Policy Text
Policy
1026Fremont Police Department
Overtime Compensation Requests
1026.1 PURPOSE AND SCOPE
It is the policy of the Department to compensate non-exempt salaried employees who work
authorized overtime either by payment of wages as agreed and in effect through the Memorandum
of Understanding (MOU), or by the allowance of accrual of compensatory time off. In order to
qualify for either, the employee must complete and submit a Request for Overtime Payment as
soon as practical after overtime is worked.
1026.1.1 DEPARTMENT POLICY
Because of the nature of police work, and the specific needs of the Department, a degree of
flexibility concerning overtime policies must be maintained.
Non-exempt employees are not authorized to volunteer work time to the Department. All requests
to work overtime shall be approved in advance by a supervisor. If circumstances do not permit
prior approval, then approval shall be sought as soon as practical during the overtime shift and in
no case later than the end of shift in which the overtime is worked.
Short periods of work at the end of the normal duty day (e.g., less than one hour in duration)
may be handled unofficially between the supervisor and the employee by flexing a subsequent
shift schedule to compensate for the time worked rather than by submitting requests for overtime
payments. If the supervisor authorizes or directs the employee to complete a form for such a
period, the employee shall comply.
The individual employee may request compensatory time in lieu of receiving overtime payment,
however, the employee may not exceed 480 hours of compensatory time.
1026.2 REQUEST FOR OVERTIME COMPENSATION
Employees shall submit all overtime compensation requests to their immediate supervisors as
soon as practicable for verification and forwarding to the Administrative Services Division.
Failure to submit a request for overtime compensation in a timely manner may result in discipline.
1026.2.1 EMPLOYEES RESPONSIBILITY
Employees shall complete the requests immediately after working the overtime and turn them in
to their immediate supervisor or the Watch Commander. Employees submitting overtime cards for
on-call pay when off duty shall submit cards to the Watch Commander the first day after returning
for work.
1026.2.2 SUPERVISORS RESPONSIBILITY
The supervisor who verifies the overtime earned shall verify that the overtime was worked before
approving the request.
After the entry has been made on the employee's time card, the overtime payment request form
is forwarded to the employee's Division Commander for final approval.
Copyright Lexipol, LLC 2024/05/09, All Rights Reserved.
Published with permission by Fremont Police DepartmentOvertime Compensation Requests - 1
Fremont Police Department
Overtime Compensation Requests
1026.2.3 DIVISION COMMANDERS RESPONSIBILITY
Division Commanders, after approving payment, will then forward the form to the Chief of Police
for review.
1026.3 ACCOUNTING FOR OVERTIME WORKED
Employees are to record the actual time worked in an overtime status. In some cases, the
Memorandum of Understanding provides that a minimum number of hours will be paid, (e.g., two
hours for Court, four hours for outside overtime). The supervisor will enter the actual time worked.
1026.3.1 ACCOUNTING FOR PORTIONS OF AN HOUR
When accounting for less than a full hour, time worked shall be rounded up to the nearest tenth
of an hour as indicated by the following chart:
TIME WORKED INDICATE ON CARD
1 to 6 1/10 hour
6 to 12 minutes 2/10 hour
12 to 18 minutes 3/1 hour
18 to 24 minutes 4/10 hour
This format follows up to a complete hour worked based on 1/10th of an hour increments as
outlined in policy 201 (Fair Labor Standards Act Agreement).
1026.3.2 VARIATION IN TIME REPORTED
Where two or more employees are assigned to the same activity, case, or court trial and the
amount of time for which payment is requested varies from that reported by the other officer,
the Watch Commander or other approving supervisor may require each employee to include the
reason for the variation on the back of the overtime payment request.
Copyright Lexipol, LLC 2024/05/09, All Rights Reserved.
Published with permission by Fremont Police DepartmentOvertime Compensation Requests - 2