PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1

Transcription

1 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 Issued Date: Effective Date: Updated Date: SUBJECT: DAILY ATTENDANCE REPORT (DAR) 1. POLICY A. The status of all Department employees, both police and civilian, with the Exception of School Crossing Guards, will be accounted for by entries on the computerized Daily Attendance Report refer to Directive 6.4 when accounting for School Crossing Guards. B. The computerized Daily Attendance Report is designed to: 1. Accurately and efficiently maintain the daily attendance records of all Police Department personnel. 2. Show general assignment and time worked for each employee. 3. Report the reason for absences and amount of time used. 4. Show the number of hours and method of accrual for overtime or compensatory time earned. C. The Information Systems Division will be responsible for providing each district /unit access, on their terminal, to their respective computerized Daily Attendance Report displaying the following information: 1. District/unit and applicable code. 2. Date and day of week. 3. Name, payroll number and platoon of sworn and civilian personnel assigned to that district/unit in alphabetical order. D. Each district/unit will be provided with blank DARS to be used in the event of an extended computer malfunction. E Commanding Officers of all districts/units will be responsible for ensuring the correctness of D.A.R. entries. DIRECTIVE

2 2. PROCEDURE A. The Operations Room Supervisor (ORS) or his/her designee who has obtained an Alert Security Clearance, will enter the required information on the computerized Daily Attendance Report. Extreme care and accuracy is required when making entries. 1. In lieu of the preparer's signature, his/her payroll number will automatically be registered in the computer system's files along with the entries. B. An entry must be inserted for each individual. 1. New employees that have not yet received a payroll number and do not appear on the D.A.R.will be accounted for on a memorandum from the district/unit Commanding Officer to the Finance Officer. 2. The memorandum will be submitted each Monday and contain the hours worked by the individual during the previous week. C. All entries must be completed within two (2) hours of the employees reporting on duty. 1. Units working a Monday to Friday schedule will make entries for the previous weekend by 11:00 AM Monday morning. D. The computerized D.A.R. may be corrected/updated until the Computer Unit closes it out at 11:00 AM on the following day. NOTE: After the D.A.R. is certified, only a supervisor may enter changes. Any changes will then be noted on the district/unit copy of the certified D.A.R. and initialed by the supervisor entering the changes. 1. Weekend D.A.R.s will be closed out at 11:00 AM on the following Monday morning. Holiday D.A.R.s will be closed out at 11:00 AM on the first workday (Monday through Friday) following the holiday. 2 Corrections/updates are accomplished in the same manner as original entries. 3. The payroll number of the employee entering the correction/update will automatically be registered in the computer system's files along with the adjustment. E. To correct a D.A.R. after it has been closed out for other than overtime discrepancies: DIRECTIVE

3 1. Employee must submit a memorandum, in duplicate, approved by their Commanding Officer, to the Finance Officer. 2. This memorandum must include the employee's name, payroll number, district/unit of assignment, date of error, requested change and reason for change. NOTE: Corrections will not be made in any other manner except for overtime discrepancies. F. To correct a D.A.R. for overtime discrepancies after it has been closed out: 1. Civilian employees and sworn personnel of the rank of Lieutenant and below will submit a memorandum in duplicate, through the chain of command, to the pertinent Deputy Commissioner or Chief Inspector. 2. Captains and above will submit a Compensatory Time Accrual Control Form (75-427) in duplicate to their pertinent Chief Inspector. 3. The Chief Inspector will forward approved requests to the Finance Office for posting. G. Instruction for block entries: 1. All entries for hours will be made in military time. (Example: 8:00 AM = 0800, 8:00 PM = 2000) NOTE: 12:00 midnight will be entered as "0000" 2. Absence a. Code -Enter the code letter designation found in Appendix "A" for each individual who is absent. 1) A separate screen is provided for additional absence codes. (See Computer Training Bulletin 93-1.) *17 2) A separate screen is provided for overtime entries. (See Computer Training Bulletin 93-1.) b. Hours - The total number of hours chargeable to an employee for an absence. (Cannot exceed eight (8) hours). c. 1/2 Hour - Will be entered as "5" DIRECTIVE

4 d. If a doctor's note is being submitted for a sick absence, forward the note, via Police Mail, to the Personnel Office and note in the "Remarks" section, "Doctor's note forwarded." In addition, enter the dates for which the doctor's note applies. Place the employee's payroll number and unit code on the note. *5 Furthermore, the procedures outlined in Computer Training Bulletin 96-5 entitled "Sick Tracking System" will be followed. 3. Assignment Code a. Enter the code number designation as stated in Appendix "B" showing the status of an individual for the major portion of the day. 4. Regular Tour a. Time On - Enter the time the employee reported to work. b. Time Off - Enter the time the employee reports off duty. (1) Times cannot exceed 8 hours, 15 minutes. c. These blocks will be left blank for employees working their regular day off. 5. Unit I.D. - Enter the employee's daily assignment if applicable (i.e. vehicle number, foot beat number, etc. or outside agency code if applicable. See Section 1). 6. Det. Unit - Enter the designated code of the unit to which the employee is detailed or transferred. H. Entries for Personnel Detailed and Transferred *10 1. The Operations Room Supervisor will ensure that entries for those persons detailed or transferred out of their district/unit are completed in advance of the actual date of assignment.(see Appendix "F") a. The entries will be made on each day's D.A.R. screen. The individual screens can be accessed up to five (5) days prior to their actual date. b. Units working Monday through Friday schedules will ensure that entries for all persons who will be detailed out for the weekend or who are transferred, are made prior to the weekend. This procedure also applies to three-day weekends which include a holiday. c. Units closed during the course of a week for a holiday will make transfer and detailed out entries prior to the holiday. DIRECTIVE

5 2. The appropriate letter code from Appendix "A" will be entered in the absence block and the unit code of the new assignment will be entered in the "Det. Unit" block. Also, enter the effective date of the transfer/detail on the remarks line. 3. The district/unit that the individual is being detailed to will be unable to include the employee on their D.A.R. until these entries are completed by the original unit. 4. After the information pertaining to the transferred/detailed out employee is entered by his/her original district/unit, it will automatically appear on the D.A.R. screen of their newly assigned district/unit. 5. When an officer who is detailed to a district/unit uses holiday time, vacation time, sick time, etc., the proper absence code for the time used will be entered on the individual entry/update screen. The Absence code "D" must remain in the original absence field. 6. The district/unit the employee is being detailed to will account for all accruals or usage of time by the employee. Only if the employee is detailed to an agency outside of the Department will the district/unit of permanent assignment account for accruals and use of time. I. Entries for personnel detailed to outside agencies. 1. If the agency has a unit code listed in Appendix "E," enter the letter "A" in the assignment code block. 2. Do not enter an absence code. 3. Enter the appropriate unit code in the Unit I.D. block. a. Unit codes for various outside agencies to which personnel may be detailed are listed in Appendix "E" of this directive. The Operations Room Supervisor will ensure that the correct code is used for the agency and its respective program. NOTE: Certain agencies have more than one program. Each program will have a designated unit code. 4. If the agency is not listed in Appendix "E," enter the absence code "D" in the Absence Code Block. 5. Enter the appropriate numerical assignment code. Do not enter use the "A" assignment code. 6. Enter the unit code "9999" in the Unit Code block. DIRECTIVE

6 J. Entries for Overtime/Compensatory Time Earned. 1. For overtime/compensatory time earned during a regular scheduled working day, make initial entries and then access the overtime/compensatory screen. 2. For overtime/compensatory time earned on days off, enter "X" in the Absence Code block and access the overtime entry screen. *17 a. Time On - Enter the time the employee began working additional duty. b. Time Off - Enter the time the employee reported off from additional duty. c. TOT Hours - Enter total number of overtime/ compensatory hours earned. 1) 1/2 hour will be entered as "5". d. Code - Enter the numerical code found in Appendix "C" to show how the overtime was earned. Explain the reason for accrual in the "Remarks" section. Space is provided for three (3) separate Overtime Codes if necessary. e. D.C. Number - Enter if applicable f. Meal - Police personnel below the rank of Captain, who complete an uninterrupted extended tour of duty in excess of three (3) hours will have a "M" entered in the "Meal" block. Police personnel of the rank of Captain or above will choose one of the following options: 1) Submit a Voucher Form 71-73, through the chain of command, for reimbursement up to a maximum of $7.50. No entry will be made on the D.A.R. in the "Meal" block. 2) Enter "M" in the "Meal" block of the D.A.R. and receive a $7.00 payment included in the regular paycheck. No voucher will be submitted for this option. g. Compensatory/Overtime Column - Enter "O" for overtime or "C" for compensatory time earned. 1) Lieutenants and below and eligible civilian personnel will be entered as overtime. 2) Captains and above and eligible civilian personnel will be entered as compensatory time. DIRECTIVE

7 h. Remarks - Enter the explanation necessary to substantiate or qualify the code entry as outlined in the appendixes of this directive. 1) Enter in this column the time when an employee left duty early (0600 instead of 0800) or reported to duty late (1800 instead of 1600) because of a court appearance. 2) Explain how overtime/compensatory time was earned. i. All overtime entries will be substantiated by written entries on the printout copies of the individual overtime update screen as follows: 1) An explanation of the assignment and why overtime was required. 2) If court related, include the DC Number. 3) The certifying supervisor will sign this copy and retain in the district/unit files. NOTE: A copy of this screen can be printed by depressing the "Print Screen Key" while the overtime/update screen is displayed. j. The Overtime and Review Compliance Unit will conduct periodic checks of district/unit D.A.Rs and overtime-related documents. k. The Commanding Officer will assign the Operations Room Supervisor on duty, or his/her designee, to complete the computerized D.A.R. for the squads on "Day Off" status. 1) When an employee is required to work on a regularly scheduled day off, it will be entered as a minimum of eight (8) hours overtime or compensatory time earned. 2) When the individual on a regularly scheduled day off works a tour of duty under the authority of another platoon, it will be accounted for by the Lieutenant or Operations Room Supervisor on the employee's normal D.A.R. 3) When an employee on a regularly scheduled day off, attends court and has not been granted prior approval to work the day, the employee will be recorded on the regular platoon's D.A.R. as having earned a minimum of four (4) hours overtime or compensatory time. 3. Permanent changes to the D.A.R. DIRECTIVE

8 *1 a. Permanent squad or platoon changes must be entered in the computerized D.A.R. This is accomplished by accessing the D.A.R. menu screen and selecting the appropriate application. b. When transferred in personnel are not permanently placed on the D.A.R., transmit a pre-formatted computer message to the Personnel Office. The sequence to access this screen is SEND/PERP/ Limited Duty Personnel - See Appendix "A," Code "I". K. The platoon/unit Lieutenant will personally check all entries on the D.A.R. for accuracy. 1. If the platoon/unit Lieutenant is unavailable or if one is not assigned, another supervisor will certify the D.A.R. 2. Civilian supervisors of units, which do not have sworn supervisors assigned, will certify the unit D.A.R. 3. Upon completing a check of the D.A.R. entries, the Lieutenant or his/her substitute will certify that they have done so and that the D.A.R. is correct by following the instructions in Computer Training Bulletin Once certification is completed, a copy of the D.A.R. will automatically be generated on the terminal's printer. a. The payroll number of the certifying supervisor will automatically be entered on this copy. 5. The certifying supervisor will sign this copy of the D.A.R. 6. This copy will be retained in the district/unit's administrative file keeping the same retention schedule used for previous D.A.R.s. 7. Once the D.A.R. has been certified, necessary changes must be entered by a supervisor. a. Any changes will be noted on the district/unit copy of the certified D.A.R. and will be initialed by the supervisor entering the changes. 8. District/unit Commanding Officers will periodically review and sign the certified copy of the D.A.R. M. In the event of a computer systems' malfunction, district/units will be notified by the Information Systems Division as to what procedures will be followed. DIRECTIVE

9 N. If an individual district/unit experiences an equipment failure, contact P.C.I.C. at *19 O. Any officer regardless of rank, who is placed in injured on duty (IOD) status for more than (1) working day shall be immediately assigned to the I1 (Letter I, Number 1) squad within their district/unit of permanent assignment. The duty status determination will be made by the officer s treating/clinic physician and considered to be in that status by the Police Safety Office. The hours of assignment will be 8AM x 4PM, Monday through Friday with no rotation. Officers placed in Limited or back to Full Duty Status from IOD status within a six (6) month period will be reassigned to their original squad within their District of permanent assignment. Officers who are in IOD status for more than six (6) months will be transferred to the Safety Unit. *19 P. Commanding Officers will have the responsibility of ensuring that personnel within their command are in the correct squad designation. They will be also responsible to ensure that the policies outlined in this directive are followed. RELATED PROCEDURES: Directive 6.4, School Crossing Guards Directive 11.2, Vacation Directive 11.3, Sick Leave Sworn Personnel Directive 11.4, Holidays Sworn Personnel Directive 11.5, Directive 11.6, Leave of Absence and Separation Absent without Permission Code A (AWOL) Directive 11.10, Overtime Pay and Compensatory Time Directive 12.14, Injuries on Duty and Other Service Connected Disabilities BY COMMAND OF THE POLICE COMMISSIONER *FOOTNOTE # GENERAL # DATE SENT REVISION * CHANGE * ADDITION * ADDITION * CHANGE * ADDITION * CHANGE * ADDITION * CHANGE * ADDITION NOTE: Gen.# 5671 amended by Gen.#3071 dated 10/23/97. DIRECTIVE

10 * CHANGE * CHANGES * CHANGE * CHANGE * CHANGE * ADDITION * ADDITION/DELETION * DELETIONS/ADDITIONS * CHANGE APPENDIX G ADDITION * ADDMENDMENT DIRECTIVE 32 10

11 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX A Issued Date: Effective Date: Updated Date: SUBJECT: ABSENCE CODES "A" - Absence Without Leave - Unauthorized absence from duty, refer to Directive "B" - School Crossing Guards and civilian personnel injured on duty who return to duty but must continue prescribed therapy during their tour of duty or who are limited to partial workdays. These personnel will be carried on the D.A.R. to the nearest ½-hour during these absences. NOTE: School Crossing Guards and civilian personnel injured on duty who return to duty but must continue prescribed therapy during their tour, or who are limited to partial work days, will no longer be carried as "I" on the D.A.R. during these absences. *14 "C" - Compensatory Time (Captain and above and applicable civilian personnel) Charged against the Compensatory Time accrual of the individual. All sworn personnel at the rank of Captain or above may accrue up to 1100 hours maximum (120 hours maximum for terminal leave). Appropriate civilian personnel may accumulate up to 120 hours maximum. NOTE: Use of five (5) consecutive days of Compensatory Time by captains and above requires prior approval. "D" - Detailed In or Out - Used for personnel detailed in or out of a district/unit. Refer to Section 2-H of this directive. "E" - Administration Leave - To be used only when directed by the Commissioner. "F" - Funeral - An authorized absence granted to an employee because of a death in the family, refer to Directive Indicate in the remarks column the relationship of deceased to employee (i.e. father, aunt, etc.). "G" - Separated - Persons who are no longer active members of the Department (retired or separated for other reasons) but still temporarily appear on the D.A.R. screen. "H" - Holiday - Authorized absence charged against Holiday accrual. Enter the number of hours used in the "Absence Hours" column as per Directive "I" - Injured on Duty - An authorized absence resulting from a physical or mental condition DIRECTIVE APPENDIX B

12 caused by an accident or occupational disease, which is service connected and prevents an employee from performing his/her regular duties, refer to Directive Limited duty personnel attending physical therapy prescribed by a City contracted medical facility during a workday will be carried "I" (IOD) to the nearest ½-hour on the D.A.R. They will not be carried as working for the time they are absent. "M" -Military Leave - Leave of absence with pay, not to exceed fifteen (15) working days per year, refer to Directive "O" - Transferred In or Out. *7 "P" - Administrative leave time for civilians only. May only be used in eight (8) hour increments. "Q" - Sick - Two (2) hours or less, no time charged. (sworn personnel). "S" - Sick - An authorized absence from duty with pay for an employee because of illness or non-service connected injury. In the "Absence Hours" column, enter the exact amount of time the employee is absent from duty. Members will be charged for sick leave in accordance with Directive 11.3, "Sick Leave." When an employee is ill, "Sick" shall always be coded in addition to any other pertinent code. State in the "Remarks" column the date of the first day of sickness, until the employee returns. Enter the date before other remarks (use 6 digits, no slashes). "T" - Sick - An authorized absence from duty without pay for an employee because of illness or non-service connected injury. Employees will be charged for sick leave as indicated in Directive 11.3 "Sick Leave." The provisions as outlined in Directive 11.3 regarding sick leave regulations will apply to each employee in a sick leave status. In the "Absence Hours" column, enter the exact amount of time the employee is absent from duty. State in the "Remarks" column the date of the first day of sickness, until the employee returns. Enter the date before other remarks (use six (6) digits, no slashes). When an employee is ill, "Sick" shall always be coded in addition to any other pertinent code. The maximum time an employee can be carried "T" is fifteen (15) consecutive days. On the sixteenth day the employee is automatically dropped from the payroll unless an application for a formal medical leave of absence has been submitted. "U" - Other - Any absence, which is not included in any other absence, code such as donation of blood. Explain in remarks column. "V" - Vacation - Authorized absence charged against vacation accrual. Enter the number of hours used in the "Absence Hours" column; refer to Directive "W" -Leave Without Pay - Authorized absence of an employee without pay for reasons other than sick, refer to Directive Show the first and last days of Leave Without Pay in the "Remarks" column every day until the employee returns. Enter the date before other DIRECTIVE APPENDIX B

13 remarks, (use six (6) digits, no slashes). "X" - Shift Day Off - A regularly scheduled day off. "Y" - Weather Emergency - Upon the proclamation of a weather emergency by the Mayor or Managing Director, all non-essential employees who have reported to work at their scheduled time and work until a weather emergency is declared will be granted nonchargeable leave. The time excused and the total time absent will be indicated in the remarks section of the DAR. "Z" - Suspensions - The temporary involuntary separation from city employment of an employee for a disciplinary purpose. *17 FM Family Medical unpaid leave used when the employee has no accrued sick leave and chooses not to use, or has no vacation time. FA Family Medical Annual Leave any unused administrative leave time for a family leave. This must be used prior to using unpaid family medical leave (FM). This is paid time and is charged against the employee s administrative leave balance. FS Family Medical Sick paid time used for personnel who have accrued sick leave balances but indicate that the reason for their illness is related to their request for FMLA. FH Family Medical Holiday Comp paid time for personnel who have accrued holiday leave balances. FV Family Medical Vacation paid time used for personnel who have accrued vacation leave balances. FF Family Medical Family Sick used when a family leave is granted for an employee to care for someone other than themselves. This code will be used for DC 47 and non-represented employees only. This code is only used for five (5) days and is charged against the employee s accrued sick balance. FC Family Medical Comp used only by personnel who can accrue compensatory time. This is paid time and is charged against the employee s accrued compensatory time balance. NOTE: The above two digit family medical absence codes will be used only for employees with approved family medical leave. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX B

14 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX B Issued Date: Effective Date: Updated Date: SUBJECT: ASSIGNMENT CODES 1. POLICY A. One of the below assignment codes will be placed in the assignment code block field in the computerized DAR. An officer's assignment code will reflect where the officer worked for the major part of the tour. 2. PROCEDURE A. The O.R.S. will change the assignment code on the computerized DAR to reflect an assignment change of four hours or more. 1. When an officer works exactly four hours in court and four hours on street patrol the officer will be carried as street patrol (1) on the computer DAR. B. Assignment Codes "1" - A uniformed officer of any rank on street patrol including TRT and CIB, other than an officer on a foot beat in Districts 1-39, Districts 77 and Center City District. "2" - An officer assigned to a foot beat (except Cops Ahead) in Districts 1-39, Districts 77 and Center City District. "3" - An officer of any rank assigned to the Cops Ahead Foot Beat Program. "4" - An officer of any rank working in the Operations Room including the Turnkey Personnel working CCTV will be included in this category. "5" - An officer of any rank assigned to 5 Platoon in Districts 1-39, Districts 77 and Center City District which does not fit in any other category. "6" - A uniformed officer of any rank assigned to a special unit other than Narcotics Strike Force. "7" - An officer of any rank assigned to a Divisional Detective Unit. DIRECTIVE APPENDIX B

15 "8" - An officer of any rank working day work in court for more than four hours. *9 NOTE: An "8" will be used when an officer of any rank appears at a Police Advisory Commission (PAC) hearing/interview regardless of the tour of duty. When an officer of any rank, including commanders, appears at a PAC hearing/interview during their regularly scheduled tour of duty, "POLADVIS" will be placed in the remarks column followed by a blank space and the number of hours an officer is assigned to a PAC hearing/interview. Half hours will not be included. The maximum number of hours that can be used during a regularly scheduled tour of duty is eight (8). If an officer is in a PAC hearing/interview for less than four (4) hours the assignment code will be changed to reflect the new assignment. SAMPLE: A REGULAR ABSENCE S TIME TIME UNIT DET NAME/PAYROLL/PLATOON CDE HOURS G ON OFF ID REMARKS UNIT DOE, JOHN POLADVIS 6 "9" - Civilian Employees. "G" - "N" - "A" - "B" - "T" - "E" - "R" - An officer of any rank assigned to an investigative or plainclothes unit other than a Divisional Detective Unit. PAL officers will be included in this category. An officer of any rank whose major function is the enforcement of the narcotic laws. An officer of any rank detailed to a unit outside the Police Department, i.e., DA, DEA, ATF, etc. A detective assigned to a unit other than a Divisional Detective Unit. An officer of any rank assigned to training for the day or who acts as a Trainer or Instructor, i.e., officers assigned to ATU, FTU, etc. A Commanding Officer or an officer of any rank used in an administrative position, not covered by any other category. An Academy Class Recruit. DIRECTIVE APPENDIX B

16 "P" - An officer of any rank carried on their own DAR while assigned to a one day special event, e.g., Parades, Sporting Events, Greek Picnic, etc. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX B

17 PHILADELHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX C Issued Date: Effective Date: Updated Date: *17 SUBJECT: OVERTIME CODES 1. OVERTIME CODES A. The following Overtime Codes will be used in the "Overtime Code" column of the computerized Daily Attendance Report. All civilian and police overtime and compensatory time will be substantiated in the "Remarks" column. Refer to Directive 11.10, "Overtime Pay and Compensatory Time," for computation and regulation of accrual. B. Important - All Overtime and Compensatory Time must be entered on the Daily Attendance Report for the date the continuous time started. Overtime or Compensatory Time posted on a later D.A.R. will not be accepted. 1. Overtime and compensatory time which has not been accredited on the D.A.R. on date earned, will be submitted through channels to the employee's pertinent Deputy Commissioner or Chief Inspector for approval as follows: a. Civilian, Police Officer through Lieutenant.. Memorandum (82-S-1) Two (2) copies b. Captain and above... Compensatory Time Accrual Control (75-27) Two (2) copies 2. The Deputy Commissioner or Chief Inspector will forward the approved requests to the Finance Office for posting. C. Numerical Codes and Definitions: (placed in the Overtime Code column for each employee who works additional duty). Remarks explaining the reason for accrual must be stated for each entry (e.g.: "26" - Thanksgiving Day Parade, "21" - Disorder Edison High School, 151 W. Luzerne.) CODE *11 01 District Divisional Court and preliminary hearing held at the Criminal Justice Center 02 Final Hearing Court (Room 195 & 196, City Hall) 03 Criminal Courts (City Hall) DIRECTIVE APPENDIX C

18 04 Traffic Court (800 Spring Garden Street) 05 Civil Court 06 County Court (1801 Vine Street) 07 County Court (City Hall) 08 Grand Jury (City Hall) 09 Other Jurisdiction Court (Other than Philadelphia County Courts) 10 Civil Service Commission 11 City Solicitor *8 12 Police Advisory Commission Hearing/Interview 13 Police Board of Inquiry 14 State Highway Safety Hearing 15 Pennsylvania Liquor Board 16 Police Personnel Administrative Hearing 17 Safety Review Board Hearing 18 Workmen's Compensation Hearing 19 Other Hearings (Explain in Remarks) 20 Civil Disorders (Riots, etc.) 21 School Disorders 22 Labor Disputes (Strikes, Picketing, etc.) 23 Weather Emergency (Snow, Ice, Storm, etc.) 24 Traffic Detail (Congestion, Dangerous Highway Condition, etc.) 25 Sporting Events (Ball Games, Track Events, Hockey, etc.) 26 Parades - the following are 8 character identifiers for various parades: New Years Day - NEWYEARS Independence Day - INDEPEND Pulaski Day - PULASKID Columbus Day - COLUMBUS Thanksgiving Day - THANKSGI 2nd Street Parade - TWOSTRET St. Patrick's Day - STPATRIC Easter Parade - EASTERPR Puerto Rican - PUERTORI Gay Pride GAYPRIDE 27 Multiple Alarm Fires (2 Alarms or more) 28 Security Details (V.I.P., etc.) 29 Disasters (Unusual Circumstances, Floods, Earthquakes, etc.) 30 Conventions (Political, Union, Trade, Legion, etc.) 31 Administrative (Police Personnel Working Overtime on Clerical Reports, Management, etc.) 32 Investigation, Uniform (Complaints, Missing Persons, etc.) 33 Accidents (Vehicular) 34 Hospital Cases (3000 Series of Philadelphia Classification Coding Manual) 35 Arrests 36 Escort Duty DIRECTIVE APPENDIX C

19 37 Bomb Scares 38 Aircraft Emergencies 39 Explosives 40 Investigation, Detective *11 41 Investigation - Special Victims Unit 42 Investigations, Plainclothes (Vice, Special Units) 43 Exhibitions (General Public Shows, Ice Follies, Sportsman Show, etc.) 44 Vacation Overtime (to be used only during the official summer vacation period.this code is not to be used after the summer schedule has ended). 45 Community Relations Workshops (Addressing Groups, Meetings, etc.) 46 Demonstrations (Non-Violent Protests, Rallies, Marches, Meetings, etc. - Excluding Labor Incidents) Absentee Replacement(Replacement of absentees to meet staffing) levels for regularly scheduled tours of duty.) 49 Emergency Mobilization 50 Forfeiture Funds 51 Recruit Investigation Reimbursed Funds 54 Project DOE 55 Drug Use Forecasting 56 Anti Drug Control 57 Weed and Seed Christmas Forfeiture 61 All others - Explain in remarks *2 The following is a list of overtime codes along with corresponding eight character identifiers: 71 Abortion Detail - ABORTION 72 Broad Street Run - BROADRUN 73 Core States Bike Race - COREBIKE 74 Core States Run - CORESRUN 75 Eagles Game - EAGLESGM 76 Fireworks - FIREWORK 77 Flyers Game - FLYERSGM 78 Freedom Week - FREEWEEK 79 Greek Picnic - GREEKPIC 80 Mann Music Center - MANNCNTR 81 Odunde Festival - ODUNDEFE 82 Phillies Game - PHILLIES 83 Presidential (Vice) Visit - PRESIDEN 84 Regatta REGATTAS DIRECTIVE APPENDIX C

20 85 Robin Hood Dell - HOODDELL 86 Seventy-Sixers Game - SIXERSGM *12 87 R.N.C. - REPUBLIC 88 Unity Day - UNITYDAY 89 VSN Detail - VETNEIGH 90 Canal Day - CANALDAY 91 Italian Festival - ITALFEST 92 County Fair - COUNTYFA 93 Manayunk - ARTSFEST 94 Black Family Reunion - BLACKFAM 95 Army/Navy Game - ARMYNAVY The eight character identifiers will be used to identify personnel detailed to events during their regular tour of duty where no over- time is earned. These characters will be placed in the remarks section of the DAR. They must be inserted as the first eight entries with no space between letters. Enter the number of straight time hours worked after this entry, leaving one space between entries. Round off hours to the nearest whole number (1 to 8). A computer message will be transmitted prior to each special event, describing the correct overtime code or eight- character identifier required for that event. *3 D. Bureau Overtime Codes 1. When an individual earns overtime under a Bureau that his/her district/unit is not assigned, the correct code for the bureau under which the overtime was earned must be placed in the "Bureau Code" block of the individual update screen on the computerized D.A.R. (Refer to Computer Training Bulletin, 93-2). Example: If an officer assigned to the 12th District is assigned to the New Years Day Parade and earns overtime, the Bureau Code for the Special Patrol Bureau will be placed in the appropriate block of the individual update screen on the computerized D.A.R. 2. No bureau code is necessary when overtime is earned in the individual's assigned district/unit or bureau. Also, no bureau code is necessary if the overtime is earned while the individual is detailed out on the D.A.R. to another district/unit. In these cases, the overtime will automatically be charged to the appropriate bureau. 3. Bureau Codes Code Bureau *18 AA Police Commissioner BB Office of Operational Accountability CC Field Operations DD Organizational Support Services EE Office of Violence Prevention and Victim Services DIRECTIVE APPENDIX C

21 FF GG HH II JJ KK LL PP VV YY Regional Operations Command (ROC) - North Regional Operations Command (ROC) - South Major Investigations Homeland Security and Domestic Preparedness Office of Strategic Initiatives and Innovations Training and Education Services Support Services Office of Professional Responsibility Administrative Services Communication Services E. Civilian Overtime *6 1. All civilian overtime will be entered into the computer DAR system. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX C

22 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX D Issued Date: Effective Date: Updated Date: SUBJECT: DAILY TIME REPORTS FOR CIVILIAN PERSONNEL A. Daily Time Reports (82-S-6) will be maintained for all civilian personnel. B. Civilian personnel will personally enter their signature in the "Name of the Employee" column upon reporting for work, and they will record the exact time when reporting IN and OUT for work, lunch, and dinner when working overtime. C. All other entries on the report will be made by a timekeeper designated by the unit Commanding Officer or supervisor. This report will serve as a basis for posting pertinent information to the Daily Attendance Report. D. The unit supervisor will review and be responsible for the accuracy and completeness of these reports. At the end of the tour of duty, he/she will sign his full name legibly at the bottom of the Daily Time Report (82-S-6). E. Required entries are self-explanatory on this report, and in addition, the following provisions will be adhered to: 1. Provide for two (2) sheets numbered 1 of 2 and 2 of 2, where necessary. Use separate sheet(s) for each tour of duty. 2. Disregard blocks concerning Class, Fund, Total Paid Days, A/C Code and Total Unpaid Days. 3. Overtime or Compensatory hours worked should be indicated on the report directly to the right of the OUT column; e.g., "worked 4 hours O/T". (Refer to Appendix "C" for crediting). 4. If employee working overtime does not go out for dinner, merely draw a line through the OUT and IN column. 5. All telephone calls made by an employee regarding absence will be recorded on the Time Report. The unit supervisor will print (in the "Name of Employee" column) the names of those employees who are absent and record the reason for such absence. Additional remarks should be entered to the right of the employee's name in the unused column. DIRECTIVE APPENDIX D

23 F. Completed reports will be filed in chronological order: 1. Maintain reports on file in accordance with the Official Records Retention and Disposition Schedule for the department. No request for removal is to be made before the auditing staff of the Controller's Office has completed their annual audit and approved the records they have reviewed. G. Form 82-S-6 may be requisitioned from the Police Warehouse. H. This applies to all civilian employees, except School Crossing Guards. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX D

24 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX E Issued Date: Effective Date: Updated Date: SUBJECT: OUTSIDE AGENCY UNIT CODES A. The following are Unit Codes for various outside agencies. If the outside agency to which an employee is detailed appears below, the Operations Room Supervisor will ensure that the proper code is used for that agency and its respective program. NOTE: Certain agencies have separate programs to which personnel may be detailed. Each program has a separate designated Unit Code. It is important that the correct code be used. B. If the agency is not listed in this Appendix, the Unit Code "9999" will be used. CODE AGENCY PROGRAM Pa. State Attorney General Bureau of Narcotics Invest Phila. District Attorney Local Intensive Narcotics Enforcement Unit Drug Enforcement Agency Violent Traffickers Program Drug Enforcement Agency Task Force Federal Bureau of Invest. Fugitive Task Force Federal Bureau of Invest. Property Crimes Task Force Federal Bureau of Invest. Terrorist Task Force Federal Bureau of Invest. Violent Crime Task Force Organized Drug Gang Task Force Contract #MA-PAE Organized Drug Gang Task Force Contract #MA-PAE Organized Drug Gang Task Force Contract #MA-PAE Organized Drug Gang Task Force Contract #MA-PAE Organized Drug Gang Task Force Contract # T-0528 BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX E

25 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX F Issued Date: Effective Date: Updated Date: SUBJECT: DAILY ATTENDANCE REPORT DETAILED OFFICERS 1. POLICY A. All "active" duty personnel of any rank may be required to perform duties in units other than the one to which they are assigned. Under such circumstances, officers will be *16 considered detailed out" of their district or unit. This policy will not apply to "limited" or "restricted" duty personnel. Sworn police personnel will not be detailed to any district/unit without the approval of the Police Commissioner. NOTE: This will not include assignments to one (1) day special events, e.g. parades, sporting events, etc., which are normally handled by the Patrol Bureau. 2. PROCEDURE A. Starting with the first day, the ORS will be responsible for entering the effective date of detail on remarks line of the DAR. B. The officer will be carried on the DAR in the district or unit to which he/she is detailed and listed under code D. 1. The Commanding Officer in the district or unit to which the officer is being detailed, will be responsible for maintaining a record of the daily activity of each officer. A copy of which will be forwarded to the original district/unit upon termination of the detail. 2. All overtime will be recorded on the DAR of the district or unit to which the officer is detailed. The Commanding Officer will be held accountable for all accrued overtime. *15 3. Detailed personnel who are under investigation by the Internal Affairs Bureau, Impact or EEO Unit may remain detailed until the completion of the investigation and notification by one of the aforementioned units. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX F

26 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.1 APPENDIX G Issued Date: Effective Date: Updated Date: SUBJECT: BUDDY DAYS 1. POLICY A. The following procedure is an update of a previous policy by contract between the City of Philadelphia and the Fraternal Order of Police (F.O.P.). 1. A Memorandum (82-S-1) plus four copies will be submitted by the police officer originally scheduled to work a specific tour of duty to the Commanding Officer of the district through the two respective platoon lieutenants for approval. The memorandum will contain the following information: a. Substitute officer s name, badge, payroll number, and tour of duty on replacement date. b. Specific date and tour of duty requested for substitution and signature of substitute officer indicating his/her willingness to accept the substitute tour. 2. Substitute officer must conform to the following: a. They must be assigned to the same district. b. They cannot work 16 consecutive hours. c. Each officer is responsible for keeping their own records. d. Each officer must be physically capable of reciprocating for Buddy Days. e. Buddy Days shall not be used to substitute for sick leave or as a supplement for leave without pay. 2. PROCEDURE A. The Daily Attendance Record will reflect what tour the officer is actually working. 1. The officer scheduled to work, but who is off will have an X placed in the absence code column. In the Remarks section insert the following: DIRECTIVE APPENDIX G

27 BUDDY DAY- SWITCHED WITH OFFICER SMITH, PR # The officer scheduled to be off, but who is working will be carried in accordance with this directive. In the Remarks section insert the following: BUDDY DAY--SWITCHED WITH OFFICER JONES, PR # An officer scheduled to work a specific tour may switch with an officer scheduled to work another tour on the same calendar day. (Officer scheduled to work 12 to 8 switches with officer scheduled to work 8 to 4.) BUDDY DAY--SWITCHED WITH OFFICER JONES, PR # DISTRIBUTION A. Commanding Officer B. Submitting Officer s Lieutenant C. Substitute Officer s Lieutenant D. Submitting Officer E. Substitute Officer DIRECTIVE APPENDIX G

28 4. MEMORANDUM EXAMPLE MEMORANDUM POLICE CITY OF PHILADELPHIA TO: Commanding Officer, 8th District DATE: 7/22/99 FROM: Police Officer James Smith #1626, PR #12345, Plt. #1, 8th District SUBJECT: BUDDY DAYS 1. I respectfully request that I be permitted to switch my scheduled work day of 7/20/99, the 4 to 12 tour, with Officer John Jones #1726, PR # 13456, his scheduled day off. 2. I have agreed to work the 8 to 4 tour of duty on 7/29/99, my regular day off for Officer Jones, his scheduled work day. Agreed by: POLICE OFFICER, #1626 8th District POLICE OFFICER, #1726 8th District BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE APPENDIX G