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Issue Date: | 20 May 2016 | Effective Date: | 20 May 2016 | ||||||
Rescinds: | 06 June 1991 Version | ||||||||
Index Category: | Payroll and Timekeeping |
I. | Purpose |
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 |