Chicago Police DepartmentEmployee Resource E02-02-11
Time Roll Procedures
Issue Date:20 May 2016Effective Date:20 May 2016
Rescinds:06 June 1991 Version
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.discontinues the use of the City of Chicago Time Roll (C.O.71 CP10 Rev. 9/28/84).
  • B.introduces the use of the Chicago Police Department Time Roll (CPD-61.209).
  • C.informs unit timekeepers that only one copy of the Chicago Police Department Time Roll will be forwarded to the units for completion.
  • D.provides instructions for the preparation of the Chicago Police Department Time Roll which is used:
    • 1.for recording instances where sworn members, civilian members, and crossing guards were in a non-pay status during the pay period.
    • 2.to indicate the number of hours worked daily and the total number of hours worked by crossing guards during the pay period.
    • 3.for recording instances of sick with pay medical absences (SP) for civilian members only.
II.Instructions
  • A.Unit timekeepers will complete the heading "For the Period From" to identify the payroll for which the Chicago Police Department Time Roll is being prepared.
  • B.All entries on the Chicago Police Department Time Roll are to be made only for the pay period indicated. Cumulative totals from a previous pay period will not be carried over to the new pay period.
  • C.The space provided on the Chicago Police Department Time Roll which contains columns for the dates of the month will be completed to record:
    • 1.instances in which sworn members were in a non-pay status (e.g., suspension, summary punishment, leave of absence, unauthorized absence, or excused without pay).
    • 2.instances in which civilian members were in a non-pay status (e.g., suspension, summary punishment, leave of absence, unauthorized absence, excused without pay, sick no pay, or injured on duty).
    • 3.the number of hours worked per day and instances in which crossing guards were in a non-pay status (e.g., suspension, leave of absence, sick no pay, unauthorized absence, or excused without pay).
    • 4.instances in which civilian members were in a sick with pay (SP) medical absence status.
  • D.The columns under the heading "Police Payrolls - Days Lost" (ID, SU, etc.) will be completed for sworn and civilian members when lost time is entered in the Date columns.
  • E.Unit timekeepers will be responsible for making a telephonic notification to the Payroll Section, Finance Division, whenever an employee is in a "Non-Pay" status for a period of five or more days, excluding suspensions.
  • F.The "Regular Rate" column under the heading "General Payrolls - Total Hours to be Paid at" will be completed for crossing guards to indicate the total number of regular hours worked in the pay period.
  • G.The "Time and " column under the heading "General Payrolls - Total Hours to be Paid At" will be completed for crossing guards to indicate the total number of overtime hours for which payment is required for working on a holiday as set forth in the bargaining unit agreement.
  • H.The columns under the headings "Days Used" and "Hours" will be left blank.
  • I.The completed Chicago Police Department Time Roll is to be forwarded to the Finance Division within five working days.
III.Missing, Lost, or Destroyed Chicago Police Department Time Roll
If the Chicago Police Department Time Roll is not received in the unit by the 14th and the 29th days of each month, or the Time Roll becomes lost or destroyed after it is received by the unit, the unit timekeeper must contact the Finance Division.
Eddie T. Johnson
Superintendent of Police
15-196 CAW