Chicago Police DepartmentEmployee Resource E02-03
Time and Attendance Record
Issue Date:29 June 2016Effective Date:29 June 2016
Rescinds:13 April 2001 Version
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.continues the:
    • 1.28-day pay cycle consisting of four calendar weeks, 0001 hours Sunday to 2400 hours Saturday, as the pay cycle for purposes of computing overtime for sworn Department members.
    • 2.calendar week, 0001 hours Sunday to 2400 hours Saturday, as the pay cycle for purposes of computing overtime for civilian Department members.
    • 3.use of the Sworn Time and Attendance Record (CPD-11.602-A) for recording the daily duty status and overtime hours worked by sworn bargaining unit members, below the rank of sergeant and probationary police officers (PPOs).
    • 4.use of the Sworn Supervisor Time and Attendance Record (CPD-11.602-S) for recording the daily duty status and overtime hours worked by sworn bargaining unit members, the rank of sergeant and above, and sworn command staff non-bargaining supervisory members.
    • 5.use of the Civilian Time and Attendance Record (CPD-11.602-B) for recording the daily duty status and overtime hours worked by civilian members of the Department and, if applicable, overtime hours worked.
    • 6.procedures for the operation and maintenance of a Time and Attendance Record for a detailed member.
  • B.provides:
    • 1.Attendance Code Table.
    • 2.instructions for completing the Sworn and Civilian Time and Attendance Records.
    • 3.sample copies of Sworn and Civilian Time and Attendance Records illustrating a members daily duty status, overtime worked and type of compensation requested by the member for the overtime worked.
  • C.satisfies CALEA Law Enforcement Standard Chapter 33.
II.Attendance Code Table
This Table will be used by Department members to complete:
  • A.Automated A&A Sheets.
  • B.Sworn Time and Attendance Record (CPD-11-602.A).
  • C.Supervisor Time and Attendance Record (CPD-11-602.S).
  • D.Civilian Time and Attendance Record (CPD-11-602.B).
ATTENDANCE CODE DESCRIPTIONSCODES BY NUMBERS FOR AUTOMATED
A&A SHEETS
CODES FOR TIME AND ATTENDANCE RECORDS
Absent Without Permission W/O Pay
Member does not show up for a scheduled tour without any authorization. Member will not be paid.
79AN
Administrative Leave
Paid leave of absence initiated to manage special circumstances and is not intended as a substitute for or to supplement other leaves of absence. Mayoral approval required.
46AL
Annual Vacation
Use of the allowed amount paid time off each year.
82V
Baby Furlough Day
For sworn members ONLY, the use of an authorized day off as allotted per year.
90BFD
Court Appearances
Case related meetings with Corporation Counsel, ASA and other governmental representatives, WHEN it emcompasses the entire tour of duty.
5656/
Criminal Investigation Follow-up Outside Chicago Metropolitan Area.5454/
Day Off
Regular scheduled Day Off (RDO).
80DO
Day Off Comp Time
Authorized day off by use of compensatory time that has been previously earned.
81CU
Day Off Holiday
Member opts to take the holiday off when it falls on the member's regular scheduled tour of duty. (Sworn members will not receive comp time).
94DOH
Death99DE
Death in Family
Sworn members shall be entitled to days off, consistent with member's Collective Bargaining Agreement.
86DF
Discharged98DIS
Exchange Day Off
Members not reporting for duty on a regular working day due to an approved tour of duty exchange.
4242
Exchange - Vol. Work RDO
Members voluntarily reporting for duty on their RDO due to an approved tour of duty exchange.
4141/
ATTENDANCE CODE DESCRIPTIONSCODES BY NUMBERS FOR AUTOMATED
A&A SHEETS
CODES FOR TIME AND ATTENDANCE RECORDS
Excused From Duty W/O Pay
(as Ordered by BIA)

At the order of BIA, member is excused from duty without pay.
76DA
Excused From Duty W/O Pay (Summary Punishment W/O Pay)
Member is excused and will not receive pay as a result of a disciplinary action or other reason.
77DA
Excused W/O Pay- No Supervisor Approval (Civilian Only)
Member is denied the a day off, but member still takes day off without approval. Member will not be paid.
92AB
Family and Medical Leave Act
Member takes an unpaid, job-protected leave for specified family and medical reasons. May be taken in increments.
95AFMLA
Furlough Day - Mandatory4545
Furlough Day - Unpaid44FN
Furlough Extensions-Contractually Authorized
The use of vacation days, comp time, etc. to extend furlough segment within the contract guidelines
100V, DO, BFD, P, or CU, as appropriate
(Baby) Furlough- Contractually Authorized
The use of vacation time, comp time, baby furlough days and/or RDOs within the contractual guidelines.
110BFD, P, or CU, as appropriate
Injured on Duty
When member is off work due to an injury that occurred in the performance of their duty.
84IOD
Jury Duty
Excused absence due to court order jury summons.
88JD
Leave of Absence
Authorized non-paid leave for sworn and non-sworn members.
95LOA
Marriage Leave/Civil Union
At discretion of C/O, granted no more than three consecutive days leave for sworn and non-sworn member.
93MR
Military Leave
Authorized leave due to active Military training or duty; must complete Military Leave Absence Form.
87ML
ATTENDANCE CODE DESCRIPTIONSCODES BY NUMBERS FOR AUTOMATED
A&A SHEETS
CODES FOR TIME AND ATTENDANCE RECORDS
Misc. Detail
Member detailed to an assignment outside of unit of assignment at the direction of their supervisor. Member will report for duty at location and time specified. Prior notice and approval of Deputy Chief or higher required.
4949/
Other
Any assignment outside the member's normal duties. Excluding: court appearances; investigations. training; meetings; or conferences that utilize absence codes 044, 052, 053 or 054.
6060/
Paid Maternity Leave (Non-Union Civilian)
Authorized paid time off for civilian members due to the birth of a child.
52MAT
Personal Day
The use of an authorized day off as allotted per year.
91P
Presidential Security Detail
Detail assignment for when the POTUS is in the City of Chicago.
5151/
Resignation97RES
Retirement96RET
Sickness Injured Not on Duty (Medical Roll)
Sworn and non-sworn members on the medical roll for illness or injury that was not related to duty.
83SP
Sickness in Family
At the discretion of the C/O, member is granted the day off for any immediate family member sickness
85SF
Sick without pay (Civilian Only)
For use when accumulated Medical or compensatory time has been exhausted.
83ASN
Special Event
Detailed to assignment that has a Special Event Number and Plan issued.
5050/
Summary Punishment W/O Pay (Working in Lieu of Day Off)
Member opts to work RDO as a result of a disciplinary action but will not receive extra pay or compensation.
78DA/DO
Suspension W/O Pay
Administered punishment where member is ordered days off without pay.
75SU
ATTENDANCE CODE DESCRIPTIONSCODES BY NUMBERS FOR AUTOMATED
A&A SHEETS
CODES FOR TIME AND ATTENDANCE RECORDS
Suspension Option Working Regular Day Off
Administered punishment wherein member can opt to work their RDO, without receiving any compensatory benefits.
75ASU/DO
Traumatic Incident Stress Management Program
Mandatory attendance for member to attend program.
4848
Training
Approved or mandatory scheduled training by the Department also administered by the Department.
4747/
Training Inside Chicago Metro Limits
Approved meeting/training/conference/
seminar that occurs
within the Chicago Metro limits, not requiring any travel reimbursements.
47A47A/
Training Outside Chicago Metro Limits
Approved travel outside Chicago Metro limits with daily per diem expenses for lodging and meals.
47B47B/
Training Outside Chicago Metro Limits
Approved training that is NOT administered by the Department and NOT funded by the Department.
47C47C/
Union Business
Member is scheduled for official union business as it pertains to their elected role with the union.
53UB
Union Business without pay
Member excused from tour of duty without pay for Union Business. (Civilian Only)
53AUBN
(Items indicated by italic/double underline were added or revised.)
Eddie T. Johnson
Superintendent of Police
16-029 KMC/KT
ADDENDA:
1. E02-03-01 - Sworn Time and Attendance Record
2.E02-03-02 - Civilian Time and Attendance Record
3.E02-03-03 - Automated Daily Attendance and Assignment Record