Working hours

Ordinary working hours at UiT

The normal working hours in the state are from 07:00 to 17:00, as an outer frame.

Provisions on ordinary working hours are found both in the Working Environment Act and in the Main Tariff Agreement in the state.

The regular working hours in the state are 37.5 hours per week, according to the Main Tariff Agreement § 7. (Page not available in English).

A working year is 1950 hours (7.5 working hours per day x 5 days x 52 weeks).

Technical and administrative staff at UiT have different summer and winter times:

• From May 15 to September 14, the working hours are 08:00-15:00 (35 hrs/week)
• From September 15 to May 14, the working hours are 08:00-15:45 (38.75 hrs/week)

The technical and administrative staff have lunch included in the working hours and should be available for the employer.

Distribution of working hours for employees in teaching and research positions

UiT's guidelines for the distribution of working hours are intended to clarify expectations and facilitate the appropriate distribution of work areas and time resources for different job categories and academic activities. The guidelines should provide frameworks for the development of work and career plans and serve as an effective management tool for leaders/employers so that UiT can achieve its objectives. Dialogue, guidance, and participation should ensure consistently good management of flexibility and resource use.

For further information, see the Guidelines for the distribution of working hours for employees in teaching and research positions (Page not available in English).

Reduce working hours

An employee has the right to reduced working hours when they have reached the age of 62, or when health-related, social, or other significant welfare reasons justify it. It is a prerequisite that the reduction in working hours can be implemented without particular inconvenience to the business.

Examples:
Health-related reasons pertain to the employee's own illness and should be documented with a medical certificate. Social reasons refer to circumstances within the employee's family or close relations, often triggering caregiving responsibilities or unusual burdens. Welfare reasons cover a broader spectrum than health-related and social reasons, such as parents wishing to spend more time with young children or having difficulties securing childcare. A qualified need must be documented if reduced working hours are to be granted for welfare reasons.

The right to reduced working hours also applies to employees in managerial or particularly independent positions.

Unless the period is extended, the employee has both the right and the obligation to return to their previous employment percentage when the period of reduced working hours has expired.

Priority Right
An employee who wishes to increase their working hours before the end of the agreed period has the right of priority to do so if there is a vacant position in the company that is wholly or substantially assigned the same tasks.

An application for a time-limited reduction in working hours is submitted as a leave application in the self-service portal (DFØ).

If the employee wishes to reduce their position as a permanent arrangement, the possibility of this must be assessed specifically. In such a case, a permanent employee can potentially be hired for the vacant part of the position. In this case, it is not about reduced working hours according to the Working Environment Act § 10-2, but rather that parts of the position are terminated. If an agreement is made to change the employment contract to a smaller percentage as a permanent arrangement, the employee will not be able to demand the return of the reduced part of the position at a later date."

Flexible working hours and time registration in the self-service portal DFØ

Flexible Working Hours in the State

Flexible working hours allow employees to decide when during the day their work hours are placed, within certain limits. Flexible working hours also mean that employees can work extra hours that can be taken off in agreement with the employer. Core hours are from 09:00 to 14:30. Outer working hours (previously referred to as flexitime) are between 06:00 to 09:00 and from 14:30 to 21:00.

Core Hours: The working hours during which all employees are normally expected to be present.

Outer Working Hours (Flexitime): The period during which individuals can decide when to start/finish their work, within the framework agreed upon with their superiors.

Plus Time: Working hours within outer working hours and core hours that exceed 7 hours in summer and 7.45 hours in winter per day are recorded as plus time. Up to 50 hours of plus time can be carried over from one settlement period to the next. Accumulated plus time beyond 50 hours is erased at the end of each settlement period from year-end.

Minus Time: If you work less than 7 hours in summer and 7.45 hours in winter per day within flexitime and core hours, this is recorded as minus time. Minus time exceeding 10 hours is considered unauthorized absence and will be deducted from your salary.

No Requirement for Work Schedule with Flexible Working Hours

In the flexible working hours arrangement in the state, there is no requirement for work schedules showing which days, weeks, and months throughout the year have longer and shorter working hours. This is the difference from an average-calculated working hours arrangement according to the Working Environment Act § 10-5 and the Special Agreement on Flexible Working Hours in the State. However, there must be an overview showing how much each individual has worked. This overview must be available to the Labor Inspection Authority and the employees' representatives.

Working hours are recorded in the self-service portal (DFØ) either via app or browser for those required to register their working hours.

The flexitime agreement does not apply to employees in managerial or particularly independent positions, and they are exempt from the requirement to keep track of actual working time.

At UiT The Arctic University of Norway, the following leadership positions are exempt from the working hours chapter:

• Rector and Pro-Rector
• University Director and Staff Director
• Directors of the departments in the Administration
• Deans
• Faculty Directors
• Directors of units under the board
• Heads of Departments

See also DFØ your pages for frequently asked questions about working hours and flexitime. (Not available in English).

Overtime work

Working hours beyond regular working hours are considered overtime. Overtime must, in accordance with the Main Collective Agreement (HTA) § 13 no. 1, not exceed the limits in the Working Environment Act § 10-6. Overtime cannot be implemented as a permanent arrangement and should only be used when there is a special and time-limited need for it. In HTA § 13, it is specified that overtime work in the state must be mandated and controllable.

Employees are obliged to perform overtime work but have the right to be exempted from such work when they request it for health-related or significant social reasons. Employees who request it should also be exempted from overtime work when the work can be postponed or performed by others without harm. If the employee is required to work more than 2 hours of overtime after the regular working hours have ended, a break of at least half an hour must first be given, which should be compensated as overtime work.

Conditions for paid overtime

Overtime must be prearranged with a manager who has budgetary authority. Overtime can only be paid for work outside normal working hours, as well as on weekends and public holidays (link to public holidays). The maximum number of overtime hours per day, week, and month is regulated by the Working Environment Act and the main collective agreement in the state, cf. The Public sector employee handbook sec. 3.2.1 (lovdata.no). (Page not available in English).

Overtime rates

The following additions are given for overtime:

50% addition (morning and afternoon)
100% addition (from 8:00 PM to 6:00 AM on weekdays, from Friday 8:00 PM to Monday 6:00 AM, and on public holidays). For overtime work on weekends, a Saturday and Sunday supplement is also paid according to the Main Tariff Agreement § 15 no. 4. If mandated overtime is compensated with time off, the difference between the overtime rate and the regular hourly rate should be paid. Calculation and deductions are automatically made in the payroll system after registering the absence in the self-service portal.

Registering overtime

Overtime should be registered in the self-service portal. Choose the attendance type Overtime w/compensation or Overtime for payment from the dropdown menu, see guide. Employees who normally do not register presence time in the self-service portal, such as academic staff, must also do this for the days they have worked overtime.

Paying overtime

Overtime is paid along with salary, depending on when the manager approves the hours. Check specific payment dates on the payment schedule (Page not available in English). Overtime is sent to the manager for approval on the 15th and 23rd, and the 1st of the following month. The overtime payment is listed on your payslip.

Overtime/additional time/extra time for part-time employees

The conditions for paid overtime also apply to part-time employees. Overtime will be compensated by recording working hours beyond full normal working hours (see "Overtime rates"). Part-time employees can receive payment at the overtime rate if they have completed a full normal workday and the overtime work is mandated. See "Registering overtime." Part-time employees who work more than the agreed work percentage, and who are to be paid this as regular hourly wages, should also record "overtime for payment." The part-time employee is paid the normal hourly rate as long as the work is within 7 hours during daylight saving time, and 7.75 hours during standard time. Beyond normal working hours, overtime rates apply. Part-time employees should also register overtime in the self-service portal. Choose the attendance type Overtime w/compensation or Overtime for payment from the dropdown menu, see guide.

Registration of time off in lieu

Time off in lieu (part of a day) is registered in the self-service portal under: Time - Register working hours – select absence type 921 Time off in lieu part of a day.

The relevant number of hours/time is deducted from quota 75 Flexitime balance. From quota 70 Time off in lieu flexitime quota, SAP calculates the deduction of the relevant portion of the day.

Full days off in lieu are registered as an Absence Application under: Time – select absence type 920 Time off in lieu flexitime.

Full days off in lieu are deducted with the relevant number of hours/time from quota 75 Flexitime balance, as well as with a full day from quota 70 Time off in lieu flexitime quota.

Time off in lieu must be agreed upon with the immediate supervisor in advance in each individual case

Secondary employment/side job/additional work

At UiT, guidelines have been developed for employees' access to take on secondary employment/side jobs. The guidelines are established by virtue of the employer's managerial prerogative and the Main Tariff Agreement in the state. The guidelines apply to both employees in regular positions and externally funded positions at UiT The Arctic University of Norway.

Each employee is responsible for familiarizing themselves with and following the guidelines for secondary employment. UiT, as an employer, is responsible for making the guidelines known and accessible to all employees. For more information, see the Guidelines for Side Jobs (Not available in English).

Working hours for managerial positions

Employees in managerial positions are exempt from the working hours chapter, cf. the Working Environment Act § 10-12, first paragraph.

At UiT The Arctic University of Norway, the following managerial positions are exempt from the working hours chapter:

• Rector and Vice-rector
• University Director and Staff Director
• Directors of the departments in the Administration
• Deans
• Faculty Directors
• Directors of units under the board
• Head of departments

According to legal literature, a managerial position is a supervisory position with clear leadership functions. The central aspect for assessment is whether the employee can make independent decisions on behalf of the company, and further evaluate and decide the need for their own work effort. The actual position and function should be considered, and assessed specifically.

Working hours for particularly independent positions

Employees "in particularly independent positions" are exempt from the working hours chapter, cf. the Working Environment Act § 10-12. According to the Working Environment Act § 18-1, it is the Norwegian Labour Inspection Authority that supervises compliance with the provisions of the Working Environment Act. The Labour Inspection Authority has adopted a strict interpretation in complaint cases and has a strong focus on the misuse of the rule regarding particularly independent positions.

The preparatory works characterize particularly independent positions by having a role with clear and obvious "autonomy" or "independence" in how and when work tasks are organized and carried out. The preparatory works indicate that such positions are characterized by employees who, among other things:

• have senior and responsible positions,
• prioritize their own tasks,
• decide for themselves what they will do,
• decide for themselves what should be delegated to others,
• decide for themselves when the work should be performed,
• decide for themselves how the work should be performed.

UiT refers to the Labour Inspection Authority's restrictive practice in such cases, as well as to preparatory works and legal literature on the subject, and assumes that it will only be in a few cases that employees at the university will fall under the term "in particularly independent positions."

Specific assessments of whether employees fall under this term are made in consultation with the Department of Human Resources and Organisation.

Breaks

If the daily working hours exceed 5 1/2 hours, the employee must have at least one break during the day. If the workday is 8 hours or more, the employee must have breaks that together total at least half an hour. If the employee cannot freely leave the workplace during the break, or if there are no satisfactory break rooms available, the break should be considered part of the working hours.

If the employee is required to work more than 2 hours of overtime after the regular working hours have ended, the employee must first be given a break of at least half an hour. The break is considered working time. If circumstances necessitate, the break can be shortened or postponed.

Working hours on public holidays

Holidays

Provided that work conditions allow, the following days are holidays for state employees:

New Year's Day (January 1), Maundy Thursday, Good Friday, Easter Saturday, Easter Sunday and Easter Monday, May 1, May 17 (Constitution Day), Ascension Day, Whit Sunday and Whit Monday, Christmas Day and Boxing Day (December 25 and 26)

Check out the exact dates for a specific year (timeanddate.com).

Additionally, employees at UiT have off on:

Christmas Eve (December 24) or New Year's Eve (December 31), one optional workday during the Christmas season

For a holiday during the Christmas season, you must apply for leave in the self-service portal with the leave reason Other leave w/pay - 940. In the comments field, enter Holiday in the Christmas season.

When Christmas Eve/New Year's Eve falls on a workday, you must apply for leave in the self-service portal with the leave reason Other leave w/pay - 940 for these days. In the comments field, enter respectively 24.12, Holiday in the Christmas season and 31.12, see guide.

Off from 12:00 PM

To the extent that work conditions allow, state employees have off from 12:00 PM on the following days:

Wednesday before Maundy Thursday, Whit Saturday

Workday starts at 10:00 AM

To the extent that work conditions allow, state employees are permitted to start their workday at 10:00 AM between Christmas and New Year.

This does not mean that everyone is entitled to a 2-hour reduction in working hours, but it allows for a later start during this period. Therefore, there is no right to accrue flextime between 8:00 AM and 10:00 AM. Employees with part-time positions under 5.45 hours per day do not get a reduction in working hours, but still have the option to choose to start their workday at 10:00 AM. Where service does not permit due to necessary presence, working hours will be as usual.

Passive service - standby duty

If the service consists entirely or mainly of the employee having to remain at the workplace to perform work when necessary, the working hours can be extended by up to half of the passive periods. However, the working hours cannot be extended by more than 2 hours per day and 10 hours per week.

When an employee is on standby duty, the main rule is that at least 1/5 of the duty should be counted as part of the regular working hours. If the duty involves greater or lesser strain, it can be locally agreed to deviate from the main rule.

Standby duty usually limits the employee's freedom of movement, and parts of the standby duty are therefore compensated based on this.

At UiT, the employer, together with the employee organizations, has developed special agreements for standby duties at the institution (Not available in English).

Shift and rotational work

The length of and calculation of regular working hours for shift work are regulated both in the Working Environment Act and in the Main Tariff Agreement § 7.

Employees should be ensured predictability regarding their free weekends and their rest periods (weekly rest).

For shift work or rotational schedules where working hours extend beyond the normal working hours as a fixed arrangement, work schedules/service plans should be developed.

When should a work schedule be developed?

If work is to be performed at different times of the day, a work schedule/service plan must be developed that shows each employee's work and leisure time. This is stipulated in both the Main Tariff Agreement (HTA) § 7 no. 9 and the Working Environment Act § 10-3. According to the HTA, local negotiations can be conducted to adapt the provision to the conditions in the enterprise.

Note that reduced working hours for shift and rotational work occur through time calculation according to HTA § 7 no. 3.

When on-call duty is performed at different times of the day, according to the Working Environment Act § 10-3, a work schedule must be developed that shows working hours and leisure time. The schedule should list the total length of the duty and how much of it should be considered regular working hours.

The work schedule/service plan should be easily accessible to the employees. It is up to the employer to decide how this should be done. For example, each individual employee covered by the plan could receive a copy.

The provisions aim for fixed working time arrangements but should also be applied when shift and rotational schedules are temporary.

Overtime work is not assumed to fall under this provision.

Work from home/remote work

The guideline for working from home for employees at UiT The Arctic University of Norway provides frameworks and guidance for the use of home-based work for employees. The purpose is to clarify terms, responsibilities, criteria, and processes that should be the basis for assessments in all individual cases.

There are three types of home-based work, each with different conditions, criteria, and procedures associated with them. The rules for occupational injury insurance may vary depending on the type of home-based work. Particularly with the home-based work described in section 2 of the guidelines, it is important to be aware that the occupational injury insurance scheme likely will not apply.

The guideline applies to the use of home-based work in Norway.

Working from abroad additionally requires special considerations regarding taxes, social security, and insurance.

More information can be found in the Guidelines for Working from Home for Employees at UiT The Arctic University of Norway. (Not available in English)