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people policies
Working Arrangements Policy
People Policies Working Arrangements Policy
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Contents Policy .......................................................................................................................................... 3
Purpose of the Policy ........................................................................................................................................ 3
Who is covered by this policy? .......................................................................................................................... 3
WAP Definitions ........................................................................................................................ 4
Overtime ............................................................................................................................................................ 4
Night work ......................................................................................................................................................... 4
Statutory/Bank Holidays .................................................................................................................................... 4
Shift work ........................................................................................................................................................... 5
Out of hours - Standby ...................................................................................................................................... 6
Out of hours – Call out ...................................................................................................................................... 6
Sleep in ............................................................................................................................................................. 6
Appendices ................................................................................................................................ 7
Appendix 1 – Rates of pay ................................................................................................................................ 7
Appendix 2 - Statutory/Bank Holiday payment guide ........................................................................................ 8
Appendix 3 - Shift pay: how to calculate shift ratios .......................................................................................... 9
Additional guidance and support .......................................................................................... 11
Additional guidance ......................................................................................................................................... 11
Associated policies .......................................................................................................................................... 11
People Policies Working Arrangements Policy
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Policy Purpose of the Policy
The Working Arrangements Policy defines and outlines the payments individuals will receive for the inconvenience of working non-standard work hours/patterns.
These will include:
Overtime
Night Work
Shift Work
Statutory Holiday Work
Sleep-in
Out of Hours Standby and Call-out
From 1st May 2015 Bristol City Council’s standard working week is defined as Monday to Sunday. There will no longer be additional payments for working on a Saturday or Sunday as part of a working week.
Who is covered by this policy?
Any individual in a post graded below Bristol Grade 16 and whose terms and conditions are covered by the Single Status Agreement of the National Joint Council for Local Government Services (‘Green Book’).
The following groups are not covered under this policy as they have their own national agreements:
City Director and JNC 1st and 2nd tier officers
Teaching Staff
Craft Employees
Statutory Registration Officers
Soulbury Officers
Youth Workers
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WAP Definitions Overtime
Definition of overtime:
Overtime payments will only apply where time within a role is worked in excess of 37 hours per week. Where employees work over a rota period then overtime payments will only apply where the average working time within the role exceeds 37 hours over the rota period.
All additional hours worked up to 37 hours, or average of, will be classified as ‘additional hours’ and will be paid on individual’s normal basic hourly rate for the job.
Additional hours worked as part of a standby/call out rota are not covered by the overtime section of the working arrangements policy as they are subject to their own agreed payments.
Overtime payments:
Employees graded Bristol Grade 1 to 10 working overtime, will be paid at their basic hourly rate plus a flat rate overtime payment. (see appendix 1 for current rate)
Employees graded Bristol Grade 11 to 15 working overtime will not normally be eligible to payment for the hours worked, but will receive lieu time on a time for time basis. In exceptional circumstances an overtime payment at their basic hourly rate plus the overtime rate laid out in appendix 1 can be made where a business case for payment has been approved by the People Panel.
Where overtime is worked on Statutory/Bank Holidays or during night hours, the relevant (night or statutory/bank holiday) flat rate hourly payment(s) will also be paid for time worked.
Night work
Night work is defined as time worked between 10pm and 6am.
For hours worked between these times a further payment of a flat rate per hour to be applied (see appendix 1 for current rate) in addition to employees’ normal hourly basic pay.
Employees who are in receipt of a shift payment will not qualify to be paid night pay as well. These payments will also not apply in cases of out of hours call out payments.
Statutory/Bank Holidays
For hours worked on Statutory/Bank Holidays a further payment of a flat rate per hour to be applied (see appendix 1 for current rate) in addition to employees’ normal hourly basic pay.
Statutory holiday entitlement will still apply. A grid can be found in appendix 2 to help determine what payments and lieu time are applicable in different circumstances.
People Policies Working Arrangements Policy
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Shift work
Definition of shift working:
Shift work is about changing times of working on a day and not changing days.
The shift system must cover more than 12 hours per day.
Difference between earliest and latest start times must be at least four hours.
Shift system must operate over a minimum five day week.
Shift system must be, or planned to be, in operation for a period of not less than six months.
Employees must work at least 25% of their working pattern on a different shift.
Where all of the above conditions are met then one of the three annual payment categories will be applied.
Shift categories:
Category 1 – Where a shift system covers over 18 hours per day
Category 2 – Where a shift system covers over 12 hours and up to 18 hours per day and an individual is expected to change shifts at a ratio between 60:40 and 50:50
Category 3 – Where a shift system covers over 12 hours and up to 18 hours per day and an individual is expected to change shifts at a ratio between 75:25 and 61:39
NB: Guidance on calculating ratios can be found in appendix 3
Shift payments:
Current payment levels can be found in appendix 1
Payment will be pro rata for employees working less than a contracted 37 hours week.
These annual payments will be made for being on a shift pattern and paid in twelve equal amounts on a monthly basis.
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Out of hours - Standby
Definition of Standby: Employees who are rostered to be available to attend to critical/urgent issues outside normal service hours and where there is a reasonable service expectation that attendance will occur.
Definition of Standby Session: A session will commence from the conclusion of the normal working day for the service and finish on the start of the next working day for the service, where this is the following day. Where the next working day is not the following day then the following day will be split into to two twelve hour sessions.
For example a services that operates 8am to 6pm on a Monday to Friday pattern then Friday’s standby session finishes at 8am Saturday morning. A new session will commence at 8am and run through to 8pm on Saturday, followed by a further 12 hour session to 8am on Sunday, then another until 8pm Sunday and finally a further session to 8am Monday morning.
Payment for being on standby is a flat rate for each standby session irrespective of grade (see appendix 1 for current rate)
Out of hours – Call out
Call Out Payment will be based on the employee’s basic hourly rate for time worked, except on public holidays where the public holiday rate will apply. For employees who need to leave home, working time will start from taking the call to returning home after dealing with the issue.
Sleep in
Employees who are required to sleep in on the premises shall receive the nationally agreed allowance (National Joint Council for Local Government Services National Agreement on Pay and Conditions of Service - known as the “Green Book”).(See appendix 1 for current rate)
Employees who are required undertake ‘sleep in’ duty and are required to work will receive the job hourly rate plus night rate for all waking time worked.
The sleep-in period is not considered to be a shift or part of a shift for the purpose of calculating an entitlement to a shift allowance.
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Appendices
Appendix 1 – Rates of pay
(Effective 1 April 2016)
Type of WAP Rate of pay
Overtime basic hourly rate plus £4.54 per hour
Night Work additional £3.06 per hour
Statutory/Bank Holiday additional £11.24 per hour
Shift Pay Category 1 - £4,393 per annum
Category 2 - £3,030 per annum
Category 3 - £1,515 per annum
Out of Hours Standby £24.74 per session
Out of Hours Call Out basic hourly rate
Sleep In £34.34 per sleep in
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Appendix 2 - Statutory/Bank Holiday payment guide
Type of WAP Roster day 1 Non-roster day 2
Not in work Normal days’ pay No additional pay or Lieu time
Lieu time (pro rata for part time staff)
Work as part of normal hours
Normal days’ pay + hourly statutory/bank holiday payment + Lieu time
Full time employees: Hourly statutory/bank holiday payment + individual’s hourly rate + hourly overtime payment
Part Time Employees: Hourly statutory/bank holiday payment + individual’s hourly rate
Work outside of normal hours
Full Time employees: Hourly statutory/bank holiday payment + individual’s hourly rate + hourly overtime payment
Full Time employees: Hourly statutory/bank holiday payment + individual’s hourly rate + hourly overtime payment
Part Time employees: Hourly statutory/bank holiday payment + individual’s hourly rate
Part Time employees: Hourly statutory/bank holiday payment + individual’s hourly rate
1 Roster day = day in which an individual would normally be expected to work
2 Non-roster day = day in which an individual would not be expected to work (likely to be overtime or additional hours – eg. working
a rest day)
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Appendix 3 - Shift pay: how to calculate shift ratios
Shift ratios are required to be calculated to determine whether an employee gets the category 2 or 3 shift payments.
In order for an employee to receive a shift payment they must change their daily start time by a minimum of 4 hours at least 25% during a working rota.
The ratio is the number of times they do an early shift against a late shift.
An early shift is defined as any start time within 4 hours of the earliest start time.
A late shift is defined as any start time after 4 hours of the earliest start time. Example A:
Employee over a two week period has six starts at 8am and four starts at 2pm.
This means:
6 x early starts out of 10 working days - 60% (6 divided by 10 multiplied by 100)
4 x late starts out of 10 working days - 40% (4 divided by 10 multiplied by 100)
Therefore ratio is 60:40 which would mean a category 2 payment.
Example B:
Employee over a six week period has ten starts at 8am, ten starts at 10am and ten starts at 12 (noon).
This means:
20 x early starts out of 30 working days – 66.6% (20 divided by 30 multiplied by 100)
10 x late starts out of 30 working days – 33.3% (10 divided by 30 multiplied by 100)
Therefore ratio is 67:33 which would mean a category 3 payment.
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Example C:
Employee over a six week period has fifteen starts at 8am, ten starts at 12 (noon) and five starts at 4pm.
This means:
15 x early starts out of 30 working days – 50% (15 divided by 30 multiplied by 100)
15 x late starts out of 30 working days – 50% (15 divided by 30 multiplied by 100)
Therefore ratio is 50:50 which would mean a category 2 payment.
Example D:
Employee over a four week period has five starts at 6am, ten starts at 8am and five starts at 10am.
This means:
15 x early starts out of 20 working days – 75% (15 divided by 20 multiplied by 100)
5 x late starts out of 20 working days – 25% (5 divided by 20 multiplied by 100)
Therefore ratio is 75:25 which would mean a category 3 payment.
Example E:
Employee over a two week period has eight starts at 6am, two starts at 10am.
This means:
8 x early starts out of 10 working days – 80% (8 divided by 10 multiplied by 100)
2 x late starts out of 10 working days – 20% (2 divided by 10 multiplied by 100)
Therefore ratio is 80:20 which would mean this would not qualify for a shift payment as it is outside the minimum requirement of 25% changes (75:25 ratio) to qualify for a shift payment.
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Additional guidance and support
This policy provides you with a definition and details of payments. There are other documents which can provide more detail and helpful guidance that should be read in conjunction with the policy and these are listed below.
Additional guidance
Examples of where and how WAP applies
Summary of the changes for WAP
Q&As for WAP
WAP Calculator
WAP Ready Reckoner
Associated policies
The Bristol Contract
Q&As for The Bristol Contract
Author and owner: Human Resources
Contact: [email protected]
0117 35 21400
Date adopted: 1 May 2015
The audience of this document is made aware that a physical copy may not be the latest available version. The latest version, which supersedes all previous versions, is available on The Source.
Those to whom this policy applies are responsible for familiarising themselves periodically with the latest version and for complying with policy requirements at all times.
History of most recent policy changes – must be completed
Version Date Change
v1.02 17 May 2016 “Appendix 1 – Rates of Pay” updated following pay award
v1.01 6 May 2016 Section “Implementation process” removed
v1.00 19 June 2015 New rates; changes to what defines ‘working week’
