D-08

Policy

• All fire department members at the rank of Fire Captain or Fire Paramedic Captain and below receive overtime pay for work outside of their regular shift.
• Members above the rank of Fire Captain or Fire Paramedic Captain receive compensatory time for such work.
• Overtime pay or compensatory leave is earned under the conditions explained under “Definitions.”
• Chief Officers who have accumulated compensatory leave will receive payment for up to 120 hours of said leave based on the 2008 Act III arbitration award.
• Compensatory payments are distributed no later than June 30th.
• Chief Officers forgoing payment of compensatory leave submit a memo to the HR Manager no later than May 15th or payment will occur automatically.
• Any questions about this policy can be directed to the HR Manager at 215-686-1380.

Overtime Definition

• Overtime: pay for members at the rank of Fire Captain or Fire Paramedic Captain and below for work performed outside of a scheduled shift.
• Overtime pay rate: time and one half (1-1/2) of the annual rate (annual salary divided by the number of work hours in a given year).
• Overtime earning guidelines can be found in sections 2.3, 2.4, 2.5 and 2.6.

Compensatory time Definition

• Compensatory time: accrued leave earned on a time-and-a-half basis by members at the rank of Battalion Chief or above.
• Compensatory time earning guidelines can be found in sections 2.3, 2.4, 2.5 and 2.6.

Pay Rate: Extension of Tour

• Extension of Tour (Pay Rate Code “(EXT)”): unscheduled work or duties that immediately extend the beginning or end of a scheduled 12-hour shift.
• Members earn hour for hour at the rate of time and a half.
• Example 1: Members working on Platoon “E” from 0800-2000 hours extending their shift until 2030 hours earn 30 minutes overtime from 2000-2030 hours on Platoon "G".
• Example 2: A member scheduled to work Platoon “B” from 2000-0800 is called into work at 1500 hours to maintain minimum staffing levels on Platoon “A” earns five hours overtime from 1500-2000 hours on Platoon "A".

Pay Rate: Call In Time

• Call In Time (Pay Rate Code “(CI)”): unscheduled work or duties performed on a platoon day off.
• Members are entitled to a minimum of eight (8) hours of overtime or compensatory time, except as in section 2.6.
• Example 1: A “C” platoon member called into work on his/her platoon day off to work 0800-2000 on Platoon “A” earns 12 hours overtime on Platoon "A" after completing the shift.
• Example 2: A “C” platoon chief officer called to attend a special staff meeting from 0800-1200 hours, scheduled to work his first 2000-0800 shift that night, earns the minimum of 8 hours compensatory time.
• Above definition is from Philadelphia Civil Service Regulation, 6.1144-Call-In Time on Scheduled Day Off.
• For work required to be performed on any day which is not a regularly scheduled work day for the employee
• Overtime pay for work performed on such call-in tour of duty shall be for no less than a period of eight (8) hours.

Pay Rate: Call Back Time

• Call Back Time (Code “(CB)"): unscheduled work or duties performed by a member when called back to work after a completed full shift.
• Members are entitled to a minimum of four (4) hours overtime or compensatory time.
• Example 1: A “D” platoon member completing their last night shift from 2000-0800 hours, then hired to work overtime on Platoon "A" from 0800-2000 hours, earns 12 hours overtime on Platoon “A” after completing the shift.
• Example 2: A "C" platoon chief officer completes his last 2000-0800 shift, and gets called into a special staff meeting from 0900-1100 hours earns the minimum of 4 hours compensatory time.
• Above definition is from Philadelphia Civil Service Regulation, 6.1145-Call- Back Time.
• For work performed by an employee when called back to work on any day after he has completed a full tour of duty (12 hours) shall be as follows.
• Overtime pay for work performed on call-back shall be for no less than a period of four (4) hours for uniformed employees of the Fire Department.

Overtime Codes

• Single character overtime codes indicate the reason for the overtime.
• The company officer determines the primary reason for the overtime, even when a member is detailed to another company.
• The order in which overtime codes are listed in the key depict the order of priority.

Appropriate Usage of Code A

• Code A: "Actual, structural vacant position that must be filled" and should only be for staffing vacancies.
• Code A should not be used for Vacation, Holidays, Sick, Details, Promotions, etc.
• Code B is designed to be used for all Paid Time Off (PTO).
• Car 5 encourages all members submitting this form to identify the root cause of the overtime.
• When a member is detailed to any other company, the officer preparing the OT needs to acquire the true reason why the detailed member is needed.
• Details to EMS are not different: the reason for the opening is listed in the EMS quotas or can be obtained by contacting the company responsible for the medic unit directly.
• Example A: E.05 details one of its three assigned members to E.54 to fill the DPOP position, requiring that E.05 hire an overtime member to fill the open position.
• The officer of E.05 will need to contact the officer of E.54 to acquire the true reason why the DPOP position requires staffing.
• Reason for the opening combined with the corresponding Overtime Key Code will be used when E.05 prepares the overtime for completing the staffing.

Overtime Category Codes

• Descriptions of the various overtime categories are described below.

• The “Overtime is not intended to be exhaustive.
• If there are questions regarding how certain overtime should be categorized, the member filling out the overtime should consult with Battalion/Division Chief or Unit Head.

Duty related apperance before civil or judicial bodies

• Members appearing before an approved civil or judicial body at the request of the City in an official capacity related to their duties on a scheduled day off are entitled to a minimum of four (4) hours overtime or compensatory time. (Code “(CT4)”).
• Members appearing before an approved civil or judicial body at the request of the City in an official capacity related to their duties on a day when scheduled to work the 2000 to 0800 hour shift will be entitled to a minimum of two (2) hours overtime or compensatory time. (Code "(CT2)”).

Responsibilities: Officers

• Company officers will prepare a “Request for Overtime or Compensatory Time” for all assigned and detailed members involved in overtime referring to Forms Directive 76-89, “Request for Overtime and Compensatory Time” and section 2 of this directive.
• Acting officers can prepare Overtime and Compensatory Time, as appropriate.
• The company officer will verify that overtime or compensatory time requests are in accordance with the provisions of this directive prior to submission.
• Fire duty overtime requests must be signed/approved at the following levels: company officer, battalion chief, and/or deputy chief.
• Medic duty overtime requests must be signed/approved at the levels of company officer and EMS operations chief.
• All signature date and time stamps must indicate a date on or after the date worked and the date prepared.
• Compensatory time requests must be signed/approved by a supervisor level above the rank submitting the request.
• The signature date/time stamps must indicate a date on or after the date worked and the date prepared.
• Company officers must notify members when overtime or compensatory time requests are submitted late (more than 48 hours after the date worked) or require resubmission due to non-compliance.
• The “submitted by” signature and either the “primary” or “final" approver signature cannot be the same; ideally three approvers will be present.
• Company officers work with the Payroll Unit to check on an individual overtime or compensatory time request.

Responsibilities: Members

• Every member involved in overtime or compensatory time must ensure that the officer in charge of his/her overtime assignment prepares the “Request for Overtime or Compensatory Time” form (Refer to Forms Directive 76-89).
• Members will not work overtime when off sick, or when injured in a “no duty” or "limited duty” status.
• Members using uncertified sick leave cannot work voluntary overtime for two weeks following their return to work and must notify the contacting officer if contacted for overtime.
• Members cannot work call back time in a medic unit without at least eight hours between the end of a shift as well as the beginning of the overtime shift.
• Members will follow up with the company responsible for preparing the request for overtime or compensatory time.

General Information

• Overtime Computation Chart

• If referral/treatment at a City contracted compensation clinic keeps the member at the clinic beyond his/her scheduled tour of duty and the member is released to active duty by the treating medical authority, the member will receive overtime.
• Company officers will submit the necessary reports according to this directive being considered an “Extra Duty Time - Fire Fighting”, and the remarks section of the form “Request for Overtime or Compensatory Time” will adequately describe the situation.
• Employees appearing to answer charges are not eligible for overtime pay or compensatory time.

Late Reports

• For overtime/compensatory time reports over 2 weeks old (14 calendar days), the chief officer must contact the Payroll Supervisor to determine submission method (Sharepoint, email, other format).
• The “date prepared” on late/resubmitted reports must indicate the actual preparation date.
• The time/date signature stamp must be on/after the date prepared for late submission.
• Late reports will show a detailed explanation in the remarks section for the late submission with the date that the original report should have been submitted.
• Reports resubmitted at the Payroll Unit’s request should indicate such in the remarks section, as well as the original report's submission date.
• If extra space is needed for remarks, an attached memo is included with the report.

Forms Required

• Requests for Overtime or Compensatory Time (76-89) must be a up to date in order to be approved.