7.1 Leave and Payroll

Centreville Police Department Title: Leave and Payroll Directive #: 7.1 Issued: 10.1.2016 Revised: 11.23.2016 Approved by: Charles M. Rhodes, Jr.

Chief of Police A. Hours of Work

1. Police and Civilian Employees

a. Commencement and termination of tours of duty should reflect the needs of the Department. The Chief of Police is accountable for the proper management of resources and shall be permitted to structure the hours of the CPD and all CPD personnel to ensure the most effective deployment of manpower.

(1) Consistent with available manpower and the need to maintain police services, police employees

may be permitted time during each work shift to take meals.

(2) Time allowed for meals taken during special assignments, e.g. training and emergency’s, will be

governed by the circumstances of the assignment.

(3) While taking meals, police employees will remain available for immediate recall.

b. Exceptions to the duty tour may arise from emergency conditions caused by disasters, riots, publicized trials, strikes, etc., and will generally create a need for increased manpower. Supervisors may be compelled to lengthen the duty period to contend with these situations, but should resume normal operations as soon as the emergency is terminated.

c. The administration of overtime shall be as provided in accordance to other paragraphs in this Directive.

B. Pay Period and Leave Except as noted, the information in this subsection shall be applicable to all Department employees.

Additionally, leave is governed by the Town of Centreville Personnel Manual.

1. Pay Period

a. The Town of Centreville has determined there will be 26 fourteen day pay periods during the calendar year. Each pay period will commence on Tuesday and end on a Monday. Employees shall receive their bi-weekly pay checks on Friday, excluding holidays.

Page 1 of 7 b. Regular leave and annual leave will be scheduled so that sufficient personnel are available for adequate patrol coverage.

c. Generally, all off-duty personnel are considered "Emergency Essential." Employees, generally, are permitted unrestricted movement and activity, but may in some circumstances be placed on inactive on-call status, requiring the employee to leave word at their home or with their supervisor as to where they may be reached. Only those summoned to duty will be compensated. If an employee is placed on inactive on-call status, he shall not consume any alcoholic beverage.

2. Holiday Leave

a. Employees are entitled to leave in observance of those holidays identified by Centreville Town Council.

3. Personal Leave

All employees shall be entitled to twenty-four hours personal leave during each calendar year, beginning January 1. Personal leave may be taken in one hour increments and may not be accumulated beyond December 31. Any unused leave at the end of the calendar year (January 1 to December 31) shall be forfeited. Permission to take personal leave may be granted by the Chief of Police or a supervisor. Upon

termination of employment, any unused personal leave shall be forfeited.

4. Military Leave

Any employee who is a member of any National Guard or military reserve component of the armed forces shall be entitled to a leave of absence from his duties for military training, of not more than fifteen working days annually without loss of pay or charge against his leave credits. (For further details regarding policy on military leave, refer to Directive # 4.11).

5. Annual Leave

a. All employees shall earn annual leave as outlined in the Town of Centreville Personnel manual.

(1) For purposes of the above, paid leave is considered work-time.

b. Generally, annual leave may be granted only to the extent earned and to the extent that law enforcement operations will not be hampered or otherwise affected, subject to the approval of the patrol lieutenant or police Chief.

c. Employees must request the use of earned annual leave by submitting the request to the Patrol Lieutenant or Police Chief.

Page 2 of 7 d. Employees may only use the number of annual leave hours to which they are entitled and have earned.

6. Sick Leave

a. Sick leave is paid leave that may be granted to an eligible employee who, by reason of illness or injury, becomes incapacitated to a degree that makes it impossible to perform his assigned duties.

b. All employees earn sick leave at the rate that is outlined in the Town of Centreville Personnel Manual.

c. Sick leave must be taken on an hourly basis and may be taken only to the extent earned.

d. Eligible permanent employees who utilize no sick leave during a given year are entitled to eight (8) additional annual leave hours the following calendar year as outlined in the Town of Centreville Personnel Manual.

7. Leave of Absence Without Pay

a. When an employee applies for Leave of Absence Without Pay, the Police Chief will be sent a written request immediately, especially where the granting of the Leave of Absence Without Pay appears to be mandatory, e.g. active service in the armed forces (other than normal reserve and National Guard training), line-of-duty injury when paid leave has been exhausted, or temporary incapacitation due to

physical or mental illness. The Police Chief will contact the Town Manager who will make the determination to approve or dis-approve the request.

b. An employee on Leave of Absence Without Pay will not take vacation or sick leave until such employee returns to full time work status.

8. Bereavement Leave

a. An employee may be granted three days paid leave because of a death in his/her immediate family.

Immediate family, as described in the Town of Centreville Personnel Manual, includes employee’s parents, grandparents, children, grandchildren, brothers, sisters, spouse, mother-in-law and fatherin-law or those same immediate family members related by marriage (e.g. step-parents, etc.) b. Leave for other family members than those listed above may be approved by the Town Manager.

9. Employee Pregnancy Policy

a. An employee will notify the Chief of Police of any condition medically defined as a pregnancy and provide a written notice from their physician as to any and all restrictions that must be afforded the Page 3 of 7 employee during the course of the pregnancy, with special consideration regarding the employee’s job description and responsibilities.

b. The employee is responsible to provide updated medical recommendations from the employee’s physician at the end of each trimester, for the first two trimesters, and at the end of each month beginning with the third trimester.

c. The employee will actively perform all functions within their job description or scope of responsibility not inconsistent with those recommendations of the employee’s physician. When the employee’s responsibilities exceed the recommendations of their physician, the Chief of Police will modify their work assignments in accordance with the physician’s recommendations.

d. The Human resources Dept. may grant maternity leave without pay for a period not to exceed twelve

(12) weeks from the birth of the baby on the written request of the employee, provided that the

employee has been employed for at least one year, and for at least 1,250 hours during the preceding 12-month period. Vacation and/or sick leave will not be considered maternity leave.

10. Application for Family or Medical Leave

a. In all cases, an employee requesting family and medical leave must complete the Town of Centreville “Application for Family and Medical leave.” This application must be submitted at least thirty (30) days before the leave is to begin.

` b. Family or Medical Leave under the provisions of FMLA is:

(1) the birth of the employee’s child and in order to care for the child;

(2) the placement of a child with the employee for adoption or foster care;

(3) to care for a spouse, child or parent who has a serious health condition; or

(4) a serious health condition that renders the employee incapable of performing the function of

his/her job.

C. Compensation

1. Salaries and Wages

a. Every employee of the Department shall receive such salary as may be provided for in the budget dependent on the rank or classification held by such employee.

b. Except as permitted by the Workmen's Compensation Law, or rule, no employee of the Department shall receive any money or other thing of value for any services performed by him as an employee of the Department or otherwise resulting from such employment.

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2. Overtime Compensation - Police Employees

a. Policy

(1) It shall be the policy of the Centreville Police Department to utilize overtime where the failure to

do so would compromise the mission of the Department. For example, overtime compensation shall be justified in cases of emergency, in instances where denial would result in a phase of an operation being seriously impaired, in situations where necessary services could not otherwise be immediately provided, and to operate programs which address themselves to traffic or criminal problems significantly affecting the community.

b. Administration

(1) Overtime will be controlled through careful advanced planning of the activities of every employee.

Assignments should be scheduled, whenever possible, to conclude within a normal, eight or ten hour workday. Supervisors should be cognizant of the nature of each of their subordinates' assignments and should be prepared to provide necessary relief if such assignments will exceed the normal scheduled shift.

(2) Consideration will be given to assigned court dates when scheduling employees. Court

appearances may result in legitimate overtime when they cannot be anticipated or for some reason, handled through scheduling. Supervisors should be alert to detect situations contributing to excessive court time or patterns of untimely court appearances.

(3) Employees assigned to duty at times other than their regularly scheduled shift, shall be granted

overtime. They shall revert to their regular duty status when the overtime assignment has been completed or at the time their regularly scheduled shift commences, whichever comes earliest.

Employees not scheduled for duty, shall revert to an off-duty status.

(4) Unless exception is noted, duty hours shall commence when employees have arrived at their

assigned area of responsibility.

(5) In emergency situations, careful planning can assure the timely relief of personnel. Very often,

once a situation has been brought under control, the need for manpower may be minimized or the operation may be temporarily suspended without sacrificing security.

(6) A law enforcement employee called out on a day which is not a regularly scheduled work day, or

during a regularly scheduled work day after going off duty, will be compensated at one and one-half times the employee's regular hourly rate.

(7) Law enforcement employees who are scheduled to appear in court on official duty during an

off-duty day, or during an on-duty day before the start of a scheduled shift, or after having gone off-duty, shall be compensated at one and one-half times their regular hourly rate.

c. Authorization Page 5 of 7

(1) All overtime shall be authorized and approved by the Chief of Police or Lieutenant. When

necessary, the patrol supervisor may authorize employees to work necessary overtime, however, all supervisors will be held accountable for the prudent authorization of overtime.

(2) When authorizing overtime, supervisors will, whenever possible, first consider those employees

who have accrued the least amount of overtime.

(3) Overtime shall not be worked at the option of the employee, and must be approved by a

supervisor or the Chief of Police.

(4) Supervisors will assure that there is adequate justification for all overtime which has been granted

to members of their unit, and will further verify the proper use of overtime by personally reviewing and signing the Overtime Authorization Record d. Records

(1) An Overtime Authorization Record will be used to capture all overtime hours worked by

Department personnel. The authorization form will be completed by the employee and forwarded to the Chief of Police for approval attached to the bi-weekly time record.. In addition, the employee will ensure that the overtime is included on the Employee Bi-Weekly Time Record. Each overtime entry on the bi-weekly time record must be listed on the Overtime Authorization Record.

(2) The Overtime Authorization Record will be used to record all overtime worked in a work period.

Employees working specially funded overtime projects, e.g., DWI, Speed Enforcement, etc., will indicate the Grant or Project # and the hours work on Overtime Authorization Record in addition to other overtime worked. The Overtime Authorization Record will serve as a readily available verification document for the Chief of Police when preparing bi-weekly payroll. The following overtime category codes will be used to identify the type of overtime worked:.

(a) Minimum Manpower Requirements - include all hours authorized to staff unit or project at

established minimum strength levels both before and after scheduled shift.

(b) Extension of Shift - include all hours when an individual is held over beyond the end of a

normal shift to complete a specific assignment.

(c) Court - include all hours where an individual is called in specifically for a court appearance;

include those occurrences when an individual is called in early or held over from regular assigned shift.

(d) Specific Call-Out - include all occurrences of call-outs for investigation, reconstruction,

disasters and other emergencies (snowstorm, riot, etc.).

(e) Special Events - include all hours authorized for scheduled events which could not be

accommodated through scheduling, such as parade and high school security details.

(f) Other - include all hours worked on other than the above categories (Describe in the

“Remarks” section).

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3. Allowance

a. Clothing

(1) The Centreville Police Department issues all uniforms, badges, leather gear, hats, weapons, and

other necessary uniform equipment to all sworn employees and the Parking Enforcement Officer. Worn or damaged (non-negligent) equipment is replaced by the Department at no cost to the employee. The department does not provide shoes or footwear. Each employee is responsible for purchasing his/her own footwear to conform to department policy.

(2) The Town compensates CPD employees quarterly to off- set uniform dry cleaning costs as outlined

in the budget.

4. Expenses

a. The Chief of Police may approve the payment of expenses incurred by employees of the Department in the discharge of their official duties, including expenses for lodging and subsistence while such employee is away from the immediate area. Such requests will be approved in advance.

D. Employee Weekly Time Record

1. All Town employees will utilize the Employee Bi-Weekly Time Record to record all hours of work and

leave. The form will serve as the only payroll reporting document used by the employee.

2. Employees will complete the Bi-Weekly Time Record accurately and shall not record inaccurate or

incorrect information on the report.

3. Overtime/Compensatory Time Authorization Record will be attached to the time card each pay period if

overtime was earned.

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