Policy Text
DEPARTMENTAL GENERAL ORDER
D-01: OVERTIME
Effective Date: 16 Dec 20
Coordinator: Fiscal Services
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The purpose of this order is to set forth policy and procedures regarding overtime management, approval, and reporting.
A. OVERTIME WORKED (OTW)
A – 1. Policy
Due to fiscal impacts and possible effects on member wellness, overtime worked must be minimized, controlled, and used only as absolutely necessary. The annual performance evaluation of supervisors , commanders , and managers will include an
assessment of managing overtime expenditures.
A – 2. Definitions
1. Overtime Worked or OTW refers to hours worked by members according to the Memorandum of Understanding (MOU) and law (including the Fair Labor
Standards Act) .
2. Overtime Rate is one and one -half time s the base hourly rate.
A – 3. General Provisions
1. Members shall refer to labor agreements for details on exempt and non -
exempt positions, circumstances in which overtime pay may be granted, rates of payment for all overtime that qualifies for payment at the premium rate , and
related matters.
2. Sworn members working reimbursable events shall claim paid time – not
compensatory time. Professional staff members working reimbursable events
shall be compensated pursuant to the provisions of their respective MOUs.
B. OVERTIME PROCEDURES
B – 1. Overtime Authorization
1. Approval Process
Members shall obtain advance approval from a commander or manager before working overtime except when overtime is necessary to:
a. Complete a radio -dispatched assignment.
DEPARTMENT GENERAL ORDER D-01 Effective Date
OAKLAND POLICE DEPARTMENT 16 Dec 20
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b. Complete an assignment provided by a supervisor (e.g. follow up to an
incident that cannot wait until the next shift).
c. Self-dispatch to a required emergency response (e.g. an officer in need of
immediate assistance).
d. Complete an on -view assignment that requires immediate and continuing
police action (e.g., civil disturbances, serious traffic accidents, homicide
investigations, etc.)
e. Attend a court session, judicial or administrative proceeding related to Departmental business in response to a subpoena or lawful order of a
superior officer.
f. Fill u nplanned vacancies in the Patrol, Communications , or Records
Divisions that would bring the division under minimum staffing levels .
Callback overtime is addressed by Memoranda of Understanding. Members may be called back to work due to an order from competent authority (e.g. call-out schedule, supervisor or commander order). Such callback orders shall
be considered advance approval of overtime as specified in this se ction if the
member is due overtime pay pursuant to Memoranda of Understanding and/or law.
Members may work voluntary overtime while on day off, vacation, or
surrounding a regular work shift. Members either on paid leave (i.e. CTU, MIL, SICK, FDL), on no n-paid leave, or exhibiting below standard
performance (i.e. attendance management, performance deficiency notice) shall not work voluntary overtime without prior approval from a commander
or manager . Immediate supervisors and first level commanders and m anagers
are responsible for ensuring compliance.
2. First Level Commander and Manager Fiscal Responsibilities
Commanders and managers are respon sible for ensuring any approved
overtime is within their approved budgets. In all instances when an org’s overtime expenditures are expected to exceed – or actually exceed – budget,
the commander or manager shall make every effort to monitor and minimize this overage.
Commanders and managers shall provide the following information in a
written memo to their deputy chief or equivalent quarterly when there is a
projected or actual overage in the commander’s or manager’s overtime budget
in accordance with Attachment A
. This memo shall include:
DEPARTMENT GENERAL ORDER D-01 Effective Date
OAKLAND POLICE DEPARTMENT 16 Dec 20
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a. The reason for the overage.
b. A plan to get the overtime back within budget or to minimize overtime
overage if overtime budget has already been exceeded .
Attachment B is a sample overtime memo.
3. Correct Overtime Forms
a. Members shall sign the mass overtime form (TF-3504) when working a
special event, special enforcement , designated training assignment, or
other assignment or event where a mass overtime form has been provided .
Members shall not use individual overtime form s when a mass overtime
form has been provided for the overtime worked.
b. Members shall use the individual overtime form (TF -3171) for all
overtime not directly associated with an assignment or event where mass
overtime forms have been provided. Members shall complete one
overtime form for each instance of overtime worked, and are responsible for ensuring that the information entered on the form is accurate and complete. Signatures are required on all forms (no signature stamps).
B – 2. Overtime Coding
The City’s Financial System, Oracle, requires that each member input their Hours
Type (pay element), Project, Task, Award (if applicable) and Organization (org) to record their time and attendance.
1. Using the Correct Project , Task and Org
It is imperative that members enter the correct project , task and org codes for
all hours worked. This ensures accurate report ing, transparency and proper
reimbursement for special events and approved projects and programs.
a. Members shall charge their home org for all overtime worked related to
their normal duties .
b. Members shall charge the