go-25.pdf

\n\n--- Page 1 ---\n\nTALLAHASSEE POLICE DEPARTMENT GENERAL ORDERS SUBJECT Time and Attendance Reporting CHIEF OF POLICE Signature on File Proudly Policing Since 1841 Nationally Accredited 1986 NUMBER ORIGINAL ISSUE CURRENT REVISION TOTAL PAGES 25 10/29/2009 01/10/2025 19 AUTHORITY/RELATED REFERENCES 29 CFR §553.31 (Fair Labor Standards Act) 553.31 section 7(p)(3), Substitution City of Tallahassee Administrative Policy 704, Compensation City of Tallahassee Administrative Policy 708, Leave COT/PBA Agreement, Articles 6 through 11 and 15 General Order 21, Domestic Violence Investigations General Order 29, The Internal Affairs Unit and Administrative Investigations General Order 46, Rules of Conduct General Order 54, Stress Management General Order 63, Officer-Involved Action Resulting in Serious Injury or Death ACCREDITATION REFERENCES CALEA Chapter 22 KEY WORD INDEX Additional Guidelines for Holiday Pay Procedure XII Administrative Leave Protocols Procedure XIII Fitness for Duty and Work Hours Procedure III General Protocols Procedure I Leave Time – Secondary Employment and Overtime Procedure II Leave Without Pay Procedure XIV Reporting Guidelines – Permanent Members Procedure V Reporting Guidelines – Temporary/OPS Members Procedure VI Responsibilities – Bureau Commander Procedure VIII Responsibilities – Employee Resources Procedure X Responsibilities – Financial Management Procedure XI Responsibilities – Supervisor Procedure VII Responsibilities – Payroll Specialists Procedure IX Shift Trade Protocols for Patrol Operations Bureau Procedure IV\n\n--- Page 2 ---\n\nTALLAHASSEE POLICE DEPARTMENT POLICY All members shall utilize the TeleStaff time and attendance program to accurately record hours worked and leave taken. Managers, supervisors, and payroll specialists are responsible for ensuring the accuracy of all TeleStaff entries and compliance with the City of Tallahassee’s compensation practices. DEFINITIONS Compensatory Leave: Leave earned in lieu of pay for irregular or occasional overtime work. Exception Information: Any request that deviates from the member’s normal work schedule. Dimensions: The COT’s automated payroll system. Leave Without Pay (LWOP): Refers to an approved, unpaid absence from work that an employee may request when they do not have sufficient accrued leave (such as personal or sick leave). Other Personnel Services (OPS) Member: A COT employee, civilian or sworn, hired into a position eligible for COT insurance benefits but not eligible for COT pension and leave. Permanent Member: A COT employee who is hired into a position eligible for COT pension, leave and insurance benefits. This classification includes both civilian and sworn members, whether or not they have completed a probationary period. Preapproved Personal Leave: Personal leave requested and approved in Telestaff before the employee is schedule for or works any extra hours within the workweek. Secondary Employment: Employment where a member works for an entity other than the Department and a condition of the employment is the actual or potential use of law enforcement powers by the employed member. Shift Trade: The Department-approved action of two sworn members of the Patrol Operations Bureau swapping work shifts with one another. TeleStaff: A process for managing time and attendance, scheduling, and payroll. GENERAL ORDER 25 PAGE 2 of 19 TIME AND ATTENDANCE REPORTING JANUARY 10, 2025\n\n--- Page 3 ---\n\nTALLAHASSEE POLICE DEPARTMENT TeleStaff Personal Calendar: A member’s personal calendar to record exception information and review work schedules. Temporary Member: A COT employee, civilian or sworn, hired into a position not eligible for COT pension, leave or insurance benefits. Payroll Specialist: A member assigned to review time and attendance data reflected on employee TeleStaff calendars/rosters and Dimensions member timecards. Workweek: Begins at 0000 hours Saturday morning and ends at 2359 hours the following Friday evening. PROCEDURES I. GENERAL PROTOCOLS A. Throughout this written directive, all references to “member” shall mean permanent members only, unless temporary or OPS members are specified. B. Members shall review their TeleStaff personal calendar and/or roster(s) at the end of their workweek to determine if all the information is accurate and has been approved by a supervisor. C. In limited circumstances (e.g., the member is on extended leave, is newly hired, or otherwise does not have access to their COT e-mail account) the member’s supervisor shall complete their TeleStaff calendar and/or roster(s) on the member’s behalf. D. Each member is responsible for ensuring their contact and assignment information in TeleStaff is correct. 1. Members shall check their information on a regular and consistent basis, and take the appropriate steps to promptly update TeleStaff (via PeopleSoft Self-Service) whenever needed. 2. The TeleStaff information includes the member’s: a. Name, b. COT (five-digit) ID number, GENERAL ORDER 25 PAGE 3 of 19 TIME AND ATTENDANCE REPORTING JANUARY 10, 2025\n\n--- Page 4 ---\n\nTALLAHASSEE POLICE DEPARTMENT c. Permanently assigned bureau and cost center, d. Work shift (this refers to the member’s work schedule for that week [e.g., Mon-Thurs 0700-1700] rather than a “days, afternoons, or midnights” category. Additional information needed to reflect a flexible schedule shall be included in the Notes section), e. Regular days off (this refers to the member’s work schedule for that week), f. Supervisor’s name (this refers to the member’s permanently assigned immediate supervisor, unless an acting supervisor has been named or the member has been temporarily assigned to another supervisor), and g. Contact numbers and emergency contacts. E. If a member works a 40-hour week with no additional hours or salary supplements, no leave was taken, and no holiday was observed by the COT, the member is not required to make any changes or additions to their TeleStaff calendar and/or roster(s). F. Under most circumstances, a member shall not take time off from work unless they have submitted a leave request via TeleStaff with an e- mail notification sent to their supervisor and the request has been approved. 1. If a member did not have the opportunity to submit a leave request in advance, but obtains verbal approval for their absence (e.g., the member calls in sick to the Watch Commander or has to leave town for a family emergency), a leave request in TeleStaff will be completed by the supervisor who was notified. 2. In situations as described in subsection 1 above, if it is discovered TeleStaff changes need to be made, or leave requests still need approval, the affected member is responsible for contacting their supervisor. G. Every Monday by 9:00 a.m., all TeleStaff records for the previous week will be locked for payroll. 1. All records for the previous week must be submitted and approved by the end of the workweek. GENERAL ORDER 25 PAGE 4 of 19 TIME AND ATTENDANCE REPORTING JANUARY 10, 2025\n\n--- Page 5 ---\n\nTALLAHASSEE POLICE DEPARTMENT 2. Periodically, the COT Payroll Department may require an earlier deadline. These are typically noticed in advance. H. All overtime must be approved by a supervisor. I. When an officer is working pre-approved overtime to supplement Patrol Operations Bureau staffing, the officer shall check in with the appropriate field supervisor upon the start of the overtime period (or with the Watch Commander if the field supervisor is not available). J. Leave time, while a COT-provided member benefit, shall not be utilized in a manner or pattern which causes, or can be reasonably anticipated to cause, squad or unit disunity, and members (regardless of rank or assignment) are responsible for ensuring use of leave time does not adversely affect squad/unit cohesiveness and harmony. K. A member’s violation of the leave and overtime protocols of this written directive subject the member to progressive discipline and may ha