Pay, Leave and Overtime

In this section you will find information on Pay, Annual Leave, Flexi Leave, Overtime and Additional hours in specific relation to the COVID-19 pandemic.

National Services Scotland

Please refer to the information in the tabs below.  If you cannot find the guidance or advice you are looking for please contact HR using the contact us tab.

NHS 24

Please refer to the information in the tabs below.  If you cannot find the guidance or advice you are looking for please contact HR using the contact us tab.

Public Health Scotland

Please refer to the information in the tabs below.  If you cannot find the guidance or advice you are looking for please contact HR using the contact us tab.

The State Hospital

As you will be aware the First Minister announced a £500 one off payment for all health and care staff as a thank you for helping Scotland cope with the Covid-19 pandemic.

NHS circular PCS(COV)2020/1 (below under 'Policy and Process' tab) allows NHS employees and bank workers to opt for the Covid Bonus payment to be paid in instalments should a lump sum have an adverse impact on any benefits payable by the Department of Work and Pensions.

To opt for equal payment by instalments over a 3-month period February 2021 - April 2021 please ensure to complete the below form in the 'Tools and Templates' tab.

The form should be returned to TSH.HRenquiries@nhs.scot no later than Friday 22 January 2021. Late receipt of forms will not be accepted after this date.

Additional Information

We have received updated information from NHS Scotland with regards to the £500 Covid Payment. See below in the 'Tools and Templates' tab.

A decision has been taken to allow staff to opt-out of the £500 payment in the February 2021 pay run, where they have concerns that this may negatively affect their benefits situation. This will give individuals more time to consult with contacts such as the DWP in order to get a clearer idea of how they will be affected. Having made that further assessment, staff will then have the opportunity to opt back in.

In order to opt-out this way, staff should complete the attached Opt Out Form and this should be returned to GGCEPayroll.Team@ggc.scot.nhs.uk no later than Wednesday 5 February 2021. Late receipt of forms will not be accepted after this date.

You will be able to opt back in by completing a further form which is also attached by Wednesday 5 March 2021 at the latest again to GGCEPayroll.Team@ggc.scot.nhs.uk

    • Coronavirus - Foreign Travel during Covid-19 Pandemic FAQsNational Services Scotland, Public Health Scotland

      These FAQs should be read alongside DL 2021 (13) - QUARANTINE (SELF-ISOLATION) FOR NHS SCOTLAND STAFF RETURNING TO THE UK

      1) Can I travel abroad this summer?

      At this time, staff can no longer book foreign travel in good faith on the assumption that a quarantine/self-isolation period will not be required on return.  You should closely follow Foreign and Commonwealth Office and Scottish Government advice in relation to essential international travel and are advised not to travel to a country on the amber or red list.

      Travelling abroad also carries a risk of bringing new cases and variants of COVID-19 into Scotland.  You should think carefully about whether your trip abroad is necessary before booking travel.

       

      2) If I need to travel abroad due to emergency/unforeseen circumstances, what leave am I entitled to on return?

      If you are travelling for essential international travel such as a consequence of a family illness or bereavement then special leave or homeworking (if appropriate) will be granted, as appropriate, during quarantine/self-isolation arrangements on your return.  You should discuss this with your line manager prior to travel.

       

      3) If the country I have travelled to changes from the green list to either amber or red while I am there, what leave or payment an I entitled to?

      If an individual travels to a country where no quarantine restrictions apply at the time of travel, and the advice changes whilst they are in that country meaning quarantine is required on return, the employee should work from home if possible.  If this is not possible, this time should be taken as (paid) Special Leave.

       

      4) If I need to self-isolate or quarantine on return from international travel, what leave am I entitled to on return?

      NHS Scotland staff are advised not to travel to an amber or a red list country and staff should check prior to travel as this can change on a frequent basis.  If staff travel to a country on these lists, and the country has amber or red status prior to travel, they will not be entitled to paid leave if they are required to quarantine or self-isolate on their return.  This will apply even if the country was on the green list at the time of booking.

    • Coronavirus - Annual Leave and Public Holidays FAQs - PHSPublic Health Scotland

      1. I agreed with my manager that I would delay taking my leave in March in order to support COVID-19 related work, and I have carried this leave forward into 2019/20.  I am concerned that I may not have sufficient time to fully utilise my now enhanced 2020/21 leave entitlement.  Can I be paid for the carry forward leave?

      Staff who carried forward leave from the 2019/20 leave year due to COVID 19 related reasons, can request payment of their unused annual leave.  You should discuss this with your manager and complete the COVID-19 Carry Forward Annual Leave Payment Form.  Payment for this leave will be as if at work.

    • Contact Tracing – Call to Arms FAQsNational Services Scotland, Public Health Scotland

      1) When do you need people to start?

      As soon as but individuals do need to go through the training first which is the starting point t and then on line as soon as possible

       

      2) How many people do you need?

      Overall we are looking for up to 100

       

      3) How long will you need people for?

      Certainly for the next 8 weeks with option to review – this provides time to backfill with new recruits

       

      4) What type of staff do you need (is this open to anyone or specifically admin staff)?

      It is open to anyone – grade should not be a barrier. We need people who are confident on the phone, able to follow a script but are also inquisitive, ask questions and can make an assessment of the case

       

      5) Will staff be paid and at what rate?

      Deployees will of course be paid and at their current banding and any Saturday/Sunday premia will apply

       

      6) Is there a role description?

      Yes – here are the links to the Job Description and also the Personal Specification

       

      7) How long are the shifts?

      The NCTC operates 8am – 8pm, Mon – Sunday and shifts are ordinarily 4, 6, or 8 hours and inclusive of the weekend

       

      8) What type of training is available?

      There is a set training pack which is predominantly self directed with 1 x day facilitated followed on with supervision prior to individuals going live

       

      9) Is this a work from home role?

      Yes although if you are working with a computer in an NHS site then that is also possible

       

      10) How will individual members of staff be managed/assigned work?

      Individuals will be assigned to a Team Leader but due to shift working it will be the on-duty Team Leader that will be responsible for the shift. Individuals pick up the cases from the CMS system

       

      11) Do I need to go through a Disclosure Scotland check?

      Yes, all contact tracers do require a Standard level Disclosure Scotland check so whilst you go through the training we will ask you to complete your Disclosure Scotland application.

    • Coronavirus - Annual Leave and Public Holidays FAQsNational Services Scotland

      1. I was unable to fully utilise my 2019/20 annual leave entitlement due to COVID 19 work pressures in my department.  Am I permitted for this reason to carry forward my unused leave?

      In the circumstances you describe, theStaff may – with agreement from their manager – have cancelled annual leave in order to support cover of key services

      Staff may also be seeking to postpone their annual leave scheduled in March, due to cancellation of flights and trips abroad.

      normal carry over leave provisions within both the NHS Scotland Annual Leave Policy (for staff under Agenda for Change and Executive Level terms and conditions) and Medical and Dental Terms and Conditions, will be waived and your full untaken leave will be carried over to the 2020/21 leave year.

       

      2. I agreed with my manager that I would delay taking my leave in March in order to support COVID-19 related work, and I have carried this leave forward into 2019/20.  I am concerned that I may not have sufficient time to fully utilise my now enhanced 2020/21 leave entitlement.  Can I be paid for the carry forward leave?

      Staff who carried forward leave from the 2019/20 leave year due to COVID 19 related reasons, can request payment of their unused annual leave.  You should discuss this with your manager and complete the COVID-19 Carry Forward Annual Leave Payment Form.  Payment for this leave will be as if at work.

       

      3.  I was asked to delay taking my leave during March 2019 because of COVID-19 and have carried this forward.  I’ve opted to take this as annual leave but have not yet decided when.  Can I change my mind further down the line and ask for payment instead?

      It would be preferable where possible that staff provide a decision either to use their carry forward leave or request payment for this as early as possible into the new leave year of 2020/21.  However, where staff have chosen to take annual leave and then change their mind, staff should discuss this with their line manager to ensure there is no impact on service provision and agreement can be made for payment to be provided.

       

      4. I asked my manager if I could cancel 7 days’ annual leave that I had booked in March 2020 because my holiday was cancelled as a result of COVID-19. In the circumstances, my manager agreed to this and to me carrying forward these 7 days into the 2020/21 leave year.  Can I get this carry forward leave paid?

      It is recognised that there were a number of wider impacts on staff that came indirectly due to COVID-19.  Staff who carried forward annual leave from 2019/20 due to an indirect consequence of COVID-19 – for example, flights or holiday were cancelled during March 2020 - can carry the untaken leave forward into 2020/21 and can opt to either use the untaken leave during 2020/21 or request payment of all or part of the untaken leave paid.

       

      5. I am self-isolating due to symptoms of COVID-19 but do not feel well enough to work from home.  I have a few days annual leave booked at this time.  Do I get my annual leave back?

      If you are self-isolating and do not feel well enough to work from home, the normal sick leave provisions should apply in relation to your leave.  Therefore, as long as you have followed the correct reporting procedures, you should receive your booked annual leave back.

       

      6. I am self-isolating due to symptoms of COVID-19 but I am well enough to work from home.  I have a few days annual leave booked.  Do I get this annual leave back?

      If you are self-isolating due to symptoms of COVID-19 but are feeling well enough to continue to work from home, you should discuss this with your line manager.  It is possible for you to take your annual leave, if you are still working and your manager may well encourage you to do so, particularly from a health and wellbeing perspective as it is important that you have ‘downtime’ away from your work.

       

      7. I am currently self-isolating and working from home for 14 days because a household member has symptoms of COVID-19.  I have 5 days annual leave booked.  Do I get my annual leave back because I’m self-isolating?

      If you are self-isolating because a household member has symptoms of COVID-19 but are continuing to work from home, you should discuss this with your line manager.  As you are still working from home, it is possible for you to take your annual leave and your manager may well encourage you to do so, particularly from a health and wellbeing perspective as it is important that you have ‘downtime’ away from your work.

       

      8. What if a staff member in my team does not take the minimum full statutory leave entitlement during 2020/21?

      Given that the COVID-19 situation is likely to continue for some time to come, it is essential that managers monitor the leave of staff at regular intervals throughout 2020/21 and identify early those staff who have higher than normal amounts of leave still to take, so that they can be encouraged to schedule their untaken leave. 

      The expectation for NSS, as determined by DL (2020)9, is that all staff are expected to take the minimum statutory leave within 2020/21 leave year.

      Managers should therefore work with staff to plan annual leave throughout the year and ensure that there is a balanced allocation of leave across the team. 

      Annual leave should be managed effectively to enable staff to take their full leave entitlement during 2020/21.  If due to COVID-19, this is not possible for everyone, the above approach should help ensure that staff at least receive their statutory leave entitlement.

       

      9. Staff in my team are reluctant to book leave at this present time in the hope that current travel restrictions will be lifted and greater certainty over low infection rates.  What should I advise my staff as I am concerned there will be a high level of annual leave requests for later in the year that for business reasons will be unmanageable?

      It is understandable that staff may wish to hold back their annual leave in the hope that the current travel restrictions and social-distancing requirements will end soon.  However, the current guidance would suggest that restrictions arising from COVID-19 are likely to continue for some time. 

      Staff may not be able to take the type of holidays they are used to but they can however still plan for leave away from work. It is also important for staff to regularly take leave in order to support their wellbeing and work life balance and managers should encourage staff to plan their leave throughout the 2020/21 leave year.

      From an operational perspective, this will also ensure that staff annual leave continues to be allocated throughout the year enabling staff cover to be planned.  Further guidance about the taking of Annual Leave during the current pandemic is contained in the NSS Guidance on Annual Leave and Public Holidays during COVID-19.

       

      10. I am currently shielding.  If the requirement to shield is paused as at 31st July, what does this mean in relation to booking annual leave going forward?

      Details regarding annual leave for 2020-21 in respect of staff who have been shielding are contained in DL (2020) 22.

      For those staff who have been in receipt of a shielding letter, it is anticipated that the current shielding period will not extend beyond 31st July 2020 if infection rates across Scotland continue to be low.  If so, from 1st August 2020, this may mean a return to the work place or commencing or continuing to work from home (and further guidance on this will shortly be provided to staff who are shielding and their managers). 

      To date, for staff who have been shielding, it has not been considered reasonable to expect them to take annual leave during the shielding period.  However, given the anticipated change in the shielding provisions from 1st August, it is therefore important, as with all other staff, that managers and those employees who have been shielding meet to discuss their annual leave plans for the remainder of the 2020-21 leave year.

      Please Note - There may be exceptional circumstances where the restrictions placed on employees by shielding make it impossible to enjoy an adequate level of rest and recuperation, even during time designated as annual leave. Employers are therefore asked to bear in mind that there may be instances where it would be unreasonable to expect a shielding staff member to take all their annual leave in 2020-21. Every individual’s situation will be different, so each scenario, and any potential for carryover of leave, will need to be dealt with on a case by case basis at a local level.

       

    • Coronavirus - Pay and Leave FAQsNational Services Scotland

      1.  Can I delay my leave and carry it forward?

      It is recognised that:

       - Staff may – with agreement from their manager – have cancelled annual leave in order to support cover of key services

       - Staff may also be seeking to postpone their annual leave scheduled in March, due to cancellation of flights and trips abroad.

      In these circumstances, the current 5 day carry over rule within both the NHS Scotland Annual Leave Policy and Medical and Dental Terms and Conditions, will be waived and any untaken leave will be carried over to the 2020/21 leave year.

      Following agreement with your manager, an application for carry over annual leave can be made on eESS via the manager self-service option. Further details can be found on HR Connect at the following link Carry Over Leave Guidance.

      2.  If I am at work but need time off because the schools are closed, will I get paid for this?

      The NSS Special Leave policy may be applied where urgent carer needs arise due to, for example, the closure of a school. If you need time off to make alternative arrangements this is also covered within the provisions of the special leave policy.

      However, in the current situation and to support staff during this time, it may be possible for staff with childcare responsibilities to work from home depending on their individual circumstances. Your manager will want to explore with you if working at home is suited to your role, meets service requirements and if your childcare arrangements can be effectively managed.

      For example - while you may need to be at home for childcare reasons, depending on the age of your child(ren) and personal circumstances, this may present opportunities to organise and deliver your work in a more flexible way.  

      In order to work at home and manage childcare, staff may also need to explore with their manager the possibility of undertaking flexible working arrangements at home on a temporary basis, in line with the NSS Flexible Working Policies.  For example - within service needs, is it possible for your working hours to be set temporarily around the times when you are needed to undertake carer activities or around times when someone else may be able to undertake some of your carer responsibilities such as earlier in the morning, in the evening or other parts of the day.

      The above is not an exhaustive list but reflects the sort of options that you and your manager could consider.

      Details of the Flexible Working Policies can be found on HR Connect at the following link: Flexible Working Policies.

      3.  If my holiday/flights have been cancelled, do I still need to take my annual leave or can I defer this for another time?

      If staff have annual leave planned, despite not being able to travel, it is advised that you still take your annual leave as arranged.  If there is a valid reason why this is not suitable, then you should have a discussion with your line manager, so that your particular individual circumstances can be explored with you and a decision made, taking into account service needs.

      Whilst it's understandable that staff may be reluctant to take leave because of the current limitations and restrictions on freedom of movement, it is important to have down time from work to help staff look after their health and wellbeing

      4.  Where a member of staff has received infection control advice to self-isolate but has pre-planned annual leave that will fall during the isolation period – can the annual leave be cancelled and carried forward?

      If you have annual leave booked but are required to self-isolate because you have COVID-19 or the symptoms of COVID-19, that are severe enough that you are unable to work, the normal rules with respect to sickness absence and booked annual leave apply.

      This is that if booked annual leave falls during the period of self-isolation, the staff member will be able to take their annual leave at another agreed time.

      The carry-over annual leave provisions have been relaxed which means that staff affected as above are able to carry forward more than a week’s annual leave into the 2020/21 leave year.

      If you have annual leave booked and are self-isolating for a different reason that is associated with COVID-19 – for example, a member of your household is displaying symptoms of COVID-19 – and you are able to work from home, the position is different.  In these circumstances, it is advised that you should still take leave as arranged.

      If there is a valid reason why this is not suitable, then you should discuss this with your line manager, so that the particular individual circumstances can be explored with you and a decision reached, taking into account service need.

      5.  I've recently started in the NHS and have less than 12 months service, so if I'm off sick, I am only entitled to 1 month's full pay. If I fell ill with Coronavirus and it took longer than a month for me to recover what would happen to my pay?

      Where staff fall sick with COVID-19 and need to be absent from work, this absence will be recorded as special leave on full pay. Should the staff member remain unwell due to COVID-19 for an extended period, they will be entitled to up to 6 months on full pay, regardless of their length of NHS service.

      6.  I am currently on Maternity Leave and I want to come back early to help the response to COVID-19.

      Thank you for doing so - it is very much appreciated. You can work up to 10 Keep in Touch (KIT) Days while on Maternity Leave without bringing your Maternity Leave to an end. Staff on Shared Parental Leave can work up to 20 Shared Parental leave in Touch (SPLiT) days without ending their Shared Parental Leave. This means that for those who are were on Maternity Leave and then move to Shared Parental Leave, they will have access to up to 30 days where they can work without bringing their family leave entitlements to an end. Similar arrangements apply in respect of Adoption Leave.

      7.  What if I am on maternity leave and I want to work more than the 10 KIT and/or 20 SPLiT days that may be available to me?

      That would ordinarily end your statutory and contractual leave and pay provisions. In these circumstances, you should discuss this further with your line manager and HR advice should be sought to look at whether any arrangements can be put in place to enable you to work without compromising your leave and pay provisions.

      8.  What if I don't want to use the arrangements put in place by local authorities?

      If you choose not to use the child care arrangements put in place by local authorities, you should make your own alternative arrangements.  One option that could be considered is the use of the NSS parental leave policy provisions (paid or unpaid leave).  If you wish to take parental leave, this should be discussed and agreed with your line manager.

      9. What if I am not eligible for local authority childcare provisions and my normal childcare arrangements are no longer available - for example - if my childcarer is social-distancing or self-isolating?

      In these circumstances you should discuss this with your line manager immediately so that alternative arrangements can be explored including flexible working options in line with the NSS Flexible Working Policy.  Should it not be possible to put in place flexible working options, paid carer's leave will be given to staff to support them in seeking alternative child care arrangements.  Other options for consideration could include annual leave or parental leave, and will be deducted from normal entitlements.

      10. Due to the impact of coronavirus, I have been working from home now for in excess of 6 weeks. As I am working off site I am mindful that I am incurring additional utility costs. Am I entitled to claim any tax relief to off-set against my increased electricity and heating costs and how do I do this?

      Yes. Staff are entitled to claim tax relief to off-set against these increasing costs.

      As a result of coronavirus, many colleagues across NSS who would normally work on site are currently required to work from home for safety reasons. We appreciate, in doing so, staff are experiencing an increase in personal utility costs (such as heating and electricity) which they would not normally incurr.

      What tax relief will I receive:

      Based on a standard increased utility spend of £6 per week, staff would receive tax relief to the value of £1.20 up to £2.40 per week dependent on the tax bracket that the employee falls into.  (The higher the tax bracket the greater the relief received.)

      How do I make a claim:

      If you normally complete a self-assessment form, please include details of this claim as part of that process.

      Alternatively, staff can either complete a P87 form (online or in paper format) or can contact HMRC directly and make this request by phone. Full details can be found at the following link - How To Claim.

      Please note, before proceeding with your claim, you should ensure you have the following information to hand:

      - Post Title,

      - Contractual work address (including postcode),

      - National Insurance number,

      - Payroll Number, and

      - NSSPAYE reference number (961/1638380),

      Example:

      Employee opts to complete P87 paper form

      Tax relief details entered under ‘Other Expenses’

      Enter description of ‘Using home as an office commencing FROM DATE’ or ‘Using home as an office - FROM DATE’ to END DATE’ (if applying retrospectively).

      Term worked from home eg 23/03/20 to 05/07/20 = 15 weeks

      £6 increased utility spend per week x 15 weeks = £90

      Therefore, your claim to HMRC is for tax relief on the £90 spend.

    • Coronavirus - Overtime and Additional Hours FAQsNational Services Scotland

      1.  I am employed as a Band 8a and I am contracted to work 37.5 hours a week. I’ve been asked by my line manager to work additional regular overtime over the coming weeks in order to support the COVID-19 response.  Will I receive payment for these additional hours worked?

      Yes, in line with the Variation Order that has been issued by Scottish Government, there is a temporary agreement that overtime payments can be made in these circumstances for staff employed on Bands 8a and above.

      In accordance with Agenda for Change provisions, any overtime worked should be agreed with your line manager and is paid at the rate of time and a half during weekdays and at weekends, (or double time, if overtime is worked on a Public Holiday).

      2.  I am employed on EL grade A and am contracted to work full time. I’ve been asked by my line manager to work additional regular overtime over the coming weeks in order to support the COVID-19 response.  Will I receive payment for the additional hours worked?

      Yes, in line with the Variation Order that has been issued by Scottish Government, there is a temporary agreement that overtime payments can be made in these circumstances for staff employed in EL/SM grades A - C. Overtime for staff in EL grades D and above may be payable but must be approved by the NSS Remuneration and Succession Planning Committee.

      Any overtime worked should be agreed with your line manager and is paid at the rate of time and a half during weekdays and at weekends, (or double time, if overtime is worked on a Public Holiday).

      3.  With the temporary extension of overtime payments during the COVID-19 outbreak now including staff on AfC bands 8a and above, how do I record on SSTS overtime worked for a staff member on band 8b?

      Any such overtime should be recorded as a payroll note on SSTS.  Please click here for further guidance on the use of SSTS.

      4.  Due to COVID-19 work demands a number in my team have been asked to work unsocial and overtime hours.  What enhanced payments are they entitled to and how do I request this on SSTS?

      Please refer to guidance which provides details of Additional Hours and Overtime Working provisions.

       

    • Coronavirus - Crown Flexi FAQsNational Services Scotland

      1.  If I’m working from home, should I continue to record my clock in and out times on the Crown Flexi system?

      Yes.

      Regardless of whether you are working at your contractual base location, at an alternative NSS site or from home, all staff (who currently use the Crown Flexi system) should be able to log onto Crown Flexi – either on a NSS site or remotely from home - and thereby continue to record your clock in and out times.

      If you do not have access to one of the many on-site clock machines or to the online Crown Flexi system, please discuss this with your line manager in the first instance. If it is not possible to enable you to log on to Crown Flexi remotely, it will be necessary to ensure you retain a manual record of your clock in and out times.

      2.  If I am working from home, am I required to clock out for short breaks when I am working from home?

      The NSS Flexi-time guidelines provide for staff to have short breaks away from their desk or work area. 

      In any such circumstances, there is no requirement to clock in and out. 

      Staff should refer to the Flexi-time Guidelines for further information.

      3.  I have been asked to work from home and I am trying to manage my working hours around childcare – how should I record my working hours on Crown Flexi?

      It is recognised that this is a challenging time with many employees working from home whilst also managing childcare commitments. 

      As such, some employees may be unable to work a standard day and will need to vary their work pattern to fit with their childcare commitments.

      On the Crown Flexi system, there is no restriction on the number of times that you can clock in and out.  Therefore, you can do so multiple times during the day if you are undertaking a number of work ‘slots’ throughout the day in order to work your normal daily hours around your childcare commitments.

      Please be aware that the normal 30 minute ‘lunchtime’ reduction will trigger 2 hours after the staff member clocks-on and there may need to be some adjustments around this.  At the end of your working day, check that your recorded hours reflect those that you worked.  If you experience any problems, you should raise a call in Service Now and the FMIS team will look into this.

      Example

      My normal working day is 9am to 5pm, 7.5 hours, Monday to Friday.

      To fit round childcare commitments, on Monday I worked:

      07:00 to 09:00             2 hours

      10:00 to 12:00             2 hours

      1:30 to 16:00               2.5 hours

      18:30 to 19:30             1 hour

      Total Hours                7.5 hours

      For each of the above working time slots, you should be able to clock in and clock out remotely on Crown Flexi system.  At the end of your working day, your recorded hours should amount to 7.5 hours.

      4.  My role in support of the NSS response to COVID-19 currently requires me to work some overtime. Should this overtime be recorded on Flexi?

      The Crown Flexi system operates around each staff member’s contractual hours of work.  Under the NSS Flexitime Guidelines, any additional hours the staff member works above their normal contractual hours can be recorded on your flexi record and then taken as ‘flexi’ at another time, with agreement from your manager.  These additional hours are not additional ‘paid’ hours but ‘time’ that you can ‘store’ on your record to ‘take back’ at another date. 

      Due to the COVID-19 situation, Variation Orders have recently been issued by the Scottish Government to extend payment of overtime on a temporary basis to cover not only staff on Bands 7 and below (as currently) but also:

       - Staff employed on Bands 8a and above

       - Staff employed on Executive Grades A – C”

      Under the Agenda for Change provisions, any overtime worked is paid at the rate of time and a half during weekdays and at weekends, (or double time, if overtime is worked on a Public Holiday.

      Therefore, at present, where overtime working may be required to meet service needs, staff employed on all AFC and Executive Grades A – C pay bands can receive an overtime payment for any hours worked over 37.5 hours per week.

      If you have received overtime payments for hours worked over and above 37.5 hours per week, these overtime hours should not form part of your flexi balance on the Crown Flexi system.

      However, where paid overtime is worked, you and your manager should agree how this will be recorded and retained in order to ensure that you receive the appropriate overtime payment. It is also important for your manager to have a record of your weekly overtime hours in order to monitor that your working hours are compliant with the Working Time Regulations.

      5.  My role in support of the NSS response to COVID-19 currently requires me to work some additional hours over my normal part-time contractual hours.  Should these additional hours be recorded on Flexi?

      The Crown Flexi system operates around each staff member’s contractual hours of work.  Under the NSS Flexitime Guidelines, any additional hours the staff member works above their normal contractual hours can be recorded on your flexi record and then taken as ‘flexi’ at another time, with agreement from your manager.  These additional hours are not additional ‘paid’ hours but ‘time’ that you can ‘store’ on your record to ‘take back’ at another date. 

      Under the Agenda for Change provisions, if a staff is requested or rostered to work hours in addition to their weekly part-time hours and it is agreed with their manager that they will be paid for these additional hours, such hours should not form part of your flexi balance on the Crown Flexi system.

      However, where paid additional hours are worked, you and your manager should agree how these will be recorded and retained in order to ensure that you receive the appropriate payment.  It is also important for your manager to have a record of paid additional hours worked in order to monitor that your working hours are compliant with the Working Time Regulations.