Podcast
Questions and Answers
Which document serves as the primary source for Communications Unit personnel?
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?
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?
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?
When a member is reassigned, what action must be taken regarding their time records?
Who adopted the policies related to timekeeping and its responsibilities?
Who adopted the policies related to timekeeping and its responsibilities?
What is the duration of a Work Period?
What is the duration of a Work Period?
What should the supervisor/commander do to resolve timekeeping concerns?
What should the supervisor/commander do to resolve timekeeping concerns?
How long does the Work Year last?
How long does the Work Year last?
Which personnel policy addresses overtime and court time processes?
Which personnel policy addresses overtime and court time processes?
What is a consequence of unauthorized release or use of a password?
What is a consequence of unauthorized release or use of a password?
What is the role of the Human Resources Division Commander concerning leave administration?
What is the role of the Human Resources Division Commander concerning leave administration?
What critical information should members refer to for specifics regarding approved leave?
What critical information should members refer to for specifics regarding approved leave?
What is the first step in designating a new or alternate timekeeper?
What is the first step in designating a new or alternate timekeeper?
What is the primary responsibility of the Information Services Division?
What is the primary responsibility of the Information Services Division?
What action is required when a member requests timekeeping data from another element?
What action is required when a member requests timekeeping data from another element?
In which scenario can Special Assignment (SA) be used?
In which scenario can Special Assignment (SA) be used?
What is the minimum duration for which a member can be assigned to a Special Assignment (SA) based on the content?
What is the minimum duration for which a member can be assigned to a Special Assignment (SA) based on the content?
If a member is working on a Special Assignment (SA) for a period less than 28 days, what documentation is needed?
If a member is working on a Special Assignment (SA) for a period less than 28 days, what documentation is needed?
What is the requirement for a member's regular assignment when they are on a Special Assignment (SA)?
What is the requirement for a member's regular assignment when they are on a Special Assignment (SA)?
What should the supervisor/commander of the element where the SA occurs do regarding timekeeping entries?
What should the supervisor/commander of the element where the SA occurs do regarding timekeeping entries?
In regards to Special Assignments, which of the following is NOT mentioned as a condition?
In regards to Special Assignments, which of the following is NOT mentioned as a condition?
Which of the following situations qualifies for Special Duty (SD)?
Which of the following situations qualifies for Special Duty (SD)?
What is a requirement for a member regarding their regular assignment while on Special Duty?
What is a requirement for a member regarding their regular assignment while on Special Duty?
What should be deleted by the relinquishing element before a member's transfer?
What should be deleted by the relinquishing element before a member's transfer?
Which form is used as the source document for Military Leave?
Which form is used as the source document for Military Leave?
Which of the following is NOT considered a source document for documenting types of leave/absences?
Which of the following is NOT considered a source document for documenting types of leave/absences?
What is the purpose of the Patrol Bureau Daily Assignment/Exception Entry Sheet, Form 5015 P.D.?
What is the purpose of the Patrol Bureau Daily Assignment/Exception Entry Sheet, Form 5015 P.D.?
What role do timekeepers and supervisors play in the transfer of members?
What role do timekeepers and supervisors play in the transfer of members?
Regarding Special Duty (SD), which statement is accurate?
Regarding Special Duty (SD), which statement is accurate?
What does an Exception Entry refer to in the timekeeping system?
What does an Exception Entry refer to in the timekeeping system?
What is the duration of a Pay Period as defined in the timekeeping procedures?
What is the duration of a Pay Period as defined in the timekeeping procedures?
What is excluded from the definition of Expected Work Record?
What is excluded from the definition of Expected Work Record?
Which of the following is NOT considered a Source Document?
Which of the following is NOT considered a Source Document?
What does the term 'Tour of Duty' refer to?
What does the term 'Tour of Duty' refer to?
Which document number corresponds with the rescinded Personnel Policy?
Which document number corresponds with the rescinded Personnel Policy?
When does a Pay Period begin according to the guidelines?
When does a Pay Period begin according to the guidelines?
Which of the following policies does the timekeeping procedures document amend?
Which of the following policies does the timekeeping procedures document amend?
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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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