Chicago Police DepartmentEmployee Resource E02-02-03
Payroll and Timekeeping – Holidays / Personal Days / Baby Furlough Days
Issue Date:09 February 2018Effective Date:09 February 2018
Rescinds:27 September 1994 Version; 31 October 2012 version of E02-06
Index Category:Payroll and Timekeeping
I.Purpose
This directive outlines the guidelines on Department-recognized holidays, personal days, and baby furlough days (BFDs).
II.Holidays
  • A.Sworn members in the classification and pay plan are entitled to the following paid holidays as established by City Ordinance and/or Collective Bargaining Agreements:
    1.New Year's Day1 January
    2.Dr. Martin Luther King Jr's BirthdayThird Monday in January
    3.Lincoln's Birthday12 February
    4.Washington's BirthdayThird Monday in February
    5.Casimir Pulaski DayFirst Monday in March
    6.Police Memorial DayLast Saturday in April
    7.Memorial DayLast Monday in May
    8.Independence Day4 July
    9.Labor Day First Monday in September
    10.Columbus DaySecond Monday in October
    11.Veteran's Day11 November
    12.Thanksgiving DayFourth Thursday in November
    13.Christmas Day25 December
  • B.Salaried civilian employees in the classification and pay plan are entitled to the following paid holidays as established by City Ordinance, and/or Collective Bargaining Agreements:
    1.New Year's Day1 January
    2.Dr. Martin Luther King Jr's BirthdayThird Monday in January
    3.Lincoln's Birthday12 February
    4.Washington's BirthdayThird Monday in February
    5.Casimir Pulaski DayFirst Monday in March
    6.Memorial DayLast Monday in May
    7.Independence Day4 July
    8.Labor Day First Monday in September
    9.Columbus DaySecond Monday in October
    10.Veteran's Day11 November
    11.Thanksgiving DayFourth Thursday in November
    12.Christmas Day25 December
  • C.Prevailing rate civilian employees in the classification and pay plan are entitled to the following paid holidays as established by City Ordinance:
    1.New Year's Day1 January
    2.Dr. Martin Luther King Jr's BirthdayThird Monday in January
    3.Casimir Pulaski DayFirst Monday in March
    4.Memorial DayLast Monday in May
    5.Independence Day4 July
    6.Labor Day First Monday in September
    7.Columbus DaySecond Monday in October
    8.Thanksgiving DayFourth Thursday in November
    9.Christmas Day25 December
NOTE:
The boxes blocked on the Time and Attendance Record (CPD-11.602) indicate the dates for all holidays as established by City Ordinance and/or Collective Bargaining Agreements. When the date on which the holiday is celebrated differs from the traditional date, the member's holiday duty status will be recorded in the box for the date on which the holiday is celebrated.
III.Holiday Assignment and Compensation
  • A.Sworn Members
    • 1.Unit commanding officers will ensure that personnel performing non-essential services do not perform those services on a holiday. Essential services will be defined by individual unit needs.
    • 2.When operational considerations require that only some members on a watch are needed to work on a holiday, the most senior member will be given the option to work provided that:
      • a.the holiday is not the member's regular day off.
      • b.the member possesses the necessary skills or special qualifications to perform the duties required.
    • 3.Holiday compensatory time will not be credited to a sworn member on a holiday if the member is on the medical roll (excluding IOD), absent due to sickness or death in family, on military leave, suspended, excused non-disciplinary, or on a leave of absence.
    • 4.Sworn members will be compensated in accordance with the matrix below, or as current collective bargaining agreements dictate:
       8.5 hour regular tour of duty9.0 hour regular tour of duty10.5 hour regular tour of duty12.5 regular tour of duty
      Regular day off or on full furlough or furlough segment on a holiday and all PPOs with less than 12 months of service:8 hours comp time.8.5 hours comp time.10 hours comp time.12 hours comp time.
      To work a regular tour on a holiday (comp time option):12 hours of comp time.12.75 hours of comp time.15.0 hours of comp time.18 hours of comp time.
      To work a regular tour on a holiday (pay option):8 hours of comp time AND 4 hours in holiday premium pay.8.5 hours of comp time AND 4.25 hours in holiday premium pay.10 hours of comp time AND 5 hours in holiday premium pay.12 hours of comp time AND 6 hours in holiday premium pay.
      To work a tour on a scheduled regular day off on a holiday because RDO was cancelled (comp time option):24 hours comp time.25.5 hours comp time.30 hours comp time.36 hours comp time.
      To work a tour on a scheduled regular day off on a holiday because RDO was cancelled (pay option):20 hours of comp time AND 4 hours in holiday premium pay.21.25 hours comp time AND 4.25 hours in holiday premium pay.25 hours comp time AND 5 hours in holiday premium pay.30 hours of comp time AND 6 hours in holiday premium pay.
      To volunteer to work a tour on a regularly scheduled RDO on a holiday (comp time option):
      NO HOLIDAY PREMIUM
      20 hours of comp time.21.25 hours of comp time.25 hours of comp time.30 hours of comp time.
      To volunteer to work a tour on a regularly scheduled RDO on a holiday (pay option):
      NO HOLIDAY PREMIUM
      8 hours comp time AND 12 hours in overtime pay.8.5 hours comp time AND 12.75 hours in overtime pay.10 hours comp time AND 15 hours in overtime pay.12 hours in comp time AND 18 hours in overtime pay.
      NOTE:
      Probationary Police Officers, with less than 12 months of service are ineligible for overtime pay on a holiday and ineligible for holiday premium pay. PPOs with less than 12 months of service will instead be credited with compensatory time in the amount of their regular tour of duty hours (See row 1 of matrix).
  • B.Civilian Members
    • 1.For members whose regularly scheduled work week does not include Saturday or Sunday, a holiday which falls on a Saturday will be observed on the Friday before the holiday; a holiday which falls on a Sunday will be observed on the Monday after the holiday.
    • 2.For members whose regularly scheduled work week includes Saturday and/or Sunday, holidays which fall on a Saturday or a Sunday will be observed on that day.
    • 3.When operational considerations require that only some members on a watch are needed to work on a holiday, the option to work will be offered on a rotating seniority basis first to volunteers who normally perform the work. When there are not enough volunteers, the work will be assigned on a rotating basis of reverse seniority. In either case the:
      • a.holiday cannot be the member's regular day off.
      • b.member who volunteers or is assigned must possess the necessary skills or qualifications to perform the work.
      NOTE:
      AFSCME members will be given seven (7) days advance notice (where known to the Department) prior to being required to work on a holiday.
    • 4.A member covered by the AFSCME bargaining unit agreement (both FLSA exempt and FLSA non-exempt) will be compensated for an established holiday in the following manner, or as current collective bargaining agreement dictates:
      • a.A member who is scheduled to work a regular tour of duty on an established holiday will be credited with 10.5 hours of additional pay or, at their option, 7 hours of compensatory time and 3.5 hours of additional pay.
      • b.A member who has vacation scheduled, and an established holiday falls during the vacation period, will be carried day of holiday (DOH) instead of being carried V-day and will not be compensated with 7 hours of compensatory time. The member’s unused V-day can be used another time.
      • c.For members who are not scheduled on a regular Monday through Friday workweek, when a holiday falls on a member’s day off, the member will be granted another day off. If a holiday falls on the member’s first day off, the member will be granted the day off immediately prior to the holiday. If a holiday falls on the member’s second day off, the member will be granted the day off immediately after the holiday.
      • d.Members who work in a unit that is operational on all shifts and are required to work on a holiday will be compensated at their option of either 2.5 times their current rate of pay OR 1.5 times their current rate of pay plus 1 time their normal work day hours in compensatory time.
      • e.A member whose regular day off coincides with an established holiday and who is required to work a full tour of duty on a holiday will be credited with 17.5 hours of pay or, at their option, 7 hours of compensatory time and 10.5 hours of pay.
    • 5.A member covered by the Unit II bargaining unit agreement will be compensated for an established holiday in the following manner, or as current collective bargaining agreement dictates:
      • a.A member who is scheduled to work a regular tour of duty on an established holiday will be compensated at 2.5 times their current rate of pay.
      • b.when a holiday falls during a member's vacation period, the employer shall have the option of granting the member an extra day's pay OR an extra day of vacation at a time mutually agreed upon between the member and the employer, provided the member works a full scheduled work day immediately preceding and following such vacation period, unless such absence is excused by the employer.
      • c.A member whose regular day off coincides with an established holiday will be credited with compensatory time equal to their normal work day hours.
      • d.A member whose regular day off coincides with an established holiday and is required to work a full tour of duty on a holiday will be compensated at their option of either 2.5 times their current rate of pay OR 2.5 times their normal work day hours in compensatory time.
    • 6.If a civilian member is absent with the employer's permission (i.e., excused absence), on the last working day preceding or the first working day following a holiday, the member will be carried as day off holiday on the unit's Attendance and Assignment record for such holiday.
    • 7.If a civilian member is in an unexcused absence status on the last working day preceding or the first working day following such holiday, the holiday shall be considered as an additional day absent without pay.
  • C.Command Staff members and civilian members not covered by a collective bargaining agreement.
    • a.Command staff members and members not covered by a collective bargaining unit agreement will normally be carried day-off holiday and will not receive additional compensation if required to work on a holiday.
    • b.Command staff members and members not covered by a collective bargaining unit agreement are eligible for administrative leave which will be granted at the discretion of the bureau or division head and requires mayoral approval.
IV.Religious Holidays
  • A.When a sworn member requests a day off to celebrate a religious holiday on a day not otherwise designated by City ordinance, and/or collective bargaining agreement, the member will be given the option to utilize any of the following:
    • 1.a personal day.
    • 2.compensatory time.
    • 3.a baby furlough day.
    • 4.a vacation day, if applicable.
    • 5.the voluntary change of regular day off.
    • 6.excused without pay, non-disciplinary.
  • B.When a civilian member requests a day off to celebrate a religious holiday on a day not otherwise designated as a holiday by City ordinance and/or collective bargaining agreement, the member will be given the option to utilize any of the following:
    • 1.compensatory time.
    • 2.a vacation day.
    • 3.administrative leave, if authorized.
    • 4.voluntary change of regular day off when the member's unit is operational seven days a week.
    • 5.excused without pay, non-disciplinary.
  • C.District / unit commanding officers will approve requests of sworn and civilian members for a day off to celebrate a religious holiday utilizing any of the above options provided the granting of time off does not adversely affect unit operational needs.
V.Personal Days
  • A.A personal day:
    • 1.taken as a day off is equivalent to a normal scheduled tour of duty.
    • 2.which is unused and to be paid is equivalent to eight (8) hours.
    • 3.will not be requested by a member for a designated holiday or for a date on which the member is required to appear in court.
    • 4.may be used to satisfy summary punishment days.
    • 5.request will be given priority over requests for compensatory time off, remaining furlough days or baby furlough days only when submitted ten (10) days prior to the requested day off.
  • B.Sworn members below the rank of sergeant are authorized four personal days in the calendar year and the following procedures will apply or as current collective bargaining agreement dictates:
    • 1.Members will not be required to work on a personal day provided that:
      • a.written notice (Overtime / Compensatory Time Report CPD-11.608) of the personal day is given to the appropriate supervisor no later than ten (10) days prior to the personal day.
      • b.granting of the personal day does not adversely affect Department operations.
      • c.the request has been approved.
      • d.a holiday is not selected as a personal day.
    • 2.Any dispute within a Unit as to the selection of a personal day will be resolved by seniority in accordance with the provisions of the collective bargaining agreement.
  • C.Sergeants, Lieutenants and Captains are authorized six personal days in the calendar year and the following procedures will apply, or as current collective bargaining agreements dictate:
    • 1.Supervisors will not be required to work on a personal day, provided that written notice (Overtime / Compensatory Time Report CPD-11.608) of the personal day is given to the appropriate supervisor no later than ten (10) days prior to the personal day, with the following limitations:
      • a.a holiday can not be selected as a personal day.
      • b.prior to 01 January of each year, the Department may identify up to three dates for each watch during which personal days may not be scheduled.
      • c.the Department retains its existing right to deny a personal day in response to sudden or unexpected events or circumstances that customarily would require maximum sworn staffing levels. If Department intends to exercise this right, the Department will provide appropriate collective bargaining units with twenty-one days notice of its intent or as much notice as is possible given the events or circumstances at issue.
    • 2.Any dispute within a Unit as to the selection of a personal day shall be resolved by seniority, in accordance with the provisions of the collective bargaining agreement.
VI.Baby Furlough Days
  • A.A baby furlough day (BFD):
    • 1.taken as a day off by a member below the rank of sergeant is equivalent to eight (8) hours. Members working other than an 8.5 hour regular tour of duty must supplement the requested BFD with the appropriate amount of compensatory hours when requesting a BFD be taken as a day off.
    • 2.taken as a day off by a member the rank of sergeant or above is equivalent to a normal scheduled tour of duty.
    • 3.which is unused and to be paid is equivalent to eight (8) hours.
    • 4.will not be requested by a member for a designated holiday or for a date on which the member is required to appear in court.
    • 5.may be used to satisfy summary punishment days.
  • B.For the current calendar year, nonprobationary sworn members of the Department (excluding exempt rank) were authorized the following number of BFDs:
    • 1.All members who are the rank of captain, lieutenant or sergeant receive four BFDs in a calendar year.
    • 2.Members below the rank of sergeant:
      Number of Baby Furlough Days Years of Service
      6 days15 years or more
      5 days10-14 years
      4 days5-9 years
      3 days1-4 years
      0 daysless than 1 year
  • C. BFDs shall be granted in accordance with the Department's member's collective bargaining agreement.
    • 1.A BFD requested as a day off by a member below the rank of sergeant shall be granted in accordance with the Department's policy of granting compensatory time off.
    • 2.A BFD requested as a day off by a member the rank of sergeant or above shall be given priority over requests for compensatory time off or remaining furlough days only when submitted ten (10) days prior to the requested day off.
VII.Unused Baby Furlough Days (BFD) and Personal Days
  • A.If a member does not use or is denied the use of his or her personal days or BFDs in a calendar year, he or she may carry over or elect payment for the personal days or BFDs according to the procedures outlined below.
  • B.Sworn members who elected not to use or were denied use of any of the current calendar year BFDs or personal days may:
    • 1.carry over days according to their respective Collective Bargaining Agreement.
      • a.Members below the rank of Sergeant may carry over a maximum of four (4) current calendar year BFDs and a maximum of four (4) current calendar year personal days to be used as days off in the following calendar year.
      • b.Members of the rank of Captain, Lieutenant, or Sergeant may carry over a maximum of four (4) current calendar year BFDs and a maximum of six (6) current calendar year personal days to be used as days off in the following calendar year.
    • 2.be paid for the current calendar year BFDs and the current calendar year personal days not used in the current calendar year or carried over to the following calendar year.
  • C.Any unused previous calendar year BFDs and previous calendar year personal days that were carried forward to the current calendar year are to be used during the current calendar year. Unused previous calendar year BFDs and previous calendar year personal days cannot be elected for payment in the following calendar year or be carried over to be used as days off during the following calendar year (e.g., BFDs or personal days carried over from 2016 must be used in 2017 and cannot be carried over to or elected for payment in 2018).
  • D.Procedures
    • 1.Each unit will receive one copy of a computer printout of all sworn members assigned to or detailed into the unit who are eligible for payment of unused BFDs and personal days. The column entitled “HOURS AUTHORIZED” indicates the total number of BFDs (expressed as eight hours per day) to which members are authorized for the current calendar year based upon their rank and years of service.
    • 2.Unit timekeepers will record the following information for each member listed on the computer printout:
      • 1.Number of the current calendar year BFDs (expressed as eight hours per day) used in the column entitled “BFD HOURS USED.”
      • 2.Number of the current calendar year BFDs (expressed as eight hours per day) carried over to the following calendar year to be used as days off in the column entitled “BFD HOURS CARRIED.”
      • 3.Number of the current calendar year BFDs (expressed as eight hours per day) for which payment is requested in the column entitled “BFD HOURS FOR PAY.”
      • 4.Number of the current calendar year personal days, (expressed as eight hours per day) carried over to the following calendar year to be used as days off in the column entitled “PERSONAL HOURS CARRIED.”
      • 5.Number of the current calendar year personal days, (expressed as eight hours per day) for which payment is requested in the column entitled “PERSONAL HOURS FOR PAY.”
        NOTE:
        BFDs and personal days for which payment is requested must be expressed as an eight (8) hour day regardless of the member’s tour of duty (e.g., eight and a half (8.5), nine (9), ten and a half (10.5)).
      • 6.Total number of hours requested for pay is calculated by adding the total number of hours of BFDs and personal days for which payment is requested in the column entitled “TOTAL HOURS FOR PAY.”
      • 7.Total is calculated by adding the total hours for each column at the bottom of each page.
    • 3.The hours entered in the columns entitled “BFD HOURS USED,” “BFD HOURS CARRIED,” and “BFD HOURS PAY” when added together must equal the “HOURS AUTHORIZED” preprinted on the listing.
    • 4.The hours entered in the columns entitled “BFD HOURS FOR PAY” and “PERSONAL HOURS FOR PAY” when added together must equal the “TOTAL HOURS FOR PAY.”
    • 5.If the name of an eligible member assigned or detailed into the unit is not included on the computer printout, the timekeeper will enter the name of that member and other appropriate information on the printout. If the name of an eligible member who is detailed out of the unit appears on the computer printout, the timekeeper will enter the unit of detail in the column entitled “DETAILED STATUS.” For members detailed out of the unit, information regarding BFDs or personal days will not be recorded on the computer printout.
    • 6.If a member is retiring or resigning after 01 January of the following calendar year and prior to 01 March of the following calendar year, the timekeeper will indicate the expected retirement date and note “Retirement Buyout” on the computer printout. All BFDs and personal days will be included in the retirement buyout.
    • 7.Members electing payment for unused current calendar year BFDs and personal days will sign their name above their printed name on the computer printout acknowledging the amount of time elected for payment.
    • 8.Unit commanding officers will sign the computer printout and return it to the Finance Division no later than the last Friday in January of the following calendar year. A photocopy of the computer printout will be retained in the unit files for an additional ninety days.
  • E.Unused personal days and baby furlough days can be compensated at the time of retirement or resignation.
VIII.Payroll Procedures For Reporting Overtime / Out Of Grade Hours And Holiday Premium Hours
  • A.Distribution
    • 1.An Overtime / Out of Grade Pay Listing which identifies eligible sworn and civilian members currently assigned or detailed to their unit will be sent to all unit commanding officers.
    • 2.A Holiday Premium Pay Listing which identifies all eligible sworn and civilian members who are currently assigned or detailed to their unit for holiday premium pay will be sent to all unit commanding officers.
  • B.Unit timekeepers will prepare the Overtime/Out of Grade Pay Listings and:
    • 1.examine the Time and Attendance Record (CPD-11.602) for each member listed on the Payroll Listings who is assigned or detailed to their unit to ensure that those members who worked overtime hours and/or out of grade were credited with the correct number of hours for pay purposes.
    • 2.enter the unit of detail in the “Detail Status” column of the Overtime / Out of Grade Pay Listings for those members who are detailed to another Department unit if the printed list does not so indicate. No other entries are to be made on the Listings for members detailed to another unit.
    • 3.enter the total number of overtime hours earned (monthly for civilian members or police period for sworn members) as recorded in the overtime column under the heading “Pay Hours” of the Time and Attendance Record in the “Total Overtime Pay Hours” column of the appropriate Overtime / Out of Grade pay Listings
    • 4.record the total number of hours those members were authorized to work out of grade in the “Out of Grade Hours” column of the appropriate Overtime / Out of Grade Pay Listing. (See the directive entitled “Payroll and Timekeeping - Overtime/Compensatory Time/Working Out Of Grade."
      NOTE:
      No hours for out of grade pay can be made to a pay listing without a completed authorization form being on file in the unit.
    • 5.record the out of grade position worked (e.g., D-2, D-3, D-4, etc.) in the “Pay Grade Worked” column of the appropriate Overtime / Out of Grade Pay Listing.
    • 6.circle the number of overtime hours and out of grade hours on the member's Time and Attendance Record for which payment is to be made to indicate that this data was recorded on the appropriate listing.
    • 7.sign their full name in the lower right hand corner of each completed page of the Overtime / Out of Grade Pay Listings before submitting them to their unit commanding officer.
  • C.Unit timekeepers will prepare the Holiday Premium Pay Listing and:
    • 1.examine the Time and Attendance Record of each sworn and civilian member listed on the Holiday Premium Pay Listing who is assigned to their unit of ensure that those members who were required to work on holiday(s) were credited with the correct number of hours for pay.
    • 2.examine the Time and Attendance Record of each sworn and civilian member listed on the Holiday Premium Pay Listing who is detailed to their unit to ensure that those members who are required to work on a holiday(s) were credited with the correct number of hours for pay.
    • 3.enter the unit of detail in the “Detail Status” column of the Holiday Premium Pay Listing for those members who are detailed to another unit if the printed list does not so indicate.
    • 4.record on a blank line of the Holiday Premium Pay Listings the unit number, title code, name and social security number of those members who names are not printed on the listing and are detailed into their unit.
    • 5.record the total number of holiday premium hours earned member on the Holiday Premium Pay Listing.
    • 6.circle the number of holiday premium hours on the member's Time and Attendance Record for which payment is to be made to indicate that this data was recorded on the Listing.
    • 7.sign their full name in the lower right hand corner of each completed page of the Holiday Premium Pay Listing before submitting them to their unit commanding officer.
  • D.Unit commanding officers will:
    • 1.review the Overtime / Out of Grade Pay Listings and the Holiday Premium Pay Listing prepared and submitted by the unit timekeeper to ensure legibility, accuracy and completeness.
    • 2.sign their full name on the last page of each Listing to indicate their review and approval.
    • 3.forward completed Overtime / Out of Grade Pay Listing by deadline date.
      • a.Original - Finance Division - Payroll Section
      • b.Photocopy 2 - Retained in unit files.
(Items indicated by italics/double underline were revised.)
Eddie T. Johnson
Superintendent of Police
15-02 KT