Chicago Police DepartmentEmployee Resource E02-03-03
Civilian Time and Attendance Record
Issue Date:01 June 2011Effective Date:01 June 2011
Rescinds:Version dated 15 April 2001; D01-19-03
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.continues procedures for completing the Civilian Time and Attendance Record (CPD-11.602-B) for civilian members.
  • B.provides status codes for recording:
    • 1.hours excused without pay for union business as provided for in applicable bargaining unit agreements.
    • 2.compensatory time earned under the Fair Labor Standards Act (FLSA) up to a maximum of 240 hours.
    • 3.compensatory time earned on a holiday if the holiday falls on a member’s regular day off or during the member’s vacation.
II.Civilian Time and Attendance Record
  • A.The portion of the Civilian Time and Attendance Record which illustrates the months of the year is divided into two pay cycles for each month. This section is utilized for recording a civilian member's duty status, the number of hours of FLSA compensatory time earned and compensatory time earned or used and the number of hours for which payment is required for each calendar day of the month.
    • 1.The unshaded boxes on the top line will be used to record the member's daily duty status. (See examples provided at the end of this directive).
    • 2.The unshaded boxes on the second line entitled “Comp. Time” will be used on a daily basis to record the amount of compensatory time earned in quarter hour increments and to record compensatory time used in full hour increments.
    • 3.The shaded boxes on the third line entitled “Pay Hours” will be used on a daily basis for recording the number of overtime / holiday hours for which payment is requested.
      NOTE:
      Holiday time for pay will be circled in red on the time and Attendance Record so as not to be confused with other paid overtime.
  • B.The “Accrued” boxes under the column headings “SP-HRS” and “V” will be completed as follows:
    • 1.The box immediately below the column heading SP-HRS will be used to indicate the number of hours that a member is entitled to be excused sick with pay. One day of sick leave is accrued on the first day of each month. Each accrued sick day equals seven (7) hours of sick pay. An accrued sick day will be converted into sick hours and added to the amount in the SP-HRS column on a monthly basis.
      NOTE:
      The number of accrued sick days cannot exceed 200 days.
    • 2.The box immediately below the column heading “V” will be used to indicate the number of vacation days that a member is authorized as of the beginning of the year.
  • C.The summary columns under the headings “SP-HRS” and "V” have been divided into four boxes for each calendar month. The “SP-HRS” column will be utilized to record the number of sick hours and the “V” column will be utilized to record the number of vacation days used during each pay cycle.
    • 1.The top boxes of each pay cycle will be used for recording sick hours and vacation days used during the pay cycle.
    • 2.The lower box of each pay cycle will be used to indicate a running balance of sick hours or vacation days remaining at the end of each pay cycle. The running balance of sick hours and vacation days is computed by deducting the number of sick hours and vacation days used during the pay cycle from the accrued sick hours and vacation days. For each succeeding pay cycle, the sick hours and vacation days used will be deducted from the prior pay cycle balance.
  • D.The summary columns under the headings “SU-DA” and “FMLA-AB-AN-IOD” will be used to record the number of days in which a member was in a non-pay status.
    • 1.The SU-DA column will be used to record the number of days a member was excused without supervisor's approval, suspended or excused-disciplinary. The “FMLA-AB-AN-IOD” column will be used to compute the number of days a member was in a no pay status due to days / hours for FMLA, absent without pay, excused non-disciplinary, or injured on duty.
      NOTE:
      As indicated in the Department directive entitled “Medical Policy,” a member cannot be carried sick-no pay; instead, the member will be carried AN when sick without pay has been requested.
    • 2.The summary columns have been divided into four boxes for each calendar month.
      • a.The top boxes will be used for recording the number of non-pay status absences occurring during each pay cycle.
      • b.The lower box of each pay cycle will be used for maintaining a year to date total of non-pay status absences.
  • E.The use of paid leave will be indicated on the day it is used by entering the following letter codes:
    • 1.Civil Union Leave - enter MR
    • 2.Death in Family - enter DIF
    • 3.Jury Duty - enter JD
    • 4.Marriage Leave - enter MR
    • 5.Paid Military Leave - enter MP
    • 6.Sickness in Family - SF
    • 7.Union Business - enter UB.
      Item revised 01 June 2011.
  • F.The box in the “Out of Grade” column under the heading Pay Hours will indicate the pay grade for the position worked (e.g., 7,8,9,10, etc.) and the number of hours for which payment is required. The boxes in the “Holiday” and “Overtime” columns under the heading “Pay Hours” will indicate the number of holiday hours and the number of overtime hours for which payment is required for each pay cycle.
    • 1.The top boxes will be used for the 1st pay cycle and the middle boxes will be used for the 2nd pay cycle.
    • 2.The total number of out of grade, holiday and overtime hours for each month for which payment is required will be recorded in the shaded boxes.
  • G.The boxes numbered 1 through 6 under the heading “Comp. Time Hours” will be completed at the end of each pay cycle.
    • 1.Box 1 - Record all compensatory time earned at a premium rate (time and one-half and double time) excluding hours credited for a holiday. This generally includes all overtime in excess of 5 hours of overtime worked during the calendar week and overtime for working on a scheduled day off.
    • 2.Box 2 - Record the total number of compensatory time hours used during the pay cycle.
    • 3.Box 3 - Add the hours in box 3 of the previous pay cycle to the hours in box 1 of the current pay cycle.
      • a.If the hours in box 2 of the current pay cycle are greater than the combined hours of box 3 of the prior pay cycle plus box 1 of the current pay cycle, enter “0" in box 3 of the current pay cycle, and the excess hours in box 5.
      • b.If the hours in box 2 of the current pay cycle are less than the combined hours in box 3 of the prior pay cycle plus box 1 of the current pay cycle, enter the difference in box 3 and “0” in box 5.
    • 4.Box 4 - Enter the total number of compensatory hours earned for hours of work under 40 hours of work in the workweek (Sunday through Saturday) and hours credited for a holiday.
    • 5.Box 6 - Add the hours in box 6 of the prior pay cycle and box 4 of the current pay cycle. Subtract the hours indicated in box 5 of the current pay cycle and record the remainder in box 6. This calculation provides the new balance for this box.
III.Unit Timekeepers
Unit timekeepers are responsible for ensuring that all information is posted on the Time and Attendance Records in the appropriate spaces provided.

TABLE OF DAILY DUTY STATUS ENTRIES CIVILIANS [Attachment 3.1]
JAN
01 - Work on holiday
02 - Work holiday-all comp time
03 - Work holiday-for pay
04 - Absent without pay, non-disciplinary, no supervisory approval - unexcused absence
NOTE:
Daily duty status entries followed by the term unexcused absence are to be considered in determining a members eligibility for holiday and/or overtime benefits.
05 - Administrative leave
06 - Work full tour of duty + 2 additional hours (Personnel not covered by a labor agreement and exempt from FLSA)
07 - Sick with pay
NOTE:
Sick with pay includes sickness in family and doctor appointments and may be taken in one-hour increments.
08 - Member exhausted sick time - Absent without pay, non-disciplinary, supervisory approval
09 - Work 5 hours - 2 hours sick with pay
10 - Injured on duty
11 - Disciplinary action, summary punishment or immediate no pay status, i.e., failure to report for duty, etc. - unexcused absence
12 - Vacation
13 - Suspension ordered by the Superintendent
14 - Death in family
15 - Jury duty
16 - Military leave with pay
17 - Military leave without pay
18 - Holiday falls on vacation day, credited with seven (7) hours compensatory time earned
19 - Work full tour of duty + 2 hours OT (in excess of forty (40) hours in the workweek)-for pay
20 - Work full tour of duty + 2 hours OT (in excess of forty (40) hours in the workweek)-for comp time
21 - Work 4 hours-3 hours comp time
22 - Work full tour of duty + 2 hours OT ( not in excess of forty (40) hours in the workweek)
23 - Marriage leave
24 - Excused full tour of duty with pay for union business
25 - Work 4 hours-3 hours union business
26 - Worked out of grade as G10
27 - Worked full tour of duty on a Saturday (SS days off) or if in a day off group the 1st day off-for pay
28 - Worked full tour of duty on a Sunday (SS days off) or if in a day off group the 2nd day off-for comp time
29 - Excused from tour of duty without pay for Union Business
30 - G-11 personnel not covered by a labor agreement and exempt from FLSA work full tour of duty + 3 hours OT (in excess of thirty-five (35) hours in the workweek)
FEB
01 - Work 3 hours- 4 hours IOD
02 - Work 3 hours-4 hours FMLA-No Pay
03 - FMLA entire tour of duty
04 - RDO
05 - RDO on holiday
06 - Worked RDO / holiday-for comp time and pay
07 - Worked RDO / holiday on a Sunday (SS days off) or if in a day off group the 2nd day off-for comp time and pay
08 - Worked RDO / holiday-all comp time
09 - Worked RDO / holiday-all pay
10 - Personal day
Garry F. McCarthy
Acting Superintendent of Police
11-052 AMR