210.30, Timekeeping Including Overtime
- Directive 60.60, Standard Operating Procedure
- Directive 210.21, Leaves from Service
- Directive 344.00, Compliance with Human Resources Administrative Rules
- Directive 1500.00, Training
- The accurate accounting of each member’s work hours and leave taken, and the submission of timekeeping records will be done in an expeditious manner in the Uniform Daily Assignment Roster (UDAR). Submission of timekeeping records via the UDAR to the Fiscal Services Division by all Responsibility Units should be done daily. The reporting of work hours, including overtime, and the payment for those hours will be in accordance with City Code and Human Resources Administrative Rules, Bureau policy, wage and hour laws, and collective bargaining agreements.
- Timekeeping including Overtime: General Administration
1.1. The Uniform Daily Assignment Roster (UDAR) will be the official record of entry (a paper record of overtime will be kept only in the event of a city-wide emergency). Digital copies will be kept in the UDAR for at least five (5) years for city records.
1.2. Members who are exempt from overtime under the Fair Labor Standards Act (FLSA) are not eligible for overtime compensation, unless otherwise stated in a collective bargaining agreement. Members who are not exempt from overtime under the Fair Labor Standards Act (FLSA) are eligible for overtime.
1.3. Overtime must be pre-approved; members may not authorize their own time, including overtime.
1.4. Occasionally, a member is on sick leave pending approval of a claim for disability from the Fire, Police, Disability and Retirement (FPD&R) or the City’s Risk Management Office. After the claim has been approved and paid, the Fire, Police, Disability and Retirement (FPD&R) will send the member an Authorization to Transfer Disability Benefit form. Members must sign and return the form to the Fire, Police, Disability and Retirement in order to have sick leave reinstated.
1.5. When UDAR submissions are sent back by the timekeeper, members should make corrections as soon as possible and resubmit the entry.
2. Member Responsibilities:
2.1. Report all regular hours worked to a supervisor to be entered into the Uniform Daily Assignment Roster (UDAR). All overtime shall be entered into the paperless overtime module in the UDAR, by the end of the shift.
2.2. Each member will be responsible for completing their own UDAR entry for overtime:
2.2.1. Each member will accurately enter clock times for each overtime request.
2.2.2. The member will note the nature of the work (e.g. callback, community event, union overtime, meeting, etc.) and use the correct codes to classify the time.
2.2.3. Overtime entries are expected to be submitted by the start of the member’s next shift.
126.96.36.199. When overtime is worked on a member’s day off, while on vacation, or other leave, overtime will be entered into the UDAR no later than the beginning of the member’s next regular shift.
2.2.4. Members may review all submitted overtime slips in the UDAR overtime module and see approved dates.
2.3. All UDAR entries will be available for individual member review or print for personal records. Members will promptly review their paychecks for the accuracy of regular hours and overtime paid, compensatory time credited and vacation, compensatory time or other leaves taken. Members will report to their timekeeper or immediate supervisor any inconsistency that may not accurately reflect their time records by their next shift.
3. Supervisor Responsibilities:
3.1. Approve the accuracy of the Uniform Daily Assignment Roster (UDAR), overtime entries, absences, and regular schedules with digital signature (user login/password) daily.
3.2. When members are assigned to training, travel or other temporary assignments, supervisors will ensure training, travel and supporting documents are consistent with the member’s start and end times reported for regular and overtime hours.
3.3. Coordinate vacation, training, and other related staffing requirements to minimize staffing shortages.
3.4. Ensure members perform in a manner that minimizes the need for overtime. For example, assign non-emergency service requests received near shift changes to on-coming shift members or the completion of police reports include only the minimum number of members integral to a case.
3.5. Ensure all overtime is authorized in advance, unless unforeseen circumstances exist. Ensure that overtime is accurately entered into the UDAR overtime module in accordance with the Fiscal Services Division’s procedures and deadlines.
4. Responsibility Unit Manager Responsibilities:
4.1. Ensure the Responsibility Unit evaluates all aspects of assignments to determine if overtime is justified or if performance may be managed in a way that minimizes the need for overtime.
4.2. Monitor overtime reports and identify any unusual, unexplained, or disproportionate overtime expenditures. For example, an unexplained change in overtime when compared to similar time period or activity, or a significant increase in overtime expenditures at a rate that could negatively affect the Police Bureau’s budget.
4.3. Each Responsibility Unit will have an established Standard Operating Procedure in place to ensure timekeeping documents are accurate and reported expeditiously to the Fiscal Services Division.
5. Fiscal Services Division Responsibilities:
5.1. Accurately account for reported time while consistently applying timekeeping rules.
5.1.1. The Bureau of Human Resources and the Police Bureau’s Personnel Division will interpret all bargaining agreements when necessary.
5.2. Prepare and analyze timekeeping documents for processing by Central Payroll.
5.3. Report to Responsibility Unit Managers any changes made to payroll documents, or inconsistency or patterns of concern found within their submitted timekeeping documents.
- Originating Directive Effective: 09/06/01
- First Revision Effective: 09/26/02
- Second Revision Effective: 06/05/03
- Third Revision Effective: 01/20/16
- Next Review Date: 01/20/18
- Review By: Fiscal Services Division