Chicago Police DepartmentEmployee Resource E02-02-02
Payroll and Timekeeping- Overtime/Compensatory Time/Working Out of Grade
Issue Date:02 July 2018Effective Date:02 July 2018
Rescinds:25 April 2018 Version
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.continues:
    • 1.the procedures for overtime authorization.
    • 2.the use of the automated overtime system.
    • 3.the procedures for working out of grade.
  • B.describes:
    • 1.Department member responsibilities for court-related overtime procedures.
    • 2.overtime procedures for sworn and civilian Department members.
    • 3.compensatory time use procedures for sworn and civilian Department members.
    • 4.the Overtime/Compensatory Time Report (CPD-11.608).
  • C.introduces revised out of grade procedures for AFSCME members.
II.Overtime Authorization
  • A.No member is authorized to work overtime without the prior approval of the member's appropriate higher-ranking supervisor. Prior approval may be verbal or electronic. Final approval will require the signature along with the rank, star number, and PC Login ID number of the authorizing supervisor on the Overtime/Compensatory Time Report (CPD-11.608) in the "Overtime Authorized By" section of the report.
    • 1.Verbal or electronic approval of overtime will not require a signature. Members will document "verbal approval" or "electronic approval" with the approving supervisor's name and PC Login ID number in the "Overtime Authorized By" section of the Overtime/Compensatory Time Report (CPD-11.608).
    • 2.When a Department member is assigned as a Field Training Officer and eligible for the one-half hour of overtime compensation, the appropriate supervisor will indicate both authorization and approval of the earned overtime by recording their signature, PC Login ID number, star number, date, and time in the "Approved" section of the report.
  • B.No supervisor may authorize their own overtime. Supervisors must obtain authorization from the appropriate higher-ranking supervisor. In those instances when the higher-ranking officer in the chain of command is not available to authorize the member working overtime, the supervisor will notify the next appropriate command staff member. Such authorization will not be required when a Department directive prohibits the member from relinquishing his or her responsibility for the conduct of investigations requiring his or her personal direction.
  • C.No member is authorized to earn overtime compensation while appearing in court during off-duty hours without a notification through the Automated Court Notification Program or prior approval from the member's watch operations lieutenant/unit commanding officer.
    • 1.If a member is requested to appear in court during off-duty hours:
      • a.through the Automated Court Notification Program with a court notification record number, the member will enter the court notification record number on the Overtime/Compensatory Time Report in the space provided. No additional signatures are required for authorization.
      • b.through another means of notification without a court notification record number from the Automated Court Notification Program, the member will obtain the rank, signature, star number, and PC Login ID number of his or her appropriate supervisor on the the Overtime/Compensatory Time Report in the "Overtime Authorized By" section.
  • D.If the member's unit of assignment is not operational during the time an arrestee is being processed, the member will present an Overtime/Compensatory Time Report to the watch operations lieutenant/unit commanding officer the first day the member returns to duty at his or her unit of assignment. The Overtime/Compensatory Time Report must be approved by the watch operations lieutenant on duty in the district/unit at the time the arrestee was processed.
  • E.Prior to authorizing a member to work overtime, the member's appropriate supervisor will:
    • 1.evaluate the necessity for the member working overtime.
    • 2.when practical obtain relief or replacement for the member seeking authorization to work overtime, provided that such relief will not adversely affect the police function being performed.
    • 3.provide the rank, signature, star number, and PC Login ID number on the Overtime/Compensatory Time Report in the "Overtime Authorized By" space provided. If prior verbal approval was given, sign the report prior to submitting it to the watch operations lieutenant or the appropriate supervisor.
  • F.When overtime is worked:
    • 1.within the member's unit of assignment, the supervisor authorizing the overtime will be responsible for notifying the on-duty watch operations lieutenant prior to the conclusion of the supervisor's tour of duty.
    • 2.outside of the member's unit of assignment, the watch operations lieutenant or equivalent where the overtime is worked is responsible for signing the "Approved" box on the Overtime/Compensatory Time Report. The watch operations lieutenant will ensure that the Overtime/Compensatory Time Report is forwarded to the member's unit of assignment as outlined in Department directives.
  • G.Whenever the watch operations lieutenant/unit commanding officer leaves the unit facility for any reason, another supervisor will be designated to authorize overtime for off-duty arrests or court appearances during his or her absence.
  • H.Unit timekeepers are responsible for:
    • 1.reviewing the member's Overtime/Compensatory Time Report (CPD-11.608) to ensure that the information required is complete and accurate.
    • 2.returning inaccurate or incomplete Overtime/Compensatory Time Reports to the district commander/unit commanding officer.
    • 3.bringing to the attention of the unit commanding officer any discrepancies relating to overtime earned.
      NOTE:
      Any Overtime/Compensatory Time Reports that are inaccurate or incomplete will not be processed.
III.Automated Overtime System
  • A.All authorized overtime and out-of-grade work performed by Department members will be reviewed by unit timekeepers for accuracy and completeness prior to entry into the CLEAR Applications overtime system. Inaccurate and incomplete Overtime/Compensatory Time Reports and Out of Grade Work Authorization forms will be returned to the district/unit commanding officer. District/unit commanding officers will ensure all completed Overtime/Compensatory Time Reports and Out of Grade Work Authorization Reports are entered into the CLEAR Applications Overtime System within seven days after the end of the pay cycle.
    NOTE:
    If the individual responsible for entering such information at the district/unit level is absent, the district/unit commanding officer will find a substitute to enter the above information into the system within seven days after the end of the pay cycle.
    • 1.When authorizing or approving an Overtime/Compensatory Time Report, the Department member will record the requested information in the appropriate section of the report according to Item II of this directive.
    • 2.The authorized and approved Overtime/Compensatory Time Report will be forwarded from the on-duty watch operations lieutenant to the unit commanding officer for entry into the Clear Applications Overtime System.
    • 3.With the exception of overtime earned in court and court-related appearances as described in Item III-B-5-b of this directive, all other overtime data will be entered into the Clear Applications Overtime System by members assigned to a unit's administrative staff designated by the unit commanding officer.
    • 4.To designate an event as a special event with an associated special event number, the Department member seeking the special event number designation will contact the Finance Division.
      • a.The Finance Division will be responsible for:
        • (1)the generation and dissemination of special event numbers.
        • (2)the maintenance of the "Special Events" listing contained within the Clear Applications Overtime System.
        • (3)the dissemination of a specific color Overtime/Compensatory Time Reports to be used with certain special events or training purposes when applicable.
  • B.Recording of Overtime
    • 1.Members designated by unit commanding officers in Item III-D of this directive will access the Clear Applications Overtime System to record all instances of earned overtime.
    • 2.The member entering the overtime will accurately record the overtime with the appropriate category and reason.
      • a.The categories of overtime mirror the nine categories listed on the Overtime/Compensatory Time report. The categories are listed in the drop-down box in the system.
      • b.The reasons for overtime are generated based on the type of work generally done by members in that bureau. The available reasons are listed in the drop-down box system.
    • 3.For each entry except court-related overtime, the member entering the overtime data into the system will provide a brief explanation (five or six words) of the overtime earned in the "Comments" section of the system.
    • 4.Recording Overtime for the Field Training Officer (FTO) Administrative Time (one-half hour).
      • a.An FTO may earn a maximum of one-half hour overtime for the completion of any required report related to his or her probationary police officer (i.e., daily observation reports or final evaluation). The half hour may be worked either at the beginning or end of the tour of duty.
      • b.The FTO will record the name and star number of the assigned PPO on the overtime slip and attach a copy of the relevant report(s) to the overtime slip for submission to the watch operations lieutenant. This procedure will be used to document each instance of overtime earned. Overtime slips will be submitted on the day the overtime was earned.
      • c.The watch operations lieutenant will:
        • (1)ensure that each overtime slip submitted is accompanied by the requisite documentation and that the overtime was worked in conjunction with the evaluation of an assigned PPO.
        • (2)record the extension of tour on the Watch Incident Log (CPD-21.916).
      • d.The overtime will be entered into the Clear Applications Overtime System indicating category Special Event #122-975 and the reason of "FTO's Evaluating PPOs."
    • 5.Recording Court Overtime
      • a.Members will indicate on the Overtime/Compensatory Time Report whether they testified (give evidence under oath) at a court appearance by checking the appropriate response in the "Testified" box.
      • b.Personnel assigned or detailed to the Court Liaison Section will enter overtime data for all court and court-related appearances at the Department of Administrative Hearings, all branch courts within the city, and all courts at the Leighton Criminal Court Building, Domestic Violence Courts, Juvenile Court, and Traffic Court.
      • c.District and unit personnel will enter overtime data for:
        • (1)all other court and court-related appearances not included in Item III-B-5-b of this directive (i.e., courts having no assigned court liaison section personnel such as suburban courts, federal court, depositions, liquor license hearings, etc).
        • (2)all court and court-related appearances for which the related Overtime/Compensatory Time Reports have been returned by Court Liaison Section personnel due to errors or omission, and that were subsequently completed or corrected.
      • d.Members will enter the court branch or location, (including the room number, if applicable) as the reason for the overtime.
      • e.Unless needed for clarification, comments are not needed.
      • f.The Commanding Officer, Court Liaison Section, will:
        • (1)ensure overtime earned for court and court-related appearances at the facilities listed in Item III-B-5-b of this directive are entered on a daily basis.
        • (2)once the information is entered into the Clear Applications Overtime System, ensure the Overtime/Compensatory Time Reports are marked to indicate the overtime has been entered into the system and then forwarded to the appropriate unit.
    • 6.To ensure the accurate tracking of unit overtime, personnel assignment updates will be made by the Human Resource Division to the Clear Applications Personnel Suite when a member is detailed to another unit.
  • C.Recording Out-of-Grade Payment

    Members designated by unit commanding officers in Item III-D of this directive will access the Clear Applications Overtime System, Out-of-Grade Work Authorization, to record all instances of authorized out of grade work performed by a member.
  • D.System Access
    • 1.Based on assignment, members will be able to add, update, query, or delete information in the Clear Applications Overtime System. Security access levels will be administered by the Information Services Division (ISD).
      • a.Bureau of Patrol
        • (1)Unit commanding officers and designated unit administrative staff in non-district units will be granted the capability to add, update, query, and delete records.
        • (2)A unit commanding officer administrative staff to the deputy chiefs, Bureau of Patrol, will be granted the capability to add, update, and query records.
        • (3)Watch operations lieutenants, field and tactical lieutenants, and sergeants in non-district units will be granted the capability to query records.
      • b.All other units

        Unit commanding officers in units outside the Bureau of Patrol will designate personnel and access capability (i.e., ability to add, update, query, or delete information) as required by operational needs of their units. All such members will require prior registration as indicated in Item III-D-2 of this directive in order to access the system.
    • 2.To activate access to the Clear Applications Overtime System:
      • a.Bureau of Patrol unit commanding officers will provide ISD, via a B.T.S. Action Request form (CPD-60.107), their names and PC Login IDs of the following members:
        • (1)watch operations lieutenants;
        • (2)field and tactical lieutenants;
        • (3)designated administrative staff in non-district units;
        • (4)up to a total of six other administrative personnel designated by the unit commanding officer to perform data entry of overtime data.
      • b.unit commanding officers of units outside the Bureau of Patrol will provide ISD, via a B.T.S. Action Request form, the names, PC Login IDs, and level of access desired for all unit personnel to be granted access to the Clear Applications Overtime System.
    • 3.Only the members identified above will be authorized to access the Clear Application Overtime System.
    • 4.Unit commanding officers will ensure when new members are assigned to any of the positions identified above, a B.T.S. Action Request form is submitted to ISD requesting the new member be assigned the respective authority and the name of his or her immediate predecessor to be removed from the access list.
    • 5.Unit commanding officers will ensure specific administrative personnel are designated as contact persons for all overtime-related matters. At least one contact person will be available every day of the business week.
      • a.In the Bureau of Patrol, designated unit administrative staff and designated administrative staff to deputy chiefs, Bureau of Patrol, will assume this role.
      • b.In units outside the Bureau of Patrol, the unit commanding officer will designate administrative personnel to assume this function.
      • c.Designated members must be available to quickly resolve discrepancies that are found during the weekly review of overtime data conducted prior to report submission to Department command members.
  • E.Reports
    • 1.Jaspersoft Dashboard
      • a.A series of overtime reports are used to report and analyze the Chicago Police Department's overtime data. All these resources are based on the Jaspersoft Dashboard's platform in the "Budget Folder."
      • b.Any requests for modifications or additional reports will be directed to the Information Services Division (ISD).
      • c.ISD will update and maintain the user instructions for use of the overtime dashboard.
      NOTE:
      Department members must be designated by their unit commanding officer to receive access to the "Budget Folder." Unit commanding officers will provide ISD, via a B.T.S. Action Request form, the names, PC Login IDs, and level of access desired for all unit personnel to be granted access to the Budget Folder.
    • 2.On a monthly basis, unit commanding officers will utilize the Jaspersoft Dashboard to analyze and justify overtime use for their respective units. Unit commanding officers will forward these reports in a To-From-Subject format through the chain of command to the Director, Finance Division.
    • 3.On a monthly basis, the Director, Finance Division, will utilize the unit-level reports to prepare a Department-wide overtime analysis report and forward it through the chain of command to the Superintendent.
    • 4.Special Reports

      At the conclusion of major events (Taste of Chicago, New Years Eve, etc.), all units will prepare a report of overtime worked relative to the type of event for each day of the event. These reports will:
      • a.depict all overtime earned by members working such an event, including overtime credited and total hours. Totals must be sorted by rank.
      • b.include the special event number, the overtime category, and the overtime reason.
      • c.be submitted as directed in the special event order for that event.
IV.Working Out of Grade
  • A.Sworn Policy
    • 1.Working out of grade
      • 1.A member is considered to have worked out of grade when the member has:
        • a.been authorized by the appropriate authorizing officer to perform the duties of a higher grade than the actual grade of the member.
        • b.performed substantially all the duties and assumed substantially all the responsibilities of the higher grade for a minimum of two hours.
        • c.been assigned the out-of-grade D3 duties of a "Deceased Person Removal" by:
          • (a)the assignment from an appropriate supervisor as identified under Item IV-A-2-d of this directive; and
          • (b)actually performing the duties of physically handling and transporting the body of a deceased person consistent with the directive entitled "Processing and Transportation of Deceased Persons;" and
          • (c)submitting an Out of Grade Work Authorization form (CPD-11.639) consistent with the guidelines and required approvals under this directive. Additionally, the approving supervisor will ensure that the corresponding Records Division (RD) number for the incident is recorded on the Out of Grade Work Authorization form.
      • 2.No member will be authorized to work out of grade unless circumstances require that the position be filled. For a member to be authorized to work out of grade, the appropriate budgeted line item within the authorized strength of the unit must be reflected in the unit budget. The authorizing officer must determine if not filling a vacancy would have an adverse effect on unit operations.
    • 2.Authorization to work out of grade
      • 1.An Out of Grade Work Authorization form must be completed by the appropriate authorizing officer before a member will be allowed to work out-of-grade or compensated with out of grade pay.
        • a.When a watch operations lieutenant/unit commanding officer intends to authorize a member to work out of grade for a future date, the Out of Grade Work Authorization will be submitted to the unit command staff officer for his or her approval before the member is allowed to work out of grade.
        • b.When circumstances require that a watch operations lieutenant/unit commanding officer authorize a member to work out of grade because the position must be filled immediately, the Out of Grade Work Authorization will be submitted to the member's unit exempt member for his or her review and signature.
        • c.The signature of the unit exempt member is required on all Out of Grade Work Authorization forms.
        • d.The unit exempt member will forward the Out of Grade Work Authorization to the unit timekeeper.
      • 2.When a member is authorized to work out of grade for a number of consecutive days within a police period, only one Out of Grade Work Authorization need be completed.
      • 3.The authorization officer for the various out of grade positions is as follows:
        WORKING OUT OF GRADE POSITION AS: AUTHORIZING OFFICER:
        Police Laboratory Technician IISupervising Sergeant
        *SergeantWatch Operations Lieutenant/Unit CO
        Field Training Officer (FTO)District Commander (in his or her absence, Watch Operations Lieutenant)
        LieutenantWatch Operations Lieutenant/Unit CO
        CaptainExempt member in unit chain of command
        Exempt RankNext higher-ranking exempt member in chain of command
        *Bargaining unit members in units 121, 124 and 127 will not be authorized to work out of grade.
        NOTE:
        Members will refer to the directive entitled "Processing and Transportation of Deceased Persons" for authorization of the out-of-grade D3 duties of physically handling and transporting the body of a deceased person.
      • 4.Any sworn supervisor may authorize no more than two non-probationary D1, D2, or D2A sworn members to perform the out-of-grade D3 duties of a "Deceased Person Removal" consistent with Item IV-A-1-a-(3) of this directive. A sworn supervisor of the rank of lieutenant or higher may authorize the out-of-grade assignment of more than two non-probationary D1, D2, and/or D2A sworn members when such additional personnel are necessary to physically handle and transport a deceased person due to the size, weight, location, or other conditions of the deceased person's body, or the unusual nature of the incident.
        NOTE:
        When additional deceased-person removals are necessary within a district during the same regular tour of duty of a watch when two members have already been approved to work the out-of-grade D3 duties of a "Deceased Person Removal," supervisors will normally direct such additional removals to the members previously assigned to work out-of-grade, unless such assignment is inconsistent with the most efficient use of Department resources.
    • 3.Authorized Out of Grade Positions
      • 1.Police officers, excluding probationary police officers, will be compensated for his or her designated tour of duty consistent with the member's tenure at the rate of pay for the position being filled when authorized to perform field training officer duties for a minimum of two or more hours within a single tour of duty.
        NOTE:
        A police officer required to work overtime while working out of grade as a field training officer (FTO) will be compensated with the pay differential between his or her actual grade and the higher grade at the rate of time and one-half for the overtime worked. In addition, the officer will be compensated for the overtime worked at the rate of time and one-half in either compensatory time or payment at his regular rate of pay in completed fifteen-minute segments.
      • 2.Non-exempt supervisory members will be compensated for his or her designated tour of duty, consistent with the member's tenure at the rate of pay for the position being filled, when authorized to perform the following duties for a minimum of two or more hours within a single tour of duty.
        • a.A sergeant may be authorized to perform the duties of a district field lieutenant or a non-exempt staff unit commanding officer.
        • b.A lieutenant may be authorized to perform the duties of a non-exempt commanding officer of the rank of captain or an exempt rank.
        • c.A captain may be authorized to perform the duties of an exempt rank.
        • d.Sergeants will receive forty-five minutes of rank credit and lieutenants and captains will receive forty-five minutes of rank credit while working out of grade.
        NOTE:
        A supervisory member required to work overtime while working out of grade as a lieutenant, captain, or command staff member will refer to their respective collective bargaining agreement for appropriate compensation.
      • 3.Non-probationary D1, D2, and D2A sworn members assigned, consistent with the provisions of this directive, to the out-of-grade duties of "Deceased Person Removal" will be compensated at the D3 rate of pay consistent with the member's tenure for an eight-hour tour of duty without regard to the length of time necessary for the member to perform these duties. However, any overtime required to be worked by the member, whether related to the deceased person removal or other duties, will be compensated for the overtime worked in completed fifteen-minute segments at the member's normal rate of pay consistent with the relevant provisions of the applicable collective bargaining agreement.
    • 4.Restrictions
      • 1.A member authorized to work out of grade will not be allowed to use compensatory time during the tour of duty except in an emergency.
      • 2.A member will not include the time allotted for an unpaid lunch period when completing the "Total Hours Worked" section of the Out Of Grade Work Authorization form.
        EXAMPLE:
        A member works out of grade for two hours during his or her tour of duty. The member's tour of duty for that day is from 0800 to 1630 hours for a total of 8.0 hours. During the tour, the member had lunch from 1200 hours to 1230 hours. When completing the Out Of Grade Work Authorization form, the member will report a total of 8.0 hours worked in the "Total Hours Worked" section of the form. The member will not include the thirty minutes that was designated for his or her lunch period.

        A member works out of grade for two hours during his or her tour of duty. The member's tour of duty for that day is from 0800 to 1630 hours for a total of 8.0 hours. During the tour, the member was denied a lunch period. When completing the Out Of Grade Work Authorization form, the member will report a total of 8.0 hours worked for the "Total Hours Worked" section of the form. In addition, the member will complete an Overtime/Compensatory Time Report for .50 hours for the time that was allotted for the missed lunch period.
      • 3.A command staff rank will not be filled unless the absence of the command staff member is to be for an extended period of time and the vacancy would impact on the operations of the unit.
    • 5.Unit timekeeper responsibilities
      When a member has worked out of grade, the unit timekeeper will:
      • a.indicate the out-of-grade position worked in the "Temporary Change of Watch/Assignment or Additional Assignment Explanation" column of the Automated Daily Attendance and Assignment (A&A) Record.
      • b.not record the number of hours worked in an out-of-grade position on the Time and Attendance Record unless an Out of Grade Work Authorization has been received.
      • c.retain the Out of Grade Work Authorization per records retention requirements.
  • B.Civilian Policy
    • 1.General Information
      • 1.Civilian members may be authorized to work out of grade when:
        • a.circumstances require that a vacant budgeted position be filled or,
        • b.a member in a budgeted position will be absent for an extended period of time.
      • 2.Civilian members will not be authorized to work out of grade in a job title:
        • a.excluded from union representation.
        • b.covered by a different bargaining unit agreement.
        • c.not authorized in the unit's budget.
        • d.in which an employee is on layoff status.
      • 3.Pending the approval of the unit commanding officer of command staff rank, a non-exempt-ranked commanding officer/watch operations lieutenant or civilian equivalent can only authorize a civilian member to work out of grade for a maximum of five days.
      • 4.Chicago Accounting and Purchasing System code number necessary for completing the "Acting In A Higher Rated Position (OBM-103) - Civilian" form (CPD-11.646) can be found in Item IV-C of this directive.
    • 2.AFSCME Members
      The AFSCME bargaining agreement requires that when a civilian member is directed to perform and is held accountable for substantially all of the duties and responsibilities of a higher-rated job title for four working days, the member will be paid at the higher rate for all such time, retroactive to the first day of the assignment.
      • 1.The time limit for working out of grade is ninety days, except where the civilian member whose position is being filled is on a leave of absence, in which case it will be six months. The time limit may be extended by mutual agreement of the Department and the union.
      • 2.Unit commanding officers will equitably rotate out of grade assignments on the basis of seniority among the members who have the ability to perform the job without further training. However, unit commanding officers will not rotate members in order to circumvent the out-of-grade payment.
      • 3.If the member is required to work out of grade in a vacant budgeted position beyond ninety days or six months, whichever is applicable, the Department will post and fill the position as a permanent vacancy as specified in Section 12.7 of the AFSCME bargaining agreement.
    • 3.UNIT II Members
      The UNIT II bargaining agreement requires that a civilian member who is directed to perform and who is held accountable for substantially all of the duties and responsibilities of a higher-rated job title for more than five days and sets the appropriate rate of pay as that of the higher rated position, retroactive to the first day of the assignment.
      • 1.The Unit II agreement restricts the length of the out-of-grade assignment to ninety days, unless the regular incumbent is on a leave of absence in which case the assignment can last for six months.
      • 2.Unit commanding officers will not arbitrarily remove members from the higher classification solely to circumvent the out-of-grade payment.
    • 4.Procedures
      • 1.The unit commanding officer of command staff rank will submit a completed "Acting in a Higher Rated Position-Civilian" form to his or her bureau chief for approval no later than seven days after the out of grade assignment began when it is determined that a civilian member is likely to be absent for more than ten days, or the duration of the absence is uncertain and the member's job title must be filled by another member in a lower-rated job title. For an out-of-grade assignment that is certain to be ten days or less (e.g., days off, vacation, medical absence, etc.) an "Acting in a Higher Rated Position-Civilian" form need not be completed.
      • 2.The "Acting in a Higher Rated Position—Civilian" form will be completed as follows:
        Employee Data: Self explanatory
        Current Title Data:Self explanatory
        Fund: Preprinted number. No entry required
        Actv: Insert unit budget number, i.e., 4126, 4173, etc
        Sect. No.: Applies only to Information Services Division, i.e., 01, 02, 03, 04
        Barg. Unit:indicate the proper union, as appropriate
        Title Code:Same as indicated on the Automated Daily Attendance and Assignment (A&A) Record
        Description/Position Title:Same as indicated on the Automated Daily Attendance and Assignment (A&A) Record
        Grade: Self explanatory
        Payroll Number: Enter 1180 in the box
        Current Pay Rate: Enter the monthly rate in the Amount box and the annual rate in the "Annual Amount" box. Box "FR" is to be left blank
        Justification: Provide sufficient information as to why the member must work out of grade by indicating the impact on unit and/or Department operations if the position is not filled
        Signatures: Self explanatory
      • 3.The bureau chief will review the form and:
        • a.If approved, forward;
          • (a)a copy to the unit commanding officer of command staff rank.
          • (b)the original to the Deputy Chief, Administrative Logistic Support Group, Bureau of Organizational Development.
        • b.if denied, return the form to the unit commanding officer of command staff rank indicating the reason for that denial.
      • 4.The Chief, Bureau of Organizational Development, will review the form for completeness and accuracy and, if approved, sign the form and forward it to the Office of Budget and Management, City Hall, Room 604.
      • 5.The unit commanding officer of exempt rank will ensure that the:
        • a.copy of the approved form is filed in the unit. The form will be retained as directed by the Forms Retention Schedule (CPD-11.717).
        • b.unit commanding officer, if different from the command staff member, is notified of the approval or disapproval of the out-of-grade authorization.
      • 6.Unit commanding officers will ensure that when a member is authorized to work out of grade, the out-of-grade title is recorded in the "Temporary Change of Watch Assignment Or Additional Assignment Explanation Column" on the Automated Daily Attendance and Assignment (A&A) Record and that the out of grade hours are recorded on the member's Time and Attendance Record (CPD-11.602) in accordance with the provisions of the Department directive entitled "Civilian Time and Attendance Record."
      • 7.When a unit receives a copy of the "Acting In A Higher Rated Position (OBM-103) - Civilian" form (CPD-11.646) containing all required approvals for a member to work out of grade and the member has worked out of grade for more than ten days, the out of grade hours from the first day worked will be reported to the Finance Division on the Overtime/Out of Grade Pay Listing (DPOL 8968 A) in accordance with the provisions of the Department directive entitled "Payroll and Timekeeping – Holidays / Personal Days."
  • C.Civilian Out of Grade Authorization
    Below are the Chicago Accounting and Purchasing System code numbers, by unit, for completing the "Div. No.," "Sect. No.," and "Subsect. No.," boxes of the "Acting In A Higher Rated Position (OBM-103) - Civilian" form (CPD-11.646) ONLY.
    UNIT NUMBERUNIT NAMEDIVISION NUMBERSECTION NUMBERSUB-
    SECTION
    NUMBER
    050Airport Law Enforcement Section - North (O'Hare)202032804201
    051Airport Law Enforcement Section - South (Midway)202032804301
    059Marine / Helicopter Helicopter Unit20203280 4125
    111Office of the Superintendent 20053005-
    113Civilian Office of Police Accountability (COPA)20053010-
    120Bureau of Organizational Development20103015-
    121Bureau of Internal Affairs 20053020-
    122-01Finance Division - Finance Services 201030264315
    122-02Finance Division - Payroll Section201030264316
    123-01Human Resources Division - Administration20103031-
    123-02Human Resources Division Investigation 201030354802
    123-03Human Resources Division - Employee Development201030354803
    123-04Human Resources Division - Employee Records 201030354804
    123-05Human Resources Division - Random Drug201030354805
    123-07Human Resources Division - Personnel Concerns 201030354807
    124Education and Training Division 20153320-
    125-01Information Services Division 201030404005
    125-02Information Services Division 201030404010
    125-03Information Services Division 201030404015
    126Inspections Division20053022-
    127Research and Development Division 20103021-
    128Professional Counseling Division 20153330-
    129Management and Labor Affairs Section20153325-
    130Bureau of Technical Services- - -
    141Special Functions Division 202032804106
    142Bureau of Patrol - Administration202032604095
    145Traffic Section - Administration 202032804401
    148Traffic Court Unit202032804403
    160Facilities Management Unit 20253150-
    162Records Division201030514202
    163Records Inquiry Section201030514203
    166Field Services Section201030514205
    167Evidence and Recovered Property Section2025 32704140
    169Police Document
    Section
    20253270 4150
    171Central Detention Unit202532704155
    172Equipment and Supply Section202532704160
    177Forensic Services Division20253225-
    178Facilities Management Division202532704135
    179Reproduction and Graphic Arts Section202532704165
    180Bureau of Detectives - Administration 20303240-
    184Youth Investigation Division203032454074
    188Bureau of Organized Crime - Administration203032554075
    189Narcotics Division203032554080
    192Vice & Asset Forfeiture Division203032554085
    193Gang Investigation Division203032554090
    231Human Resources Division - Medical Services201030354806
    261Court Section- - -
    608Major Accident Investigation Unit202032804402
    701Public Transportation Section202032804121
V.Compensatory Time Earned
  • A.A member who has worked overtime will, upon completion of the overtime, personally present an Overtime/Compensatory Time Report to the:
    • 1.watch operations lieutenant/unit commanding officer when overtime is worked within the member's unit of assignment at the conclusion of the overtime event.
    • 2.any supervisory member or designated Court Liaison Section personnel present at the completion of the overtime who can attest to the accuracy of the information submitted by the member when the members has worked overtime outside his or her unit of assignment.
      NOTE:
      Supervisory members or designated Court Liaison Section personnel are responsible for reviewing Overtime/Compensatory Time Reports for accuracy and completeness prior to signing the report indicating their approval.
    • 3.unit timekeeper, if overtime is worked outside unit of assignment (VRI, etc.), immediately upon the member's first day returning to duty after the overtime event.
  • B.A member submitting an Overtime/Compensatory Time Report will ensure that sufficient information is documented within the "Required Explanations" section of the report to justify working the overtime (RD Number, court branch, etc.).
VI.Responsibilities of Members Attending Court
  • A.Members will not:
    • 1.appear in court during non-duty hours unless they have:
      • a.been notified to appear in court through the Automated Court Notification Program with a court notification record number, or
      • b.been notified to appear in court and received authorization to appear by the appropriate supervisory member.
    • 2.schedule court appearances on their regular day off (Exception: scheduled court key date and a felony court date provided by felony review) or on a day for which a member requested the use of elective time that was approved.
    • 3.normally attend court for a duty-related incident while on suspension without prior approval.
    • 4.request authorization for overtime to attend court if an arrest was the result of a member's participation in secondary employment. This restriction does not apply to "voluntary special work opportunity".
  • B.When a member must appear in court, the member will sign-in with court personnel who will complete the Automated Court Notification Log. When applicable, members will complete the Court Log [CPD-21.600 (c)].
  • C.When the member must appear in court where no Court Liaison Section personnel are assigned or there is no court assembly room, the member will:
    • 1.notify the Court Liaison Section if the court appearance is prior to 1600 hours.
    • 2.notify the Crime Prevention and Information Center (CPIC) if the court appearance is after 1600 hours.
    • 3.notify either the Court Section or CPIC (as appropriate) when the member first arrives for the court appearance and when the court appearance is completed.
    • 4.if applicable, request the assistant state's attorney or assistant corporation counsel sign the Overtime/Compensatory Time Report to the right of the listed disposition, indicating release time. An assistant state's attorney or assistant corporation counsel cannot approve overtime.
      NOTE:
      Unit supervisors may verify a member's court appearance prior to approving overtime requests for such appearances by contacting either the Court Liaison Section prior to 1600 hours or CPIC after 1600 hours. The officer will enter the attorney's name and telephone number on the overtime report for verification purposes by supervisors.
VII.Supervisory Responsibilities
  • A.Watch operations lieutenant/unit commanding officers:
    • 1.will ensure that all Arrest Reports contain the name of the officer to appear in court, his or her star number, and day off group and will ensure that the officer does not schedule court appearances for his or her assigned day off (Exception: scheduled court key dates and a felony court date provided by felony review).
    • 2.will, when practicable, ensure that if more than one officer is appearing in court, the presence of the additional officer is necessary.
    • 3.will not grant elective time off to members during the period of time they are required to appear in court. A voluntary change in the scheduled day off of an officer will not be allowed if it results in an officer being required to appear in court on his or her regular day off.
    • 4.may change watch assignments of officers for court appearances in excess of two consecutive days.
    • 5.may adjust starting times of officers plus or minus two hours from the designated starting time to preclude or minimize overtime earned for court appearances.
  • B.Only unit commanding officers may authorize a member to voluntarily work his or her regular day off.
    NOTE:
    Unit commanding officers will not indiscriminately grant voluntary tours of duty. The granting of voluntary tours of duty may impact the Fair Labor Standards Act restriction of 171 hours worked in a 28 day police period.
VIII.Overtime Compensation
  • A.Overtime for a court appearance which does not exceed eight hours will not be credited to a member if he or she is on the medical roll or absent due to sickness in family, death in family, military leave, marriage leave or suspension status. When the court appearance exceeds eight hours:
    • 1.sworn bargaining unit members will be credited in accordance with the provisions of Item VIII-B-11 of this directive.
    • 2.probationary police officers will be credited in accordance with the provisions of Item VIII-G of this directive.
    • 3.civilian members will be credited in accordance with the provision of Item VIII-D, E, or F of this directive, whichever applies to the member.
      NOTE:
      Any member on suspension or leave of absence who is required by the Department to appear in court for less than eight hours will be compensated for the hours in court at the straight-time rate. The member will appear in conservative business attire.
  • B.Overtime hours will be credited for sworn bargaining unit members as follows:
    • 1.All time in excess of the hours worked in the normal work day and the normal work week, whether of an emergency nature or non-emergency nature, will be compensated at the rate of time and one-half on the basis of completed fifteen-minute segments in either compensatory time or payment. The normal work cycle is twenty-eight days always commencing on a Sunday. Overtime will not be provided when:
      • a.the member has attended court during the use of elective time and the member knew of the court date before the elective time was approved.
      • b.the member has been compensated for the time by a secondary employer.
      • c.the member is a witness, or victim in a non-duty-related incident when the member was not compensated by the Department at the time of the incident.
    • 2.For actual hours worked in excess of the normal work day or the normal work week, but less than 171 for a twenty-eight-day work cycle, the overtime rate will be calculated on the member's base salary only. For actual hours worked in excess of 171 in a twenty-eight day period, the overtime rate will be calculated in accordance with the Fair Labor Standards Act (FLSA). Overtime will accrue in fifteen-minute increments once members work at least eight minutes in a fifteen-minute segment. A bargaining unit member who earns overtime pursuant to FLSA will be paid overtime compensation. A bargaining unit member who earns non-FLSA overtime will have the option of electing pay or compensatory time consistent with the provisions of the bargaining agreement.
    • 3.When working overtime in an authorized out-of-grade position, the member will be compensated in accordance with Item IV-A-2 of this directive.
    • 4.Voluntary tours of duty will be credited at the rate of time and one-half for the member's regularly scheduled working hours in either compensatory time or payment. Time worked in excess of the regularly scheduled working hours of a voluntary tour will be credited at the rate of time and one-half in either compensatory time or payment. Such time will be computed on the basis of completed fifteen-minute segments.
      EXCEPTION:
      Hours worked during any Voluntary Special Work Opportunity will be compensated at the designated rate stipulated by each program in accordance to the Department directive entitled "Voluntary Special Work Opportunities." All compensation processing will be determined by each Voluntary Special Work Opportunity program.
    • 5.Bargaining unit members will not be allowed to voluntarily work on their regular days off on a designated holiday except for authorized designated Department overtime initiatives. In this instance, bargaining unit members will refer to Item VIII-B-4 of this directive and be credited with compensatory time for their regularly scheduled working hours. If a member is required to work on the holiday, the member will be compensated in accordance with the provisions of the Agreement and the Department directive entitled "Payroll and Timekeeping- Holiday / Personal Days."
    • 6.Call-back assignments for members who are directed to report to any of the Department's premises or other specified location, authorized to attend a beat meeting at a specified time on a regular scheduled work day, required to report to the Medical Services Section (except for being released from the medical roll), or are authorized to attend a beat meeting at a specified time on a member's regular day off will be compensated at the appropriate overtime rate for a minimum of two hours or be compensated for the actual time worked, whichever is greater, at the overtime rate. Members will be compensated on the basis of fifteen-minute segments at the appropriate overtime rate.
    • 7.Members required to "stand by" (available for work where the members are not able to come and go as they please) will have such time compensated as time worked.
    • 8.A member who has worked a sixth or seventh consecutive day within the calendar week (Sunday through Saturday) will be compensated at the rate of time and one-half for work performed on the sixth or seventh day. A member who performs work on a regular day off that has been cancelled will receive a minimum of eight hours compensation or compensation at the rate of time and one-half the actual hours worked, whichever is greater. Voluntary schedule changes will be exempt from this provision.
      NOTE:
      This provision excludes both lieutenants and captains.
    • 9.Any changes in schedule inconsistent with the provisions outlined in the bargaining agreements made after the start of the twenty-eight-day police period will result in the compensation of time and one-half in compensatory time or payment in fifteen-minute segments for the hours worked outside of the member's tour of duty scheduled at the beginning of the members twenty-eight-day police period for that period. Shift changes during the police period made voluntarily at the request of a member and upon approval of the Department will be exempt from this provision.
    • 10.A member will normally not be required to work more than four hours on the first watch on change day if they have worked a full tour of duty on the third watch on the preceding day. If a member is required to work more than four hours on change day on the first watch, he or she will be compensated at the rate of time and one-half for the hours worked on the first watch on change day.
    • 11.Court appearances during off-duty hours, including instances where the officer's tour of duty ends at exactly the same time the officer is required to attend court, will be credited at the rate of time and one-half, with a minimum of two hours when the actual time spent in court is two hours or less, except for those court appearances indicated in subsections a, b, and c of this Item. When the actual time spent in court exceeds two hours, overtime will be computed on the basis of completed fifteen-minute segments.
      EXAMPLE:
      An officer whose tour of duty ends at 0900 hours and who is required to attend court at 0900 hours will receive a minimum of 2 hours credit at the overtime rate (3 hours).
      • a.Officers required to attend authorized court or pre-trial conferences within one hour immediately preceding their normal tour of duty will be compensated at the overtime rate for one hour.
      • b.Officers required to attend authorized court or pre-trial conferences commencing during their tours of duty and extending beyond the normal tour of duty will be compensated at the overtime rate on the basis of completed fifteen-minute segments for the overtime worked. The overtime will be computed from the end of the normal tour of duty to the sign-out time at court or at the conclusion of the pre-trial conference.
      • c.Officers who have completed their attendance at court or pre-trial conferences and are required to work beyond the authorized court time, (i.e., transport witnesses home, return evidence, or return Department vehicle or radio) will notify the on-duty watch operations lieutenant/unit commanding officer of their unit of assignment or CPIC prior to leaving the court facility. The officer will explain the circumstances to the watch operations lieutenant/unit commanding officer or CPIC and obtain authorization for overtime. A separate overtime/compensatory time report will be prepared and submitted to the watch operations lieutenant or unit commanding officer. The narrative portion of the overtime/compensatory time slip will indicate that the overtime is a continuation of the original court overtime and the reason the overtime was worked will be explained. Only if the court appearance and the continuation are more than two hours will additional overtime be earned.
        NOTE:
        Members do not have the option of calling either their unit or CPIC. They are to call CPIC only when their unit is not operational.
    • 12.A member will not be compensated for court appearances when:
      • a.the court time is during the member's compensatory time and the member knew of the court date before his or her request for compensatory time was approved.
      • b.the member is on paid medical leave (including injury on duty) and the appearance does not exceed eight hours.
      • c.the member is compensated for such time by a secondary employer.
      • d.the member is a witness, or victim in a non-duty related incident when the member was not compensated by the Department at the time of the incident.
        NOTE:
        Court overtime is not to be used to deliver evidence or reports to the assistant state's attorney, assistant corporation counsel, or to other court personnel. These activities must be authorized by the appropriate unit supervisor.
    • 13.Appearances at more than one court on the same day will be compensated at the rate of time and one-half in the following manner:
      • a.When the time between court appearances exceeds two hours (sign-out time from the first court to sign-in time at the next court), a minimum of two hours will be credited for each court appearance.
      • b.When the time between court appearances is two hours or less, overtime will be computed on the basis of completed fifteen-minute segments for the total time between sign-in time at the first court to sign out-time at the last court. A minimum of two hours will be credited when the total time is two hours or less.
        NOTE:
        A separate Overtime/Compensatory Time report for each court appearance is required. The submitting member will insert, in the explanation section, the words "Multiple Court Appearances" and indicate the court branch in which the member appeared.
  • C.Overtime hours for sergeants, lieutenants, and captains will be credited according to Item VIII-B of this directive. Additional compensation will be credited as follows:
    • 1.Each sergeant, lieutenant, and captain will be credited for rank with forty-five minutes per day of compensatory time. The forty-five minutes per day will be credited for each day on which the member of the listed rank works, provided that the time worked is at least four hours that day. An Overtime/Compensatory time report will not have to be completed for rank credit. Supervisory members attending training outside the Department (Northwestern University Traffic institute, FBI Academy), court on the supervisory member's regular day off, special employment, and callback will not be credited for rank with forty-five minutes per day of administrative compensatory time.
      NOTE:
      Each sergeant, lieutenant, and captain will receive rank credit when conducting union business provided the member works at least four hours during his or her tour of duty, and for Department training (attendance code 47), including Northwestern University Center for Public Safety Training for Supervisors.
    • 2.When a sergeant assigned to district law enforcement is detailed out of their district of assignment, sergeants will refer to their collective bargaining agreement for compensation rates and detail procedures.
    • 3.When a management lieutenant assigned to district law enforcement is detailed to a district other than one of the four districts listed next to the lieutenant's district of assignment according to Section 20.12 of their bargaining agreement, the lieutenant will be compensated at the rate of time and one-half in fifteen-minute segments for the duration of the detail.
      • a.When such a premium pay opportunity arises in the district from which the detail is drawn, the most senior lieutenant in that district will be given the first option to accept the detail and he or she will be compensated at the rate of time and one-half at fifteen-minute segments for the duration of the detail. If the Department determines a management lieutenant is to be detailed to the Joint Operations Center, the lieutenant may be chosen from Area Central without payment of premium pay at the rate of time and one-half.
      • b.A lieutenant detailed in any manner contrary to the provisions of this section will be compensated at the rate of time and one-half in fifteen-minute segments for the duration of the detail. This will not apply to details required by major unforeseen events for which the Department has less than three days of notice, provided that this exception will not apply for more than five calendar days.
        NOTE:
        The provisions of this section do not apply to lieutenants assigned to the Community Policing Office, tactical lieutenants, or lieutenants assigned as foot lieutenants in the 001st and 018th districts.
  • D.Overtime for civilian members covered by an AFSCME bargaining unit agreement will be credited in the following manner:
    • 1.Members not exempt from the Fair Labor Standards Act (FLSA)
      • a.All work performed in excess of forty hours per calendar week, or in excess of eight hours worked per day where the employee has forty hours of work or excused absences, will be credited at the rate of time and one-half, in payment or compensatory time, on the basis of completed fifteen-minute segments. Hours worked beyond thirty-five hours but not in excess of forty hours will be credited in compensatory time at the straight time rate on the basis of completed fifteen-minute segments. Subject to the requirements of the applicable law, any such earned compensatory time may not be accumulated in excess of 240 hours.
        REMINDER:
        Timekeepers are reminded AFSCME-represented civilian members work a thirty-five hour work week. If an AFSCME civilian member works any overtime during their scheduled forty hour work week, the first five hours of work outside the thirty-five hour time frame is entered as straight hour-for-hour compensatory time only. These first five hours worked in excess of thirty-five hours is not calculated at the time and one-half premium rate and is not eligible for payment.
      • b.All work performed on Saturday when Saturday is not part of the employee's work week or on the sixth consecutive day worked will be credited at the rate of time and one-half the regular hourly rate of pay, in either compensatory time or payment.
      • c.All work performed on Sunday, when Sunday is not part of the employee's regular work week; or the seventh consecutive day worked will be credited at the rate of two times the regular hourly rate of pay, in either compensatory time or payment.
      • d.Employees who work a 6-2 or similar schedule will not be entitled to overtime or premium pay for work during their regularly scheduled work hours on their regularly scheduled work day. Such employees who are required to work on their regularly scheduled day(s) off will be entitled to premium pay, either at time and one-half or two times the regular hourly rate of pay, or at the employee's option the employee will be credited with compensatory time at the rate of time and one-half or two times the regularly hourly rate of pay, as appropriate.
      • e.Overtime will be offered first to the employee performing the job and thereafter by seniority to the most senior employee in the classification at the work location being given the opportunity to work, provided the employee has presented the ability to perform the required work without further training. A reasonable amount of overtime will be a condition of continued employment, provided, however, that if such offers of overtime are not accepted by such employees, the Department may mandatorily assign such overtime by reverse seniority.
        • (1)Employees in the job classification at the work location who have been given the option to work the overtime, whether the option was accepted or rejected, will not be afforded the option to work subsequent overtime until all employees in the classification at the work location have been reasonably afforded the opportunity to work said overtime.
        • (2)Department records on overtime rotation will be made available to the AFSCME member upon request.
      • f.Employees called for work outside their regular working hours will receive not less than four hours of pay at their regular straight time or overtime hourly rate, whichever is applicable under their bargaining agreement, except for reasons beyond the Department's control.
      • g.When the Department requires an employee to remain on standby (available for work and the employee is not able to come and go as he or she pleases) such time will be paid as time worked. Employees on non-compensable standby will not be disciplined or otherwise have their work record adversely affected if they are not available for work upon being called.
    • 2.Members exempt from FLSA and the Illinois Minimum Wage Law will not be eligible for overtime compensation. However, such employees will be given compensatory time on an hour-by-hour basis for overtime worked. There will be no pyramiding of overtime or premium pay. Daily or weekly overtime and/or premium pay will not be compensated at the same hours worked.
  • E.Overtime for civilian members covered by the Unit II bargaining agreement will be credited in the following manner:
    • 1.All work performed in excess of forty hours worked per week in the Department's work week, or in excess of eight hours worked per day where the employee has over forty hours of work or excused absences in the Department's work week, or on the sixth consecutive day worked in the Department's work week, will be paid for time and one-half the regular straight time hourly rate of pay.
    • 2.When employees are required to work on their days off, work on their first regularly scheduled day off will be paid for at time and one-half the regular straight time hourly rate of pay, and work on the second regularly scheduled day off will be paid at two times the regular hourly rate of pay, provided that in either case, the employee worked his or her full regularly scheduled work week, or any absences in the employee's regular work week were excused absences; and provided further that, to be eligible for double-time pay (instead of time and one-half) for work on his or her second regularly scheduled work off, the employee also must have actually worked his or her first day off.
      • a.All overtime will computed on the basis of completed fifteen-minute segments.
      • b.There will be no pyramiding of overtime or premium pay. Daily or weekly overtime or premium pay will not be paid for the same hours worked. Employees exempt from the the overtime provisions of the Fair Labor Standards Act or the Illinois Minimum Wage Law will not be eligible for overtime under Item VIII-E of this directive.
      • c.When overtime is scheduled beyond the regular work week (e.g., Saturday or the 6th day where applicable; Sunday or 7th day where applicable) the Department will give employees scheduled at least twenty-three hours advance notice. The advance notice requirements apply if such lead time is available to the Department.
    • 3.All overtime earned under Item VIII-E-1 and VIII-E-2 will be compensated in the form of payment unless the employee elects to be compensated in the form of compensatory time at the time the overtime is earned. Notice of the overtime compensation election must be provided by the employee to his or her unit timekeeper by no later than the first regular workday following the date the overtime was earned.
      • a.Employees whose normal work week consists of thirty-five hours, and who have between thirty-five and forty hours worked or excused absences in the Department's work week, will have the option of requesting, in lieu of straight time pay, one hour of compensatory time for each hour worked between thirty-five and forty hours in that work week. Such request will not be unreasonably denied.
        REMINDER:
        Timekeepers are reminded Unit II-represented civilian members work a thirty-five hour work week. If a Unit II civilian member works any overtime during his or her scheduled forty-hour work week, the first five hours of work outside thirty-five hour time frame is entered as straight hour-for-hour time. These first five hours worked in excess of thirty-five hours is not calculated at the time and one-half premium rate and the member has the option of being compensated in compensatory time or payment.
      • b.All accumulated compensatory time which has not been used by 16 October in any calendar year will be paid to employees in the form of cash; provided, however, any employee who so elects may retain up to eighty hours of accumulated compensatory time. In any case no employee will be permitted to accumulate compensatory time in excess of what is allowed under the Fair Labor Standard Act (FLSA).
    • 4.Each Employee scheduled for and reporting to any uniform inspection during hours outside the employee's scheduled shift for that day will receive a minimum of two hours reporting pay.
    • 5.Any time an employee participates in a parade or other civic function at the direction of the Department outside of his or her scheduled hours of work, the employee will receive a minimum of four hours pay at the employee's regular rate of pay.
    • 6.Any time an employee spends in any meeting at the direction of the Department will be considered as hours worked according to his or her bargaining agreement.
    • 7.Overtime or premium time referred to in the Unit II bargaining agreement will be first offered to the employee doing the job. Thereafter, overtime or premium time at the location will be offered by seniority in the employee's job classification, provided that the most senior employee has the then-present ability to perform the duties to the Department's satisfaction without further training. If such offers are not accepted, the Department will mandatorily assign such overtime or premium time by reverse seniority. If the Department has advance knowledge of the need for overtime, employees will be notified. If there are more offers to work the overtime than are needed, the selection will be offered to the most senior employee who has the then-present ability to perform the duties to the Department's satisfaction.
      NOTE:
      Those employees in any classification who have been given the option to work the overtime or premium time, whether the option was accepted or rejected, will not be afforded the option to work subsequent overtime or premium time until all employees in the classification have been afforded the opportunity. Mandatory overtime or premium time will be rotated among employees in the affected classification and work unit, so that an employee who has been mandatorily assigned to work overtime or premium time will be the last employee in the affected classification and work unit required to work the next mandatory overtime assignment. The Department will post relevant seniority/overtime lists in appropriate locations accessible to employees.
    • 8.Although regular days off of employees covered by the Unit II bargaining agreement may be changed to meet the needs of the Department, (special events, parades, etc.), said days off will not be changed solely for the purpose of avoiding the payment of overtime or premium pay. The Department will offer employees the option to change regular days off before mandatorily requiring such changes. Employee seniority will be considered in making said changes to regular days off.
    • 9.Employees called for work outside their regular working hours will receive not less than four hours of pay at their regular straight time or overtime hourly rate, whichever is applicable under the Unit II bargaining agreement, except for reasons beyond the Department's control.
    • 10.When the Department requires an employee to remain on stand-by (available for work and the employee is not able to come and go as he or she pleases), such time will be paid as time worked.
    • 11.Unit II employees required to attend court or pre-trial conferences outside their regularly scheduled work hours will be compensated at the overtime rate except:
      • a.if the court time is during the employee's compensatory time and the employee knew of the court date before his or her request for compensatory time was approved.
      • b.while the employee is on paid medical leave.
  • F.Overtime for civilian members not covered by a bargaining unit agreement will be credited as follows:
    • 1.Members not exempt from FLSA.

      Overtime will be credited at the rate of time and one-half, in compensatory time, on the basis of completed fifteen-minute segments for time worked in excess of forty hours in a calendar week. Hours worked beyond thirty-five hours but not in excess of forty hours will be credited in compensatory time at the straight time rate on the basis of completed fifteen-minute segments.
    • 2.Members exempt from FLSA.

      Civilian members defined as exempt from the Fair Labor Standards Act and the Illinois Minimum Wage Law will not be eligible for overtime compensation for hours worked in excess of forty hours per work week.
  • G.Overtime for probationary police officers (PPOs) will be credited in the following manner:
    • 1.Overtime earned will accrue in 15-minute increments once the PPO works at least eight minutes in a fifteen-minute period.
    • 2.Overtime will be compensated at straight time for overtime hours of 171 or less worked during an FLSA pay cycle and credited in compensatory time only.
    • 3.Overtime hours worked in excess of 171 during a 28-day FLSA pay cycle will be calculated by the timekeeper in accordance with FLSA provisions and compensated in pay at the rate of time and one-half.
    • 4.Court appearances and CAPS meetings during off-duty hours will be credited at the rate of hour for hour, with a minimum of three hours. Appearances at more than one court on the same day will be credited at the rate of hour for hour, with a minimum of three hours when the total actual time spent in all the courts attended is three hours or less. When the total actual time spent in all the courts attended exceeds three hours, overtime will be accrued in fifteen-minute increments once the PPO works at least eight minutes in a fifteen-minute period.
  • H.Command staff members (sworn and civilian) are not compensated for overtime worked. Such members are eligible for administrative leave upon approval of the Mayoral Chief of Staff.
IX.Compensatory Time Use for Sworn Members
  • A.Compensatory time off will be requested in one-hour segments only.
    EXCEPTION:
    When using compensatory time on a nine hour regular work day, Department members will indicate eight and one-half hours in the Total Hours Requested Off box. Department members will also indicate the use of one-half hour in the Total Hours Requested Off box when electing to use a baby furlough day as indicated in Item XII-A-4-b-2 of this directive.
  • B.The request for compensatory time off will be submitted on an Overtime/Compensatory Time Report (CPD-11.608).
    • 1.Requests to use compensatory time will be submitted to the member's watch operations lieutenant/unit commanding officer at least twenty-four hours in advance. Watch operations lieutenants/unit commanding officers may make exceptions in emergency cases.
    • 2.Supervisors/non-command staff unit commanding officers may not approve their own Overtime/Compensatory Time Report requests to use compensatory time. Such requests must be submitted to the member's immediate commanding officer for approval. Approval of the appropriate higher-ranking command staff member will be required when the member's unit commanding officer or other command staff member in the chain of command is not available to approve the request.
  • C.A member will not request elective time off for the time and date on which the member is required to appear in court in a Department-related matter.
  • D.A member appearing in court as a defendant in a non-duty related incident will be required to request the use of elective time if the court appearance is during his or her regular tour of duty. The member will not appear in uniform in these instances.
  • E.Members will not request nor will district/unit commanding officers authorize the granting of elective time when the requesting member would incur a negative elective time balance.
    NOTE:
    When a member incurs a negative elective-time balance for an elective-time request that was authorized in error, either a Personnel Action Request (PAR) form (CPD-11.612) will be completed to indicate the time off granted to be without pay or other forms of time will be used by the timekeeper (i.e. personal day, baby furlough day, or a vacation day) for the elective time requested.
  • F.At the discretion of the unit commanding officer, a member may be permitted to use elective time to extend a furlough beyond the authorized extension, a full furlough (twenty-eight days), a furlough segment (fourteen days), or the compensatory time furlough.
  • G.Requests for the use of elective time that do not exceed fourteen consecutive days may be granted at the discretion of the watch operations lieutenant/unit commanding officer as long as the number of days off is consistent with unit needs, the provisions of this directive, and do not adversely affect Department operations. Requests for use of elective time that exceed fourteen consecutive days off (including regular scheduled days-off) will be submitted through the chain of command to the respective bureau chief's office for approval. This section does not apply to members applying for Disability Pension.
X.Compensatory Time Use by Civilian Members
  • A.AFSCME Members
    • 1.Employees will use their compensatory time within ninety days after it is earned. If an employee's request to use the compensatory time is denied by the Department, the employee may continue to carry such time for up to one year. After one year the employee may ask for compensation in payment for unused compensatory time or, after approval by the Department, to carry over such compensatory time to the next year.
    • 2.An employee may request a flexible hour or compressed work week schedule, which may be granted at the discretion of the unit commanding officer. If operational needs permit the granting of some, but not all such requests, priority will be given to the employee who AFSCME finds has the greatest personal need. Supervisors will not act arbitrarily when exercising their discretion to grant or deny such requests.
  • B.Unit II Members
    • 1.Use of compensatory time will be subject to the operational and scheduling needs of the Department.
    • 2.All accumulated compensatory time not used by 16 October in any calendar year will be compensated to the employee in the form of payment. Any employee who so elects may retain up to eighty hours of accumulated compensatory time.
    • 3.The term "excused absences" will include paid holidays, paid personal days, scheduled vacations days, scheduled compensatory time, scheduled unpaid furlough days, paid sick leave, and paid union business under Article 16 of the bargaining agreement, but will not include any other time off work.
XI.Holiday Compensation
Sworn and civilian members will be compensated for holidays in accordance with the policy and procedure outlines in the Department directive entitled "Payroll and Timekeeping—Holidays / Personal Days."
XII.Overtime/Compensatory Time Report
All overtime worked and any request to use elective time will be reported on the Overtime/Compensatory Time Report (CPD-11.608).
  • A.The Overtime/Compensatory Time Report consists of multiple sections containing various information fields.
    • 1.The member information section is self-explanatory.
    • 2.Overtime Earned Section
      • a.Date Overtime Worked: enter the actual date the overtime was worked. If the overtime worked overlaps two dates, enter both dates (e.g., 5-6 June 2016).
      • b.Day of Week: enter the day of the week the overtime was worked. If the overtime worked overlaps two days, enter both days (e.g. Mon-Tue).
      • c.Regular Duty Hours: enter the regular duty hours prior to the start of the extension of tour or enter the regular duty hours for the date overtime was earned, whichever is applicable.
      • d.From/To: enter the time the overtime began and the time the overtime ended.
      • e.Actual Hours Total: enter the total amount of actual overtime worked expressed in decimals (15 minutes, .25; 45 minutes, .75; 1 hour and 30 minutes, 1.50, etc.).
      • f.Credited Hours Total: the member submitting the Overtime/Compensatory Time Report will leave this space blank. The credited Hours Total box will be completed by the watch operations lieutenant (or equivalent) who is present when the overtime is completed except when the member has earned overtime outside his or her unit of assignment (court, parade detail, off-duty arrest, etc.). In those instances, the Credited Hours Total box will be completed by the member's watch operations lieutenant (or equivalent).
      NOTE:
      A time and one-half conversion table has been provided on the reverse side of the Overtime/Compensatory Time Report to assist in determining the correct number of hours in the Credited Hours Total Box.
    • 3.Reason for Working Overtime Section: the form lists nine categories of overtime. One of the boxes must be selected with an "X". If the overtime encompasses more than one category, only the category showing the primary reason the overtime was worked will be selected.

      The categories are explained as follows:
      • a.Extension of Tour: any overtime worked immediately preceding or immediately following a tour of duty.
      • b.Court: any overtime worked for required off-duty attendance in circuit court, federal court, grand jury, or at an administrative hearing. The attendance must be required because of a duty-related incident.
      • c.CAPS: any overtime worked for a required beat community meeting with the prior approval of the watch operations lieutenant.
      • d.Call Back: any overtime worked as a result of an official assignment which does not immediately precede or follow an officer's regularly scheduled work hours, excluding court appearances and required attendance at Medical Services Section.
      • e.Worked Regular Day Off (Required): any overtime worked as a result of an officer working his or her regular day off at the direction of a watch operations lieutenant or unit commanding officer.
      • f.Special Event: any overtime worked resulting from assignment to parades, details, etc. Members must enter the special event number in the box provided.
        NOTE:
        This category will take precedence during instances where multiple reasons for working overtime exists.
      • g.Staff Meeting: any overtime worked as a result of a supervisory unit meeting at the direction of the unit commanding officer.
      • h.Other: any overtime worked which does not fall into any of the listed categories. Member must describe the overtime by completing the "Explain Assignment" box.
      • i.Election: any overtime worked resulting from an election detail.
    • 4.Request to use Compensatory Time/Personal Day/ Baby Furlough Day/Vacation Day Section is self-explanatory. Department members will:
      • a.when requesting multiple days off, submit a separate report for each date requested off, unless the dates are consecutive and within the same category.
      • b.request all time off in one-hour segments except:
        • (1)electing to use a full day of compensatory time on a nine hour regular work day schedule. The member will indicated the use of 8.5 total hours in the "total hours requested off" box of the section.
        • (2)electing to use a baby furlough day (B.F.D.). For sworn members below the rank of sergeant, the use of a baby furlough day is equivalent to an eight hour regularly scheduled work day. The member will insert an "X" in the day box on the line indicating the use of a baby furlough day. The member will also insert an "X" in the day box on the line indicating the use of compensatory time. The total compensatory time used for the time difference in a B.F.D. will be indicated in the Total Hours Requested Off box.
          NOTE:
          Department members will indicate "compensatory time used to complete the baby furlough day" in the Explain Assignment Section.
      • c.Day (s) of Week: insert an "X" in the day box on the line indicating the type of elective time requested. Any additional vacation days/hours not needed to complete the annual furlough or split furlough must be completed either individually or consecutively.
    • 5.Required Explanations Section: is self-explanatory except:
      • a.Explain Assignment Section: information entered in this section should support the overtime earned. All overtime earned requires an explanation.
      • b.Disposition Section: information entered in this section will indicate a disposition or continuance date of a court appearance if the information is immediately available. Department members will not remain in court pending the final disposition of the case. The final disposition of the case is not required for the completion of the Overtime/Compensatory Time Report or the Court Log.
    • 6.Request for Compensatory Time/Payment Section: One of these boxes MUST be checked when the overtime earned report is submitted by a member.
      EXCEPTION:
      Certain Voluntary Special Work Opportunities may allow for the selection of the payment box only.
    • 7.Signatures Section
      • a.Submitting Member is self-explanatory.
      • b.Approved:
        • (1)The approving supervisor will be the supervisory member who can attest to the accuracy of the information submitted by the member. The information fields are self-explanatory.
          NOTE:
          Designated Court Section personnel will attest to the accuracy of the information submitted by the member.
        • (2)Information required in the approved section will be obtained immediately upon the completion of the overtime.
        • (3)Requesting to use compensatory time: an approving supervisor's signature is required as dictated by unit structure/policy.
      • c.Watch operations lieutenant/Unit C.O.:

        Reporting Overtime Earned: the watch operations lieutenant, unit commanding officer, or equivalent has the ultimate responsibility for reviewing and approving a report of overtime earned or request to use compensatory time. The approving supervisor will complete the Auth. Approver/Unit C.O. section indicating approval.
      • d.Timekeeper: the timekeeper will enter his or her initials and the date when the requested action is posted on the Time and Attendance Record. No reports are to be accepted without the proper signatures and explanations.
    • 8.Time Stamp Verification Section (found on the back of the Overtime/Compensatory Time Report): members appearing in court branches during off-duty hours that are equipped with the stamp verification machines (e.g., Traffic Court, Leighton Criminal Court Building) must have their Overtime/Compensatory Time Report stamped by the court liaison section personnel.
      • a.IN: members will provide their Overtime/Compensatory Time Report to Court Section personnel for time-stamp verification prior to reporting to the appropriate court room.
      • b.OUT: members will be provide their Overtime/Compensatory Time Report to Court Section personnel for time-stamp verification immediately upon completion of the court appearance.
    • 9.Time and One-Half Conversion Table: found on the back of the Overtime/Compensatory Time Report.
(Items indicated by italics/double underline were added or revised.)
Eddie T. Johnson
Superintendent of Police
18-039 KT/EW