FW Compressed Work Schedule Policy Sample

COMPRESSED WORK SCHEDULE POLICY SAMPLE

Prepared by:

Trucking HR Canada (THRC)

104-720 Belfast Rd., Ottawa ON, K1G 0Z5

September 2022

COMPRESSED WORK SCHEDULE POLICY SAMPLE

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for the trucking and logistics workforce

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ABOUT TRUCKING HR CANADA

The information contained within does not constitute legal advice. Trucking HR Canada, and

all content contributors, bear no responsibility for any circumstances arising out of or related

to the adoption, or decision not to adopt, any of the recommendations contained in this

document.

DISCLAIMER

WANT MORE

Why employers should consider offering flexible work options

What are common flexible work options used today and their prevailing benefits

Factors to consider before initiating flexible work practices

Recommendations on how to effectively implement flexible work arrangements

Guidelines for measuring success

To help employers build flexible workplace practices, Trucking HR Canada wrote Flexible

Workplace Practices: The Growing Importance of New Ways of Working. Help your company

offer new ways of working by exploring the following topic areas:

View this online resource by visiting truckinghr.com

COMPRESSED WORK SCHEDULE POLICY SAMPLE

[Company Name] appreciates the dedication and hard work that our employees

demonstrate in their roles. We also understand that employees often face challenges such

as juggling work, family, and life-related issues. To demonstrate our continued commitment

in supporting our employees and to stay competitive in our market, we offer flexibility for

eligible employees to participate in a compressed work schedule arrangement

PUPOSE

This policy is applicable to all [Company Name] employees in good standing and whose job

duties and responsibilities are suitable for compressed work schedule arrangements.

SCOPE

DEFINITIONS

Compressed Work Schedule is an alternative work schedule with the standard workday

lengthened to allow for fewer than five (5) workdays scheduled each standard workweek

and/or fewer than ten (10) workdays scheduled in a biweekly pay period. An example of

an acceptable compressed work schedule consists of 80 hours in a biweekly pay period,

worked over four ten-hour workdays, with one scheduled day off in each workweek.

For the purpose of this policy and for interpretation by our employees:

Current employees in good standing with at least [one (1) year] tenure may seek approval

for a compressed work schedule.

In some cases, the compressed work scheduled arrangement may be defined and agreed

to as a condition of employment upon hire.

Employees wishing to work a compressed work schedule must first gain approval to do so

from their manager/supervisor.

Managers/supervisors are responsible for evaluating whether the duties of a particular

position may be performed in a compressed work schedule situation. The manager will

confirm that:

The work and the responsibilities of the position can be completed without causing

disruption to employee performance and deliverables

Efficiency, productivity, timeliness, and the level of service can be maintained

DETERMINING ELIGIBILITY

COMPRESSED WORK SCHEDULE POLICY SAMPLE

The department or team can continue to maintain regular meetings, meet project

deadlines, and achieve established goals

If the requesting employee is in a supervisory position, the employees who report

to this position will know who to report to for various matters on the supervisor’s

days off

An effective and practical arrangement can be established to ensure back up

coverage for any customer needs on the employees scheduled day off

An acceptable work schedule can be agreed upon by all parties

Managers/supervisors are encouraged to approve employee requests for a compressed

work schedule whenever it is possible to do so. Upon approval, managers/supervisors

should review the Manager Checklist. A sample has been included at the end of this

document.

If granted approval for a compressed work week, the employee agrees to meet the

following criteria:

Understands their continued performance expectations

Demonstrates at least satisfactory performance

Meets required punctuality and attendance standards

Demonstrates the consistent ability to complete tasks and assignments in a timely

and accurate manner

Communication and collaboration skills meet or exceeds expectations

The reason for the request.

Details on how back up coverage will be handled including communication processes to

ensure continuity of operations during employee’s day off.

Confirmation that they have thoroughly considered their ability to be successful and meet

performance expectations of their role while working under this arrangement. Review the

Employee Checklist at the end of this document.

A proposed work schedule that remains consistent from pay period to pay period and is

compliant with legislative standards. The schedule may include the following:

Under the 4/40 schedule, employees work their usual # of weekly hours in 4 days and

are off on the 5th day. This typically means they work 4 X 10-hour days in a work week.

To be considered for a compressed work schedule, the employee requesting participation will

submit a request to [insert contact name, contact position or provide a link to the

appropriate policy request form]. The request will include information such as:

APPROVAL OF COMPRESSED WORK SCHEDULE ARRANGEMENTS

COMPRESSED WORK SCHEDULE POLICY SAMPLE

An employee’s compensation, benefits, work status, and work responsibilities will not

change due to a compressed work schedule.

All vacation and other time-off benefits (including leaves of absence) must be scheduled,

approved, and recorded in accordance with the company’s time-off policies and practices.

Holidays represent 8 hours of leave with pay. Any employee working a 10-hour day will

need to use vacation time to make up the difference. If the holiday falls on an employee’s

regular 4/40 day off, the 8 hours will be credited as additional vacation time.

Regular full-time and part-time employees who are required to work on paid assigned

holiday and are eligible, will receive overtime pay, in addition to receiving straight time

payment for said holiday.

For each full vacation day taken during the compressed work week program, employees

working the 4/40 schedule will be charged 10 hours of vacation time. Vacation days will

be similarly pro-rated based on alternate compressed work week schedules.

The following are guidelines in determining compressed work week arrangements:

COMPENSATION, WORK HOURS AND TIME WORKED

Employers could consider additional compressed work schedule options such as a 9/80

schedule where they work their usual # of hours in a two-week pay period in 9 days.

Compressed work schedules will be implemented on a trial basis for [three (3) months].

Following the successful completion of the trial period, the arrangement may continue.

An annual review of the arrangement will take place to ensure that the compressed work

schedule ensures expectations of the role are met and that the operational requirements

of the business continue to be achieved.

Any changes to an existing compressed work schedule arrangement must be approved by

the employee’s supervisor/manager.

An employee may terminate a compressed work schedule arrangement upon reasonable

written notice to their supervisor/manager.

If [insert company name] determines that the compressed work schedule arrangement is

not in the best interests of the business for any reason, including but not limited to the

employee’s performance and productivity, the company may terminate the arrangement

by providing [two (2) weeks] written notice.

The following are guidelines relating to compressed work schedule arrangements:

REVIEW, MODIFICATION AND TERMINATION OF COMPRESSED WORK

SCHEDULE ARRANGEMENTS

COMPRESSED WORK SCHEDULE POLICY SAMPLE

[Company Name] is committed to reviewing our policies regularly. This policy will be reviewed

no less than once every three years.

POLICY REVIEW

I acknowledge that I have read and understand the Compressed Work Schedule Policy. I agree

to comply with this Policy and its guiding principles.

Name (Print):

Signature:

Date:

[Insert as policy footer]

Effective Date:

Revision Date:

ACKNOWLEDGEMENT

COMPRESSED WORK SCHEDULE POLICY SAMPLE

While it is important that both the employee and manager understand and follow the policy

guidelines, it is just as important that thorough consideration is given by both parties as to

how they can play a role in contributing to the success of the compressed work schedule

arrangement. Use the checklist below for further exploration and support of success.

COMPRESSED WORK SCHEDULE – A CHECKLIST FOR SUCCESS

Have I thoroughly reviewed and understand the Compressed Work Schedule policy?

What personal needs and work-life balance goals am I trying to achieve through this

arrangement, and will it meet those needs and goals?

What will be the benefits of a compressed work schedule? What may be the challenges

and how can I address them successfully?

Have I considered that a longer workday may be more physically and mentally draining?

Will I be able to arrange dependent care or transportation around a longer workday?

What else can I do to ensure I set myself up for success?

EMPLOYEE CHECKLIST: WHAT DO I NEED TO CONSIDER PRIOR TO

SUBMITTING A REQUEST?

Have I reviewed the Compressed Work Schedule policy and thoroughly understand the

eligibility criteria so I can make fair and consistent decisions to support the arrangement?

Have I communicated to the wider business, so they are aware of the compressed work

schedule?

Have I reviewed and provided input into the employees back up coverage and

communication plan to ensure no disruption to operations on their scheduled day off?

Have I scheduled team meetings at times that work for employees on this compressed

schedule?

Have I communicated the compressed work arrangement with my team and sought their

input on how we can all ensure it is successful and address any team concerns?

What changes or enhancements will I need to make to my communication practices to

support the success of this arrangement?

Have I set up regular 1-1 meetings with the employee to review progress and address any

concerns? Have I also scheduled a 3-month review meeting to assess the success of the

compressed work arrangement trial period?

What else can I do to ensure the employee and the company experience positive

outcomes from this arrangement?

MANAGER CHECKLIST: WHAT DO I NEED TO DO TO ENSURE A

SUCCESSFUL COMPRESSED WORK ARRANGEMENT FOR THE EMPLOYEE

AND THE COMPANY?

COMPRESSED WORK SCHEDULE POLICY SAMPLE

Prepared by:

Trucking HR Canada (THRC)

104-720 Belfast Rd., Ottawa ON, K1G 0Z5

This project is funded in part by the Government of

Canada's Sectoral Initiatives Program (SIP).