City of Cincinnati Mandatory Shift and Off Day Deviation PDF

16.112 16.112 MANDATORY SHIFT AND OFF DAY DEVIATION & VOLUNTARY SHIFT AND OFF DAY DEVIATION Reference: FOP/City Labor Agreement Procedure 12.818 Kronos Information: The City of Cincinnati has the right to annually change four of the officer’s regularly scheduled off days, upon 72 hours noti...

16.112 16.112 MANDATORY SHIFT AND OFF DAY DEVIATION & VOLUNTARY SHIFT AND OFF DAY DEVIATION Reference: FOP/City Labor Agreement Procedure 12.818 Kronos Information: The City of Cincinnati has the right to annually change four of the officer’s regularly scheduled off days, upon 72 hours notice to the member, without the payment of overtime compensation. Overtime shall be paid to the member in the event any change in regularly scheduled off days occur on the day(s) on which the events currently known as “Riverfest” or “Ujima” take place, whether or not those events shall continue to bear those designations. All mandatory off day deviations must be pre-approved by a Captain or above. Training scheduled more than five (5) days in advance, regularly scheduled shift changes, transfers and promotions shall not apply to the consecutive off day provision. Off Day group 8 (Saturday/Sunday) will be considered two consecutive off days. All mandatory and voluntary deviation entries will be completed in Kronos. Refer to Procedure 12.818, Kronos. Procedure: A. Mandatory Deviations 1. Mandatory Shift Deviation a. Supervisors will add the appropriate shift deviation code any time there is a mandatory deviation in work hours from the person’s assigned work hours. b. Shift deviations will be entered in half hour increments, e.g., a change in starting time from 0600 hours to 0530 hours. c. All necessary information will be entered in the note section, including: 1) The original work hours, the name of the ordering supervisor, and the reason for the mandatory shift deviation. d. When an employee’s work hours are mandatorily changed by more than two (2) hours on either side of their scheduled tour of duty, supervisors will ensure the correct shift deviation overtime codes are entered in accordance with current labor agreements. 2. Form 443, Mandatory Off Day Deviation a. When changing an officer’s scheduled off day, a supervisor will: 1) Obtain pre-approval from a Captain or above prior to giving the required 72 hour notice to the officer. Revised 11/11/22, Replaces 09/23/22 1  16.112 2) Give 72 hours notice to the officer prior to the change of a regularly scheduled off day. 3) Complete the required Kronos entry indicating the mandatory regularly scheduled off day change. 4) Substitute another off day for the officer within the same work week. a) Every reasonable effort will be made to allow the officer the opportunity to choose a substitute off day, at the officer’s choice, within the same work week. 5) Enter all necessary information in the note section, including: a) The name of the ordering supervisor, the reason for the mandatory off day deviation, a cross reference to the new off day/work day, and the Records Management System (RMS) reference number. 6) Complete Form 443 in RMS in addition to the Kronos entry. 7) Ensure any appropriate overtime codes are entered in Kronos for the applicable employee. B. Voluntary Deviations 1. Form 440, Voluntary Shift Deviation a. Employees will obtain pre-approval from a supervisor for any voluntary shift deviation request. 1) After receiving pre-approval the employee will complete a Kronos entry using the voluntary shift deviation code. b. Shift deviations will be entered in half hour increments, e.g., a change in starting time from 0600 hours to 0530 hours. c. All necessary information will be entered in the note section, including: 1) The original work hours, the name of the pre-approving supervisor, the reason for the shift deviation, and the RMS reference number, if applicable. d. Employees regular work hours will not be voluntarily deviated if the voluntarily changed work hours would now result in overtime during the employees regular assigned work hours except for outside employment details. e. Employees whose assigned work hours do not create shift differential pay do not qualify for shift differential pay if the voluntarily changed work hours would now result in shift differential pay. Refer to Procedure 16.120, Shift Differential: Recording and Processing. Revised 11/11/22, Replaces 09/23/22 2  16.112 f. In the following instances the requesting employee will complete Form 440, Voluntary Shift Deviation, via the Records Management System (RMS) in addition to the Kronos entry: 1) When an employee’s work hours are voluntarily changed by more than two (2) hours on either side of their scheduled tour of duty, or 2) If any voluntary deviation in work hours occurs in conjunction with working overtime on the same day except when recalled for duty, or 3) If any voluntary deviation in work hours ends after 1800 hours for employees whose assigned work hours do not create shift differential pay. 2. Form 443, Voluntary Off Day Deviation 1. Employees will obtain pre-approval from a supervisor for any voluntary off day deviation request including scheduling the new work day. a. After receiving pre-approval the employee will complete the appropriate Kronos entries using the voluntary off day deviation code and the off day worked code. b. Enter all necessary information in the note section, including: 1) The name of the pre-approving supervisor, the reason for the off day deviation, a cross reference to the new work day/off day, and the Records Management System (RMS) reference number. c. The requesting employee will complete Form 443 in RMS in addition to the Kronos entry. d. A supervisor will review and approve the request, staff levels permitting, and ensure the new off day and new work day are scheduled within the same week (Sunday through Saturday). e. Employees scheduled off days will not be voluntarily changed to a date where the employee is scheduled to appear in court if it results in receiving extra court compensation. C. Supervisors will: 1. Approve/deny all Voluntary Off Day and Voluntary Shift Deviation requests. a. Ensure the new off day and new work day are scheduled within the same week (Sunday through Saturday). Supervisors should not approve a voluntary off day deviation request if it compromises staffing levels. Revised 11/11/22, Replaces 09/23/22 3  16.112 b. Before approving any request, verify the employee has entered all necessary information in the note section in Kronos, and has completed Form 440, Voluntary Shift Deviation, or Form 443, Voluntary Off Day Deviation, in RMS, when required. 2. Enter any Mandatory Off Day and Mandatory Shift Deviation information a. Refer to Section A. D. Personnel Management will: 1. Run a Form 443 report in RMS and complete a report indicating the amount of mandatory off day changes for each Department member on the fourth Monday of each month. 2. Immediately notify the affected officer’s Bureau Commander after the officer has received four mandatory off day changes within the same year. E. District/Section/Unit Commanders will: 1. Immediately notify the affected officer’s supervisor(s) when the four annually changed off day limit, without the payment of overtime compensation, has been reached. 2. Ensure that every reasonable effort is made to limit an officer’s mandatory , changed off days to four occurrences annually. 3. When officers are transferred out of a district/section/unit, ensure documentation of officer’s number of mandatory off day changes are forwarded to the officer’s new unit of assignment. Revised 11/11/22, Replaces 09/23/22 4