Flexible working hours - Kunnskapsbasen
Flexible working hours
NTNU has common provisions for all employees who have fixed or flexible working hours. The provisions do not apply for employees who are in leading positions or in particularly independent posts (applies for most scientific positions).
Norsk versjon: Fleksitid
- What is flexible hours?
- When can I start and end the work day?
- Overview of your flexible hours
- What's the difference between time balance and time quota?
- What counts as flexible hours "plus time"?
- How to proceed when you take compensatory time off
- Sick parts of the day
- Have you agreed working hours with start or end during the core period?
- Overtime vs flexible hours
- What can you transfer to a new calendar year?
- Flexitime for termination of position
- Does your unit consider using flexible working hours?
- Where flexible working hours is not an appropriate measure
- Individual arrangements
What is flexible hours?
At NTNU some units practice flexible working hours. This means that one, within certain limits, can decide when ones own working day starts and ends.
If you have flexible working hours, you register time in the Self-service portal
When can I start and end the work day?
The work obligation is 37.5 hours per week if you are employed full-time. Working hours should, to the extent possible, be scheduled between 7 am and 5 pm, Monday to Friday. Most full-time employees who record working hours have a work schedule that starts at 8 am and ends at 3 pm during the summer/3.45 pm during the winter.
It is expected that you are present during the core hours from 9 am to 2.30 pm. You can register the start and end of the workday within the outer limits for work hours.
Positions with fixed or flexible working hours are subject to terms in The basic agreement for the civil service and are pursuant to The special agreement on flexible working hours in the state. These rules are built into the Self-service portal.
Overview of your flexible hours
You can see your flexible hours under "time balance" in the DFØ app and under "quota overview" in the Self-service portal. Guide: Register working hours.
For a full overview of all time registration, see "time information" in the Self-service portal. There you can download time information for each month. In the DFØ app you will find it under "time balance" and the "i" in the upper right corner.
What's the difference between time balance and time quota?
In your absence quota overview in the Self-service portal, you will find:
- Time balance: What you have actually accumulated from plus and minus hours. Your balance is updated nightly and displayed in hours and minutes.
- Time quota: The maximum number of hours you are allowed to take time off during the calendar year (assuming that you have accumulated enough plus hours). Totalling 180 hours per year.
- Overtime/travel time: Can be time off hour by hour as free time, in addition to your Compensatory time balance. This means that you can take out up to 180 hours flextime and also take out accumulated overtime and travel time.
- Your balance is updated nightly and displayed in hours and minutes.
What counts as flexible hours "plus time"?
Core hours are between 9 am and 2.30 pm throughout the year, for employees who are covered by flexible working hours. Core time refers to the period of time during which everyone must be present.
The employer should ensure that meeting times are added to the core time, but individual meetings can be added to times before or after this period if necessary.
You can accumulate flextime ("plus time"):
- Monday to Friday 6 a.m. to 9 a.m. and 2.30 p.m. to 9 p.m (outer limits of work hours).
- Saturdays 7 a.m. to 6 p.m.
It will be technically possible to register working hours in the Self-Service Portal and the DFØ app outside these times, but they will not be credited as flextime in the system. The same is true if you work more than 12 hours on a weekday, more than 5 hours on a Saturday.
For flextime, remuneration is not paid.
Plus hours cannot be paid, only time off.
How to proceed when you take compensatory time off
You can withdraw up to 180 hours per calendar year in flextime. Part time employees can flex the number of hours that corresponds with their contract.
Time off outside of core hours (before 9 a.m. and after 2.30 p.m.), you don't need to apply for. You just register when you start and end the day. Your compensatory time balance will be updated the following night.
Time off within core hours: According to Statens personalhåndbok, you're supposed to agree time off with your superior in advance. If you want time off a full working day or more, you send an absence form in the self-service portal to your manager's approval. Register your request for absence in the Self service portal by selecting absence type "compensatory time off 920".
If you want time off less than a full working day, you may register this in the time registration itself as "time off part of the day". Then there is no notification to your manager.
Overtime/travel time: Can be time off hour in addition to flexitime after agreement with your manager. Register your request for this absence in the Self service portal by selecting absence type "travel/overtime off off 930".
Visits to a doctor, dentist, etc.: You register such visits as "doctor/dentist etc." in the Self-Service Portal. This type of absence will count as attendance. If you are away between 10 a.m. and 12 , the full day (7.45 hours) will still be registered to you if you started the working day at 8 a.m. and went home at 3.45 p.m.
Sick parts of the day
If you get sick and are away from work for part of the day, you won't be credited with flextime. For example, if you started your workday at 7 a.m. and went home at 12 (noon), you will not be credited with an hour plus time. That's because, according to the rules, you can't accrue plus time when you're sick for part of the day.
Have you agreed working hours with start or end during the core period?
Then you must contact the Service center via NTNU Help, and we will change the settings so that punching in and out in the core time is not counted as time off / absence.
Overtime vs flexible hours
Working over time is not the same as flexible hours.
If your employer imposes overtime, meaning work in excess of planned working hours, this is overtime according to the Working environment Act § 10-6 and The common provisions § 13 . P
Required overtime that you have agreed as time off should not be mixed with plus hours in your flextime balance.
What can you transfer to a new calendar year?
- A calendar year is a settlement period. You can transfer up to 50 plus hours from one year to the next. Anything beyond 50 hours will be automatically deleted without compensation. Therefore, it is important that you make a plan well before the New Year together with your manager for when you will take out your hours.
- You can bring up to minus 10 hours at new year. If you have more than 10 hours, it should be deducted from your salary. It does not happen automatically, but by agreement between you and your manager.
- The balance of travel and overtime is transferred in its entirety to the new year.
2 February: Time balance from 2022 should now have be transferred to the self-service portal.
Flexitime for termination of position
Plus hours and minus hours shall be completed before the last day in a termination of employment.
Does your unit consider using flexible working hours?
The condition for entering such an arrangement is that the majority of the employees at your unit wishes to. This should be decided by a vote.
More information to be found in Særavtalen om fleksibel arbeidstid i staten (in Norwegian).
Where flexible working hours is not an appropriate measure
For some positions/units flexible working hours does not seem suitable. This applies for employees in leading positions or particularly independent posts, Working environment Act § 10-12. This also goes for employees who must carry out their tasks during set hours, such as in Campus services.
If you have special needs that are not covered within the framework of this Special arrangement concerning flexible working hours, it is possible to agree on individual arrangements. This applies regardless of the existence of flexible working hours at your unit. Please contact your leader if this might be be an option for you.
Use the following contact points for the Service Center