All employees are required to maintain an accurate
record of their attendance and obtain permission
from their authorized supervisor prior to engaging
in any overtime work or taking any compensatory time
off. Failure to obtain permission may result in
disciplinary action. Captains and above and their
civilian equivalents are exempt from certain sections
of this policy, as indicated, since they are categorized
as “not covered” under the overtime provisions of the
Fair Labor Standards Act (FLSA).
ATTENDANCE REPORTS
A. Employees’ work attendance shall be recorded
utilizing the Daily Attendance Report, HPD-25 form.
For accurate recordkeeping and uniformity, no other
variation of this form shall be used.
B. The element commander shall determine whether
one Daily Attendance Report, HPD-25 form, will be used
for the entire element or whether each unit within the
element will use a separate report.
C. Employees shall personally record their work
start and end times and meal start and end times (if
applicable) by writing the time in black ink immediately
upon each occurrence, rounding up to the nearest five
minutes. At no time shall an employee fill in the time
for another employee.
Exception: With prior approval from the element commander,
employees who work outside of the office shall write in
their work start and end times and meal start and end
times immediately upon reporting for their next scheduled work shift.
D. At no time shall the start and end times on
the Daily Attendance Report, HPD-25 form, be typed or completed beforehand.
E. A copy of the Daily Attendance Report,
HPD-25 form, shall be kept on file within the
element, in chronological order by date, for five years.
F. The provisions of this section do not apply
to captains and above and their civilian equivalents.
EMPLOYEES’ RESPONSIBILITIES
A. Employees shall ensure that their work
hours and meal periods (if applicable) are
accurately recorded for each work shift on the
Daily Attendance Report, HPD-25 form, as outlined
in this policy. To ensure accurate records, this
requirement also applies to employees working
alternate work schedules.
B. Employees shall work only within their
scheduled work shift, unless an authorized
supervisor approves the overtime work or in
circumstances that dictate immediate action.
Prior approval for overtime is necessary for,
but not limited to, the following examples of situations:
1. Arrive early to the workplace to acquire
equipment, complete reports, prepare for line-up,
or to conduct any other work-related business;
2. Stay late or return to the workplace after
their scheduled work hours to complete reports,
citations or projects or to conduct any other
work-related business;
3. Complete work during an uncompensated
meal period. In the event that the employee
is unable to take a meal period, the employee
shall inform his or her supervisor immediately;
4. Complete work at home or away from the
workplace, including, cleaning city-owned vehicles; and
5. Attend community functions as a representative
of the Honolulu Police Department (HPD).
C. Employees shall take their meals or other
breaks in accordance with their respective labor
contracts (if applicable).
1. Employees who have compensated meal periods
(e.g., 5/9 work schedule) shall be available to work
in the event they are needed; and
2. Employees who do not have compensated meal
breaks shall not perform any work during this
designated time period (e.g., eat meals at their
desk or workstation, answer the telephone, respond to
e-mails, complete reports, etc.), unless prior approval
has been granted from their immediate supervisor.
D. Employees shall not volunteer their time for
the HPD or city to perform similar duties that they
would normally be assigned to do.
E. Upon working any overtime, employees shall
complete and submit an Overtime/Compensatory Time Card, HPD-66 form.
F. The provisions of this section do not apply
to captains and above and their civilian equivalents.
SUPERVISORS’ RESPONSIBILITIES
Supervisors shall be responsible for
monitoring and managing their respective employees’
workload and overtime. This includes (but is not
limited to) the following:
A. Ensure that employees accurately record
their work hours and meal periods (employees
compensated for their meal periods do not have
to record their meal periods) on the Daily
Attendance Report, HPD-25 form, during each work shift;
B. Be aware of the start and end times of
employees’ work schedules and ensure that they
are not working overtime without proper authorization;
C. Be cognizant of officers who are assigned
to “late cases” and provide relief for them, as necessary;
D. Be attentive of employees who have not
completed their reports or assignments in a
timely manner and determine whether they have
to complete those reports before leaving from
their work shift;
E. Identify employees who take excessive
amounts of time to complete reports or assignments
and appropriately address the situation;
F. Authorize overtime compensation for employees
who need to work overtime to complete necessary duties
including (but not limited to) writing reports, preparing
presentations, conducting surveillance, executing search
warrants, performing extraditions, and completing annual physicals;
G. Authorize overtime compensation for employees
who need to work overtime to attend work-related
functions as a representative of the HPD (including
but not limited to) neighborhood board meetings,
community gatherings, and legislative hearings;
H. Ensure that employees take their required
uncompensated meal periods. In the event that an
employee does not take their meal period, the
supervisor shall ensure that the employee completes
and submits the Overtime/ Compensatory Time card,
HPD-66 form. This requirement does not apply to
employees on the 5/9 work schedule, as they have
compensated meal periods;
I. Ensure that employees accurately submit
their Overtime/Compensatory Time card, HPD-66 form,
if overtime is earned; and
J. Conduct investigations of employees for
any violation of this policy.
ELEMENT COMMANDERS’ RESPONSIBILITIES
Element commanders shall be responsible to:
A. Establish and maintain procedures within
their manual of operations to ensure compliance
with this policy. This includes (but is not limited to)
the following:
1. Schedules for meal periods, if necessary;
2. Guidelines for supervisors to follow when
approving overtime/compensatory time;
3. Establishes the element’s minimum staffing
levels to meet operational needs and maintains a
file of the daily requests for all leaves, regardless
of whether they were approved or denied; and
4. Provides for the maintenance and safekeeping
of the original or electronic file of the Daily
Attendance Report, HPD-25 form; and all Payroll,
Time, and Attendance records.
B. Ensure that all personnel within their
elements comply with the provisions of this policy.
REPORTING PROCEDURES FOR OVERTIME AND STANDBY PAY
Personnel earning overtime or standby time shall
fill out and submit the appropriate cards no later
than two days after the date earned. All information
must be typed or printed legibly in black ink.
A. Overtime/Compensatory Time Cards (HPD-66 Form)
In order to meet the calculation deadlines imposed
by the FLSA, overtime cards shall be turned in,
approved by the element commander or designee,
and recorded for payment no later than two calendar
days after the overtime is earned. Compensatory time
can be converted to pay only as authorized by the
Finance Division. The form shall be filled out
in the following manner:
1. “TO:” is the element commander’s name, rank, and element;
2. “FROM:” is the applicant’s name, rank, and element;
3. “COMP TIME” or “PAY” shall have only one checked;
4. “REQUESTED BY:” is the name of the person
requesting the applicant to work overtime;
5. “DATE EARNED:” is the date of the overtime;
6. “REPORT NOS./DEF. NAME OR REASON FOR OT:”
is the applicable report numbers, defendant’s name,
or reason for the overtime;
7. “TRAVEL TIME EARNED:” is the total travel
time (rounded to the nearest 15 minutes) from home
to court or other destination and from destination to home;
8. “TIME FROM/TO:” are three lines used to
record the starting and ending times of specific
activities (e.g., travel from home to court or
other destination on one line, travel from
destination to home on another line, and court
or activity time on the third line);
9. “ACTIVITY TIME EARNED:” is the total
activity time (rounded to the nearest 15 minutes)
from the start to the end of court attendance or other assignment;
10. “TOTAL TIME EARNED:” is the total hours
earned in travel time and activity time;
11. “HOW EARNED:” lists many types of activities.
Check the appropriate block for one of the courts
or other types of overtime;
NOTE: If time for more than one court is recorded
on an overtime card, fill in the “Hrs.” space to
the right of each court, rounding the time to the
nearest 15 minutes. The total time listed for all
courts must equal the total activity time.
12. “Employee’s Signature” and “Date/Time” are
the signature of the applicant and the date and time;
13. “Employee’s Payroll I.D. Number” is the
applicant’s payroll identification number;
14. “Attested by” and “Date/Time” are the signature
of the person authorizing the overtime work and the date and time;
15. “Court Appearance Date/Time as shown on
Subpoena” are the date and time shown on the subpoena; and
16. “Approved by” and “Date/Time” are the
signature of the element commander or a designee
and the date and time.
B. Standby Pay Cards (HPD-66B Form)
In order to meet the calculation deadlines
imposed by the FLSA, standby cards shall be
turned in for approval by the element commander
no later than Sunday for standby time earned
during the previous week (Sunday through Saturday):
1. “TO:” is the element commander’s name, rank, and element;
2. “FROM:” is the applicant’s name, rank, and element;
3. “REQUESTED BY:” is the name of the person
requesting the applicant to work overtime;
4. “HOW EARNED:” should have one of the four
blocks checked. If the “Other” block is checked,
explain how the standby time was earned on the line after the block;
5. “REPORT NOS./DEF. NAME/OTHER:” is the
applicable report numbers, defendant’s name, or
other reason for standby. Provide an explanation
for the standby if the “OTHER” block is checked;
6. “STANDBY TIME:” Insert the date of the
standby on the “Date Earned” line and the starting
and ending times on the “Time From:” and “To:” lines.
NOTE: To qualify for standby, an employee must be off duty;
7. “TOTAL STANDBY DAYS:” are the total days
earned from the start to the end of standby time;
8. “Employee’s Payroll No.” is the applicant’s
payroll identification number;
9. “Employee’s Signature” and “Date/Time” are
the signature of the applicant and the date and time;
10. “Attested by” and “Date/Time” shall be
signed and dated by the attorney of record for
court standby time. If a court appearance was
not required or the attorney’s signature cannot
be obtained, the standby time shall be verified
by a copy of the subpoena and/or by the attorney
of record, and the form shall be signed and dated
by the employee’s immediate supervisor;
For noncourt standby, the employee’s immediate
supervisor shall sign and date the form.
11. “Approved by” and “Date/Time” are the
signature of the element commander or a designee and the date and time; and
12. “Court appearance date/time as shown on
subpoena” are the date and time as shown on the subpoena.
REQUEST FOR COMPENSATORY TIME OFF
A. A full day of compensatory time off
that is requested with at least five calendar
days prior notice shall be submitted to the watch
commander or, for nonpatrol elements, the element
commander’s designee for consideration.
B. A full day of compensatory time off that
is requested with less than five calendar days
prior notice shall be submitted to the element
commander or designee for consideration.
C. A partial day of compensatory time off
may be requested anytime and shall be submitted
to the watch commander or, for nonpatrol elements,
the element commander’s designee for consideration.
D. Compensatory time off may be granted for
the specific date requested, as long as it does
not unduly disrupt operations. In the event that
the request cannot be granted, an alternate date
shall be given, as indicated on the request.
Employees may waive consideration of an alternate
date by indicating their preference on the request.
E. Once sick leave has been taken, the sick
leave time shall not be converted to compensatory time off.
F. If a request is denied, the employee shall
be provided with a reason for the denial.
ACCOUNTING PROCEDURES FOR ATTENDANCE
A. Employee’s Record of Attendance
1. Each element shall post all required
attendance information on the City and County
of Honolulu’s Payroll, Time and Attendance system
and ensure that it is current and accurate.
2. Compensatory time earned shall not be subject to forfeiture.
3. Commanders shall conduct random checks
to ensure that posted data are current and accurate.
B. The Finance Division shall compile all
of the element overtime reports and prepare a
monthly summary report for the Chief of Police.
Copies shall be sent to the element commanders.
C. Element commanders shall monitor the
monthly reports to ensure that their
divisions/districts are maintaining proper
management and control of overtime. They
shall seek to reduce compensatory time
balances by mutual agreement with the employee
and in accordance with the applicable collective
bargaining agreement. Employees are encouraged
to take their compensatory time in conjunction with vacation time.