Chicago Police DepartmentEmployee Resource E02-02
Payroll and Timekeeping - Attendance
Issue Date:09 February 2018Effective Date:09 February 2018
Rescinds:06 January 2011 Version; E02-02-01; E02-01
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.informs Department sworn and civilian members of the workday duty schedules, including lunch, personals, and medical absences.
  • B.continues basic payroll guidelines for those assigned to various workday duty schedules.
II.Work Day Duty Schedules — Sworn Members
The Department utilizes three primary workday duty schedules:
  • A.8.5 hour tour of duty
    • 1.8.0 hours plus 30 minutes for uncompensated lunch periods.
    • 2.All sworn Department members will be assigned to the 8.5 hour schedule unless their unit is authorized to work an alternative work-duty schedule by this directive or has the written approval of their unit's respective bureau chief. This duty schedule includes the 30 minute uncompensated lunch period.
  • B.9.0 hour tour of duty:
    • 1.All Bureau of Patrol districts:
      • 1.The normal tour of duty for this work shift will be 9.0 hours that includes a one half-hour uncompensated lunch period.
      • 2.Day-off groups will be posted prior to the beginning of each police period. Day off groups are identified on the Department Operations Calendar (CPD-11.000).
      • 3.The 9.0 hour work schedule WILL NOT apply to the following personnel, who will continue to work the 8.5 hour schedule:
        • a.Personnel in fixed day off groups, i.e., Sat / Sun, Fri / Sat, Sun / Mon; and
        • b.Civilians.
    • 2.Bureau of Detective Areas: North, Unit 630, and Central, Unit 610
      • 1.The normal tour of duty for the 9.0 hour work shift will be 8.5 hours plus one half-hour uncompensated lunch period.
      • 2.Day off groups will be posted prior to the beginning of each police period. The day-off groups are identified on the Department Operations Calendar.
      • 3.The 9.0 hour work schedule WILL NOT apply to the following personnel, who will continue to work the 8.5 hour schedule:
        • a.Personnel in fixed day-off groups, i.e., Sat / Sun, Fri / Sat, Sun / Mon; and
        • b.Civilians.
  • C.10.5 hour tour of duty:
    • 1.The normal tour of duty for the 10.5 hour work shift is 10.0 hours plus one half-hour uncompensated lunch period.
    • 2.Personnel may be assigned to either rotating days off or consecutive fixed days off including a Saturday or Sunday.
      NOTE:
      Members in rotating day-off groups will be assigned to the "70" series: 71–77.
    • 3.The 10.5 hour work schedule WILL NOT apply to civilians.
III.Authorization for Alternative Work Day Schedules
  • A.Command staff members requesting their unit or specific sub-groups of personnel within their command work alternative work-day schedules will make the request through their chain of command to their respective bureau chief.
  • B.The Management and Labor Affairs Section maintains the list of the authorized units, as well as descriptions of those functions of select personnel within certain units, that are approved by a bureau chief to work alternative work hours.
IV.Lunch Periods and Personals — Sworn Members
  • A.Lunch Periods
    • 1.Sworn members below the rank of captain assigned to field duties in units that normally receive assignments by radio will:
      • a.be granted one 30-minute meal period each watch and will not be subject to radio assignments or required to monitor the radio during the meal period. Such members will, whenever possible, take their meal periods at the time prescribed by the watch operations lieutenant. Lunch will normally be taken within the district of assignment. Unit commanding officers may make exceptions if conditions warrant. In those instances, lunch may be taken within a reasonable distance in an adjoining district. Meal periods will normally be assigned between two hours after the start of the tour of duty and one and one-half hours before the end of the tour of duty. Members who are unable to take their meal period during their prescribed time will notify their supervisor of this fact no later than two hours before the end of the tour of duty.
      • b.clear their meal period with the OEMC dispatcher prior to entering the eating establishment and will notify the OEMC dispatcher of their return to duty status after leaving the eating establishment. Members of two-person units (i.e., beat, rapid response, etc.) will go out of service with both officers eating at the same time.
    • 2.Sworn members below the rank of captain who do not normally receive assignments by radio will be permitted meal periods determined by their commanding officer. Determination of meal periods of over thirty minutes, up to one hour, will be based upon the nature of the member’s duties and/or the availability of eating establishments.
    • 3.Supervisors will record on the Supervisor’s Management Log (CPD-11.455) all lunch periods taken by members assigned to a unit which normally receives assignments by radio.
      • a.Two hours before the end of the tour of duty, supervisors will audit their logs and ensure that all members under their supervision have taken their meal period prior to the last hour of their tour of duty.
      • b.Supervisors will be alert to prevent unnecessary congregating at eating establishments.
    • 4.Sworn members below the rank of captain who are denied a lunch period will notify their supervisor, receive overtime authorization, and be granted one-half hour compensation at the overtime rate.
  • B.Personals
    • 1.Sworn members assigned to units that normally receive assignments by radio may be granted a personal not to exceed fifteen minutes during their tour of duty. The granting of a personal should not adversely impact the overall operations of the unit. A personal will not immediately precede nor immediately follow the designated lunch period. A personal will not normally be granted during the last hour of the tour of duty.
    • 2.Officers will notify the Office of Emergency Communications, via Department-issued radio, to request a personal. OEMC will acknowledge the requesting unit and follow the OEMC procedures for miscellaneous assignments. While in a personal status, the requesting unit will monitor the radio and will be available for assignment. If an assignment is received while on a personal, the receiving unit will immediately terminate such status and respond to the assignment without delay.
    • 3.Supervisory members will monitor the members under their direct supervision to ensure a request for a personal does not adversely impact the operations of the unit. If in the opinion of the supervisor the workload at any particular time is not conducive to the granting of a personal, the supervisor will notify OEMC to refuse the personal at that time.
V.Calendar Week — Day Off Groups
  • A.The calendar week (0001 hours Sunday through 2400 hours on the following Saturday) is the basic unit used in determining days off. A member is normally expected to work five days in a calendar week.
  • B.The number of consecutive days that an officer works is not a factor in determining days off. The officer may work as many as ten days in a row, provided that no more than five of the days fall within the same calendar work week, Sunday through Saturday.
  • C.The Department utilizes both rotating day-off groups and fixed day-off groups. The following series of numbers are used to assign members to rotating day off cycles: 1-7 series for the 8.5 tour of duty; the sixty series (61-66) for the 9.0 tour of duty; and the seventy series (71-77) for the 10.5 tour of duty. The following series of numbers are used to assign members to fixed day-off groups: saturday and sunday (8); friday and saturday (9); sunday and monday (10); monday and tuesday (11); tuesday and wednesday (12); wednesday and thursday (13); thursday and friday (14); and other combination (15).
  • D.A bargaining unit member’s day off group assigned on the first day of each police period, except Mounted Unit personnel consistent with the applicable bargaining unit agreement, will remain unchanged for the duration of the police period except as delineated in the respective collective bargaining agreement.
  • E.When it becomes necessary to change day off groups of bargaining unit members for a new police period to meet unit operational needs, the unit commanding officer will seek volunteers from the affected watch to satisfy the need.
    • a.If there are more volunteers on the affected watch than required to fill the operational need, the volunteer(s) on the watch with the most seniority will be selected.
    • b.If there are fewer volunteers than required to fill the operational need, the member(s) on the watch with the least seniority will be selected.
  • F.When circumstances indicate day-off group changes of bargaining unit members should be made during a police period to meet unit operational needs, the unit commanding officer will seek volunteers to satisfy the need.
    • a.If there are more volunteers than required to fill the need, the volunteers on the watch with the most seniority in the day-off group affected will be changed.
    • b.If there are fewer volunteers than are required to fill the need, the unit commanding officer will cancel days off before resorting to a day-off group change.
      NOTE:
      Changing a member’s day-off group without the member’s consent will result in the member being compensated at the rate of time and one-half for each day worked in the old day off group; in addition the member will receive the new day off group's days off.
    • c.A member is required to notify his or her unit commander / watch operations lieutenant when a day off group change will result in his or her required presence in court on his or her day off.
VI.Medical Absence — Sworn Members
  • A.Bargaining unit members are authorized medical absence time as indicated in their respective collective bargaining agreement. Probationary police officers are authorized medical absence as indicated in applicable Department directives.
  • B.The furlough period or furlough segment of a member on the medical roll for a non-duty-related illness or injury will not be rescheduled to a later date. When the member is to be placed on furlough, the unit commanding officer will:
    • a.ensure the member is informed that he or she has been placed on furlough;
    • b.notify the Medical Services Section via To/From Subject Report; and
    • c.ensure the timekeeper is notified of the change in the member’s status.
  • C.A member on the medical roll for a duty-related illness or injury whose furlough period or furlough segment is scheduled to commence while he or she is on the medical roll will be allowed to reschedule the furlough to a later date provided that:
    • a.the scheduled furlough period or segment is prior to the end of the 13th police period.
    • b.the member will not have exhausted his or her medical benefits prior to the date of the rescheduled furlough period or segment.
  • D.Members on the medical roll will not be allowed to carry over a furlough period, furlough segment, or individual furlough days beyond the end of the 13th police period.
  • E.When a member on the medical roll for a duty-related or non-duty-related illness or injury has exhausted his or her medical benefits and additional time off to recuperate is required, the member will be removed from the active roll and granted a leave of absence for disability pension. However, an agreement member on the medical roll for a duty-related illness or injury who has exhausted his or her medical benefits will be given the option to go on non-paid medical leave instead of disability pension in accordance with, and following the provisions of, their respective collective bargaining agreement.
  • F.Any member who has exhausted his or her medical benefits and who is to be placed on a leave of absence for disability pension will be paid for all unused elective time (compensatory, BFD, personal days and furlough). The member will not remain on the active payroll by utilizing furlough, compensatory time, personal, or baby furlough days after exhausting paid medical benefits.
    NOTE:
    When the member is to be removed from the active roll for disability pension, the Medical Services Section will require the member to submit a Personnel Action Request (CPD 11.612) at least two full pay periods prior to the effective date of the leave of absence of disability.
VII.Work Day Duty Schedules — Civilian Members
  • A.Civilian members work an 8 hour tour of duty; 7 hours plus 60 minutes for uncompensated lunch periods.
  • B.The normal work week for AFSCME members is dictated by the applicable collective bargaining unit agreement.
  • C.The normal work week for Unit II members is dictated by the applicable collective bargaining unit agreement.
  • D.The normal work week for those members not covered by a bargaining unit agreement consists of forty hours in a calendar week, five days of eight hours per day including the one hour unpaid lunch period.
VIII.Lunch Periods and Personals — Civilian Members
  • A.Meal periods will normally be taken in the middle of the watch, will not exceed one hour in length, and will be assigned by the member’s supervisor.
  • B.Personals, not to exceed fifteen minutes, will be authorized in the earlier and later parts of the watch.
IX.Medical Absences — Civilian Members
  • A.The use of medical-absence time is governed by applicable labor agreements and/or Department directives.
  • B.The utilization of one vacation day, compensatory time day, or earned medical day in each pay period in which the member was carried sick / no-pay, for the purpose of maintaining the member in an active pay status is not permitted.
  • C.Medical leave of absence for disability can be requested by eligible employees under terms of applicable union contracts or Department of Human Resources rules. Members will complete required forms and submit a doctor’s statement regarding their condition.
  • D.If a member will be in a sick / no-pay status for more than a pay period and it does not appear that the member’s return to work before the end of the next pay period is imminent, the appropriate supervisor will instruct the member to complete the appropriate forms for a leave of absence for medical disability reasons. Such leave is to be made effective as of the first day in a no-pay status. Employees are to consult appropriate union contracts or Department of Human Resources Rules to determine eligibility for leaves. Bargaining unit members holding probationary career service status who are not eligible for a leave of absence will prepare a resignation due to medical reasons if they are unable to work. Unit commanding officers are to ensure that the employee is notified of his or her obligation to submit the appropriate leave or resignation papers when paid time is exhausted.
  • E.Vacation and paid sick days may be combined in the event of a long-term illness. In the case of a civilian member whose earned sick days, vacation, and compensatory time have been exhausted, the Department may consider seeking extended sick pay based upon the written request of the member and the recommendation of the unit commanding officer. Questions regarding these procedures should be directed to the Human Resources Division, Employment Section. Requests must be submitted through the chain of command to the command staff member of the Human Resources Division.
  • F.A member who has been separated or placed on a leave of absence for medical reasons (including injured on duty) who wishes to return to work will contact the Human Resources Division to ascertain the procedures to be followed for reinstatement. The member must not be allowed to return to work until authorization has been received from the Human Resources Division.
  • G.Unit timekeepers must notify the Finance Division, Payroll Section, when a civilian member returns to work after being in a no-pay status for one complete pay period, excluding suspensions.
  • H.Unit timekeepers may contact the Finance Division, Payroll Section, or the Human Resources Division, Employment Section, if there are any questions regarding a leave of absence.
X.General Provisions
  • A.The daily duty status for a Department member will be recorded on the unit's Automated Daily Attendance and Assignment Record and on the member’s Time and Attendance Record (CPD-11.602).
  • B.Unit commanding officers / watch operations lieutenants are responsible for:
    • 1.reviewing and approving the daily Automated Attendance and Assignment Record. The approval of the unit commanding officer / watch operations lieutenant will indicate that the document is accurate and complete.
    • 2.ensuring that any change in a member's duty status is reflected on the Automated A&As in the "temporary change of watch / assignment or additional assignment explanation" column (in-service training, vehicle number change, duty hours, etc.).
    • 3.informing the unit timekeeper or member assigned to complete the Automated A&As of the duty status or change in assignment of all members on the watch when the document is not personally completed by them.
    • 4.ensuring that proper action is taken when a member is in a sick/no-pay or other unexplained status.
  • C.Unit commanding officers will ensure that:
    • 1.the Finance Division is notified whenever a unit member resigns, is granted a leave of absence, dies, or the member is in a no-pay status for more than five days (excluding suspensions and extended medical absence) within a pay period.
    • 2.two photocopies of the Time and Attendance Record are made when a member resigns, is granted a leave of absence, placed on indefinite suspension, or dies. One copy of the Time and Attendance Record will be forwarded directly to the Finance Division and the other copy will be retained in the unit of assignment for a period of sixty days and then will be destroyed. The unit personnel file, including the original Time and Attendance Record, will be forwarded to the Human Resources Division.
  • D.A member will not request elective time if the request would result in a negative balance. It is the member's responsibility to ensure that he or she has an adequate time balance prior to requesting time off. The approving supervisor should check with the requesting officer and, when possible, the unit timekeeper prior to approving the request if there is a doubt to the balance of available elective time.
    NOTE:
    When a member incurs a negative elective-time balance for an elective-time request that was authorized in error, refer to the procedures outlined in the Department directive "Payroll and Timekeeping — Overtime/Compensatory Time/Working Out of Grade."
  • E.Unit timekeepers are responsible for:
    • 1.reviewing the daily Attendance and Assignment Record to ensure the daily duty status of each member assigned to the unit has been entered.
    • 2.ensuring that the information required on the member's Time and Attendance Record is completely accurate.
    • 3.ensuring that Overtime / Compensatory Time Report (CPD-11.608) and Out of Grade Work Authorization forms (CPD-11.639) are completely accurate and maintained in accordance with the Records Retention Schedule. Inaccurate and incomplete Overtime / Compensatory Time Reports will be returned to the submitting member.
    • 4.bringing to the attention of the unit commanding officer any discrepancies relating to overtime earned / used or the granting of days off in the work week, and any no pay status situations, other than suspension.
XI.Employment Termination / Job Abandonment
  • A.Unauthorized absence of four consecutive working days without notice to the Department by sworn members covered by an agreement between the City of Chicago and their applicable bargaining unit will result in the termination of the employment relationship.
  • B.The following procedure will be followed for agreement members:
    • 1.When a member has been absent without permission, without notice to the employer, for four consecutive working days, the unit commanding officer will forward a completed Personnel Action Request form (CPD-11.612) citing "Termination-Job Abandonment" as the type of action to the Director, Human Resources Division. The Remarks Section of the PAR forms must specify the actual working dates that the employee was absent without official permission (AWOP) and the applicable section of the bargaining unit agreement which governs job abandonment. Documentation, e.g., AWOP PAR forms, CR initiation reports, that concern the AWOP status of the member will accompany the PAR form. The PAR form will be forwarded as soon as possible through the chain of command to the Director, Human Resources Division, who will notify the employee by certified mail that his or her employment has been terminated.
    • 2.The Human Resources Division will forward a copy of the letter of termination to the Fraternal Order of Police.
    • 3.The Finance Division, Payroll Section, will make notification to the appropriate City departments.
  • C.Civilian members represented by AFSCME, Unit II, or the Illinois Nurse Association who are absent for five consecutive work days without notifying their supervisor (unless circumstances preclude the employee, or someone in the employee's behalf, from giving such notice) will be considered to have terminated the employment relationship and will have no right to be rehired.
  • D.The following procedure will be followed for AFSCME, Unit II, or Illinois Nurse Association employees:
    • 1.The unit supervisor will complete a Personnel Action Request by checking the box for "Absence Without Pay — AWOP" for each day that an AFSCME, Unit II, or Illinois Nurse Association employee does not report for scheduled work. The PAR form will be forwarded as soon as possible through the chain of command to the Finance Division, Payroll Section.
    • 2.At the end of the tour of duty on the 5th consecutive workday of absence without notice to the unit supervisor, the PAR form will be prepared for Termination — Job Abandonment. The Remarks Section must indicate that employment is terminated under applicable provisions of the AFSCME, Unit II, or Illinois Nurse Association labor agreement.
    • 3.The PAR form will be forwarded through channels to the Director, Human Resources Division, with a cover memorandum outlining the details of the situation and requesting the member's separation.
    • 4.Upon approval by the Director, Human Resources Division, appropriate letters of notification will be prepared. The Finance Division, Payroll Section, will make notification to appropriate City Departments.
    • 5.The unit commanding officer will ensure that the status for a member is not unreasonably changed from sick / no-pay to AWOP without totally documented efforts to notify the member of the impending status change.
    • 6.The unit commanding officer should contact the Employment Section, Human Resources Division, for further information or with any questions.
  • E.Non-bargaining unit members and non-agreement members who are absent without permission will be the subject of disciplinary action as outlined in current Department directives regarding disciplinary procedures.
  • F.The Finance Division, Payroll Section, must be notified telephonically relative to job abandonment for all employees.
XII.Members of the Illinois General Assembly
Department members appointed or elected to the Illinois General Assembly must take and be recorded as absent without pay (AN) if under 30 days, or unpaid leave of absence if 30 days or more, for work days during which that person is attending a session of the Illinois General Assembly. Sick days, designated holidays, vacation days, compensatory time, or other form of compensation should neither be taken nor recorded as being taken by the member for days during which that person is attending a session of the General Assembly (reference: Constitution of the State of Illinois — Article IV, sections 1; 2e). A PAR form must be prepared and forwarded through the chain of command to the Finance Division, Payroll Section, if the absence is under 30 days. If the absence is 30 days or more, follow the procedure outlined in the directive entitled "Payroll And Timekeeping – Leaves / Resignation." The completed PAR form will be forwarded to the Human Resources Division.
(Items indicated by italics/double underline were revised.)
Eddie T. Johnson
Superintendent of Police
15-021 KT/EW
ADDENDA:
1.E02-02-02 - Payroll and Timekeeping- Overtime/Compensatory Time/Working Out of Grade
2.E02-02-03 - Payroll and Timekeeping – Holidays / Personal Days / Baby Furlough Days
3.E02-02-04 - Tour of Duty Exchange
4.E02-02-11 - Time Roll Procedures
5.E02-02-12 - Distribution of Paychecks