Chicago Police DepartmentEmployee Resource E02-03-04
Time and Attendance Swiping Program
Issue Date:11 October 2019Effective Date:11 October 2019
Rescinds:30 September 2019 Version
Index Category:Employee Rights and Responsibilities
I.Purpose
This directive:
  • A.informs members that the Department-wide Time and Attendance Swiping Program requiring all Department members to swipe in at the beginning of their assigned tour of duty has been updated to include swiping out at the end of their tour of duty.
  • B.introduces the Swiping Reminder sign (CPD-11.971).
  • C.continues the Swiping Procedures form (CPD-11.970).
II.General Information
  • A.The Time and Attendance Swiping Program is being used by the Department to maintain accurate employee time and attendance records. The automation of this function enables the Department to collect, calculate, maintain, and retrieve time and attendance information more efficiently to the benefit of both the Department and its members.
  • B.The Time and Attendance Swiping Program is a City of Chicago workforce accountability initiative and its use is required of all City of Chicago departments and agencies.
  • C.This system will be used by all identified sworn and civilian Department members to swipe in at the beginning of their assigned tour of duty and swipe out at the end of their tour of duty.
  • D.Until further notice, all current manual or automated timekeeping procedures will continue in conjunction with the program, including the completion of the Attendance and Assignment Sheets, Time and Attendance Records, CLEAR Overtime application, and Electronic Overtime/Compensatory Time Reports.
  • E.The Time and Attendance Swiping Program is on-going and operational Department-wide. This update includes ALL Department members, both sworn and civilian, identified by their district/unit commanding officers that report on or off duty at a Department facility, City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader.
    NOTE:
    A list of facilities with CPD designated identification card readers can be found on the Wire homepage under the "HELP AND USER GUIDE" icon.
  • F.Members assigned to attend court or other judicial-related matters for overtime compensation in which a member reports to a Department facility, City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader will swipe in at the beginning of his/her court overtime event and swipe out at the completion of his/her court overtime event.
  • G.Members assigned to an overtime initiative in which the member reports to a Department facility will swipe in at the beginning of his/her assigned tour of duty and swipe out at the completion of his/her tour of duty. This includes, but is not limited to:
    • 1.member working regular day off in his/her unit of assignment,
    • 2. Voluntary Special Work Opportunities (VRI, CTA, CHA, etc.).
  • H.Swiping Reminder signs (CPD-11.971) and Swiping Procedures signs (CPD-11.970) will be posted in areas visible to all Department members near the swiping machines or as deemed appropriate by the district/unit commanders.
III.Prohibitions
Under no circumstances will any member swipe for another member. Swiping for another member or entering another member's information into the identification card reader is prohibited and a violation of the Department Rules and Regulations (i.e., disobedience of an order or directive whether written or oral). This violation will result in administrative charges against the member which may include discipline up to and including separation.
IV.Scope
  • A.This update to the Time and Attendance Swiping Program, swiping out at the end of member's tour of duty, will include every district and unit in the Chicago Police Department.
  • B.The swiping out requirement will start on 30 September 2019 at 0001 hours.
  • C.At this time:
    • 1.bureau chiefs will submit a To-From-Subject Report to the Office of the Superintendent through the chain of command for review and approval by the First Deputy Superintendent detailing the justification of those members under their command that they are requesting to be exempt from the Time and Attendance Swiping Program requirement. The Office of the First Deputy Superintendent will forward appropriate reviewed reports to the Office of the Superintendent for final approval.
      NOTE:
      On a quarterly basis, after the initial To-From-Subject submission, bureau chiefs will re-submit a To-From-Subject Report to the Office of the Superintendent, through the chain of command for review and approval by the First Deputy Superintendent detailing the justification of those members under their command that they are requesting to be exempt from the Time and Attendance Swiping Program requirement. The Office of the First Deputy Superintendent will forward appropriate reviewed reports to the Office of the Superintendent for final approval.
    • 2.the Time and Attendance Swiping Program will not be used to produce payroll or the accumulation/deduction of contractual time off. Paychecks or the management of a member's contractual time will not be determined by information derived from the swiping program.
    • 3.timekeepers and designated unit supervisors are not required to make any entries or edits in the CATA system.
  • D.While not included in this update, the Time and Attendance Swiping Program is expected to be tied to producing payroll, recording overtime, and managing the accumulation of compensatory time and use of any contractual paid time off.
V.Procedures
  • A.All affected members, whether sworn or civilian, will swipe in at the beginning of their assigned tour of duty and swipe out at the end of their tour of duty at the identification card readers at a Department facility where they are assigned, detailed, or deployed.
  • B.Members assigned to a tour of duty at a City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader will swipe in at the beginning and out at the end of their tour of duty.
    REMINDER:
    The in-out swipe requirement is in effect for every member attending court or other judicial-related matters for overtime compensation or working an overtime initiative or program (e.g., VRI, CTA) that begins and ends at a Department facility, a City of Chicago facility, or a Cook County facility that has a Chicago Police Department designated identification card reader.
  • C.For Department members assigned to a tour of duty at a facility or location that does not have Chicago Police Department designated identification card reader, the swipe requirement will be waived.
    NOTE:
    Department members who are exempt from the swipe requirement will ensure prior approval consistent with Item IV-C-1 of this directive.
  • D.When using an identification card reader located at a Department facility, City of Chicago facility, or a Cook County facility where they are assigned, detailed, or deployed, all identified Department members will:
    • 1.swipe in no earlier than seven minutes before and no later than seven minutes after their scheduled starting time.
    • 2.swipe out no earlier than seven minutes before the end of their tour of duty and no later than seven minutes after their tour of duty.
    NOTE:
    Any swipe will be rounded to the nearest quarter hour and will not change the affected member's authorized start time or be considered overtime without prior approval of the appropriate unit supervisor.
  • E.Members will ensure each swipe is successfully completed by:
    • 1.swiping their identification card with the picture side of the card facing out and the bar code toward the card reader. With the photo positioned at the bottom, slide the card from the top of the card reader to the bottom.
      NOTE:
      Before inserting the identification card into the card reader, members will ensure that the bar code on the identification card is clean and dry.
    • 2.placing their right hand into the mouth of the time clock above the pegs.
      NOTE:
      At this time, members do not have to place their right hand ON the card reader platform or make contact with the finger pins. The readers are not capturing any biometric data or fingerprints.
    • 3.ensuring that the green light on the card reader activates, a low-toned “beep” accompanies the swipe, and an “OKAY” message appears on the screen.
    NOTE:
    If a swipe fails to register successfully, the member will attempt an additional swipe. If the time clock malfunctions or does not accept the swipe, the member will notify his/her immediate supervisor and the Help Desk (4-DATA). Department members will refer to the Swiping Procedures form CPD-11.970 for swiping instructions.
  • F.An affected member who is required to swipe in and out but fails to do so (e.g., reporting to a non-Department facility, lost identification card, forgot to swipe) will notify his/her immediate supervisor upon the discovery of the missed swipe. The notified supervisor will ensure the appropriate actions are taken and the manual or automated timekeeping systems reflect the member's attendance status.
    • 1.At this time, unit supervisors are not required to make any entries or edits in the CATA system for missed swipes.
    • 2.Members are reminded that disciplinary procedures consistent with Department directive titled "Complaint and Disciplinary Procedures" will apply for any failure to comply with the provisions of this directive (e.g. failure to swipe, or absent without permission).
  • G.Members will not adjust their start time, duty hours, day-off-group, or work schedule without prior approval of the appropriate unit supervisor.
  • H.Members will not work overtime without prior approval of the appropriate unit supervisor.
    NOTE:
    Time captured by the Time and Attendance Swiping Program in excess of a member’s scheduled tour of duty will not be used for overtime payments or compensatory time accruals. All overtime payments and compensatory time accruals will continue to be recorded in accordance with the Department directive titled “Payroll and Timekeeping – Overtime / Compensatory Time / Working Out of Grade.” Discrepancies in ending times between the CLEARNET Electronic Overtime/Compensatory Time Report system and the Swipe Reconciliation Dashboard outside the seven-minute allowance must be resolved by a supervisor, the rank of captain or above.
  • I.Department members who are required to swipe in and out using the Time and Attendance Swiping Program:
    • 1.and are using compensatory time at the beginning of an abbreviated tour of duty will swipe in at the time the member actually reports on duty.
    • 2.and are using compensatory time at the end of an abbreviated tour of duty will swipe out at the time the member actually reports off duty.
    • 3.and are working overtime (e.g., extension of tour) within their unit of assignment will swipe out at the time the member actually reports off duty.
    • 4.and are working a regular day off within their unit of assignment for overtime compensation will swipe in at the beginning of their assigned tour of duty and swipe out at the end of their assigned tour of duty.
    • 5.are not required to swipe in and out for lunch periods.
    NOTE:
    Members will continue to use Electronic Overtime/Compensatory Time Report system to record overtime earned or to request time off in accordance with the Department directive titled "Electronic Overtime/Compensatory Time Report Pilot Program."
  • J.A member whose identification card is lost, stolen, or inoperable will obtain a replacement consistent with the procedures outlined in the Department directive titled "Department Identification Cards and Photos."
    REMINDER:
    Under no circumstances will any member swipe for another member. Swiping for another member or entering another member's information into the identification card reader is prohibited and a violation of the Department Rules and Regulations (i.e., disobedience of an order or directive whether written or oral). This violation will result in administrative charges against the member which may include discipline up to and including separation.
VI.Program Compliance
  • A.On a monthly basis, authorized members will generate management reports that identify affected Department members' and individual units’ levels of compliance.
  • B.Authorized members will access the Swipe Reconciliation Dashboard or the Jaspersoft application found under the "Applications" icon on The Wire homepage to generate the appropriate swipe compliance report.
    NOTE:
    District commanders/unit commanding officers will ensure the appropriate unit personnel have the required access to the Swipe Reconciliation Dashboard or the Jaspersoft Reporting application. Additional access may be requested via a BTS Action Request (CPD-60.107) to the Information Services Division.
  • C.The unit supervisor responsible for the approval of the daily Attendance and Assignment Records will review the compliance reports and ensure that unit members are complying with the Time and Attendance Swiping Program requirements.
  • D.District commanders/unit commanding officers will review the compliance reports and take the appropriate action to ensure that members under their command are complying with the procedures outlined in this directive.
(Items indicated by italics/double underline were revised or added.)
Eddie T. Johnson
Superintendent of Police
19-111 KT