What is a 9/80 Work Schedule and How Does it work?

What is a 9/80 work schedule ?

A 9/80 work schedule is an alternative work arrangement that allows employees to work 80 hours over nine days instead of the traditional ten-day, two-week schedule. This setup provides employees with a three-day weekend every other week without reducing their total work hours.

Here’s how it works:

• Employees work nine hours per day from Monday to Thursday.
• On Friday of the first week, they work eight hours (which is split into two four-hour periods for payroll purposes).
• The second week follows the same pattern, but Friday is off.

This schedule helps businesses increase productivity, improve work-life balance, and reduce commuting costs while ensuring a full-time workload.

9/80 work schedule example:

The 9/80 work schedule typically spans two weeks, with the work hours divided as follows:

• Week 1: Employees work 44 hours total (40 regular + 4 hours rolling into Week 2).
• Week 2: Employees work 36 hours total (making up the full 80-hour period).

This structured approach ensures compliance with overtime laws and maximises efficiency while offering employees a well-deserved break every other Friday.

Please note that this is just a sample; actual start and end times may vary based on organisational needs. And, as always, local labor laws regarding meal and rest breaks must be considered when implementing such a schedule.

Traditional 5-Day Workweek VS a 9/80 Work Schedule

The traditional 5-day workweek and the 9/80 work schedule both total 80 hours over two weeks, but they differ in how those hours are distributed. Below is a detailed comparison of these two work arrangements:

So which schedule is better?

• The traditional 5-day workweek is better suited for companies with strict customer service needs, shift work, or industries that require constant availability.
• The 9/80 work schedule is ideal for knowledge-based industries, offices, and businesses that can afford some scheduling flexibility.

Employers considering the 9/80 schedule should evaluate business needs, compliance with labor laws, and employee preferences before implementation.

Legal considerations for a 9/80 Work Schedule

Implementing a 9/80 work schedule can offer employees greater flexibility and work-life balance, but employers must carefully navigate legal requirements to avoid compliance issues. Labor laws in the U.S. and U.K. have specific regulations regarding work hours, overtime, and payroll, which must be followed when adopting this schedule.

Overtime rules and workweek definition (U.S.)

In the United States, the Fair Labor Standards Act (FLSA) governs overtime pay. Under the FLSA, employees must receive overtime pay (at least 1.5 times their regular hourly rate) for any hours worked over 40 in a defined workweek.

With a 9/80 schedule, proper payroll structuring is critical to avoid unnecessary overtime payments. Employers must redefine the workweek so it begins at the midpoint of the first Friday and ends at the same time the following Friday. This setup ensures that employees do not exceed 40 hours in a single workweek and helps avoid automatic overtime liabilities.

Example of a Proper Workweek Setup

• The first four days (Monday-Thursday) total 9 hours each = 36 hours.
• The first four hours of the first Friday complete the first workweek at 40 hours total.
• The remaining four hours on the first Friday are part of the second workweek.
• The second workweek includes Monday-Thursday (9 hours each) + 4 Friday hours = 36 hours total.

Without this proper workweek split, the 4 extra hours from the first Friday could be considered overtime, resulting in additional payroll costs.

⚠️ Caution: In California, overtime is triggered when an employee works more than 8 hours per day, even if they do not exceed 40 hours per week. This means a 9-hour workday in California could automatically result in daily overtime. Employers operating in states with daily overtime laws must check local regulations before adopting a 9/80 schedule.

Compliance with U.S. state laws

Beyond federal FLSA rules, state laws vary in how they regulate alternative work schedules:

💡Tip: If your business operates in multiple states, it's essential to check state-specific labor laws before adopting a 9/80 schedule.

Legal requirements in the United Kingdom

In the UK, work hours are regulated by the Working Time Regulations 1998 and the Employment Rights Act 1996. Unlike the U.S., the UK does not have overtime laws requiring time-and-a-half pay, but employers must follow these key regulations:

Maximum weekly working hours

• The standard legal working hours limit is 48 hours per week, averaged over 17 weeks.
• A 9/80 schedule typically does not exceed this limit, but employers should monitor hours carefully.

Rest breaks & time off

• Daily rest periods: Employees working over 6 hours must get at least a 20-minute break.
• Rest between shifts: Employees must have at least 11 consecutive hours of rest between working days.
• Weekly rest: Employees must have at least one full 24-hour period off per week or two 24-hour periods off per 14 days.

Flexible Working Rights

• Employees can request flexible working arrangements, including a 9/80 schedule.
• Employers must assess the request fairly and provide a business reason if denying the request.

💡Note: UK employers should ensure a 9/80 schedule does not interfere with legally mandated breaks and should offer opt-out agreements if employees voluntarily want to work additional hours.

Key considerations for payroll & HR compliance

Here are some of the key considerations for employers and managers in terms of payroll and compliance: 

Accurate payroll processing

• Payroll systems must be set up correctly to reflect the new workweek definition for 9/80 schedules.
• Time tracking software (like Shiftbase) can help employers monitor compliance and prevent payroll errors.

Employment contracts

• Employers must update employment contracts to reflect the change in work schedule.
• Employees should formally agree to a 9/80 arrangement in writing to prevent disputes.

Union agreements & collective bargaining

• If employees are covered by a union or collective agreement, employers must negotiate the 9/80 schedule terms with employee representatives.

Common legal mistakes and how to avoid them

Benefits and Challenges of the 9/80 Work Schedule

Implementing a 9/80 work schedule can provide both employers and employees with significant advantages, but it also comes with potential challenges. Below, we break down the key benefits and challenges to help businesses make an informed decision.

Benefits of a 9/80 work schedule

• Three-day weekend every other week: Employees get a full Friday off every two weeks, improving work-life balance and allowing more time for personal activities, travel, or rest.
  
  
• Increased Productivity: Employees work longer but fewer days, which can reduce distractions and increase deep focus on tasks. With fewer transitions between workdays, employees often complete projects faster.
  
  
• Reduced commuting costs and time Employees commute one less day every two weeks, which means less money spent on gas, public transport, and parking. Reducing commute days also lowers stress and fatigue, leading to a more energised workforce.
  
  
• Employee satisfaction and retention: A 9/80 schedule offers greater flexibility and is seen as an attractive benefit for employees. Improved work-life balance can lead to higher job satisfaction and lower turnover rates.
  
  
• Better work coverage and customer support: With staggered 9/80 schedules, employers can ensure business continuity while allowing employees to take every other Friday off.This is especially useful for businesses that need extended service hours without adding extra shifts.
  
  
• Lower operational costs: Companies may see reduced energy consumption in offices and facilities that close or operate with fewer staff every other Friday. Less time spent commuting also helps remote and hybrid teams optimise their workdays.

Challenges of a 9/80 work schedule

• Longer workdays can lead to fatigue: Employees work 9-hour shifts, which can be mentally and physically draining. Some employees may struggle with extended focus, especially in physically demanding roles.
  
  
• Increased overtime risks (U.S. Employers): If the workweek is not redefined correctly, the first Friday’s extra 4 hours may count as overtime, leading to higher labor costs. Employers in California and other states with daily overtime laws must carefully manage compliance.
  
  
• Coverage issues on Fridays: If all employees take the same Friday off, it can leave gaps in coverage and affect customer service. Employers may need to stagger schedules or ensure essential staff are always available.
  
  
• Scheduling conflicts in team-based work: Teams may find it difficult to schedule meetings or collaborate effectively when some employees are off on alternating Fridays. Project deadlines and cross-department coordination may require extra planning.
  
  
• Potential resistance from employees: Some employees may not prefer longer workdays, especially those with childcare, eldercare, or personal commitments. Employers must gather feedback and consider offering alternative flexible work arrangements.
  
  
• Legal and compliance challenges: Employers must define the workweek correctly to avoid overtime penalties. Some states/countries require formal approval or contract amendments for alternative work schedules. Unionised workplaces may need negotiation with labor representatives before implementing changes.

Implementation best practices for a 9/80 work schedule

Successfully implementing a 9/80 work schedule requires careful planning, communication, and compliance with labor laws. Below are the best practices employers should follow to ensure a smooth transition and maximise the benefits of this schedule.

Define the workweek properly to avoid overtime costs

In the U.S., the Fair Labor Standards Act (FLSA) requires employers to track workweeks accurately to avoid overtime liabilities. A common mistake when implementing a 9/80 schedule is not redefining the workweek, which can lead to unintended overtime payments.

How to properly structure the workweek:

• The official workweek should start at the midpoint of the first Friday’s shift (after the first four hours).
• This ensures that the first workweek ends with exactly 40 hours, preventing the extra 4 hours from triggering overtime pay.
• The next workweek includes the second Friday off, totalling 36 hours, which balances out over two weeks.

✔ Tip: Use time-tracking software (like Shiftbase) to monitor hours and ensure compliance.

Communicate clearly with employees

Change can be challenging, and employees may have concerns about longer workdays or how the schedule will impact their routines. Employers should:

• Hold informational meetings to explain the 9/80 schedule and its benefits.
• Address potential concerns, such as longer work hours and scheduling conflicts.
• Provide written documentation outlining the new schedule, expectations, and any legal considerations.
• Allow time for employee feedback before finalising the transition.

💡Pro Tip: Conduct anonymous surveys to assess employee interest before implementing the change.

Create a trial period before full implementation

To ensure the 9/80 schedule works well for both employees and the company, start with a pilot program.

• Test the schedule with a small group or department first.
• Monitor productivity levels, employee satisfaction, and any operational issues.
• Gather feedback from employees and managers.
• Make adjustments before rolling it out company-wide.

✔ Tip: Run the pilot for at least two full months to evaluate its long-term effectiveness.

Plan for Friday coverage and business continuity

One of the biggest challenges of a 9/80 work schedule is ensuring business operations don’t suffer on off-Fridays.

• Stagger employee schedules so not everyone is off at the same time.
• Determine critical roles that need coverage on Fridays and rotate schedules accordingly.
• Ensure customer support and essential functions remain available.

Example Staggered Schedule: Half of the team takes Week A Friday off, while the other half takes Week B Friday off.

✔ Tip: Use scheduling software to automate coverage planning and avoid confusion.

Adjust HR policies and employment contracts

Before implementing a 9/80 work schedule, employers must update company policies to reflect the new structure.

• Modify employment contracts to include the new work schedule.
• Ensure legal compliance with local and federal labor laws.
• Clearly outline overtime policies and how the workweek is structured.
• If applicable, negotiate with labor unions or employee representatives before making changes.

✔ Tip: Work with an HR specialist or employment lawyer to ensure proper contract updates.

Set clear expectations for workload and performance

While a 9/80 schedule offers flexibility, longer workdays may impact employee performance.

• Managers should check in regularly to ensure employees are adapting well.
• Encourage employees to manage workload effectively to avoid burnout.
• Monitor performance metrics to track any impact on productivity.

💡Pro Tip: Offer flexible start times (e.g., 7 AM - 4 PM or 8 AM - 5 PM) to accommodate different employee needs.

Address employee well-Being and work-life balance

Longer workdays can lead to fatigue, especially in high-stress roles. Employers should:

• Encourage regular breaks and lunch hours to prevent burnout.
• Provide ergonomic work environments for employees working extended hours.
• Consider hybrid work options for employees who want a mix of in-office and remote work.

✔ Tip: Keep an open-door policy where employees can share concerns about workload or work-life balance.

Ensure compliance with local labor laws

U.S. Employers:

• Ensure the workweek is properly redefined to avoid overtime pay.
• Check state-specific labor laws (e.g., California requires an Alternative Workweek Schedule (AWS) vote before implementing a 9/80 schedule).

UK Employers:

• Ensure Working Time Regulations 1998 compliance (no more than 48 hours per week unless employees opt out).
• Provide mandatory rest breaks and 11-hour daily rest periods.

✔ Tip: Consult a legal expert to avoid costly compliance mistakes.

Use workforce management software for seamless implementation

Time-tracking tools (like Shiftbase) can help:

• Monitor work hours and ensure proper payroll calculations.
• Prevent unauthorised overtime by flagging excessive hours.
• Automate scheduling and shift rotation for better operational efficiency.

✔ Tip: Use digital workforce planning tools to streamline scheduling and improve accuracy.

Continuously evaluate and optimise

• Conduct quarterly reviews to assess the effectiveness of the 9/80 schedule.
• Gather feedback from employees and managers on what’s working and what needs improvement.
• Make necessary adjustments based on real-world experience and company needs.

💡Pro Tip: Keep an open line of communication with employees to ensure long-term success.

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Conclusion

The 9/80 work schedule may seem like a magical solution to the often tricky puzzle of work-life balance. Indeed, it offers a raft of benefits including increased employee productivity, improved work-life balance, and the potential for reduced commute times.

However, like any significant change, it must be approached with careful consideration of legal compliance, employee preferences, and business operations.

With these elements in mind, the 9/80 work schedule might just be the enchanting solution your workplace needs.

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The ultimate solution: Shiftbase

Transitioning to a 9/80 work schedule requires a flexible and effective scheduling system. Luckily, we have just the right tool for you — Shiftbase, a state-of-the-art SaaS for employee scheduling and hours registration.

Our platform is designed to handle complex work schedules like the 9/80 and ensure a smooth transition for your team.

Shiftbase provides clear visibility of schedules, streamlines hours registration, and ensures legal compliance, making it a trusted ally for organisations adapting to new work schedules. Plus, it offers a host of other features to facilitate seamless workforce management.

You don't just have to take our word for it. Why not experience the wonders of Shiftbase firsthand? We're offering a free 14-day trial of our premium plan. There's no risk, no obligation, and we're confident you'll love the freedom and control it provides. Click here to start your journey with Shiftbase today! We're confident it will be a game-changer in your transition to the 9/80 work schedule.