21. Temporary Alternative Work Schedule Program

21.1. The purpose of establishing an alternative work schedule program is to provide better service to the public; increase managerial boundaries; and provide employees alternatives for managing personal responsibilities.

21.2. This program is not available to Directors, Assistant Directors, or those who have supervisory responsibilities for staff in the field or at other locations.

21.3. All divisions of the Department of Agriculture may, to the extent practical, allow full-time employees to vary their work schedules from normal business hours.  In all cases, the efficient and effective operation of the work unit shall be the primary consideration in approving or denying employees’ requests for alternative work schedules.

21.4. Alternative work schedules may be used on a division-by-division basis.  Alternative work schedules will not be used in a division where safety/risk considerations override the benefits of alternative work schedules.  Any Division Director who desires to participate in this program shall make their request to the Deputy Commissioner of Operations.  Divisions will not begin alternative work schedules until they have received approval from the Deputy Commissioner.

21.5. Normal business hours for WVDA offices will be 8:00 a.m. - 4:30 p.m., except for the Capitol Office which is open 8:30 a.m. - 5:00 p.m.

        21.5.a. Each full-time employee must work a forty (40) hour workweek.

                21.5.a.A.The forty (40) hours includes thirty seven and one-half (37½) work hours plus two and one-half (2½) hours paid lunch (½ hour per day for a five (5) day workweek).

                21.5.a.B. For those employees working a four (4) day workweek, two and one-half (2½) hours per week are paid lunch.

21.6. Weeks with holidays will be considered a non-alternative work schedule week for employees working schedules other than five (5) days per week, eight (8) hours per day.

        21.6.a. In other words, employees using an alternative work schedule would revert to a normal work schedule for that week by working four (4), eight (8) hour days.

21.7. Sick and Annual Leave should be reported based on the exact number of hours taken.

        21.7.a. For example, any employee scheduled to work ten (10) hours who takes off an entire workday on sick or annual leave would be charged ten (10) hours of the appropriate leave for that workday.

21.8. Any emergency closing (due to, for example, bomb threat, weather conditions, or power outages) will affect only those employees at work at the time.  For example, employees on annual leave during an emergency closing will still charge their time to annual leave.  Employees scheduled off on such days will not be owed any time.

21.9. Alternative work schedule variations of normal work hours may include no less than four (4) and no more than five (5) days per workweek.

        21.9.a. The earliest starting time will be 7:00 a.m. and latest ending time will be 6:00 p.m. for employees on alternative work schedules.

        21.9.b. Generally, Saturdays and Sundays are not to be included as part of the alternative work schedules workweek.  Exceptions may be made for employees whose regular schedule includes Saturdays and/or Sundays.

21.10. Requests for an alternative work schedule should be submitted to the employee’s Division Director at least two (2) weeks before the start of an alternative work schedule.

21.11. In the event that two (2) or more people in the same work unit request the same alternative work schedule and cannot be accommodated, a decision for the initial assignment will be based on seniority in the work unit with subsequent assignments being made on a rotating basis.

21.12. Employees must understand that if the workload requires, they will be called in to work on a day they are scheduled to be off.  The same overtime rules would apply as those used for overtime when working a normal five (5) day workweek.

21.13. Some individuals may be placed “on-call” during any day of the week.  “On-call” means that the employee can be contacted by phone or beeper and is available to come to work if special circumstances dictate this course of action.  On-call scheduling will be handled on a case-by-case basis.

21.14. Each employee must have a designated back-up who is scheduled to work the normal business hours the employee is not present due to an alternative work schedule. The designated back-up must work during the time the employee he/she backs up is off work.

21.15. Alternative work schedules are a privilege that can be revoked on an individual basis if it detracts from the efficiency and effectiveness of the work unit.

21.16. Alternative work schedule requests will be granted at the discretion of the Division Director based upon the standards expressed in this document.

21.17. If such requests create scheduling problems or interfere with the workload commitments of the work unit, the Division Director may deny the request.