4.010-Employee Time Off
Effective Date: 9/18/2013
This policy applies to all sworn and non-sworn employees.
1. Employee Time Off is Regulated
Department employees will earn and use time off as prescribed by the Fair Labor Standards Act (FLSA), state law, city ordinance, city personnel rules, collective bargaining agreement and any other lawful agreement.
2. Employees Schedule Time Off With Their Sergeant/Supervisor
Employees will request sergeant/supervisor approval for scheduled and unscheduled time off.
Employees will contact their sergeant/supervisor before their scheduled work shift to request an unscheduled absence from duty.
If the request for time off is not approved, the employee will report for work as scheduled.
3. Sergeants/Supervisors Will Approve Timesheets by Noon on the Wednesday Following the End of Each Pay Period
4. Authorized Employees Record Time Using the Electronic Timesheet
Authorized employees may access the electronic timesheet through the City Employee Self-Service link.
Employees may also access:
5. Employees Will Not Request Time Off That Exceeds Their Current Leave Balance
Exception: Employees may use unearned holiday leave if the scheduled holiday leave will be earned by the end of the year.
Exception: Employees on a 4-2 or 24 hour work schedule may use unearned furlough leave up to 36 hours if the furlough leave will be earned by the end of the year.
6. Sergeants/Supervisors Will Verify That an Employee's Leave Balances Sufficiently Cover Requested Time Off
7. Employees Use All of Their Furloughs and Holidays by the End of the Year
Employees will use all their furloughs by the end of the last full pay period in December.
Employees will use all their holidays by December 31st.
Employees may email a request for an extension through their chain of command to their Bureau Chief. The Bureau Chief will notify the employee of their decision and send the request and their decision to the Payroll Unit.
The Payroll Unit will adjust employee negative holiday or furlough balances at the end of the year using paid leave (vacation, holiday, comp time) and/or pay adjustments.
Employees will lose paid holidays or furloughs if not used by the listed deadlines.
8. Sergeants/Supervisors May Request Timekeeping Corrections for Their Subordinates
Sergeants/Supervisors may email the Payroll supervisor to request correction of a submitted timesheet.
- Employees have 45 days from the day in question to submit a request.
Exception: Employees on extended absence may request a correction until 45 days after their return to work.
Exception: Beyond 45 days, the employee’s sergeant/supervisor may email a request to their Bureau Chief through their chain of command explaining the need for the exception.
9. Employees Absent Without Leave (AWOL) Are Not Paid for the Time of the Absence
The sergeant/supervisor of an AWOL employee will send a memo outlining the circumstances of the absence to the Human Resources director. The sergeant/supervisor will send a copy of their memo to their Bureau Chief through their chain of command.
10. Employees May Earn Compensatory Overtime (Comp Time) for Use as Time Off from Work
Employee comp time balance limits are specified by their collective bargaining agreement or City Personnel Rules.
Employees may contact the Payroll supervisor to request pay for accumulated comp time.
11. Sergeants/Supervisors May Give Sworn Subordinates Release Time (RT)
Sergeants/supervisors may approve release time for sworn employees due to an unforeseen medical emergency involving an immediate family member. See 4.010-PRO-2 Sworn Employee Release Time
12. Employees May Work Furlough Days (Circle Furloughs) With Approval
Employees may work their furloughs with sergeant/supervisor approval if the employee does not exceed FLSA allowances.
- Employees will contact their supervisor to verify their FLSA status.
- Supervisors may contact the Payroll Unit for further clarification.
Exception: Employees working a 9-80 schedule will not work scheduled furlough days unless on approved overtime.
Employees will take a normal work day off during the same FLSA period they worked their furlough.
Employees may refer to the Timekeeping help sheet or contact the Payroll Supervisor in Human Resources for additional information.
13. A Captain’s Approval is Required for Employees to Work Special Duty
Employees will complete the Special Duty Day Authorization (form 15.8) to request special duty days.
Employees may request special duty days when performing Department business outside of their regular duty including: attending a job-related business meeting, working on an extradition, or testifying in an outside jurisdiction.
14. Police Officers and Sergeants Performing Union Business May Take Guild Days With Approval
SPOG members requesting guild days will complete the Guild Day Authorization and Voucher (form 2.23.1).
The Seattle Police Officers’ Guild president will review and approve/disapprove requests for guild days.
4.010-PRO-1-Requesting an Authorized Absence for Over Four Consecutive Calendar Days
1. Submits a completed Request for Authorized Absence (form 2.23) to their sergeant/supervisor.
2. Approves or denies the request based on staffing needs and the employee’s time availability,
3. Submits the form through the chain of command to the Section Captain.
Section Captain or Non-Sworn Equivalent
4. Approves or denies the requested time off and sends the form back through the chain of command to the sergeant/supervisor.
5. Gives the employee the approved Request for Authorized Absence (form 2.23) and records the employee’s time.
4.010-PRO-2 Sworn Employees Release Time
1. Informs their sergeant/supervisor of a personal emergency that requires immediate release from work.
2. Assesses the need for release time and approves or denies the employee’s request.
Note: The sergeant/supervisor may inform the employee that their situation qualifies them for release time without the employee making a request.
3. Completes the Release Time Authorization (form 2.27).
4. Forwards the completed form to Payroll and a copy of the form through the chain of command to the Bureau Chief.
Note: Employees are charged sick time if the Release Time Authorization (form 2.27) is not received by Payroll in time for payroll processing, or if the request does not meet the requirements for release time.
Note: A Bureau Commander may authorize additional release time.
5. Forwards a copy of the Release Time Authorization (form 2.27) to the Family Medical Leave Coordinator in Human Resources if the sworn employee requests over three consecutive days.
Family Medical Leave Coordinator
6. Informs the employee of the Family Medical Leave option.