Chicago Police DepartmentEmployee Resource  E02-03-01
Sworn Time and Attendance Record
Issue Date:29 June 2016Effective Date:29 June 2016
Rescinds:E02-03-02, Version 22 February 2012
Index Category:Payroll and Timekeeping
I.Purpose
This directive continues procedures for completing :
  • A.the Sworn Time and Attendance Record (CPD-11.602-A) for sworn bargaining unit members below the rank of sergeant and probationary police officers (PPOs).
  • B.the Sworn Supervisor Time and Attendance Record (CPD-11.602-S) for sworn bargaining unit members of the rank of sergeant and above, and sworn command staff non-bargaining supervisory members.
II.Sworn Bargaining Unit Members
  • A.The Sworn Time and Attendance Record (CPD-11.602-A) and the Sworn Supervisor Time and Attendance Record (CPD-11.602-S) will be utilized for recording the daily duty status of sworn bargaining unit members and will be completed as follows:
    • 1.The unshaded boxes on the top line will be used to record the member's daily duty status.
      • a.The member's daily duty status or the use of paid leave will be indicated on the day it is used by entering the appropriate letter code.
      • b.a complete list of the Attendance Codes can be found in the Department directive entitled "Time and Attendance Record."
    • 2.The second line entitled actual overt. will be used to record the amount of actual overtime worked expressed in hours and/or quarter hour increments.
      NOTE:
      If a member works more than eight (8) minutes in a quarter hour segment, it will be rounded up to the quarter hour.
    • 3.The third line entitled comp. time will be used to record holiday premium hours, compensatory time used, and overtime credited (computed at time and one-half) in quarter hour increments when the member requests to be compensated in compensatory time.
    • 4.The fourth line (shaded boxes) entitled pay hours will be used only for recording overtime in quarter hour increments (computed at time and one-half) for which payment is requested and for recording additional premium hours for working on a holiday as provided for by existing labor agreement and the Department directive entitled "Payroll and Timekeeping-Holidays/Personal Days"
      NOTE:
      Holiday time for pay will be circled in red on the Time and Attendance Records so as not to be confused with other paid overtime.
  • B.The summary columns under the headings IOD-SP, V, SU-DA, FMLA-AN, P-BFD, will be utilized as follows and each column will maintain a running total after each 14 day segment of the pay cycle.
    • 1.IOD-SP is used to record the number of paid sick days (including injured on duty).
    • 2.V is used to record the number of furlough days used.
    • 3.SU-DA is used to record the number of days a member is suspended or excused - disciplinary (without pay).
    • 4.FMLA-AN is used to record the number of days a member is in a no pay status due to hours/days used as FMLA, or being excused non-disciplinary.
    • 5.P-BFD is used to record the number of paid personal days or baby furlough days used.
      NOTE:
      Balances for BFD, P and V days will be carried forward as follows: number of days used (number increases with usage)/number of days authorized. For example: a member is authorized 6 BFDs and uses one in Cycle 1 - the balance will be carried as 1/6 in the BFD column. When another BFD is used in Cycle 2 - the balance will be carried as 2/6 in the BFD column.
  • C.The columns identified as "D2" and "D3" under the heading Out of Grade, are used for recording total authorized hours worked out of grade within the 14 day segments of the pay cycle by members below the rank of sergeant, excluding probationary police officers.
    • 1.The column identified as "D2" will be used for recording the total hours worked within the 14 day segment by a police officer being paid D-1 salary who is authorized to perform the duties of a "D2" position as indicated in Section 26.3 of the applicable bargaining unit agreement.
    • 2.The column identified as "D3" will be used for recording the total hours worked within the 14 day segment by a police officer being paid D-1 or D-2 salary who is authorized to perform the duties of "D3" position as indicated in Section 26.2 of the applicable bargaining unit agreement.
  • D.For sergeants, lieutenants and captains, the column identified as D under the heading Out of Grade will be changed to read as follows:
    • 1.For sergeants, "D4" will be entered and used to record the total hours worked out of grade in a "D4" position as indicated in Section 26.3 of the applicable bargaining unit agreement.
    • 2.For lieutenants, D5, D6, etc. will be entered and used to record the total hours worked out of grade in a position budgeted for a captain or exempt member as indicated in Section 26.3 of the applicable bargaining unit agreement.
    • 3.For captains, "D6" will be entered and used to record the total hours worked out of grade in a position budgeted for an exempt member as indicated in Section 26.3 of the applicable bargaining unit agreement.
      NOTE:
      The entries in the above column reflect the hours worked out of grade by a supervisory member within each 14 day segment of the pay cycle and a total number of hours for the pay cycle.
  • E.The boxes in the column headings entitled FLSA, Actual Time, Paid Overtime and Compensatory Time Hours will be completed as follows:
    • 1.The boxes numbered 1 through 12 under the heading entitled FLSA, Actual Time are to be completed as follows:
      • a.Box 1 - Enter the total number of regular duty hours worked during the first fourteen day segment of the pay cycle. Do not include special employment hours, hours worked on a day off, or hours excused for union business.
      • b.Box 2 - Enter the total amount of actual overtime hours worked for compensatory time during the first fourteen day segment of the pay cycle including hours worked on a day off.
      • c.Box 3 - Add the hours indicated in boxes 1 and 2 and enter the total in this box.
      • d.Box 4 - Enter the total number of regular duty hours worked during the second fourteen day segment of the pay cycle. Do not include special employment hours, hours worked on a day off, or hours excused for union business.
      • e.Box 5 - Enter the total amount of actual overtime hours worked for compensatory time during the second fourteen day segment of the pay cycle including hours worked on a day off.
      • f.Box 6 - Add the hours indicated in boxes 3, 4 and 5 and enter the total hours in this box.
      • g.Box 7 - Enter the total number of actual overtime hours worked for pay during the first fourteen day segment of the pay cycle including hours worked on a day off.
      • h.Box 8 - Enter the total number of actual overtime hours worked for pay during the second fourteen day segment of the pay cycle including hours worked on a day off.
      • i.Box 9 - Add the hours indicated in boxes 7 and 8 and enter the total in this box. If the total is 0, then boxes 13 through 17 must also be 0.
      • j.Box 10 - If the hours indicated in box 6 exceeds 171 hours, subtract 171 hours from the hours indicated in box 6.
      • k.Box 11 - Preprinted number which will be used for computing actual overtime hours worked for compensatory time in excess of 171 hours.
      • l.Box 12 - Multiply the hours indicated in box 10 by 1.5 and enter the total in this box and in box 2, FLSA earned, under the heading Compensatory Time Hours.
    • 2.The boxes numbered 13 through 16 under the heading entitled Paid Overtime, are to be completed as follows:
      • a.Box 13 - Enter the total number of overtime hours for which pay was requested during the first fourteen day segment of the pay cycle. Do not include holiday premium hours in this total.
      • b.Box 14 - Enter the total number of overtime hours for which pay was requested during the second fourteen day segment of the pay cycle. Do not include holiday premium hours in this total.
      • c.Box 15 - Add the number of hours in boxes 13 and 14 and enter the total in this box. If the total is 0, then boxes 16 and 17 must also be 0.
      • d.Box 16 - If the number of hours in box 6 is 171 or greater, record the number of hours from box 15 in box 16 and enter zero in box 17. If the number of hours in box 6 is less than 171, go to the instructions for box 17 listed in Item II-F-2-e of this directive. Box 16 is the number of hours to be reported under the heading "OVER 171" on the Overtime / Out of Grade Pay Listing (DPOL 8149).
      • e.Box 17 - Add boxes 6 and 9.
        • (1)If the total is 171 or less, record the number of hours from box 15 in box 17 and enter zero in box 16.
        • (2)If the total is greater than 171, subtract the amount in box 6 from 171, multiply the remainder by 1.5 and enter this amount in box 17.
        • (3)Subtract box 17 from box 15 and enter the remainder in box 16.
        • (4)Box 17 is the number of hours to be reported under the heading "171 OR LESS" on the Overtime / Out of Grade Pay Listings (DPOL 8149).
        NOTE:
        The total of boxes 16 and 17 MUST equal box 15.
    • 3.The boxes numbered 1 through 7 under the heading entitled "Compensatory Time Hours" are to be completed as follows:
      • a.Box 1 - Enter the total compensatory time hours earned during the 28-day pay cycle in this box.
      • b.Box 2 - Enter the total number of hours indicated in box 12 under the column heading "FLSA Actual Time" in this box.
      • c.Box 3 - Enter the total compensatory time hours used during the 28-day pay cycle in this box.
      • d.Box 4 - Add the hours in box 4 of the previous pay cycle to the hours in box 2 of the current pay cycle.
        • (1)If the hours in box 3 are greater than the combined hours of boxes 4 and 2, enter 0 in box 4 and the excess hours in box 6.
        • (2)If the hours in box 3 are less than the combined hours of boxes 4 and 2, enter the difference in box 4 and enter a 0 in box 6.
      • e.Box 5 - Subtract the hours in box 2 from the hours in box 1 and enter the remainder in this box.
      • f.Box 7 - Add the hours indicated in box 7 of the previous pay cycle to box 5 of the current pay cycle. Subtract the hours indicated in box 6 of the current pay cycle from this total. This calculation provides the new balance for box 7.
III.Probationary Police Officers
  • A.The Sworn Time and Attendance Record (CPD-11.602-A) will be utilized for recording the daily duty status of probationary police officers and will be completed as follows:
    • 1.The unshaded boxes on the top line will be used to record the member's daily duty status.
      • a.The member's daily duty status or the use of paid leave will be indicated on the day it is used by entering the appropriate letter code.
      • b.a complete list of the Attendance Codes can be found in the Department directive entitled "Time and Attendance Record."
    • 2.The second line entitled actual overt. will be used to record the actual overtime worked expressed in hours and/or quarter hour increments.
      NOTE:
      If a member works more than eight (8) minutes in a quarter hour segment, it will be rounded up to the quarter hour.
    • 3.The third line entitled comp. time will be used to record holiday premium hours, compensatory time used, and overtime credited (computed at straight time rate) for quarter hour increments. 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.The fourth line (shaded boxes) entitled pay hours is not used for probationary police officers.
  • B.The boxes in the column headings entitled "FLSA, Actual Time, Paid Overtime" and "Compensatory Time Hours" will be completed as follows for PROBATIONARY POLICE OFFICERS:
    • 1.The boxes numbered 1 through 12 under the heading entitled "FLSA, Actual Time" are to be completed as follows:
      • a.Box 1 - Enter the total number of regular duty hours worked during the first fourteen day segment of the pay cycle. Do not include hours worked on a day off.
      • b.Box 2 - Enter the total amount of actual overtime hours worked expressed in quarter hour increments during the first fourteen day segment of the pay cycle including hours worked on a day off.
      • c.Box 3 - Add the hours indicated in boxes 1 and 2 and enter the total in this box.
      • d.Box 4 - Enter the total number of regular duty hours worked during the second fourteen day segment of the pay cycle. Do not include hours worked on a day off.
      • e.Box 5 - Enter the total amount of actual overtime hours worked expressed in quarter hour increments during the second fourteen day segment of the pay cycle including hours worked on a day off.
      • f.Box 6 - Add the hours indicated in boxes 3, 4 and 5 and enter the total hours in this box.
      • g.Boxes 7, 8 and 9 are not used for probationary police officers (PPOs).
      • h.Box 10 - If the hours indicated in box 6 exceeds 171 hours, subtract 171 hours from the hours indicated in box 6 and enter the remaining hours in this box.
      • i.Box 11 - Preprinted number which will be used for computing FLSA hours at time and one-half for actual overtime hours worked for pay in excess of 171 hours.
      • j.Box 12 - Multiply the number of hours indicated in box 10 by 1.5 and enter the total hours in this box.
    • 2.Enter the number of hours indicated in box 12 into box 16. Boxes 13, 14, 15 and 17 are not used for probationary police officers (PPOs).
    • 3.The boxes numbered 1 through 7 under the heading entitled "Compensatory Time Hours" are to be completed as follows:
      • a.Box 1 - Enter the total compensatory time hours earned during the 28-day cycle in this box.
      • b.Box 2 - Enter total number of hours indicated in box 10.
      • c.Boxes 3 and 4 are not used for probationary police officers (PPOs).
      • d.Box 5 - Subtract box 2 from box 1 and enter the total number of compensatory time hours earned during the 28-day cycle.
      • e.Box 6 - Enter the total compensatory time hours used during the 28-day cycle.
      • f.Box 7 - Add the hours indicated in box 7 of the prior pay cycle to box 5 of the current pay cycle minus the hours indicated in box 6.
IV.Sworn Command Staff Non-Bargaining Supervisory Members
  • A.The Sworn Supervisor Time and Attendance Record (CPD-11.602-S) will be utilized for recording the daily duty status of sworn command staff non-bargaining supervisory members and will be completed as follows:
    • 1.the unshaded boxes of the top line will be used to record the member's daily duty status.
      • a.The member's daily duty status or the use of paid leave will be indicated on the day it is used by entering the appropriate letter code.
      • b.a complete list of the Attendance Codes can be found in the Department directive entitled "Time and Attendance Record."
    • 2.the second, third and fourth lines are not utilized.
  • B.The summary columns under the headings "IOD-SP, V, FMLA-AN, P" will be utilized in the same manner as for sworn bargaining unit supervisory members.
    NOTE:
    Balances for P and V days will be carried forward as follows: number of days used (number increases with usage)/number of days authorized. For example: a member is authorized 25 V days and uses one in Cycle 1-the balance will be carried as 1/25 in the V column. When another V days is used in Cycle 2- the balance will be carried as 2/25 in the V Column.
  • C.The boxes numbered 1 through 12 under the heading "FLSA, Actual Time" are not utilized.
  • D.The boxes numbered 13 through 17 under the heading "Paid Overtime" are not utilized.
  • E.The boxes numbered 1 through 6 under the heading "Compensatory Time Hours" are not utilized.
  • F.Box 7- Carry forward the balance of compensatory time hours earned prior to assignment as a command staff member.
V.Unit Timekeepers
Unit timekeepers are responsible for ensuring that all information is posted on the Time and Attendance Records in the appropriate spaces provided.
(Items indicated by italics/double underline were revised.)
Eddie T. Johnson
Superintendent of Police
15-161 SDR