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Code of Practice 5


CODE OF PRACTICE ON REQUESTS FOR FLEXIBLE WORKING

Published 6 April 2024


CONTENTS

 * Foreword
 * Notes
 * The Code of Practice
   * Introduction
   * Making a statutory request for flexible working
   * Considering a request for flexible working
   * Communicating a decision about a request
   * Handling an appeal
   * Allowing an employee to be accompanied
   * If the employee does not attend a meeting
   * Deciding requests within the statutory decision period
   * Protection from detriment and dismissal


FOREWORD

The Acas statutory Code of Practice on requests for flexible working is set out
in paragraphs 1 to 38 below. This Foreword does not form part of the Code.

The Code relates to the statutory right to request flexible working as set out
in the Employment Rights Act 1996 (as amended) and regulations made under it.
The Act defines a statutory request as a request for a change to an employee's
terms and conditions relating to their hours, times or place of work. The Code
provides guidance for employers and employees on their legal rights,
responsibilities and good practice in making and handling statutory requests for
flexible working.

Flexible working is a broad term used to describe any working arrangement that
meets the needs of both the employee and the employer regarding when, where and
how an employee works. Examples include, but are not limited to:

 * part-time working
 * homeworking 
 * hybrid working
 * flexitime
 * job sharing
 * compressed hours 
 * annualised hours
 * term-time working
 * team-based rostering

Employers and employees can agree such arrangements informally (without using
the statutory procedure). This Code of Practice must be followed where an
employee makes a statutory request for flexible working. The processes and
considerations it sets out may also be helpful in handling informal requests.

Investment in flexible working can bring many benefits to employers and
employees. It can:

 * help people to better balance their working lives alongside their personal
   responsibilities, needs and preferences
 * be beneficial for health and wellbeing
 * make employment more accessible for more people 
 * help employers address labour and skills shortages
 * improve staff retention and recruitment
 * create more diverse and inclusive workplaces

Flexible working can bring benefits in workplaces of every size and in all
sectors. While not every type of flexible working will be suitable for every
role and every organisation, flexible working can take many forms. The starting
position should be to consider what may be possible.

Where possible and appropriate, employers should build flexibility into job
roles when designing jobs, and advertise during recruitment that they are open
to discussing flexible working options. This can support early and constructive
conversations with existing and prospective employees about options to work
flexibly.

Business leaders and line managers play an important role in creating a positive
culture around flexible working in their organisations. Managers should be
trained to handle requests fairly and reasonably, including complying with their
additional legal duties under the Equality Act 2010.

Welcoming and being open to all requests can give employees confidence to
discuss flexible working and help achieve the best outcome for everyone.

Meetings about requests should be approached with an open mind. They are a
valuable opportunity to listen and engage meaningfully with each other so that a
fully informed, evidence-based decision can be made. This includes jointly
exploring alternative solutions if the original request cannot be accepted.

Allowing an employee to be accompanied at a meeting to discuss a request can be
helpful in giving employees confidence to make requests and in supporting both
parties to find a mutually agreeable solution.

Employers must agree to a statutory request for flexible working unless there is
a genuine business reason not to. The potential business reasons are specified
in the Employment Rights Act 1996 and set out in paragraph 9 of the Code.

Where a request is rejected, clear communication about the reasoning, and
impartial handling of any appeal, can help establish understanding and trust
that the request has been handled reasonably.

Further guidance on flexible working which accompanies this Code is provided on
the Acas website.


NOTES

This Code is issued under sections 199 and 200 of the Trade Union and Labour
Relations (Consolidation) Act 1992 and was laid before both Houses of Parliament
on 11 December 2023. It comes into effect by order of the Secretary of State on
6 April 2024. It replaces the 'Acas Code of Practice on handling in a reasonable
manner requests to work flexibly' which was issued in 2014.

A failure to follow the Code does not, in itself, make a person or organisation
liable to legal proceedings. However, employment tribunals will take the Code
into account when considering relevant cases.


'MUST' AND 'SHOULD'

Throughout this Code the word 'should' is used to indicate what Acas considers
to be good employment practice, rather than legal requirements. The word 'must'
is used to indicate where something is a legal requirement.


THE CODE OF PRACTICE


INTRODUCTION

1. This Code provides guidance to employers and employees on the statutory right
to request flexible working as set out in the Employment Rights Act 1996 (as
amended) and regulations made under it.

2. Having a clear policy and procedure for handling statutory requests for
flexible working can be helpful in making everyone aware of what is expected.


MAKING A STATUTORY REQUEST FOR FLEXIBLE WORKING

3. Every employee has a statutory right to request flexible working. This right
applies from the first day of employment.

4. A request must be in writing and state that it is a statutory request for
flexible working. It must include:

 * the date of the request
 * the change the employee is requesting to the terms and conditions of their
   employment in relation to their hours, times or place of work
 * the date the employee would like the change to come into effect
 * if and when the employee has made a previous request for flexible working to
   the employer

5. Employers should make clear to their employees that the above information
must be included in any statutory request for flexible working.

6. An employee may make two statutory requests for flexible working within any
12-month period.

7. An employee may have only one live request for flexible working with their
employer at any one time. Once a request has been made, it remains live until
any of the following occur:

 * a decision about the request is made by the employer
 * the request is withdrawn
 * an outcome is mutually agreed
 * the statutory two-month period for deciding requests ends (see paragraph 37)

A request continues to be live during any appeal or any extension to the
statutory two-month decision period that an employer and employee may have
agreed.


CONSIDERING A REQUEST FOR FLEXIBLE WORKING

8. Employers must handle every request in a reasonable manner. This should
include carefully assessing the effect of the requested change for both the
employer and the employee, such as the potential benefits or other impacts of
accepting or rejecting it.

9. Employers must agree to a flexible working request unless there is a genuine
business reason not to. A decision to reject a request must be for one or more
of the following business reasons which are set out in the Employment Rights Act
1996:

 * the burden of additional costs
 * an inability to reorganise work amongst existing staff
 * an inability to recruit additional staff
 * a detrimental impact on quality
 * a detrimental impact on performance
 * a detrimental effect on ability to meet customer demand
 * insufficient work available for the periods the employee proposes to work
 * planned structural changes to the employer's business

10. In handling a request, and any information that the employee discloses as
part of that request, employers must not discriminate unlawfully against the
employee in relation to any of the protected characteristics set out in the
Equality Act 2010. The protected characteristics are:

 * age
 * disability
 * gender reassignment
 * marriage and civil partnership
 * pregnancy and maternity
 * race
 * religion or belief
 * sex
 * sexual orientation

11. If an employee seeks a reasonable adjustment for their disability through a
request for flexible working, the employer must consider this in line with its
legal obligations under the Equality Act 2010. Employers must make reasonable
adjustments to remove any disadvantage related to a person's disability. The
legal obligation to make reasonable adjustments is separate to the legal
obligation to consider a request for flexible working.

CONSULTING AN EMPLOYEE

12. Employers must not reject a request without first consulting the employee.
Unless the employer decides to agree to the employee's written request in full,
they must consult the employee before they make a decision. In such cases, the
employer should invite the employee to a consultation meeting to discuss the
request.

13. A consultation meeting can help make sure that all relevant information is
understood before a decision is made. It can also make clear whether a request
may relate to a reasonable adjustment for an employee's disability (see
paragraph 11).

14. The meeting should be held without unreasonable delay. The employee and
employer should have reasonable time to prepare for the discussion, while taking
into account the statutory two-month period for deciding requests including any
appeal (see paragraph 37).

15. The employer should notify the employee of the time and place in advance of
the meeting. The meeting should be held privately. It can be held in person or
remotely via online video conferencing, or where neither of those are possible,
via telephone call.

16. The content of the meeting and the way in which it is conducted should allow
for a reasonable discussion and consideration of the request. It will usually be
helpful to discuss, for example, the potential benefits or other impacts of
accepting or rejecting the request, and any practical considerations involved in
implementing the request.

17. If the original request cannot be accepted in full, the employer and
employee should discuss if it may be possible to secure some of the benefits
that the original request sought. They should discuss, for example, any
potential modifications to the original request, or any alternative flexible
working options, that may be available and suitable for both sides. It may be
helpful to discuss whether a trial period may be appropriate to assess the
feasibility of an arrangement.

18. The person holding the meeting should have sufficient authority to make a
decision.

19. A written record of the meeting should be kept which provides an accurate
reflection of the discussion that has taken place.


COMMUNICATING A DECISION ABOUT A REQUEST

20. Once the employer has made a decision about the request, they must inform
the employee of their decision. They should confirm the decision in writing
without unreasonable delay, taking into account the statutory two-month period
for deciding requests including any appeal (see paragraph 37).

IF THE EMPLOYER AGREES TO THE REQUEST

21. If the employer agrees to the employee's request, or if a modified or an
alternative arrangement is agreed after consulting with the employee, the
written decision should confirm the details of the agreed arrangement.

22. The written decision should offer the employee an opportunity for a
discussion to clarify any further information that may be helpful in
implementing the agreed arrangement. This might include, for example, agreeing
dates to review how the arrangement is working.

23. An accurate record of any such discussion should be kept in writing. The
employer and employee may mutually agree that such a discussion is not
necessary.

IF THE EMPLOYER REJECTS THE REQUEST

24. If the employer rejects the employee's request, the written decision should
clearly explain the business reason(s) (see paragraph 9). It should also set out
any additional information which is reasonable to help explain the decision.

25. There is no statutory right of appeal against a decision about a request for
flexible working. However, allowing an employee to appeal is good practice. The
written decision should make it clear that the employee has the option to appeal
the decision. This includes explaining how to appeal if the employee wishes to
do so, and the timeframe for submitting any appeal.


HANDLING AN APPEAL

26. If an employee wishes to appeal the decision about their request, they
should let their employer know the reasons for their appeal in writing. These
may be, for example, that there is new information they wish to be considered,
or they believe the employer has not handled their request in a reasonable
manner.

27. If the employer receives an appeal, they should arrange an appeal meeting
without unreasonable delay following the steps at paragraphs 14 and 15 of this
Code.

28. The appeal should be dealt with impartially. The person holding the appeal
meeting should have sufficient authority to make a decision. Wherever possible,
it should be handled by a manager who has not previously been involved in
considering the request.

29. Once the employer has made a decision about the appeal, they must inform the
employee of that decision. They should confirm the decision in writing without
unreasonable delay, taking into account the statutory two-month period for
deciding requests (see paragraph 37). The decision should make clear what has
been decided and why.

30. A written record of the appeal meeting should be kept which provides an
accurate reflection of the discussion that has taken place.


ALLOWING AN EMPLOYEE TO BE ACCOMPANIED

31. There is no statutory right of accompaniment at meetings held to discuss a
request for flexible working. However, allowing an employee to be accompanied is
good practice. This can be helpful in giving employees confidence to make
requests and in supporting both parties to find a mutually agreeable solution.

32. If an employee makes a request to be accompanied at any meeting to discuss
their flexible working request, and the request to be accompanied is reasonable,
the employer should allow them to be accompanied by a fellow worker, a trade
union representative, or an official employed by a trade union. The employer
should inform the employee prior to the meeting that they may request a
companion.

33. What is a reasonable request will depend on the circumstances of each
individual case. A request to be accompanied does not have to be in writing or
within a certain timeframe. However, an employee should provide enough time for
the employer to deal with the companion's attendance at the meeting. Employees
should also consider how they make their request so that it is clearly
understood, for instance by letting the employer know in advance the name of the
companion where possible and whether they are a fellow worker or trade union
official or representative.


IF THE EMPLOYEE DOES NOT ATTEND A MEETING

34. The employer's arrangements for a meeting should provide a reasonable
opportunity for the employee to attend.

35. If the employer arranges a meeting to discuss the request, including any
appeal, and the employee fails to attend both this meeting and a rearranged
meeting without a good reason, the employer may consider the request withdrawn.

36. If the employer does consider the request withdrawn, they must inform the
employee of this. This should be done in writing.


DECIDING REQUESTS WITHIN THE STATUTORY DECISION PERIOD

37. All requests, including any appeals, must be decided and communicated to the
employee within a period of two months from when the employer first receives the
request. The employer and employee may agree to extend this period. If an
extension is agreed, the employer should confirm this in writing to the
employee.


PROTECTION FROM DETRIMENT AND DISMISSAL

38. An employer must not subject an employee to any detriment or dismissal
because of any of the following:

 * the employee has made or intends to make a request for flexible working
 * the employee has issued legal proceedings against the employer in relation to
   their right to request flexible working, or has stated that there are
   circumstances which could constitute a ground for them doing so

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COOKIES ON THE ACAS WEBSITE

We use some essential cookies to make our website work.

We'd like to set additional cookies to understand how you use our website so we
can improve our services.

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COOKIE SETTINGS

We use 4 types of cookie. You can choose which cookies you're happy for us to
use.
Find out more about the cookies we use (opens in a new window or tab)
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MANAGE YOUR PREFERENCES

COOKIES THAT MEASURE WEBSITE USE

Cookies that measure website use

These cookies collect information about how you use our digital services. This
includes how you get to our website, the pages you view and what you click on.

COOKIES THAT REMEMBER YOUR SETTINGS

Cookies that remember your settings

These cookies do things like remember your preferences and the choices you make,
to personalise your experience of using the site.

COOKIES THAT HELP WITH OUR COMMUNICATIONS AND MARKETING

Cookies that help with our communications and marketing

These cookies can be set by third party websites. They do things like measure
how you view YouTube videos on our website.

STRICTLY NECESSARY COOKIES

Always on

These essential cookies do things like remember your progress through a form.

COOKIES THAT HELP WITH OUR MARKETING

Cookies that help with our marketing

These cookies can be set by third party websites. They do things like measure
how you view YouTube videos on our website.

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COOKIE LIST



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