4.020-Reporting and Recording Overtime/Out of Classification Pay
Effective Date: 9/18/2013
This policy applies to all employees requesting, recording or approving overtime or out of classification pay.
1. City Personnel Rules and Collective Bargaining Agreements (CBAs) Determine Overtime and Out of Classification Pay
If there are conflicts between this manual section or the City personnel rules and a CBA, the CBA prevails.
Temporary employees and non-represented employees will refer to the City personnel rules for definitions and compensation rates.
2. Employees Require Approval to Work Overtime
Employees will request approval from a supervisor or manager prior to working ordinary overtime.
Exception: Employees may work overtime without supervisory approval when an operational need or work load requires the employee to work beyond their regular shift.
3. Employees Are Compensated for Authorized Overtime Worked
4. Employees On Sick Leave, Military Leave, Disciplinary Suspension, or Limited Duty Will Not Work Department Overtime
5. Employees Will Not Use Discretionary Time Off to Work Department Overtime
Exception: SPOG members will follow their current CBA where it conflicts with this policy.
6. A Bureau Chief Approves Altering Regular Shift Hours to Work Department Overtime
The employee’s Bureau Chief, through the chain of command, will approve/deny the employee’s request to alter their shift to work a Department overtime event.
7. Employees Report Overtime Worked
Employees will submit requests for overtime to their sergeant/supervisor using either the Overtime Request (form 1.33) or Event Overtime Summary (form 15.6).
Exception: Employees who complete their own timesheets may enter overtime directly on the electronic timesheet. Employees will document the reason for the overtime in the comments field.
Exception: DOJ and Special event overtime is not entered electronically by the employee.
8. Overtime is Reported Within the Pay Period it is Earned
Employees will not enter overtime on the electronic timesheet for overtime earned in a previous pay period.
Employees will submit through their chain of command an Overtime Request (form 1.33) or Event Overtime Summary (form 15.6) to report overtime worked in a previous pay period and send to the Payroll Unit.
9. Employees Record Pre-Planned Event or Extra-Duty Event Overtime on an Event Overtime Summary (form 15.6)
Sergeants/supervisors will record a combination of employee regular work time and overtime on the Event Overtime Summary.
Sergeants/supervisors will send the completed Event Overtime Summary to:
- SPOC for special events (exception: Traffic Unit and Parking enforcement)
- Compliance Office for all DOJ-related overtime
- Payroll for all other events not entered electronically
10. Sworn Employees May Request Overtime for Taking Law Enforcement Action Off-Duty
11. Overtime is Paid as Wages or Compensatory Time Off (Comp Time)
12. Off-Duty Standby Pay is Authorized by a Captain
Employees must get approval from a Captain to work off-duty standby.
13. Court Appearance Overtime Requires Verification
Employees who appear in court on overtime will obtain the bailiff’s or prosecutor’s signature on the Overtime Request (form 1.33).
Exception: Employees participating in a telephonic hearing will attach their subpoena to the Overtime Request.
14. Employees Are Compensated When Working Out-of-Classification
Sworn employees will receive out-of-classification pay when assigned to perform all of the duties of a higher paying classification for any amount of time.
15. An Out-of-Classification Assignment Requires Approval From a Precinct/Section Captain, Director or Manager
Captains, Directors and Managers or their designees, will screen and approve personnel for out-of-classification assignments.
Non-sworn employees will get approval from Human Resources prior to an out-of-classification assignment.
Captains or their designees will send an email to the Payroll supervisor listing sworn employees working out-of-classification assignments to set up out-of-classification codes on the electronic timesheet.
16. Officers Assigned as Acting Sergeants Receive Training
Captains will send officers to Department sergeant training for acting sergeant assignments over 60 consecutive days.
Captains will send officers to Department sergeant training prior to, or within 90 days of the start of the acting sergeant assignment lasting over 60 days.