.0 Thurs 7:00 Fri RDO Sat RDO Sat RDO Sun RDO Sun RDO

25. So when does the workweek end? 1st week 2nd week 1st 2nd Reg week Reg week After 37:30 scheduled hours! Week Day Reg Hours Ho ur s Ho ur s Reg Hours Week Day Sat RDO Mon RDO Sun RDO Tues 8:30 Mon 8:30 Wed 8:30 Tues 8:30 Thurs 5:30 Midway through 5th day: 1st week ends & 2nd week begins Fri 7:00 Weds 8:30 Sat RDO Thurs 8.50 Sun RDO Split Fri 3:30 5:00 Split Mon 3:30 5:00 Sat RDO RDO Tues 8:30 Sun RDO RDO Wed 8:30 Mon 8:30 Thurs 8:30 Tues 8:30 Fri 7:00 Weds 8:30 Sat RDO 3:30 Thurs 7:00 = 8:30 Sun RDO Fri RDO 5:00 Total 37:30 37:30 Total 37:30 37:30

26. Working additional hours in a Workweek (GGU Overtime eligible): Lv Hol Week Day Reg Hours Reg Hours St. OT Mon RDO Tues 8:30 Wed 8:30 Thurs 8:30 38:30 hrs worked in second workweek. 37:30 hours of reg and 1.0 hrs OT Fri 7:30 Sat RDO Sun RDO 1 Split Mon 3:30 6:00 Only has 36:30 hrs in 1st workweek Tues 8:30 Wed 8:30 Thurs 8:30 1 hr of Lv must be charged for 1st workweek 1 hr OT Fri 6:00 1:00 Sat RDO Sun RDO 1:00 Total 36:30 37:30 0.00 1:00

27. Working additional hours in a Workweek(Overtime ineligible): Lv Hol Week Day Reg Hours Reg Hours St. OT Mon RDO Tues 8:30 38:30 hrs worked in second workweek. No pay due for extra hour worked; paid for 37:30 Wed 8:30 Thurs 8:30 Fri 7:30 Sat RDO Sun RDO Split Mon 3:30 6:00 Only has 36:30 hrs in 1st workweek Tues 8:30 Wed 8:30 Thurs 8:30 1 hr of Lv must be charged for 1st workweek Fri 6:00 0:00 Sat RDO Sun RDO 1:00 Total 36:30 37:30 0:00 0:00

28. 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 Week Day Reg Hours Reg Hours St. OT Mon RDO 7:30 Tues Employee worked additional 00:30 on two work days to meet the 37:30 hour workweek Wed 9:00 Thurs 9:00 Fri 8:30 Sat RDO Sun RDO Split Mon 3:30 5:00 Tuesday is the Holiday employee due 7:30 hours holiday pay Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO 7:30 Total 30:00 37:30 0.00 0.00

29. Holiday: On a scheduled workday Holiday scheduled for 7:30 hours This example shows difference taken as leave. Lv Hol Week Day Reg Hours Reg Hours St. OT Mon RDO 1:00 7:30 Tues Employee used 1 hour of leave to meet the 37:30 hour workweek. Wed 8:30 Thurs 8:30 Fri 8:30 Sat RDO Sun RDO Split Mon 3:30 5:00 Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO 00:30 7:30 Total 29:00 37:30 0.00 0.00

30. 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. Reg Hours Reg Hours Holiday Week Day Holiday Leave Mon RDO 8:30 Tues Wed 8:30 Thurs 8:30 Fri 8:30 Sat RDO Sun RDO 3:30 HOLIDAY (Split Mon) 4:00 1:00 Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO 3:30 34:00 32:30 4:00 1:00

31. 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 Holiday Week Day Reg Hours Reg Hours ST OT 7:30 Mon RDO 1:00 7:30 Tues Reschedule holiday to another day within workweek Wed 8:30 Thurs 8:30 Fri 8:30 Sat RDO Sun RDO Used leave to maintain 37:30 hr workweek Split Mon 3:30 5:00 Tues 8:30 Wed 8:30 Thurs 8:30 Fri 7:00 Sat RDO Sun RDO 1:00 7:30 Total 29:00 37:30 0:00 0:00

32. HOLIDAY - AWW Schedule #2 Friday RDO with a Monday holiday TOTAL HRS 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 28:00 7:30 2:00 37:30

33. HOLIDAY - AWW Schedule #2 Holiday fall s on RDO is rescheduled to another day in the workweek TOTAL HRS DAY REG HOL LEAVE MON 7:30 RDO TUES 9:30 WED 9:30 THUR 9:30 FRI 7:30 1:30 SAT RDO SUN RDO 28:30 7:30 1:30 37:30

34. The AWW Approval Process Supervisor s 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 Relation s web page under HR forms.

35. GGU alternate work week approvals have been delegated to the Payroll Services Manager. Templates are available on the Division of Personnel and Labor Relation s website under HR Forms. Once the template is completed and approved by the employee s 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 Relation s 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 employee s departmental policies.

36. 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 employee s personnel file. copy of approved AWW is sent to employee, employee s division and union

37. AWW Forms should be sent to the designated payroll email for the department: 02 Admin doa.dop.admin.payroll@alaska.gov 03 Law doa.dop.law.payroll@alaska.gov 04 Revenue doa.dop.revenue.payroll@alaska.gov 05 Education doa.dop.education.payroll@alaska.gov 06 H&SS doa.dop.hss.payroll@alaska.gov 07 Labor doa.dop.labor.payroll@alaska.gov 08 Commerce doa.dop.commerce.payroll@alaska.gov 09 DMVA - doa.dop.dmva.payroll@alaska.gov 10 DNR doa.dop.natresources.payroll@alaska.gov 11 F&G doa.dop.fg.payroll@alaska.gov 12 DPS - doa.dop.dps.payroll@alaska.gov 18 DEC doa.dop.envconserv.payroll@alaska.gov 20 DOC doa.dop.corrections.payroll@alaska.gov 25 DOT doa.dop.dot.payroll@alaska.gov