Kansas City Police Department Timekeeping Procedures

Questions and Answers

Which document serves as the primary source for Communications Unit personnel?

Daily Exception Entry Sheet, Form 469 P.D.

Policy Acknowledgement System

Communications Unit Daily Assignment/Exception Entry Sheet, Form 5016 P.D. (correct)

Department Master Index

What is the responsibility of the G.PRS regarding new or alternate timekeepers?

Provide training and a password for new timekeeping members (correct)

Only allocate passwords without training

Monitor performance of existing timekeepers

Provide weekly updates to all timekeepers

Which form is designated specifically for timekeeping inquiries and process inquiries related to promotions?

Timekeeper Access Form, Form 3001 P.D.

Employee Inquiry Form, Form 489 P.D.

Communications Unit Daily Assignment/Exception Entry Sheet, Form 5016 P.D. (correct)

Daily Exception Entry Sheet, Form 469 P.D.

When a member is reassigned, what action must be taken regarding their time records?

Transfer them to their new assignment Signup and view all the answers

Who adopted the policies related to timekeeping and its responsibilities?

The Board of Police Commissioners Signup and view all the answers

What is the duration of a Work Period?

28 consecutive days Signup and view all the answers

What should the supervisor/commander do to resolve timekeeping concerns?

Contact the Personnel Records Section Signup and view all the answers

How long does the Work Year last?

364 consecutive days Signup and view all the answers

Which personnel policy addresses overtime and court time processes?

Personnel Policy 418 Signup and view all the answers

What is a consequence of unauthorized release or use of a password?

Disciplinary action Signup and view all the answers

What is the role of the Human Resources Division Commander concerning leave administration?

Clarify written directives Signup and view all the answers

What critical information should members refer to for specifics regarding approved leave?

Personnel Policy Series 700 Signup and view all the answers

What is the first step in designating a new or alternate timekeeper?

The supervisor/commander will initiate the process Signup and view all the answers

What is the primary responsibility of the Information Services Division?

Providing the 28-day work period verification report for every member Signup and view all the answers

What action is required when a member requests timekeeping data from another element?

The request should be detailed and routed through the division level chain of command Signup and view all the answers

In which scenario can Special Assignment (SA) be used?

For members performing on-duty assignments at locations other than their regular assignments Signup and view all the answers

What is the minimum duration for which a member can be assigned to a Special Assignment (SA) based on the content?

28 days or less Signup and view all the answers

If a member is working on a Special Assignment (SA) for a period less than 28 days, what documentation is needed?

An appropriate source document from their immediate supervisor/commander Signup and view all the answers

What is the requirement for a member's regular assignment when they are on a Special Assignment (SA)?

They must work their regular assignment for time not spent on SA unless specified otherwise Signup and view all the answers

What should the supervisor/commander of the element where the SA occurs do regarding timekeeping entries?

They should contact the member's regular supervisor to report exception entries during the SA Signup and view all the answers

In regards to Special Assignments, which of the following is NOT mentioned as a condition?

Assigned based on seniority within the department Signup and view all the answers

Which of the following situations qualifies for Special Duty (SD)?

Jury duty for a court case Signup and view all the answers

What is a requirement for a member regarding their regular assignment while on Special Duty?

They must maintain their responsibilities despite being on SD. Signup and view all the answers

What should be deleted by the relinquishing element before a member's transfer?

All advanced leave Signup and view all the answers

Which form is used as the source document for Military Leave?

Form 1 P.D. Signup and view all the answers

Which of the following is NOT considered a source document for documenting types of leave/absences?

Emergency Leave Request form Signup and view all the answers

What is the purpose of the Patrol Bureau Daily Assignment/Exception Entry Sheet, Form 5015 P.D.?

To record Patrol Bureau personnel's assignments and exceptions Signup and view all the answers

What role do timekeepers and supervisors play in the transfer of members?

They monitor work time and days off to ensure compliance with hours worked. Signup and view all the answers

Regarding Special Duty (SD), which statement is accurate?

SD may be captured in hourly increments. Signup and view all the answers

What does an Exception Entry refer to in the timekeeping system?

Any modification to a member's expected work record Signup and view all the answers

What is the duration of a Pay Period as defined in the timekeeping procedures?

14 consecutive, 24-hour periods Signup and view all the answers

What is excluded from the definition of Expected Work Record?

The actual leave taken by a member Signup and view all the answers

Which of the following is NOT considered a Source Document?

Personal notes from a member Signup and view all the answers

What does the term 'Tour of Duty' refer to?

Time between the start and end of a regular work assignment Signup and view all the answers

Which document number corresponds with the rescinded Personnel Policy?

PI: 15-09 Signup and view all the answers

When does a Pay Period begin according to the guidelines?

At 0001 hours on a specified Sunday Signup and view all the answers

Which of the following policies does the timekeeping procedures document amend?

Overtime and Court Time Policy Signup and view all the answers

Study Notes

Timekeeping Procedures Overview

Guidelines established for the use of the designated timekeeping system within the Kansas City Police Department.
Effective date: June 12, 2024; supersedes earlier procedural instruction PI: 15-09.

Key Terminology

Exception Entry: Adjustments made to a member's expected work record in the timekeeping system.
Expected Work Record: Pre-assigned schedule generated for each member covering the entire work period or year.
Pay Period: Consists of 14 consecutive days, beginning at 0001 hours on Sunday and ending at 2400 hours the following Saturday.
Source Document: Forms used to validate exception entries (e.g., leave requests).
Tour of Duty: Scheduled hours when a member is on duty.
Work Period: 28 consecutive days starting from a specified Sunday.
Work Year: 364 consecutive days starting from a specified Sunday.

Administrative Guidelines

Supervisors/commanders are responsible for time record management of their respective shifts.
Personnel Records Section (PRS) should be contacted for issues regarding timekeeping.
Human Resources Division Commander or designee should clarify directives regarding leave administration.
Unauthorized password use may lead to disciplinary action.

Timekeeping Procedures

Designating Timekeepers: Information Services Division provides verification reports for each element.
Special Assignments (SA): Used for on-duty tasks outside regular assignments, can be in hourly increments.
Special Duty (SD): Applies to work done away from the department without immediate supervision.
Member Transfer Protocol:
- Review and verify entries for accuracy before transfer.
- Advanced leave deletions required before member transfer.
- Monitoring of work hours and days off is crucial for consistency with the annual work calendar.

Source Documents for Leaves

Application for Leave, Form 1 P.D.: Used for various leave types including bereavement, family leave, military leave, and vacation (4+ days).
Injury Report, Form 314 P.D.: Source document for injury days.
Disposition of Time Lost, Form 6 P.D.: Relevant for suspension days.
Daily Exception Entry Sheets: Various forms (Forms 5015 P.D., 5016 P.D., 469 P.D.) used based on departmental unit.

PRS Responsibilities

Train new or alternate timekeepers and provide access to the system.
Process inquiries regarding promotions and reassignments.
Transfer all time records for members to their new assignments.

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Description

This quiz covers the procedural instructions for timekeeping within the Kansas City Police Department as of June 12, 2024. Participants will learn about the relevant references and amendments to the timekeeping procedures in their operations. Test your knowledge of organizational guidelines and practices in law enforcement.