Chicago Police DepartmentDepartment Notice D18-07
Electronic Overtime/Compensatory Time Report Pilot Program
Issue Date:08 April 2019Effective Date:09 April 2019
Rescinds:18 January 2019 Version
Index Category:Department Notice
I.Purpose
This directive updates the Electronic Overtime/Compensatory Time Report Pilot Program to include ALL Department members. All requests for overtime and any use of contractual paid time off will be made via the Electronic Overtime/Compensatory Time Report system.
II.General Information
  • A.The Electronic Overtime/Compensatory Time Report system will be used to maintain accurate accrued overtime and manage the accumulation/use of any contractual paid time off requests. The system enables the Department to collect, calculate, and maintain overtime compensation and use of any contractual paid time off more efficiently to the benefit of both the Department and its members.
  • B.Until further notice, all current manual or automated timekeeping procedures, as delineated in the Department directive entitled "Payroll and Timekeeping - Overtime/Compensatory Time/Working Out of Grade" will continue, including the completion of CLEAR Overtime application.
  • C.At this time:
    • 1.the Electronic Overtime/Compensatory Time Report system will be used to submit, track, and approve overtime and use of contractual time off. A member's overtime/contractual paid time off will be managed from information derived from the system.
    • 2.timekeepers and designated unit supervisors will be required to make any entries or edits in the system.
    • 3.timekeepers will update members' Time and Attendance Card with information from the system.
  • D.While not included in the implementation of the pilot program, the system is expected to be tied to producing payroll, and managing the accumulation of compensatory time and the use of any contractual paid time off.
III.Scope
  • A.At this time, the Electronic Overtime/Compensatory Time Report Pilot Program is expanding to include all Department members.
  • B.The system will be used by all sworn and civilian Department members for requesting and approving overtime and contractual time off.
IV.Procedures
  • A.All Department members will submit an on-line request for use of any contractual paid time off and/or all authorized overtime, including but not limited to, any overtime initiatives, such as the Violence Reduction Initiatives (VRI).
  • B.After the initial implementation of the pilot program, the district/unit commanding officer will determine if all requests will be submitted on-line, or if there continues to be a need for paper Overtime/Compensatory Time Reports (CPD-11.608) to be submitted for an extended designated time frame.
  • C.Members who are submitting an on-line request for authorized overtime or use of any contractual paid time off will select the Overtime/Compensatory Time Report from the drop down menu located under the OVERTIME or CLEARNET APPLICATIONS icon on The Wire homepage, and:
    • 1.log into the system with CLEAR Applications login credentials.
      NOTE:
      District commanders/unit commanding officers will ensure the appropriate unit personnel have the required access to the system in the CLEARNET APPLICATIONS. Additional access may be requested via a BTS Action Request (CPD-60.107) to the Information Services Division.
    • 2.select authorized overtime or request to use any contractual paid time off, and complete the relevant portion thereof.
    • 3.submit the electronic request to his or her authorized supervisor or appropriate court personnel for approval.
    • 4.verbally notify relevant supervisor or appropriate court personnel of submitted pending requests.
  • D.Supervisors or appropriate court personnel with approval access will:
    • 1.log into the system at least once per tour of duty to check status of submitted authorized overtime/compensatory time requests.
    • 2.approve or reject submitted authorized overtime/compensatory time requests, as appropriate.
V.PROGRAM COMPLIANCE AND EVALUATION
  • A.District commanders/unit commanding officers will ensure that members under their command are complying with the procedures outlined in this directive.
  • B.The Chief, Bureau of Technical Services, in consultation with district/unit commanding officers and other appropriate Department members, will make a determination to continue, modify, or terminate this pilot program.
  • C.Members may direct any questions or suggestions regarding the new Electronic Overtime/Compensatory Time Report system to AskOT@chicagopolice.org.
VI.CONFLICT RESOLUTION
If this directive conflicts with any other Department directive, this directive will take precedence.
Eddie T. Johnson
Superintendent of Police
18-071 KT