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As companies are looking to increase productivity and maximize profits, one of the areas that often come under scrutiny is HR Policy on Work Hours. Many organizations believe that longer work hours lead to increased output and higher profits.

In this article, we will explore the sample HR policy on work hours.Let us begin.

HR Policy on Work Hours

Full time XYZ Company HR employees are expected to work a minimum of 40 hours per week. Part-time employees are expected to work the schedule designated by their supervisor. All employees are expected to work the hours necessary to accomplish the mission of XYZ Company HR. Specific schedules will be established as deemed necessary by the manager of each unit.


Employees covered by the Fair Labor Standards Act (FLSA) will work in accordance with the requirements of the Act. Employees eligible for overtime may not work overtime without prior supervisory approval.

Pursuant to FLSA standards, overtime is payable when actual hours worked in a week are in excess of 40 hours. Actual hours worked means the total hours worked during a week, less any leave taken for personal leave, or long term sick leave.

Employees exempt from the FLSA are expected to work a minimum of 80 hours per pay period. Employees may need to work additional hours to meet the obligations of their job assignment. Employees may be required to maintain regular office hours to meet staff and client needs.


Breaks are at the discretion of the supervisor and normally are 15 minutes in the middle of the morning and 15 minutes in the middle of the afternoon. However, breaks are considered work time and should not interfere with continued business operations. Timing of breaks is also at the discretion of the supervisor. Breaks are not to be combined or added to a meal period or to permit late arrival or early departure from work.

Break Time for Nursing Mothers (Lactation)

In addition to the two paid rest breaks provided for employees who are nursing mothers may take additional “reasonable” unpaid break periods to express milk. XYZ Company HR considers additional ‘reasonable’ time to be ten (10) minutes each in duration. With supervisor approval, use of PTO time may be used when additional break time is needed to express milk. 

Employees may continue feeding milk up to one year after the birth of their child. Additional information and forms are available from the XYZ Company HR Human Resources Department, which includes how to request and reserve facility accommodations, and general information about leaves relating to pre- and post- maternity.


Per XYZ Company Policy, non-exempt employees are required to take a minimum thirty (30) minute lunch break after 5 hours of work, unless they work a total of six (6) hours on any work day. Scheduling of the lunch break is at the discretion of the supervisor, based on the needs of the unit, coverage demands, and/or balancing schedules with other employees. Lunch periods are to be recorded on timesheets.

From time to time XYZ Company HR employees enjoy discretionary organized unit or XYZ Company HR wide luncheon events. Non-exempt employees should record a 30 minute lunch, even though the event might be longer in length. Exempt employees should not include this 30 minutes as time worked on that day. The remainder of the time is coded to unit overhead.

Variations to Work Schedules

XYZ Company HR offices are open from 8 a.m. – 5 p.m as per HR policy on work hours. Monday through Friday, except during official holiday closures, and general office phones are answered during those hours. Specific working hours are at the discretion of the supervisor of each unit. Supervisors may vary, flex, or change work schedules to meet the needs of XYZ Company HR and/or the employee. Alternative work schedules are allowed (including telecommuting, shortened workweek, flex hours), when consistent with effective business operations. All work schedules, however, must be approved in advance by the supervisor.

Compensatory Time

XYZ Company HR allows regular non-exempt employees the option of receiving paid overtime (OT) in the period earned or accruing overtime, in the form of compensatory time (CTE), for later use.

Employees who are requested to work OT can choose between paid OT and CTE. CMP (comp time taken) is at the discretion of the Manager and should be handled in the same manner as personal leave /holiday usage.

Each August, XYZ Company HR will payout CTE for employees who have a balance above 10 hours in their leave balance as of the last pay period ending in July. All payouts will leave a balance of 10 hours CTE.

Employees may accrue a maximum of 80 straight time hours (120 compensatory hours at time and one half). Any hours worked in excess of maximum will be paid as overtime in the period earned. Overtime may be split (CTE or paid out) in the pay period.

CTE may be taken as a cash payment at the employee’s current rate of pay at any time upon written request (email is accepted). Employees may request CTE cash payment up to two times per fiscal year. XYZ Company HR may require CTE to be paid out at any time. Payment will be made with the next regular payroll. CTE balance will be paid out at the time of termination from employment at the employee’s current rate of pay.

In the event an employee is promoted from a Non-Exempt to an Exempt position, the employee will be paid the balance of his/her CTE prior to promotion and will no longer be eligible for CTE. A separate check will be issued on the next pay period ending date at the rate of pay prior to promotion.


Supervisors will make every reasonable effort to accommodate requests for planned absences but may defer or modify such requests when essential to efficient operations.

Unscheduled absences hinder efficient operations; consequently, except for debilitating illness or emergency, all absences should be planned with the supervisor in sufficient advance time to allow alternative coverage of work. Unanticipated/unscheduled absences that chronically impact accomplishment of XYZ Company HR objectives will be dealt with through the disciplinary process.

On each day of an unscheduled absence, employees must notify their supervisor before the start of their work day, if possible, but at a minimum, within 30 minutes after the start of their usual work shift.

Time Sheets

All employees shall complete time sheets on a daily basis as per HR policy. Time sheets shall accurately reflect hours worked each day and shall include appropriate corresponding project and/or administrative accounting codes. Notes highlighting tasks performed shall also be included.

In conclusion, any company that values the welfare of its workers needs to have a HR policy on work hours. Employers may lessen stress, boost productivity, and minimize employee burnout by setting clear expectations and standards for working hours. 

We believe this sample policy is very much useful to your organization.

Also read 10+ Powerful HR Letters Every Human Resources Department must use

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