Miami-Dade Corrections & Rehabilitation Department Overtime Selection Procedures 2013 PDF

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES EFFECTIVE DATE: April 26, 2013 SUPERSEDES: October 1, 2010 MODIFICATIONS: All Pages...

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES EFFECTIVE DATE: April 26, 2013 SUPERSEDES: October 1, 2010 MODIFICATIONS: All Pages TABLE OF CONTENTS I. POLICY II. EMPLOYEES ELIGIBLE FOR OVERTIME III. EMPLOYEES RESTRICTED FROM WORKING OVERTIME IV. OVERTIME AUTHORIZATION FORMS V. OVERTIME AUTHORIZATION CODE STAMPS VI. OVERTIME SIGN-UP LOGS A. Sign-Up Process B. Scheduling and Pre-Hiring Process VII. WHILE YOU WERE OUT SLIPS (Immediate Overtime Availability) VIII. AUTHORIZATION FOR HIRING ANOTHER JOB CLASSIFICATION/RANK OR WORKING OVER 48 HOURS OF OVERTIME IX. MANDATORY OVERTIME A. Selection Procedures B. Overtime Logs X. ADDITIONAL RESPONSIBILITIES A. Employees B. Hiring Supervisors C. Verifying Supervisors D. PAR Supervisors E. Personnel Management Bureau – Payroll Unit XI. PAYROLL ATTENDANCE RECORD CHANGE FORMS XII. SPECIALIZED FACILITIES/BUREAUS/UNITS A. While You Were Out Slips B. Hiring Confirmation XIII. VOLUNTARY EXCHANGE OF SHIFTS XIV. MONITORING AND INSPECTIONS XV. RECORDS RETENTION XVI. CROSS REFERENCES XVII. RELATED REFERENCES XVIII. STANDARDS XIX. REVOCATIONS Page 1 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES I. POLICY It is the policy of Miami-Dade Corrections and Rehabilitation Department (MDCR) to employ its workforce in the most efficient manner possible. The use of overtime raises the cost of government services to the public and should be avoided, when possible. Work schedules, shifts, and days off will not be changed/altered to avoid the payment of overtime. MDCR will ensure that a sufficient number of employees are hired in all facilities/bureaus/entities to perform functions necessary to attain departmental goals and objectives. MDCR provides a fair, consistent, and equitable mechanism with guidelines for the hiring of employees who want to work overtime. If overtime is attributed to non-routine situations such as subpoena, court order, call back, internal affairs investigation, etc., the respective Facility/Bureau Supervisor or designee is responsible for hiring, verifying, and authorizing the employee’s overtime in accordance with this Departmental Standard Operating Procedure (DSOP) and respective collective bargaining agreement. All supervisors, including command staff, are required to ensure compliance with this DSOP. All overtime must be authorized in accordance with this DSOP. An employee who does not comply with the provisions of this DSOP will be ineligible to work overtime during the applicable pay period and may be subject to progressive disciplinary action. II. EMPLOYEES ELIGIBLE FOR OVERTIME For the purpose of this policy, all hours that an employee is in pay status will be considered as hours worked, except for sick leave and annual leave. An employee who works overtime will be compensated at the rate of 1½ times his/her applicable hourly rate of pay or the employee will have the choice of receiving compensatory time. Additional information regarding overtime compensation is provided in each applicable collective bargaining agreement. In accordance with the Fair Labor Standards Act and collective bargaining agreements, MDCR will compensate a non-job basis employee for work authorized to be performed in excess of 40 hours of straight time per week. A Correctional Lieutenant assigned and required to work Alpha/Bravo shifts (12 hours) due to an Emergency Mobilization Plan will be compensated at the rate of 1½ times his/her applicable hourly rate of pay or equivalent compensatory leave, for all hours worked in excess of his/her normal work day or 40 hours of work per week while working the Alpha/Bravo shift(s). III. EMPLOYEES RESTRICTED FROM WORKING OVERTIME A supervisor must not hire an employee for whom any of the following restrictions apply; additionally, if contacted to work overtime, it is incumbent upon the employee to notify the Hiring Supervisor of ineligibility: Page 2 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES A. Employee is a Correctional Officer Trainee (COT) or assigned Temporary Employment Authorization (TEA) status. However, during an emergency situation and as deemed necessary by the highest ranking supervisor on duty, the employee may be authorized to work overtime; B. Employee is on restricted duty. However, the employee may be authorized to work if the overtime is for a job assignment that does not require the employee to perform tasks that conflict with his/her work restrictions (refer to DSOP 6-041 “Employee Fitness Policy and Procedure” for additional information); C. Employee is temporarily restricted from a specific facility/bureau/entity and/or administratively reassigned. However, the employee may be authorized to work overtime if the overtime is at a facility/bureau/entity where he/she is permitted to work, as deemed by the Director or designee; D. Employee has been approved for a temporary hardship. However, the employee may be authorized to work overtime if the overtime will not conflict with the hardship; i.e., shift or facility; E. Employee is serving a suspension without pay. However, the employee may be authorized to work overtime if he/she is approved to forfeit accrued annual, holiday or compensatory leave in lieu of serving the period of suspension, and has waived his/her disciplinary appeal rights, as applicable to his/her bargaining agreement; F. Employee has worked 18 consecutive hours. However, the employee may be authorized to work overtime during emergency situations as deemed necessary by the Director, designee, or higher level authority; G. Employee has accrued 80 hours of overtime in a pay period. However, the employee may be mandated to work overtime during emergency situations as deemed necessary by the Director, designee, or higher level authority. The Hiring Supervisor must obtain approval from the Facility/Bureau Supervisor and complete an Overtime Authorization Over 48 Hours Form upon approval prior to hiring an employee who has worked over 48 hours in a pay period; H. Employee has used unscheduled leave, excluding Family and Medical Leave, or Workers’ Compensation related leave, during the same week. A week is defined as beginning on Monday at 12:01 a.m. and ending on Sunday at 12:00 midnight. However, the employee is not exempt from working mandatory overtime; I. Employee is requesting to work overtime on his/her day(s) off, which is on a County holiday. However, the employee may be authorized to work overtime if all other employees on the overtime list have been offered an opportunity to work, and required posts still remain unstaffed; Page 3 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES J. Employee is requesting to work overtime in a specialized facility/bureau/entity; e.g., Boot Camp Program, Data Processing Unit, etc., that has additional qualifications/requirements, which he/she does not possess (refer to Section XII of this DSOP for additional information). IV. OVERTIME AUTHORIZATION FORMS The Overtime Authorization Form serves as an official record of the date, time, and location an employee accrues overtime hours during each pay period. An original Overtime Authorization Form is required for each employee who works overtime; overtime that is not authorized and documented on an Overtime Authorization Form will not be processed. The following guidelines must be adhered to in order to ensure timely compensation for overtime hours worked: A. The total number of overtime hours an employee may voluntarily work in a pay period must not exceed 80, except during emergency situations as deemed necessary by the Director, designee, or higher level authority. Mandatory overtime hours worked during the pay period will be counted towards the 80 hours maximum; for example, an employee who has worked 8 hours of mandatory overtime during the pay period may volunteer for up to 72 additional hours; B. The "Total O.T. Hours to Date" column of the Overtime Authorization Form must be updated by each Hiring Supervisor after receiving authorization to hire an employee for overtime; C. An Overtime Authorization Form and a copy of the respective Daily Duty Roster(s) must be submitted with the Payroll Attendance Record (PAR) or PAR Change Form for each employee who worked overtime; D. Correction fluid/tape (white-out) must not be used to correct errors on the Overtime Authorization Form. An employee who needs to make a correction on an Overtime Authorization Form must strikethrough the error, write-in the correct information, and initial next to the corrected entry. V. OVERTIME AUTHORIZATION CODE STAMPS An Overtime Authorization Code Stamp is utilized by the Shift Commander/Staffing Supervisor or designated staff to validate overtime hours an employee has worked. Each Overtime Authorization Form and Daily Duty Roster containing overtime will be stamped with the respective Overtime Authorization Code. The Overtime Authorization Codes Listing identifies code(s) assigned to each facility/bureau/entity. Each Shift Commander/Staffing Supervisor or designated staff is responsible for the safekeeping of the Overtime Authorization Code Stamp. In the event an Overtime Authorization Code Stamp is damaged, lost, or stolen, the following protocol must be adhered to: Page 4 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES A. The Shift Commander/Staffing Supervisor or designee will complete a MDCR Incident Report; B. The Facility/Bureau Supervisor will submit a memorandum and a copy of the MDCR Incident Report to the Policy and Planning Bureau (PPB) Commander; C. The PPB Commander or designee will order a replacement stamp for the facility/bureau/entity, and issue a temporary stamp to the respective Facility/Bureau Supervisor or designee. The temporary stamp must be returned to the PPB upon receipt of a replacement stamp. VI. OVERTIME SIGN-UP LOGS Each shift will maintain an Overtime Sign-Up Log for each rank; i.e., Correctional Officer, Correctional Corporal, and Correctional Sergeant. Smaller units may utilize the same Overtime Sign-Up Log to record various classifications; e.g., Correctional Aide, Police Records Specialist, etc. Only personnel designated by the Facility/Bureau Supervisor are authorized to make entries in the Overtime Sign-Up Log. They must ensure that the Overtime Sign-Up Log is kept secure when not in immediate use. Designated supervisors must initial; write their badge number; and record the employee’s first and last name, classification, current facility/shift, days off, contact phone number(s), and special skills or qualifications; e.g., Booking Officer, CDL license, etc., in the Overtime Sign-Up Log. Correction fluid/tape (white-out) must not be used to correct errors on the Overtime Sign- Up Log. The supervisor documenting entries on the Overtime Sign-Up Log must strikethrough the incorrect entry with a red ink pen, place his/her initials and badge number adjacent to the broad outline, and write-in the correct information. Pages of the Overtime Sign-Up Log must not be removed from the binder. A. SIGN-UP PROCESS Requests for overtime will be recorded on the Overtime Sign-up Log only for the current pay period. The sign-up process for requesting overtime in a non-specialized facility/bureau/entity starts on the Saturday before the pay period begins. An employee may sign-up at the staging area designated by the Facility/Bureau Supervisor, no earlier than: 8:00 a.m. to work the day shift, 4:00 p.m. to work the afternoon shift, and 12:00 a.m. to work the midnight shift. In addition, the following guidelines will apply when requesting to work overtime using the Overtime Sign-Up Log: 1. An employee may sign-up for overtime in person when off duty. No employee will be permitted to sign-up for overtime in person while on duty (during scheduled work hours, including breaks/meals). An employee may Page 5 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES sign-up via telephone when off duty or on duty; 2. To sign-up for overtime via telephone, an employee will contact the designated supervisor at the facility where he/she would like to work the overtime. A supervisor will only record overtime requests for his/her respective shift; specifically, a day shift supervisor will accept requests for the day shift, not the afternoon or midnight shift; 3. If an employee contacts a Shift Commander/Staffing Supervisor to sign-up for overtime via telephone at the same time employees are in line to personally sign-up for overtime, the employee requesting overtime via the telephone will be added to the log after employees in the line have been added to the log; 4. If multiple employees are applying in person at the same time, they will form a line. No employee standing in line is permitted to leave the line, except for a legitimate reason; i.e., using the restroom. An employee who leaves the line without a legitimate reason must return to the end of the line; 5. An off duty employee will be permitted to wait in line to sign-up for overtime an hour prior to the sign-up time; 6. An off duty employee entering a facility to sign-up for overtime must sign-in and sign-out on the applicable ingress/egress facility Sign-In/Sign-Out Log and adhere to all other ingress/egress procedures; 7. An off duty employee reporting to a facility/bureau/entity to sign-up for overtime must be dressed in appropriate attire; e.g., uniform, casual (jeans and polo shirt) or business-casual attire as outlined in DSOP 6-017 "Employee Appearance Standards," or he/she will be instructed to change attire for compliance or sign-up utilizing the telephone; 8. An off duty employee waiting to sign-up for overtime must conduct himself/herself in a professional manner, or he/she will be asked to leave the facility, and sign-up utilizing the telephone; 9. No employee and/or supervisor will create a "WAITING LIST" to circumvent standing in line; 10. No employee will be permitted to sign-up for another employee. B. SCHEDULING AND PRE-HIRING PROCESS Some facilities/bureaus/entities have greater flexibility to temporarily reassign employees and/or combine non-security functions due to staffing shortages; however, the Shift Commander/Staffing Supervisor or designee must obtain pre- Page 6 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES approval from the respective Facility/Bureau Supervisor or higher level authority prior to temporarily reassigning employees or combining job functions. Shift Commanders/Staffing Supervisors will ensure that the following protocol is adhered to when scheduling and pre-hiring for overtime: 1. Daily Duty Roster Daily Duty Rosters will be prepared a day in advance by the Staffing Supervisor. In addition, he/she will project positions that may be unfilled due to vacations, scheduled leaves, etc., and adjust staffing assignments to minimize the need to hire overtime, when applicable. 2. Pre-Hire After checking with all departmental facilities for extra personnel, the Shift Commander/Staffing Supervisor or designee will pre-hire 24 hours in advance in order to fill positions that remain unassigned using the following processes: a. The designated supervisor will contact employees sequentially from the Overtime Sign-Up Log. All employees on the log will be given the opportunity to be pre-hired for an overtime shift (a minimum of 4 consecutive hours) prior to hiring an employee for a second overtime shift; b. The designated supervisor will attempt to contact the employee at each contact telephone number provided prior to proceeding to the next employee on the overtime log. The designated supervisor will record his/her initials, the time the employee was contacted, and the outcome of the call; e.g., Unable to Reach, Declined, Hired, etc., in the “Comments” section of the Overtime Sign-Up Log, on the respective day. If the employee is not hired for overtime, the designated supervisor will specify the reason(s) as follows: (1) Employee Could Not Be Reached If the employee could not be reached, the designated supervisor will proceed to pre-hire the next employee. Accordingly, the preceding employee will only be pre-hired for overtime, if another position is available when he/she returns the call. (2) Employee Declined If the employee declined more than once in a pay period, he/she will be ineligible to work overtime during the same pay Page 7 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES period. Specifically, unless the reason for the employee’s declines are due to him/her accepting an overtime assignment at another facility, or one of the reasons stated in Outline III of this policy, his/her name will be deleted from the applicable Overtime Sign-Up Log for the remainder of the pay period. When deleting an employee’s name from the log, the designated supervisor will strikethrough the employee’s name, initial on the left margin of the log, and record the declination dates. c. If an employee who has been pre-hired for overtime is unable to report for duty as scheduled, he/she must advise the Hiring Supervisor at least an hour prior to the scheduled reporting time; (refer to DSOP 6-016 “Unscheduled Absences” for additional information.) d. Hiring Supervisors, Verifying Supervisors, and PAR Supervisors must ensure that an employee pre-hired for overtime is not compensated for travel time. VII. WHILE YOU WERE OUT SLIPS (IMMEDIATE OVERTIME AVAILABILITY) Prior to hiring overtime in non-specialty positions due to call-ins, designated staff will coordinate with other entities; e.g., facility, bureau, unit, etc., to identify if any extra employees (overages) are available for reassignment. If there are vacant positions that are not filled by the reassignment of employees scheduled for regular duty from other entities, overtime will be hired in accordance with the following provisions: A. An employee who is currently on duty at the hiring facility and desires to work a consecutive shift at the same facility must proceed to the respective Hiring Supervisor or Staffing Supervisor's desk to complete and submit a While You Were Out Slip; B. The employee must write the following information on the While You Were Out Slip: first and last name; rank/classification; current post, i.e., Pre Trial Detention Center - 3rd Floor; shift; phone number/extension at current post, i.e., ext. 3333; total hours of overtime worked; any hours pre-hired to work for the current pay period; and seniority date; C. The oncoming Staffing Supervisor will prioritize the slips by classification and current number of overtime hours worked during the current pay period. If there are multiple employees to fill a position, the Staffing Supervisor will: 1. Hire employee(s) with Less Than 24 Hours of Overtime Who Are On Duty at Hiring Facility: Page 8 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES a. The employee hired will be the one with the least number of overtime hours worked during the current pay period; b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired; c. If no employee signed up to work overtime, or the employee with the least number of overtime hours has 24 or more, the Staffing Supervisor will proceed to step (2). 2. Hire Employee(s) with Less Than 24 Hours of Overtime Who Are On-Duty at Other Bureaus/Units within the Facility: a. The employee hired will be the one with the least number of overtime hours worked during the current pay period; b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired; c. If no employee signed up to work overtime, or the employee with the least number of overtime hours has 24 or more, the Staffing Supervisor will proceed to step (3). 3. Hire Employee(s) with Less Than 24 Hours of Overtime Who Are On-Duty at Other Entities (Beginning with the Closest): a. The employee hired will be the one with the least number of overtime hours worked during the current pay period; b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired; c. If no employee signed up to work overtime, or the employee with the least number of overtime hours has 24 or more, the Staffing Supervisor will proceed to step (4). 4. Hire Off-Duty Employee(s) with Less Than 24 Hours of Overtime Who Requested to Work Overtime from the Hiring Facility’s Overtime Sign-Up Log, in accordance with Outline VI, Section B.2 of this DSOP. If no employee signed up to work overtime, or the Staffing Supervisor exhausted his/her Overtime Sign-Up Log, he/she will proceed to step (5); 5. Hire Employee(s) with 24 or More Hours of Overtime Who Are On-Duty at Hiring Facility: Page 9 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES a. The employee hired will be the one with the least number of overtime hours worked during the current pay period; b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired; c. If no employee signed up to work overtime, or the Staffing Supervisor exhausted his/her facility’s While You Were Out Slips, he/she will proceed to step (6). 6. Hire Employee(s) with 24 or More Hours of Overtime Who Are On-Duty at Other Bureaus/Units within the Facility, Prior to Contacting Other Entities (Beginning with the Closest): a. The employee hired will be the one with the least number of overtime hours worked during the current pay period; b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired; c. If no employee signed up to work overtime, or the Staffing Supervisor exhausted his/her facility’s While You Were Out Slips, he/she will proceed to step (7). 7. Hire Off-Duty Employee(s) with 24 or More Hours of Overtime Who Requested to Work Overtime from the Hiring Facility’s Overtime Sign-Up Log, in Accordance with Outline VI, Section B.2 of this DSOP; 8. The Staffing Supervisor will initial and record "HIRED" on the respective slip(s) or respective area in the Overtime Sign-Up Log for each employee hired. VIII. AUTHORIZATION FOR HIRING ANOTHER JOB CLASSIFICATION/RANK OR WORKING OVER 48 HOURS OF OVERTIME When all protocols outlined in Outline VI and VII of this DSOP have been followed and a required position that must be filled remains vacant on the duty roster, the Hiring Supervisor will contact the Facility/Bureau Supervisor to obtain approval for hiring: A. An employee(s) from another job classification(s)/rank(s). In no instance, will a Facility/Bureau Supervisor grant approval to hire a Correctional Aide to circumvent overtime hiring of a sworn employee; B. An employee who will accrue more than 48 hours of overtime in the pay period. If the Facility/Bureau Supervisor authorizes to hire an employee who will accrue more Page 10 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES than 48 hours of overtime in the pay period, an Overtime Authorization Over 48 Hours Form must be completed. The Facility/Bureau Supervisor or designee will ensure a copy of all processed Overtime Authorization Over 48 Hours Forms is forwarded each pay period to his/her Division Chief. IX. MANDATORY OVERTIME When all efforts to staff a required position(s) have been exhausted, employees working regular duty at their assigned facility/bureau/entity may be required to work mandatory overtime. An employee who is reassigned to another facility as an extra will not be mandated to work overtime on the day of his/her reassignment. An employee who is assigned to a specialized facility/bureau/entity; e.g., Court Services Bureau, Transportation and Special Services Bureau, etc., and sent to work at a detention facility on a holiday during his/her regularly scheduled shift will not be mandated to work overtime the day of the reassignment. A. SELECTION PROCEDURES Whenever possible, Staffing Supervisors will provide prior notification to an employee(s) who may be required to work mandatory overtime. When hiring employees for mandatory overtime, the following protocol must be followed: 1. The Shift Commander/Staffing Supervisor or designee will notify the Facility/Bureau Supervisor; 2. The Staffing Supervisor or designee will notify the least senior on duty employee(s), who has not worked mandatory overtime according to the Mandatory Overtime Log rotation, and is not currently working a consecutive shift (16 hours), that he/she may be required to work mandatory overtime. An employee who has been notified must not leave the facility without authorization from the Staffing Supervisor; 3. If the least senior employee to be hired for mandatory overtime is off duty; e.g., day off, scheduled or unscheduled leave, etc., he/she will be required to work the next time overtime is mandated, as demonstrated on the Mandatory Overtime Log Sample. B. OVERTIME LOGS The Mandatory Overtime Log will be used when notifying and selecting an employee(s) to work mandatory overtime. It will be thoroughly completed each day an employee(s) is required to work mandatory overtime, and updated whenever Page 11 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES he/she is assigned or re-assigned based on transfer orders. The log may be reviewed by an employee at anytime, except during the overtime hiring process. No employee will be listed on more than 1 Mandatory Overtime Log. In addition, the following criteria must be adhered to: 1. Whenever mandatory overtime is imposed, the applicable “Mandatory Overtime Staffing Code” will be recorded on the log to reflect, in seniority order, those employees who were required to work; 2. Each Shift Commander/Staffing Supervisor or designee must maintain a Mandatory Overtime Log(s). A copy of the log(s) will be forwarded to the Facility/Bureau Supervisor for review each Sunday; 3. Prior to the effective date of the bid transfer, a transferring employee may request from his/her Shift Commander/Staffing Supervisor a copy of the facility’s Mandatory Overtime Log(s) indicating the date(s) he/she worked mandatory overtime, to provide to the Shift Commander/Staffing Supervisor where he/she will be assigned. X. ADDITIONAL RESPONSIBILITIES In addition to other duties identified throughout this DSOP, staff also has the following responsibilities: A. EMPLOYEES Employees are responsible for the following: 1. When contacted to work overtime, advising the Staffing Supervisor/Hiring Supervisor of the total number of overtime hours worked during the current pay period, and any additional overtime hours they have been pre-hired to work for the current pay period. If an employee has been pre-hired for overtime and subsequently worked any additional overtime hours prior to reporting to the pre-hired shift, he/she must notify the Staffing Supervisor/ Hiring Supervisor at least 1 hour prior to the scheduled reporting time. The Staffing Supervisor/Hiring Supervisor will determine whether the employee’s total overtime hours worked conflicts with this DSOP; 2. If relieved from post more than 5 minutes prior to end of the regularly scheduled shift, notifying the Shift Commander/Staffing Supervisor before leaving the facility; 3. If reporting to duty more than 5 minutes prior to the regularly scheduled shift, notifying the Shift Commander/Staffing Supervisor before assuming their duties; Page 12 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES 4. If awaiting relief from duty by the next shift, no later than 5 minutes after the end of the regularly scheduled shift, notifying the Shift Commander/Staffing Supervisor that they have not been relieved. An employee who works more than 7 minutes beyond his/her normal shift will be compensated in 15-minute increments and an Overtime Authorization Form must be completed. An employee must receive authorization from the Shift Commander/Staffing Supervisor to work beyond his/her regularly scheduled shift; 5. Providing their applicable Overtime Authorization Form to their Hiring Supervisor. B. HIRING SUPERVISORS Hiring Supervisors are responsible for the following: 1. Ensuring that a supervisor is designated to review the respective post order with any employee not previously assigned to work overtime at the facility/bureau/entity where the post/position is assigned; 2. Ensuring appropriate number of staff is on duty for respective shift or assignment; 3. Verifying the accuracy and completeness of the Overtime Authorization Form before signing the form, this responsibility must not be delegated; 4. Stamping the Daily Duty Roster with the respective shift's Overtime Authorization Code. The stamped code must be placed adjacent to each employee’s name who was hired for overtime on his/her shift; 5. Ensuring that a copy of all Overtime Authorization Forms, While You Were Out Slips, and Daily Duty Rosters completed during the respective shift are forwarded to the Facility/Bureau Supervisor, on a daily basis. A copy of the Overtime Sign-Up Log will be forwarded to the Facility/Bureau Supervisor at the end of each pay period. C. VERIFYING SUPERVISORS Verifying Supervisors are responsible for the following: 1. Confirming the actual overtime hours worked by each employee; 2. Reviewing the previous shift's Daily Duty Roster(s) to ensure the Overtime Authorization Code stamp is affixed next to the name of each respective employee prior to signing the Overtime Authorization Form; Page 13 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES 3. Signing the Overtime Authorization Form only upon the completion of an employee’s shift; 4. Ensuring that if an employee does not complete an entire shift for which he/she was hired, the actual hours worked are accurately documented on the Overtime Authorization Form and Daily Duty Roster. D. PAR SUPERVISORS Only designated and trained PAR Supervisors can make entries; e.g., hours worked, leave used, overtime worked, etc., on a PAR or PAR Change Form. PAR Supervisors are responsible for the following: 1. Completing and ensuring that all payroll information recorded on a PAR or PAR Change Form is accurate; 2. Ensuring that each employee’s overtime for a pay period is not processed on multiple Overtime Authorization Forms, unless the original form was submitted with the PAR and the new overtime hours worked are being recorded on a PAR Change Form; 3. Establishing and advising employees of the cut-off time for submittal of Overtime Authorization Forms; 4. Recording an employee’s overtime on the PAR or PAR Change Form only if the respective Daily Duty Roster is attached to the Overtime Authorization Form; 5. Verifying that the appropriate Overtime Authorization Code is stamped adjacent to the employee's name on the Daily Duty Roster, and the date on the Daily Duty Roster corresponds with the date recorded on the Overtime Authorization Form; 6. Ensuring that Overtime Authorization Forms and Overtime Authorization Over 48 Hours Forms (if applicable) are thoroughly completed and appropriately signed prior to forwarding the PAR or PAR Change Forms to the Personnel Management Bureau (PMB) Payroll Unit for processing; 7. Maintaining a binder of all PAR Sheets, PAR Change Forms, Overtime Authorization Forms, and Daily Duty Rosters, and forwarding the appropriate copies to the Facility/Bureau Supervisor or designee for review and records maintenance, in accordance with State of Florida General Records Schedule GS1-SL for State and Local Government Agencies. Page 14 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES E. PERSONNEL MANAGEMENT BUREAU – PAYROLL UNIT PMB Payroll Unit staff are responsible for the following: 1. Reviewing overtime forms for completeness and compliance with this DSOP and applicable bargaining agreements prior to forwarding a PAR or PAR Change Form(s) to the Miami-Dade Internal Services Department for processing; 2. Advising PAR Supervisors of any discrepancies, and returning forms and supporting documents for necessary correction(s). XI. PAYROLL ATTENDANCE RECORD CHANGE FORMS If an employee submits an Overtime Authorization Form to his/her PAR Supervisor after the PAR has been submitted, he/she must prepare a memorandum to the Facility/Bureau Supervisor requesting approval/disapproval for the form to be processed. The memorandum must detail the reason(s) for the delay and measures being taken to prevent a reoccurrence. The PAR Supervisor must submit any approved memorandum, Overtime Authorization Form, Daily Duty Roster, and PAR Change Form to the PMB Payroll Unit for processing in accordance with the following deadlines: A. PAR Change Forms for the current pay period must be submitted to the PMB Payroll Unit, by 12:00 p.m., Monday of each pay week; B. PAR Change Forms for the current pay period received in the PMB Payroll Unit, after 12:00 p.m., Monday of each pay week, must be processed the following pay period, except when PARs have to be submitted early; C. PAR Change Forms from previous pay periods must be received in the PMB Payroll Unit, by 12:00 p.m. of a payday, in order to be processed for the following pay period. When PARs have to be submitted early or prior to the end of an overtime shift, an explanation memorandum is not required. XII. SPECIALIZED FACILITIES/BUREAUS/UNITS To ensure efficiency, compliance and continuity, and meet guidelines mandated by federal, state and local laws, an employee requesting to work overtime in a specialty assignment must meet the established criteria as specified in the Specialized Facility/Bureau/Entity Requirements Listing. Page 15 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES Prior to hiring overtime in specialty positions due to call-ins, designated staff must coordinate with other entities to identify if any extra employees (overages) are available for reassignment. If there are vacant positions that are not filled by the reassignment of employees scheduled for regular duty from other entities, overtime will be hired in accordance with the following provisions: A. WHILE YOU WERE OUT SLIPS An employee who is currently on duty at a specialized entity and desires to work a consecutive shift at the same entity must proceed to the respective Hiring Supervisor/Staffing Supervisor or designee’s desk to complete and submit a While You Were Out Slip. The employee must write the following information on the While You Were Out Slip: first and last name; rank/classification; current post; i.e., Classification (PTDC) – 2nd Floor; shift; phone number/extension at current post; i.e., ext. 3333; total hours of overtime worked; any hours pre-hired to work for the current pay period; and seniority date. The oncoming Hiring Supervisor/Staffing Supervisor or designee for specialized entities will prioritize the slips by classification and current number of overtime hours worked during the current pay period. If there are multiple employees to fill a position, the Staffing Supervisor must: 1. Hire Qualified Employee(s) with Less Than 24 Hours of Overtime Who Are On Duty at Hiring Entity: a. The employee hired will be the one with the least number of overtime hours worked during the current pay period, b. If employees have the same number of overtime hours of lack thereof, the employee with the most seniority will be hired, c. If no employee signed up to work overtime, or the employee with the least number of overtime hours has 24 or more, the Staffing Supervisor will proceed to step (2); 2. Hire Qualified Employee(s) with Less Than 24 Hours of Overtime Who are On Duty at Other Bureaus/Units within the Facility: a. The employee hired will be the one with the least number of overtime hours worked during the current pay period, b. If the employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired, Page 16 of 21 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES c. If no employee signed to work overtime, or the employee with the least number of overtime hours has 24 or more, the Staffing Supervisor will proceed to step (3); 3. Hire Qualified Employee(s) with Less Than 24 Hours of Overtime Who Are On-Duty at Other Entities (Beginning with the Closest): a. The employee hired will be the one with the least number of overtime hours worked during the current pay period, b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired, c. If no employee signed up to work overtime, or the employee with the least number of overtime hours has 24 or more, the Staffing Supervisor will proceed to step (4); 4. Hire Off-Duty Qualified Employee(s) with Less Than 24 Hours of Overtime Who Requested to Work Overtime from the Hiring Entity’s Overtime Sign-Up Log, in accordance with Outline VI, B.2 of this DSOP. If no employee signed up to work overtime, or the Staffing Supervisor exhausted his/her Overtime Sign-Up Log, he/she will proceed to step (5); 5. Hire Qualified Employee(s) with 24 or More Hours of Overtime Who Are On- Duty at Hiring Entity: a. The employee hired will be the one with the least number of overtime hours worked during the current pay period, b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired, c. If no employee signed up to work overtime, or the Staffing Supervisor exhausted his/her entity’s While You Were Out Slips, he/she will proceed to step (6); 6. Hire Qualified Employee(s) with 24 or More Hours of Overtime Who Are On- Duty at Other Entities (Beginning with the Closest): a. The employee hired will be the one with the least number of overtime hours worked during the current pay period, b. If employees have the same number of overtime hours or lack thereof, the employee with the most seniority will be hired, Page 17 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES c. If no employee signed up to work overtime, or the Staffing Supervisor exhausted other entities’ While You Were Out Slips, he/she will proceed to step (7); 7. Hire Off Duty Qualified Employee(s) with 24 or More Hours of Overtime Who Requested to Work Overtime from the Hiring Entity’s Overtime Sign-Up Log, in accordance with Outline VI, B.2 of this DSOP. B. HIRING CONFIRMATION The Staffing Supervisor must initial and record “HIRED” on the respective slip(s) or respective entry in the Overtime Sign-Up Log for each employee hired. C. EXCEPTION If a specialized facility/bureau/unit requires an exception(s) to this DSOP, the respective Facility/Bureau Commander must develop Standard Operating Procedures (SOP) that establishes mechanisms for fairness and accountability in hiring overtime. The SOP must include, but not be limited to: eligibility requirements; process to sign-up for overtime; process to schedule and hire overtime; mechanisms for supervisors to track, monitor, and regulate the distribution of overtime hours accrued in their respective areas; etc. In addition, the SOP must be submitted to the respective Division Chief for review and processing. Upon approval, the SOP must be forwarded to the Policy and Planning Bureau for processing and submittal to the collective bargaining units for approval/disapproval prior to implementation. XIII. VOLUNTARY EXCHANGE OF SHIFTS PBA rank and file employees may, with the consent of his/her supervisors, request to exchange shifts among qualified unit personnel. All exchanged shifts will be in the same bi-weekly pay period. No overtime or consecutive shifts will result from the exchange. XIV. MONITORING AND INSPECTIONS An employee(s) who falsifies, forges, or tampers with payroll records or any related supporting document will be subject to administrative and/or disciplinary action, up to and including termination and/or criminal charges. In order to ensure compliance with this DSOP, the following guidelines must be adhered to: A. Each Facility/Bureau Supervisor will: 1. Designate staff to coordinate and conduct weekly on-site inspection of each shift’s overtime hiring practices, Page 18 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES 2. Establish and organize a quarterly facility/bureau/entity inspection of his/her respective areas’ overtime processes. A copy of the inspection report will be forwarded to the respective Division Chief and Compliance, Inspections, and Accreditation Bureau (CIAB) Captain for review and retention; B. The CIAB will conduct random spot inspections; C. The Budget and Finance Bureau will provide each Division Chief a bi-weekly printout of overtime worked by employees under their command. XV. RECORDS RETENTION The PMB Commander and command staff must ensure that all payroll records and related supporting documents are maintained in accordance with State of Florida General Records Schedule GS1-SL for State and Local Government Agencies. Additional information regarding records retention and disposition is outlined in DSOP 5-007 “Records Retention and Disposition.” XVI. CROSS REFERENCES DSOP 5-007 “Records Retention and Disposition” DSOP 6-016 “Unscheduled Absences” DSOP 6-017 “Employee Appearance Standards” DSOP 6-018 “Administrative Leave” DSOP 6-030 “Review of Staffing Requirements” DSOP 6-032 “Specialty Assignment Plan” DSOP 6-041 “Employee Fitness Policy and Procedure” DSOP 11-014 “Judicial Mandates” DSOP 11-021 “Overview of Supervisory Duties and Responsibilities” DSOP 11-043 “Authorized Access and Ingress/Egress of Departmental Facilities/Entities” DSOP 11-042 “Departmental and Facility Inspections” Page 19 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES Volume 2.3 “Rules – General Conduct On Duty” XVII. RELATED REFERENCES American Federation of State, County and Municipal Employees, AFL-CIO General Employees, Local 199, Collective Bargaining Agreement Code of Miami-Dade County, Article I – In General, Section 2-8.9, Living Wage Ordinance for County Service Contracts and County Employees Dade County Police Benevolent Association Law Enforcement Supervisory Unit, Collective Bargaining Agreement Dade County Police Benevolent Association Rank and File Unit, Collective Bargaining Agreement Government Supervisors Association of Florida OPEIU, Local 100, Professional Employees, Collective Bargaining Agreement Fair Labor Standards Act “FLSA Overtime” Miami-Dade Administrative Order 5-4 “Forms Control” Miami-Dade Administrative Order 7-9 “Overtime Policy” Miami-Dade County Leave Manual 00.02.05 and 00.02.08 “Definitions” Miami-Dade County Pay Plan Miami-Dade Personnel Rules for the Classified Service Miami-Dade Procedure Number 406 “Payroll and Attendance Records” State of Florida General Records Schedule GS1-SL for State and Local Government Agencies U.S. Department of Labor “Hours Worked Under the Fair Labor Standards Act” U.S. Department of Labor “Overtime Pay” Page 20 of 21  MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-034 YEAR: 2013 VERSION: 1 SUBJECT: OVERTIME SELECTION PROCEDURES U.S. Office of Personnel Management “Overtime Pay” XVIII. STANDARDS PREA None FMJS 15.02 and 15.03 ACA 2012 None FCAC 2012 5.01M XIX. REVOCATIONS Procedural Directive D11-004 titled “Revisions to DSOP 6-034 Overtime Selection Procedures” dated December 14, 2011 Any language in a DSOP, Procedural Directive, Standard Operating Procedure, Post Order, and/or written correspondence that conflicts with this directive is hereby revoked. FORMS/SUPPORTING DOCUMENTS Mandatory Overtime Log Overtime Authorization Codes Listing Overtime Authorization Form Overtime Authorization Over 48 Hours Form Overtime Sign-Up Log Specialized Facility/Bureau/Unit Requirements Listing While You Were Out Slip Page 21 of 21  022-007 Memoran durn Bmiiil' Date: May 17,2022 To: From: Subject: Procedural Directive: Revisions to DSOP 6-034 "Overtime Selection Procedures" and DSOP 6-045 "Vacation and Other Scheduled Leave"- Employee Day(s) Off Exchange Requests Effective immediately, sworn staff requesting a day off exchange and supervisory staff authorizing day(s) off exchanges shall adhere to the following: I. ELIGIBILITY MDCR allows day off exchanges between eligible employees covered by the Dade County Police Benevolent Association (PBA), Rank and File Unit Agreement, e.g., Correctional Officers, Correctional Corporals, and Correctional Sergeants. II. DEFINITIONS Authorizing Supervisor Supervisor authorized to staff a shift, e.g., Shift Supervisor, Shift Commander, or designated Corporal. Covering Employee The employee who agrees to exchange their assigned day off with another employee for an approved day to work, as identified in Workforce Telestaff. EX - Shift Trade Off PAR Code used by the initiating and covering employee, within the shift trade, on the day being taken off. On the day of exchange, the employee scheduled off will have an EX documented in Workforce Telestaff and ePAR. EW - Shift Trade Working PAR Code used by the initiating and covering employee, within the shift trade, on the day worked. On the day of exchange, the employee scheduled to work will have anEW documented in Workforce Telestaff and ePAR. Initiating Employee The employee taking the first approved trade day off, as identified in Workforce Telestaff. A defined, recurring period to which an employee is assigned to work. Workforce Telestaff Database used to track and approve employee day off exchanges, leave, and daily shift rosters. Ill. PROCEDURES Page 1 of 3 022-007 Procedural Directive: Employee Day(s) Off Exchange Requests The initiating employee shall enter their day(s) off exchange request electronically in Workforce Telestaff for approval or disapproval by the covering employee and authorizing supervisor, e.g., Shift Supervisor, Shift Commander, or designated Corporal. The approval procedure shall be as follows: A. ELIGIBILITY CRITERIA Employees may request one or both days off for exchange with another employee. The following criteria shall apply when requesting a day(s) off exchange. Both participating employees shall: 1. Have the same job classification; 2. Be assigned to the same unit of assignment, e.g., facility, specialty unit (as applicable); 3. Be assigned to the same shift; and 4. Submit their request one month in advance. B. APPROVAL GUIDELINES The authorizing supervisor shall ensure the following guidelines are met: 1. Day(s) exchanges are within the same biweekly pay period; 2. Verify for any staffing conflicts, e.g., training or suspension; 3. Employees are assigned to the same unit of assignment; and 4. No overtime will result from the exchange. An authorizing supervisor may disapprove any day(s) off exchange request for overall effectiveness and efficiency of the shift. IV. SUBMITTING DAY(S) OFF EXCHANGE REQUEST A. PARTICIPATING EMPLOYEES 1. Each participating employee shall accept the day(s) off exchange requests in Workforce Telestaff. 2. Once the exchange has been accepted by both employees, the request for approval will be forwarded automatically to the authorizing supervisor in Workforce Telestaff in pending status. 3. During the pending status, either participating employee may cancel the day(s) off exchange request in Workforce Telestaff. Refer to CRNET Library "Telestaff Leave Request!Day(s) Off Exchange Tutorial" for detailed instructions on submitting requests. B. AUTHORIZING SUPERVISOR The authorizing supervisor shall respond to requests daily, once the notification alert for approval is received in Workforce Telestaff: 1. Review the requests submitted by both employees; 2. Approve or disapprove the requests; 3. Enter the appropriate exchange code for approved employees into ePAR; Page 2 of3 022-007 Procedural Directive: Employee Day(s) Off Exchange Requests 4. Enter cancellation into Workforce Telestaff if the employee(s) request to cancel their request, after the request is in approved status. V. REPORTING FOR DUTY The covering employee shall report for duty on the approved working day(s) and shall be charged for any absence, partial absence, or tardiness. All unscheduled leave, partial absences, or tardiness shall be documented in accordance with DSOP 6-016 "Unscheduled Absences" and maintained in the employee's facility/bureau/unit file. Any instance of unauthorized absence may be subject to disciplinary action. VI. TRAINING The Workforce Telestaff training video: "Telestaff Leave Request/Day(s) Off Exchange Tutorial" is available to all employees on CRNET Library. Any language in a Departmental Standard Operating Procedure, Procedural Directive, Standard Operating Procedure, Post Order, lesson plan, curriculum, form, and/or written correspondence that conflicts with this policy is hereby revoked. Page 3 of 3