Chicago Police DepartmentEmployee Resource E02-04-02
Vacation Selection and Scheduling for Civilian Members and Exempt Members
Issue Date:16 October 2018Effective Date:16 October 2018
Rescinds:23 January 2014 version
Index Category:Payroll and Timekeeping
I.Purpose
This directive establishes procedures for the selection and scheduling of vacation days by sworn exempt members and civilian Department members, including union and non-union-represented members.
II.Union-Represented Civilian Department Members
  • A.The authorized vacation days for civilian union-represented Department members will be as follows:
    • 1.Thirteen working days of vacation for one through five years of continuous service.
    • 2.Eighteen working days of vacation for six through thirteen years of continuous service, if the sixth anniversary is prior to 1 July in the sixth year.
    • 3.Twenty-three working days of vacation for fourteen years or more of continuous service, if the fourteenth anniversary is prior to 1 July in the fourteenth year.
    • 4.Twenty-four working days of vacation for twenty-four years or more of continuous service, if the twenty-fourth anniversary is prior to 1 July in the twenty-fourth year.
    • 5.Twenty-five working days of vacation for twenty-five years or more of continuous service, if the twenty-fifth anniversary is prior to 1 July in the twenty-fifth year.
  • B.No vacation leave will be available to a new union-represented civilian member in the calendar year of appointment.
  • C.Vacation is computed on the basis of time earned during the prior working year.
    • 1.The amount of pro rata vacation due to a member who did not have twelve months of continuous service in the prior year and who is on the payroll as of 1 January of the current year is determined by dividing the number of months of continuous service worked in the prior year by twelve.
    • 2.The resulting figure is multiplied by the number of vacation days authorized. Any fraction is rounded off to the nearest whole number of days.
    • 3.Any month in which the member worked at least 50% of the time will be credited for purposes of computing vacation leave.
  • D.Members returning from leave of absence during the year will receive vacation based on the time earned during the prior calendar year.
    • 1.No member while on leave of absence or leave without pay status may earn vacation credit except where such leave is for duty disability.
    • 2.Members on duty disability are to be treated the same as active employees.
    • 3.Members will be credited with vacation while on duty disability.
      NOTE:
      The one year vacation carryover limitation of the City's Salary Resolution also applies to employees on duty disability.
  • E.The granting of requests for vacations within districts or units will be the responsibility of the district or unit commanding officer, consistent with the operational needs of the unit, and the applicable provisions of existing collective bargaining agreements.
III.Non-Union-Represented Members
  • A.Vacation leave will be available to a new non-union-represented Department member in the calendar year of appointment.
    Vacation Allotment for Civilian Command Staff and Non-Represented Civilian Employees
     Years of Service
     1
    through
    5
    6
    through
    13
    14
    through
    23
    2425+
    Jan.22223
    Feb.12222
    Mar.12222
    Apr.12222
    May12222
    Jun.12222
    Jul.11222
    Aug.11222
    Sep.11222
    Oct.11222
    Nov.11222
    Dec.11122
    Total Allotment1318232425
    NOTE:
    The continuous service date of the employee must be reached by 30 June of the year eligible for vacation increase. If continuous service date is after 1 July then the increase in vacation allotment does not take effect until the following year.
    Vacation Allotment For Sworn Command Staff
    January3
    February2
    March2
    April2
    May2
    June2
    July2
    August2
    September2
    October2
    November2
    December2
    Total Allotment25
    NOTE:
    Vacation is credited on the first of the month in all categories.
  • B.Non-union-represented members will be allowed to carry over a maximum of five (5) days vacation from one year to the next.
IV.Vacation Selections
Vacation selection for civilian members is as follows:
  • A.AFSCME members and non-union-represented members will select their vacations on the basis of continuous service.
  • B.UNIT II members will select their vacations on the basis of seniority (time-in-title) by watch in accordance with the existing collective bargaining agreement.
(Items indicated by italics/double underline were revised.)
Eddie T. Johnson
Superintendent of Police
17-140 RWN