LAPD Personnel Management Volume 3, Section 701-799.20 PDF

4/28/2021 LAPD PERSONNEL MANAGEMENT 701. MEMORANDUM OF UNDERSTANDING PROCEDURES. Back to the top 701.10 MEMORANDUM OF UNDERSTANDING - DEFINED. A Memorandum of Understanding is a written memorandum jointly prepared and approved by the Department and the City Council on which agreement is reached th...

4/28/2021 LAPD PERSONNEL MANAGEMENT 701. MEMORANDUM OF UNDERSTANDING PROCEDURES. Back to the top 701.10 MEMORANDUM OF UNDERSTANDING - DEFINED. A Memorandum of Understanding is a written memorandum jointly prepared and approved by the Department and the City Council on which agreement is reached through meeting and conferring between the City's management representatives and representatives of a recognized employee organization. Note: When a provision of a Memorandum of Understanding (MOU) conflicts with the Department Manual, the MOU shall take precedence. 701.20 SUPERVISOR RESPONSIBILITY. All supervisors shall familiarize themselves with the provisions of Memorandums of Understanding (MOU) affecting their subordinates and shall comply with such provisions. 701.30 COMMANDING OFFICER’S RESPONSIBILITY. All commanding officers shall: Ensure adherence to the provisions of every MOU affecting personnel within their command; Maintain a readily accessible copy of each applicable MOU; and, Maintain liaison with the Employee Relations Administrator (ERA) regarding the administration of MOU's. 702. WORKING HOURS, OFFICERS. Each officer shall be in actual attendance on‑duty for a minimum of eight hours on each day that he/she is assigned to work. Each eight‑hour period on‑duty shall constitute one work day. [Los Angeles City Administrative Code, Division 4, Chapter 3, Article 5, Section 4.168 (b)(1)]. 702.20 MEAL BREAK - OFFICERS. Officers assigned to divisions having an established roll call and training period may take one 30 minute meal break during their shift. During this break, they must remain clear and available for dispatch and must interrupt their purchase and/or meal if called upon. Their status must be “Clear.” Uniform personnel must not extend the disposition of a radio call or go Code 6, in order to sit down and eat a restaurant meal. Sworn administrative/investigative personnel, who do not have established roll call periods may eat at their desks and work during the designated 30 minute time period, in order to not extend their watch. Sworn administrative/investigative personnel who drive/walk to a location to pick up food or sit in a restaurant for a meal must extend their watch by the amount of time (including drive/walk time) taken for that meal. Time for events attended by sworn administrative/investigative personnel, such as luncheons, must be at the discretion of the commanding officer. Sworn administrative/investigative personnel, who opt to have a work-related lunch meeting at a restaurant or location outside the office, must obtain prior approval from their commanding officer to have that meeting considered work and not a meal break Personnel in Uniform. Sworn personnel are required to remain in full uniform during their meal break. Disposition of City Vehicle. During the meal break periods, sworn personnel must park City vehicles at a location within the geographic division boundaries to which they are assigned to ensure a prompt response for a request or call for service. Exception: Sworn personnel may, at the approval of their Watch Commander, park their assigned City vehicles at any location during a meal break. 702.30 DAYS OFF, OFFICERS. All officers shall work 261 days in each calendar year. Each officer shall normally be entitled to eight regular days off during each 28‑day deployment period. Additionally, each officer shall receive thirteen days off in lieu of a holiday, to be scheduled during the calendar year at the discretion of the Chief of Police. Risk Management and Policies Division shall, prior to December 15 of each year, issue a deployment schedule for the forthcoming year. Note: Days off in lieu of holidays and days taken off utilizing accumulated overtime are compensatory days and shall be considered working days in computing the 261 work days for a calendar year. Absence From Duty. The number of unused regular days off or the day off in lieu of a holiday shall be reduced by one day for every three and one‑quarter days absence during a deployment period, when such absence is for any of the following reasons: Sick leave (without pay); Military leave (pay); Military leave of absence (no pay); and, Leave of absence (with or without pay). Only days absent in any one deployment period shall be used in computing deductions of regular days off in that deployment period. Sick, Sick Leave With Pay, Injured on Duty, and Suspended. When an officer goes off sick (SK); sick leave with pay for illness (SK), injury or death in his/her immediate family (FI); injured on‑duty (ID); worker’s compensation (WC); or has been suspended, the officer’s days off duty shall be recorded as follows: Any day that was originally scheduled to be a working day or a vacation day shall be recorded as sick (SK), sick family (FI), injured on‑duty (ID), worker’s compensation (WC), or suspended (SP); or, Days off in lieu of holidays shall not be deferred from one calendar year to the next. Note: The commanding officer of an employee who is on worker’s compensation state‑rate status shall forward an Intradepartmental Correspondence, Form 15.02.00, to Fiscal Group, denoting the inclusive dates that the employee was on state‑rate status. The Form 15.02.00 shall be completed, as soon as practical, upon the employees return to duty. Upon receipt of the Form 15.02.00, Fiscal Group shall verify the dates the employee was on state‑rate status against the time‑sheet, to reconcile cash payment for those holidays that were previously paid at state‑rate to the employee. When practicable, time shall be reported to reflect days off on Saturdays and Sundays when an officer is to be carried sick, sick leave with pay, injured on‑duty, or vacation for an extended period. Officers Temporarily Relieved From Duty. Officers who are temporarily relieved from duty pending a Board of Rights hearing shall not incur a loss of pay for 30 calendar days after being served with the charges. Officers temporarily relieved from duty shall be shown as "RP" (relieved from duty with pay) on any scheduled workday during the 30 calendar https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 1/99 4/28/2021 LAPD days following service of the Complaint and Relieve from Duty, Suspension or Demotion, Form 01.61.00. Thereafter, the officer shall be carried "TR" (relieved from duty without pay). However, a suspension or removal may be imposed prior to the end of the 30-day period if a final decision has been made by the Chief of Police. Officers who are relieved from duty with pay shall be scheduled for a day off in lieu of a holiday(s) pursuant to the annual Deployment Schedule. Timekeeping Audit. It shall be the responsibility of the concerned division commanding officer to cause an accounting of timekeeping functions to ensure proper accrediting of days off for each deployment period. 702.60 SUSPENSION OF DAYS OFF. The Board of Police Commissioners, at its discretion, may suspend operation of Manual Section 3/702.30. 703. WORKING HOURS, CIVILIAN EMPLOYEES'. Each full‑time civilian employee, of the following classifications, shall be in actual attendance on‑duty, for a minimum of eight hours per watch, excluding lunch period, to constitute one working day: Detention Officer; Senior Detention Officer; Principal Detention Officer; Property Officer; Senior Property Officer; Principal Property Officer; Police Service Representative; and, Senior Police Service Representative. All other full‑time civilian employees shall be in actual attendance, on‑duty, for the following minimum number of hours, excluding lunch period, to constitute one working day: Day Watch-eight hours; Night Watch-seven and one‑half hours; and, Morning Watch-seven hours. A full‑time employee shall work 20 days exclusive of legal holidays or a leave of absence with pay in each 28‑day deployment period. (1) The 20 days of work may be scheduled at such time during two bi‑weekly pay periods as the Chief of Police may direct. (1) A civilian employee shall not be required to work in excess of eight hours on any day, or 160 hours during any deployment period. (1) Does not apply to members of the Plant Equipment Operators and Repairmen Representation Unit who shall be on a 40‑hour‑per‑week schedule.] 703.60 LEGAL HOLIDAYS, CIVILIAN EMPLOYEES. The term "legal holiday," when used in connection with working hours of civilian employees, shall be limited to the relevant provisions of the current Memorandum of Understanding applicable to members of representation units. 704. RELIGIOUS OBSERVANCES. An employee may be allowed time off to observe a religious holiday when such allowance will not interfere with the proper performance of Department operations. Time off shall be deducted from the employees accrued overtime, compensatory equivalent time off, or accrued vacation time. When the employee has no available time which may be deducted, the time off shall be recorded as "Absent" (without pay). However, time off for religious observances may be allowed by rescheduling the employee’s regular days off. 705. TIMEKEEPING. Each division commanding officer shall ensure the time worked by each employee who is assigned to that division is entered daily into the Deployment Planning System (DPS) 705.05 DAILY SIGN IN SHEET. Sworn administrative/investigative personnel who choose to extend their watch hours to take a meal break, shall document the time of their meal break as well as their start and end of watch times using the Daily Sign In Sheet, Form 15.19.00. Department employees (sworn and civilian) shall only use the Daily Sign In Sheet. The use of any improvised Daily Sign In or Out Sheet is not permitted. Employees who complete daily activities reports [e.g., Electronic Daily Field Activities Report, Form 15.52.00; Sergeant’s Daily Report, Form 15.48.00; or Watch Commander’s Daily Report, Form 15.80.00; or Officer’s Daily Logbook (if required)] shall use these forms to document the time of their Code Seven (meal break/free time), when applicable. Note: Department employees who do not maintain Department-approved daily activities reports are required to document their start and end-of-watch times, including Code Seven (meal time/free time), when applicable, on the Daily Sign In Sheet. An example of some assignments that must utilize the Daily Sign In Sheet are the Area kit room, front desk and any other fixed post assignments. Employee’s Responsibilities. Department employees who are required to complete the Daily Sign In Sheet shall; Complete all of the required boxes properly on the Daily Sign In Sheet for each working day; Accurately document their actual start of watch and end of watch times; Accurately document their meal break, if applicable in the “Activity” box, including the “Out” and “In” times; Indicate their destination/reason in the “Activity” box, including the “Out” and “In” times. If a sworn employee leaves their primary destination, the employee must notify Communications Division or their supervisor of any subsequent destinations; Note: The destination shall be an address or the name of the destination (e.g., 304 South Broadway, Hollenbeck Station, USCMC Hospital, or Elysian Park Academy). Phone-in to their supervisor when out of the office, every two hours, to update their status; At the discretion of the commanding officer or his or her designee, the phone-in and the duration of the time requiring a phone-in may be modified; and, For Injured On-Duty (IOD) related medical treatments, Department employees shall document the Workers' Compensation Claim number in the "Activity" box section, including the times when he or she leaves and returns from their medical appointment in the "Out" and "In" sections of the Daily Sign In Sheet. Deployment Planning System User’s Responsibilities. Deployment Planning System (DPS) Users or DPS Timekeepers shall be responsible for the following: Ensure that the Daily Sign In Sheet is accurate and made available prior to the start of each employee’s workday; https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 2/99 4/28/2021 LAPD Ensure that the Daily Sign In Sheet is prepared for each day of the deployment period; and, Ensure that the Daily Sign In Sheet is completed, filed and the information is transferred to the Daily Worksheet in the DPS, in a timely manner. Supervisor’s Responsibilities. Supervisors shall: Immediately implement a Daily Sign In Sheet, if one does not exist; Monitor the Daily Sign In Sheet for proper documentation and completeness; Ensure that the employee’s meal break is documented on the Daily Sign In Sheet, if applicable; Determine whether the employee inadvertently omitted his or her meal break from the Daily Sign In Sheet. If a meal break has been omitted, promptly ensure that the time is documented on the Daily Sign In Sheet; Ensure that an employee taking a meal break properly accounts for such time on the Daily Sign In Sheet (e.g., extending End of Watch, submitting a deduction, or requesting vacation); Document the status, location, and the time the phone-in was made by the employee in the “Activity” box. The supervisor must also initial his or her name and serial number in the “Activity” box; Document any revisions to an employee’s work schedule on the Daily Sign In Sheet. The supervisor must also initial his or her name and serial number next to any change; and, Upon notification by an employee of an IOD-related medical treatment, the supervisor shall ensure that the employee documents the Workers' Compensation Claim number in the "Activity" box section of the Daily Sign In Sheet, and the times when the employee leaves and returns from his or her medical treatment in the "Out" and "In" sections of the Daily Sign In Sheet. Commanding Officer’s Responsibilities. Commanding officers shall be responsible for ensuring that the Daily Sign In Sheet is properly completed, as mandated by the Fair Labor Standards Act (FLSA). 705.10 UNOFFICIAL TIME BOOKS. A watch commander or an officer in charge maintaining a small, unofficial time book for supervisory use shall use the Time Book, Form 15.30.00, or the Watch/Assignment and Timekeeping Record, Form 15.10.00. Entries made therein pertaining to time worked shall correspond to those described in 3/705.40. If an unofficial time book is used to prepare entries for the Divisional Time Book and DPS, it shall be filed with other division records upon completion of the book. Unofficial time books may be destroyed after a minimum of two years time from the last entry. Note: The time worked by each employee who is assigned to that division is entered daily into the Deployment Planning System (DPS). Attendance information is available online, negating the need for personnel to update the Unofficial Divisional Time Book, Form 15.30.00. Personnel may continue to use the Unofficial Time Book as a back-up resource. 705.30 ENTRIES IN OFFICIAL DIVISIONAL TIME BOOK. Entries in the Official Divisional Time Book, Form 15.30.1, shall be made only by, or at the direction of, a division commanding officer, a watch commander, or an officer in charge. Entries in the Official Divisional Time Book, Form 15.30.1, shall be made in black ink or by the use of a rubber stamp. The employees rank and paygrade shall be placed in the space designated Rank. Authorized abbreviations may be used. Note: Personnel are no longer required to keep an Official Divisional Time Book, Form 15.30.10. Time Book information will be inputted daily into DPS. 705.40 DEPLOYMENT PLANNING SYSTEM ABBREVIATIONS. The following abbreviations and symbols shall be used when inputting information into Deployment Planning System (DPS): All Employees. AW Absent Without Leave (No Pay) Acting Pay (Civilian Only) AY (Must have Employee Relations Group’s approval) BL Bereavement Leave (3 days per occurrence) BS Additional Bereavement from Sick Bank (2 days per Bereavement Leave) CI Family/Medical Leave using Sick CU Catastrophic Time Use (Sworn Only) DO Regular Day off DOOT Working Over Time (OT) on a Regular Day Off F3 Family Medical Leave using Family Illness F4 Family Medical Leave using Vacation F5 Family Medical Leave using Holiday Hours F6 Family Medical Leave using 1.5 Banked OT F7 Family Medical Leave using 1.0 Banked OT F8 Family Medical Leave using Leave Without Pay F9 Family Medical Leave using injured on Duty (IOD) FD Family Medical Leave using Floating Holiday (Civilian Only) FE Family Illness (Sworn Only) – Can be Used in Half-Hour Increments FH Floating Holiday (Civilian) – Hours Must be taken in Full-Day (Maximum 8 Hours) Increments Only FI Family Illness (100%)(Civilian Only) – Can be used in Half-Hour Increments GN Mandatory Furlough Time – Hourly Employees (Civilian Only) GS Mandatory Furlough Time – Salaried Employees (Civilian Only) HO Holiday (Full-Day only) https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 3/99 4/28/2021 LAPD HOOT Working OT on a Holiday HT Holiday Closure Pay (Civilian Only) HW Hours Worked IS Injured On Duty (Civilian Only) ID Injured on Duty JD Jury Duty KS Overtime off (Old Straight Bank) KT Overtime off (Old Time and One-Half Bank) LCH Lunch LD Light Duty Return to Work Program (Only Duty Related Injuries) LE Lead Pay (Civilian – Only in Certain MOUs) LP Leave with Pay (Including All Department-approved Training) LW Leave without Pay ML Military Leave without Pay MO Modified Day Off (Civilian Only) MOOT Working OT on a Modified Day Off (Civilian Only) MP Military Leave with Pay (Maximum 174 Hours per Fiscal Year and per Order) O Off as determined on the Days Off Schedule – Cannot be Changed on Days Off Schedule OS Overtime Worked & Accumulated – Straight Time OT Overtime Worked & Accumulated – Time and One-Half PA Overtime Worked & Accumulated – Time and One-Half PB Overtime Worked & Accumulated – Straight Time PT Personal Time (Civilian Only) PL Personal Leave (Civilians – Only in Certain MOUs – Use only in 4-Hour Increments) PM Preventive Medicine (Can be used in Half-Hour Increments) RP Relieved from Duty with Pay (Sworn) – (Maximum 30 calendar Days) RW Reduced Work Week without Pay (Civilian) – Hours Must be Taken in Full-Day increments (Maximum 8 Hours per Pay Period) SE Sick Excess (Banked) SH Short Day (Civilian Only) SK Sick (Can be Taken in Half-Hour Increments) SP Suspension TE Terminated from Payroll (Retired, Resigned, Etc.) TO Overtime Taken Off (Time and One-Half Bank, New) TR Relieved from Duty without Pay (Sworn Only) TS Overtime Taken Off (Straight Bank, New) UAT Unallocated Time UB Business Time for Union Activities UG Negotiation Time for Union Activities UT Release Time for Union Activities VC Vacation (Can be Taken in Half-Hour Increments) VCOT Working OT on a Vacation Day WC Worker’s Compensation WF Voluntary Work Furlough Time (Civilian Only) (Do Not Use for Mandatory Furlough Time) ZZ Employee Death -- Indicates that the employee was transferred to another organization mid-deployment period Note: The abbreviations and symbols listed above shall be used appropriately when entering time codes into DPS. All attendance information data must be entered correctly as it is collected electronically and uploaded directly and retrieved by Fiscal Group (FG) at the close of the pay period. Day Off in Lieu of a Holiday-Sworn Personnel. A day off in lieu of a holiday, when authorized, may be scheduled on any date during a deployment period. When an officer is off duty for an entire deployment period due to any of the following reasons, no day off in lieu of a holiday shall be designated in the DPS: Absent Without Pay; Leave Without Pay; Military Leave Without Pay; Relieved From Duty Without Pay (TR); or, Suspended. https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 4/99 4/28/2021 LAPD Deployment Planning System Entries. Data entered into DPS shall accurately reflects the actual attendance record for each employee during the deployment period. Adjustments of less than eight hours to an employee’s regular work day shall be indicated by using the appropriate DPS variation code followed by the number of hours and/or tenths of hours used (e.g., to indicate the use of four hours of overtime off, the DPS shall be marked HW/4 TO/4, or two hours of sick time off marked HW/6 SK/2). Note: Sick and vacation (and any time being deducted from the Sick/Vacation time banks) time can only be used in half hour increments. When an employee is expected to be absent during an entire deployment period (DP) for any reason (e.g., sick, IOD, vacation, family leave, worker’s compensation, or other no pay status), that employee’s work schedule shall be switched to a 5/40 work week and his or her days off shall be moved to Saturday and Sunday. This schedule shall be entered into DPS and continue into any subsequent months the employee is absent from work. Preapproval by the employee’s command is required to report to work/duty during this time. While assigned to the 5/40 work schedule, any pre-approved hours worked over the initial eight hours assigned per day shall be compensated with overtime. Note: The above information applies to the Days Off Schedule, daily Sign in Sheet and DPS. Deferment of Days Off. Sworn employees may defer regularly scheduled days off within a deployment period. They shall not be deferred from one deployment period to another. 705.70 NIGHT BONUS TIMEKEEPING - CIVILIAN EMPLOYEES. Civilian employees assigned to night duty receive a night bonus of one additional pay step. When practicable, a civilian employee shall be assigned to night duty for an entire bi‑weekly payroll period, the assignment to be effective on the first day of the period. The Department is restricted as to the civil service positions and the number of civilian employees who may be assigned to night‑bonus pay status. Commanding officers shall not exceed their total allotments when assigning civilian employees to night duty. The Accounting Section, Fiscal Group, shall send a Night Bonus Assignment Roster for the next payroll period for the current payroll period to each division. The division commanding officer shall cause the roster to be updated and returned to the Accounting Section. Night Bonus Employees Not Available for Duty. When employees on night‑bonus status are sick, on vacation, or otherwise temporarily absent from duty, their bonus status need be changed only if their bonus position is filled by another employee replacing them. 705.80 EXPENSE REIMBURSEMENT -POLICE RESERVE CORPS. The following procedures shall be followed to ensure proper payment of expense reimbursement for police reserve officers: At the end of each deployment period the Area/division Reserve Coordinator shall note on the deployment report any personnel changes not reflected on the report; The Area/division commanding officer shall certify the deployment report by affixing their signature, rank, and title following the last entry; The deployment report shall be forwarded to the Reserve Coordination Section within seven working days following the end of the deployment period; A roster of all police reserve personnel shall be compiled by the Reserve Coordination Section and forwarded to Fiscal Group on a semi-annual basis; and, Fiscal Group shall then transmit the rosters to the Office of the City Controller semi-annually. 705.90 PERSONNEL REPORTING PROCEDURE. Each commanding officer or concerned officer in charge shall ensure that the following information regarding personnel assigned to his/her command is recorded on the Police Personnel Divisional Roster computer printout: Position assignment of all sworn personnel; Name, serial number, rank, and division of assignment of sworn personnel loaned to his or her command; Sworn personnel assigned in lieu of higher paygrade positions; Location of sworn personnel loaned to other divisions; and, Name, serial number, rank, and division of assignment of over T/O personnel, including a brief statement of the authority for each individual's over T/O status and the anticipated termination date of that status. Each commanding officer or concerned officer in charge shall review for accuracy and sign the Police Personnel Divisional Roster and return it to the Sworn Personnel Services Section, Personnel Division, no later than five working days following the first day of the related deployment period. 708. OVERTIME DEPARTMENT EMPLOYEES. 708.02 OVERTIME DEPARTMENT RESPONSIBILITIES. Employee's Responsibilities. No work may be done outside the employee’s scheduled work hours unless approved in advance by his or her immediate supervisor. Exception: Court appearances (including “on-call court”) and emergency situations requiring immediate law enforcement intervention do not require pre-approval. Employees must not perform Department duties outside scheduled work hours without ensuring the following: Advise a supervisor of overtime status as soon as possible, but in no event later than the end of the employee’s End of Watch (EOW) for that day; Ensure that the Daily Field Activities Report, Form 15.52.00, Daily Sign-In Sheet, Form 15.19.00, Sergeant's Daily Report, Form 15.48.00, or Watch Commander's Daily Report, Form 15.80.00, accurately records actual (not scheduled) start of watch, meal break, and EOW time; Complete an Overtime Report, Form 02.24.00, as soon as practicable (e.g., as soon as the emergency allows, EOW, etc.); and, Note: If court overtime is worked when an employee's next scheduled work day occurs after the end of the respective pay-period, the employee must telephonically report overtime the same day to a supervisor at his or her division and include the compensated time for making a telephonic report. Immediately report any employee, regardless of rank or title, who attempts to pressure or coerce an employee to work overtime without compensation, to the authority in their chain of command above the source of the pressure or coercion, or to Professional Standards Bureau. Supervisor's Responsibilities. Supervisors must ensure that a subordinate is compensated for all legitimate overtime, whether pre-approved or not. If an employee violates the Department's overtime policy or procedures, a supervisor cannot deny the employee compensation. Rather, the supervisor must ensure that the employee submits an Overtime https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 5/99 4/28/2021 LAPD Report and the supervisor shallcounsel (or when appropriate, initiate disciplinary action against) the employee. All violations of the Departments FLSA policy or procedures must be documented. Note: The FLSA obligates the Department to enforce its overtime policy and procedures. Any discipline resulting from an employee’s failure to adhere to the Department’s policy and procedures is not retaliation for requesting overtime compensation. Rather, such discipline is for violating established Department policy and procedures. In an effort to ensure employees comply with Department policy and procedures, supervisors must: Monitor employees (to the extent reasonably possible) to make sure they are not working outside their scheduled work hours without compensation; Monitor employees to ensure timely submission of Overtime Reports for all overtime worked; and, If a watch commander or supervisor believes he or she needs to report to work early to prepare for roll call, he or she must obtain prior approval from their immediate supervisor. If a watch commander or supervisor receives approval to report early for a shift, his or her work hours should be adjusted, if possible, so that they remain consistent with his or her total number of scheduled work hours, barring exigent circumstances. Commanding Officer's Responsibility. Commanding officers must ensure employees adhere to the procedures and are strongly encouraged to conduct audits of their command and document any violations of the Department's FLSA policy. Bureau Commanding Officer's Responsibility. Bureau commanding officers must ensure that all violations of the Department's FLSA policy or related procedures are promptly documented, investigated, and appropriate action is taken. 709. VOTING. 709.50 TIME OFF FOR VOTING. Employees who have less than four consecutive off‑duty hours before the beginning or after the end of their watch in which to vote may request the time off necessary to accomplish this purpose. Such request shall be made to their supervisor on an Employees Report, Form 15.07.00, at least two working days prior to the election, stating the reasons they do not have time to vote while off‑duty. If their requests are justified, employees may be allowed only the time off necessary to enable them to vote, but in no event shall more than two hours be granted. This time off shall be either at the beginning or end of the watch. No overtime will be granted to employees voting off duty. 710. SICK TIME PROVISIONS. 710.05 SICK TIME PROVISIONS - SWORN EMPLOYEES. A sworn employee, immediately upon employment, is entitled to twelve days of sick time at full pay, five days at seventy‑five percent of full pay, and five days at fifty percent of full pay. On the first day of each subsequent payroll period during which January 1 occurs, he or she is entitled to an additional twelve days of sick time at full pay, five days at seventy‑five percent of full pay, and five days at fifty percent of full pay. Unused full‑pay sick days may be accumulated to a maximum of one hundred days. When the employee’s unused full‑pay sick days exceed the one‑hundred‑day maximum at the end of any calendar year, the excess shall be compensated for by cash payment at fifty percent of the employee's current salary rate on the day of payment. Partial‑pay sick days may be accumulated to one hundred days each. All accrued sick days at partial pay in excess of such maximum amounts shall be deemed waived and lost. 710.10 SICK TIME PROVISIONS - CIVILIAN EMPLOYEES. Civilian employees employed after December 31, 1976, must complete six consecutive months of employment with no more than ten working days absent without pay to qualify for sick leave. Such employees shall be credited with one day of sick leave upon completion of the six‑month qualifying period and, for the remainder of that calendar year, one day at the end of each subsequent month worked. Excessive absences will delay the completion of the qualifying period. On January 1 of each year, civilians who were employed prior to January 1, 1977, and those who have completed the six‑month qualifying period, shall be entitled to twelve days of sick time at full pay, five days at seventy‑five percent of full pay and five days at fifty percent of full pay. Unused full‑pay sick days may be accumulated to a maximum of one hundred days. When the employee’s unused full‑pay sick days exceed the one‑hundred‑day maximum at the end of any calendar year, the excess shall be compensated for by cash payment at fifty percent of the employee’s current salary rate on the day of payment. Partial‑pay sick days may be accumulated to one‑hundred days each. All accrued sick days at partial pay in excess of such maximum amounts shall be deemed waived and lost. Note: Any relevant provisions of a memorandum of understanding shall apply to members of representation units. 710.20 SICK TIME PROVISIONS - PART ‑ TIME CIVILIAN EMPLOYEES. A part‑time civilian employee who has completed six months continuous service without being absent for more than ten days during that period is entitled to a percentage of that sick leave allowed full-time employees. This sick leave shall be computed by dividing the number of hours in the part‑time employees normal work week by 40 and rounding the result to the nearest hour. This sick leave may be accrued at the same percentage basis. Note: When computing six months continuous duty for crossing guards, school holidays shall not be included and shall not be considered as a break in service. School holidays, including school vacations when a guard cannot work continuously, must be made up in order for the crossing guard to have worked six months in aggregate. Single‑day holidays may be disregarded for practical administrative purposes. 710.25 PREGNANT EMPLOYEES. A pregnant employee may elect to take a maternity leave of absence (Manual Section 3/730.30) or use accumulated sick leave benefits, including 100 percent, 75 percent, and 50 percent paid sick leave time, for that period of time during which she is certified by a physician as unable to work. Accumulated vacation time may be used in conjunction with, or in lieu of, sick time. Sick leave will not be granted, however, after an employee has elected to take a maternity leave of absence and has begun such leave. 710.30 ABSENCES DUE TO MORAL TURPITUDE. An employee shall not be entitled to sick leave with pay when compelled to be absent from work on account of any illness or injury arising from the employee’s own moral turpitude. 710.40 EMPLOYEE MEDICAL CALENDAR. Medical Liaison Section, Personnel Division, shall prepare an Employee Medical Calendar, Form General 90, when requested by a commanding officer who believes an employees use of sick time warrants examination. Upon request of Personnel Division, the Police Accountant shall forward information relating https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 6/99 4/28/2021 LAPD to use of sick leave to Medical Liaison Section. The Employee Medical Calendar shall be sent to the concerned employee's commanding officer, who shall: Ensure that the employee is informed of Department procedures regarding sick leave; and, Initiate appropriate action which will be in the best interests of the employee and the Department. 711. ILLNESS OR INJURY PROVISIONS. 711.10 REPORTING OFF SICK WHEN ON‑DUTY. An on‑duty employee who must go off duty as a result of a non‑work related illness or injury shall notify his/her supervisor and complete a Non‑Occupational Sick or Injury Report, Form 1.30. 711.20 REPORTING INJURIES OCCURRING ON ‑ DUTY. An Employee who sustains an on‑duty illness or injury shall report it to a supervisor immediately. When the injured employee is unable to report the injury, an employee having knowledge of the incident shall ensure that a supervisor is promptly made aware of the circumstances of the injury. The supervisor shall complete an Employers Report of Occupational Injury or Illness, State Form 5020. If the employee is unable to sign the report, the supervisor shall sign the employee's name, followed by the supervisor's initials. Sworn Employees. When a sworn employee is injured to any degree while on duty, the employee’s supervisor shall: Ensure that the employee receives immediate medical treatment; and, Notify Medical Liaison Section, Personnel Division, of the circumstances of the injury. Civilian Employees. When a civilian employee is injured seriously (as defined in Manual Section 3/275.10) while on duty, the employee's supervisor shall: Ensure that the employee receives immediate medical treatment; and, Notify Medical Liaison Section, Personnel Division, of the circumstances of the injury. When the injury is not serious, the civilian employee's supervisor shall: Complete a Non‑Emergency Medical Order, Form General 83; and, Instruct the employee to deliver the Form General 83 to the designated Workers Compensation doctor as authority to render treatment. The concerned supervisor shall arrange for transportation, if necessary. Employee’s Report of Occupational Injury or Illness, State Form 5020. Supervisors shall follow the below procedures regarding occupational injury or illness: Upon becoming aware of a reported injury or illness, supervisors shall immediately complete the Employer’s Report of Occupational Injury or Illness form and shall forward a rough draft of the form via their e-mail account to [email protected]. This rough draft shall be sent to the Medical Liaison Section (MLS) e-mail account the same day the supervisor initiates the investigation; and, Note: Each Employer’s Report of Occupational Injury or Illness form shall be e-mailed separately to the MLS e-mail account. Within three days of a supervisor submitting the rough draft, they shall forward the completed Employer’s Report of Occupational Injury or Illness form and related documents to MLS. Medical Liaison Section will not accept hand written Employer’s Report of Occupational Injury or Illness forms. All Employer’s Report of Occupational Injury or Illness forms shall be completed using a computer generated form. Any other versions of the Employer’s Report of Occupational Injury or Illness form will not be accepted. Although the rough draft of the Employer’s Report of Occupational Injury or Illness form is preliminary, it provides the basic information required for the Workers’ Compensation Division, Personnel Department and the Department’s third party administrator, TRISTAR Risk Management, to facilitate contacting employees and provide better service. Additionally, the rough draft of the Employer’s Report of Occupational Injury or Illness form will assist the Department in achieving compliance with state regulations. Days Off‑Employees. When an employee is injured on‑duty the employee’s supervisor or watch commander shall contact Medical Liaison Section, Personnel Division, during normal business hours to determine IOD/NIOD status. This procedure will permit correct entry in the Divisional Time Book at the time of the initial entry. 711.21 INJURED ON ‑ DUTY - PRELIMINARY INVESTIGATION REQUIRED. A supervisor who is notified of an on‑duty injury to an employee shall ensure an investigation of the circumstances is promptly initiated. The investigation shall include, but not be limited to: Activity. Describe the activity the employee was engaged in when the injury was sustained. Statements. Include the statements of all independent witnesses and employee witnesses. Physical Injury. Include the diagnosis and prognosis of the concerned employee. Note: If a stress‑related injury or illness is involved, identify all stated and/or observable manifestations of stress, such as alcoholism, ulcers, anxiety, marital problems or depression. Approximate the date on which stress symptoms were first observed. Include information regarding any on‑duty or off‑duty situations and influences that are perceived by the employee as stress‑producing. Treating Physician. Include the name, telephone number and address of the treating physician. Examination of Physical Evidence Relevant to the Injury. Photograph the accident scene and evidence, and retain the evidence, if appropriate. Suggested Action to Correct a Possible Hazard. Make notifications to the appropriate persons to eliminate hazards. Duty Status. Describe any duty restrictions and the reason the employee was placed off duty. Note: If circumstances require an employee being placed off‑duty, a doctor must examine and certify the off‑duty status before the employee may receive Worker's Compensation benefits. The reporting supervisor shall include an opinion regarding the necessity for having placed an employee off‑duty and shall indicate that the option of placing the employee on limited‑duty status was discussed with the physician, when appropriate. If the employee is placed on limited‑duty status, the supervisor shall, if the facts of the incident are covered in another police report, attach that report to the State Form 5020 in lieu of a separate investigation, and request a description of the duty limitations of the involved employee from the treating doctor. If the incident is not reported on another police form, the investigation shall be reported on a Continuation Sheet, Form 15.09.00, and attached to the Employer's Report of Occupational Injury or Illness, State Form 5020. The State Form 5020 shall be forwarded to Medical Liaison Section, Personnel Division, within seven calendar days. If the assigned supervisor cannot complete an investigation within the seven day time period, a State Form 5020 shall be forwarded to Medical Liaison Section with whatever https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 7/99 4/28/2021 LAPD information is available. A supplemental State Form 5020 shall be completed and forwarded to Medical Liaison Section when the supervisor's investigation is completed. A copy shall be retained by the commanding officer for use by the Area/Division Safety Committee. 711.22 INJURED ON ‑ DUTY - NOTIFICATIONS. Commanding officers shall ensure that notification is made to the Department Operations Center (DOC) immediately when an employee sustains a serious injury or illness (Department Manual Section 3/275.10), or is hospitalized or transported via Rescue Ambulance. The DOC shall immediately notify Medical Liaison Section, Personnel Division, via Department e-mail at mlsnotificationsWapd.online if an injury is serious or if an employee is hospitalized or transported via a Rescue Ambulance. 711.25 REPORTING ILLNESS OR INJURY PRESUMED TO BE DUTY INCURRED - SWORN EMPLOYEES. When an off‑duty officer develops a condition which is diagnosed as pneumonia, pneumonitis, tuberculosis, hernia, or heart trouble, or when an officer is off‑duty sick as the result of a condition which is subsequently diagnosed as pneumonia, pneumonitis, tuberculosis, hernia, or heart trouble, the officer shall, as soon as practicable, cause a supervisor to be informed of the circumstances and the diagnosis. Supervisor’s Responsibility. When a supervisor is notified that an off‑duty officer has developed a condition diagnosed as pneumonia, pneumonitis, tuberculosis, hernia, or heart trouble, the supervisor shall complete an Employer’s Report of Occupational Injury or Illness, State Form 5020. Additionally, the supervisor shall notify the Officer in Charge, Medical Liaison Section, Personnel Division, as soon as practicable during normal business hours. 711.30 REPORTING ILLNESS OR INJURY WHEN OFF ‑ DUTY. Employee’s Responsibility. Employees who become ill or injured to the extent that they are unable to report for duty shall notify a supervisor at their place of assignment immediately. When calling in sick, an employee shall notify the supervisor taking the call of any scheduled court appearance that he/she will miss during the expected duration of the sick leave. Note: The concerned court may order the employee to provide specific information pertaining to an illness or diagnosis for his/her absence. Failure to provide such information could cause the employee to be liable for a variety of penalties up to and including “contempt of court,” per Section 1331 of the California Penal Code. Supervisor’s Responsibility. When a supervisor is notified that an employee is sick and/or injured, the supervisor shall not ask about the employee’s specific medical condition or diagnosis. Supervisors shall only ask if the illness or injury is either a duty or non-duty related occurrence. If the injury or illness is duty related, supervisors shall complete an Employer’s Report of Occupational Injury or Illness Report, State Form 5020. A Form 1.30 shall continue to be used for reporting IOD revisits. Medical Reports. If the employee or physician voluntarily releases a medical report to a supervisor to fulfill the requirements for proof of disability, the report shall be treated as confidential and forwarded to Medical Liaison Section. In questionable cases, the concerned supervisor shall contact Medical Liaison Section for advice. Court Absences. Supervisors shall complete the section on the Form 1.30 that reads “DOES THE EMPLOYEE EXPECT TO MISS A SCHEDULED COURT APPEARANCE?” If the employee expects to be absent from court due to his/her illness, the supervisor shall determine from the employee, the approximate duration of the employee’s absence. If applicable, the supervisor shall also complete the doctor’s name, address and phone number on the space provided on the Form 01.30.00. A copy of the form shall be forwarded to the divisional subpoena control officer for completion of the Declaration for Continuance. If the court requests the concerned employee’s medical status, the supervisor assigned to inquire into the status becomes an agent for the court. That supervisor shall then ascertain from the employee, his/her medical status per the court’s direction. Note: Supervisors are reminded that they shall not disclose an employee’s medical condition to any entity except to the judicial entity requesting such information. Also, the information shall not be recorded on any document. If the employee refuses to give his/her medical status, the supervisor shall verify that the employee was served with a court ordered subpoena. If the employee was served with a subpoena, the supervisor shall document the employee’s refusal on the section of the Form 01.30.00 that reads: “*Reporting Supervisor’s Investigation.” The Form 01.30.00 should be forwarded to the divisional subpoena control officer. The investigating supervisor shall contact the concerned judicial entity and advise them of the employee’s medical status, or the employee’s refusal to provide information on his/her illness. Functional Limitations. Supervisors shall ensure that non-sworn employees comply with Manual Section 3/711.80. Supervisors shall only require employees to provide a statement from a registered physician or physician’s assistant verifying that the employee is unable to work for a specified period of time because of functional limitations. Supervisors may ask what those functional limitations are, and whether the employee has any continuing limitations that may affect the employee’s performance. Duty Restrictions. Supervisors shall verify the duty restriction (work status and not the diagnosis of the illness and/or injury) of employees under their supervision every 30 days with the employee’s attending physician or physician’s assistant, until the employee is taken off of restricted duty by his/her physician, physician’s assistant, Medical Liaison Section or the City’s Medical Director. The supervisor shall document those findings on a Revisit Form 01.30.00. Note: If the employee produces another verified documentation from a registered physician or physician’s assistant within the 30 days, that would satisfy the above requirements. 711.60 RESPONSIBILITY OF EMPLOYEES WHILE ON SICK OR IOD STATUS. Employees off duty due to illness or IOD shall: When off‑duty for a period in excess of seven days, contact a supervisor in their assigned division on the seventh day and at least once every seven days thereafter for the purposes of providing a report of their status and maintaining contact with the Department for duty‑related matters. A watch commander may waive the periodic notification requirement and establish a less frequent schedule when extenuating circumstances exist; and, Notify a supervisor or watch commander in their assigned division prior to leaving when they intend to leave their residences at any time for a period in excess of 48 hours while on sick or IOD status. Employees shall furnish a supervisor in their assigned division with address(es) and telephone number(s) where they can be reached while on extended absences from their residences. Note: An employee may contact the day watch commander during normal business hours to fulfill the notification requirements. https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 8/99 4/28/2021 LAPD Supervisor/Watch Commander-Responsibility. A supervisor or watch commander receiving weekly telephonic notification from an employee on sick or IOD status shall report the results of each conversation on the Sick or Injury Report, Form 01.30.00, as a sick revisit. Note: This does not affect the responsibility or authority of supervisor/watch commanders to initiate periodic sick visits pursuant to Manual Section 3/718. Commanding Officer-Responsibility. The employee's commanding officer shall review the Form 01.30.00 and determine whether further medical examination is warranted. Commanding Officer, Personnel Division-Responsibility. The Commanding Officer, Personnel Division, at the request of the employee's commanding officer, shall arrange for a medical examination by Medical Services Division, Personnel Department, when such examination is deemed to be necessary. Note: In cases of IOD the examining doctor shall be designated by Workers Compensation Section, Personnel Department. 711.70 RETURN TO DUTY. IOD Injury or Illness-Sworn. When an employee returns to duty from injury or illness status, the employee's commanding officer shall cause a Duty Certificate, Form PDAS 43, to be completed. Prior to returning to duty from a IOD injury or illness, an employee shall be examined by a doctor designated by the Worker's Compensation Division, Personnel Department. The doctor will, if appropriate, provide authorization to return to duty. Non‑IOD Injury or Illness-Sworn. When a sworn employee returns to duty from a non‑IOD injury or illness, the concerned commanding officer may require a sworn employee to report, as soon as possible, to Medical Services Division, Personnel Department, for examination. When an employee returns to duty, the employee's supervisor shall complete the return to duty section of the Non‑Occupational Sick or Injury Report, Form 01.30.00, if the absence is for less than eight days. If the absence is for eight or more days, a Duty Certificate, Form PDAS 43, shall be completed. The employee's commanding officer shall review the required form and cause it to be distributed. IOD Injury or Illness-Civilian. When an employee returns to duty from injury or illness status, the employee's commanding officer shall cause a Duty Certificate, Form PDAS 43, to be completed. Prior to returning to duty from an IOD injury or illness, an employee shall be examined by a doctor designated by the Worker's Compensation Division, Personnel Department. The doctor will, if appropriate, provide authorization to return to duty. Non‑IOD Injury or Illness-Civilian. When a civilian employee is absent because of a non‑IOD injury or illness for three or less days, the concerned commanding officer may require a private physician's letter indicating the fact of the illness and the necessity for the absence. When a civilian employee is absent because of a non‑IOD injury or illness for four or more days, the employee shall present a private physicians letter indicating the fact of the illness and the necessity for the absence. When the employee returns to duty, the employee's supervisor shall complete the return to duty, section of the Non‑Occupational Sick or Injury Report, Form 01.30.00, if the absence is for less than eight days. If the absence is for eight or more days, a Duty Certificate, Form PDAS 43, shall be completed. The employee's commanding officer shall review the required form and cause it to be distributed. Note: Following the initial treatment, an employee being treated by a physician (not a therapist) for an on‑duty injury shall ensure that a Duty Certificate, Form PDAS 43, is completed by the physician once each pay period. Restricted Duty-Sworn and Civilian. Employees on restricted duty shall immediately notify their watch commander or immediate supervisor when certified to return to full duty by the attending physician. Employees shall also provide documentation verifying their change of status. 711.75 TEMPORARY DISABILITY EVALUATION/ACCOMMODATION. Temporary Modified Duty Assignments Defined. Temporary modified duty assignments are temporary accommodations within the Department provided to employees who temporarily cannot perform the essential functions of their civil service position; Temporary modified duty assignments are authorized by the Commanding Officer, Personnel Division, who has been designated as the Department's Disability Management Coordinator (DMC), and approved by the Chief of Police; and, The Chief of Police or his or her designee has the final decision regarding any temporary modified duty assignment, based on an employee’s restrictions and the best interests of the Department; and, Guidelines Governing Temporary Modified Duty Assignments. All employees seeking a temporary accommodation may be subject to a different work location, schedule change, shift change, or a change of duties; Temporary modified duty assignments shall be evaluated periodically by the Return to Work Section (RTWS), Personnel Division, to ensure consistent treatment of injured or ill employees and to assess the continued temporary accommodation of an employee outside the essential functions of his or her civil service position. This shall be accomplished in accordance with the Citywide Temporary Modified Duty Program guidelines. The Commanding Officer, Personnel Division, has been designated as the Department’s DMC; No employee shall be given a temporary modified duty assignment when the medical evaluation or restrictions indicate that the employee is incapable of performing in a modified position; and, Any employee in a temporary modified duty assignment who remains unable to perform the essential job functions of his or her civil service position after 45 calendar days shall be referred to the RTWS for a preliminary determination of the likelihood that the work restrictions will become permanent and to assess how the restrictions will affect the employee’s ability to perform the essential functions of his or her civil service position. Note: If sufficient medical information is not available to make a preliminary determination, the RTWS shall continue to monitor the employee for an additional 45 days, or until sufficient medical information becomes available. When it appears that the work restrictions will not be permanent, and the restrictions can be accommodated within the essential functions of the employee’s regular position, the DMC shall continue to monitor for potential changes and return the employee to his or her regular position, consistent with any work restrictions. https://pdinfoweb.lapd.lacity.org/files/RefLib/ManualsGuides/DepartmentManual/2020_Q4Manual/index.htm 9/99 4/28/2021 LAPD Where it appears that the work restrictions will be permanent and that they would preclude the employee from performing his or her essential job functions, the RTWS should meet with the employee to begin the interactive process. No later than 90 days after the date of injury, the RTWS will review all files where an employee has been off work Injury on Duty (IOD) or sick continuously, or remains accommodated in a temporary modified duty assignment. If an employee is off work, the RTWS will obtain updated medical information to determine whether a temporary modified duty assignment is appropriate. If an employee is being accommodated in a modified duty assignment and remains unable to perform the essential functions of his or her civil service position, the RTWS shall make a determination whether the work restrictions are likely to become permanent. In cases where it appears that work restrictions will become permanent, the RTWS should engage in the interactive process to assess for a permanent accommodation. Where it appears that work restrictions will not become permanent, and an employee will be able to return to full non-restricted duty within the next 60 days, the employee may be retained in the temporary modified duty assignment. No later than 150 days after the date of injury, the RTWS will assess any employees remaining in a temporary modified duty assignment. If an employee has been temporarily accommodated and is not expected to return to a full duty assignment, the RTWS shall determine the need for the continued modified duty assignment. The RTWS may consult with the Personnel Department’s Equal Employment Opportunity and Worker’s Compensation staff to determine whether to place an employee off work on sick or IOD status, depending on the origin of the injury. The concerned employee’s divisional Injury on Duty and Sick Coordinator shall liaison with the RTWS to continue appropriate monitoring at all times. If after 180 days, the DMC determines that an employee’s temporary accommodation can no longer continue and that the employee should be placed off work, or the employee has been continuously off work IOD or sick status, the employee may be transferred to Personnel Division. The RTWS shall assume monitoring responsibility for employees transferred to Personnel Division; Any employee transferred to Personnel Division pursuant to this policy may provide the Department with a medical note from his or her treating physician at any time indicating that the employee is medically capable of performing the essential job functions of his or her civil service position, with or without restrictions. In such circumstances: Employees without work restrictions will be returned to the original assigned division; Employees with work restrictions may be returned to the original assigned division if there is a position at that division which can accommodate the restrictions. If the division cannot accommodate the restrictions, the Department will make every effort to place the employee in a position that can accommodate the restrictions, as close to the employee's former division of assignment as possible; and, If the return of an employee from Personnel Division to his or her former division causes the division to be over-staffed in a particular class and/or paygrade, the Department may reassign an individual from that division to another division within the Department. In such cases, the Department will utilize the Managed Attrition Policy to determine the individual to be reassigned. Note: An employee assigned to Personnel Division and returned to the original division of assignment will be considered to have continuous service at the original division for the purpose of calculating displacement seniority for managed attrition. Note: When a commanding officer replaces an employee who has been transferred to Personnel Division, the commanding officer is to notify the replacement that if the original employee returns and causes the division to be overstaffed, the Managed Attrition Policy may be used to restore level staffing which may result in the replacement being moved to another division. Employees assigned to temporary modified duty assignments remain eligible for overtime assignments that do not conflict with any medical restrictions; and, The commanding officer of any employee with work restrictions shall review work permits to ensure that secondary employment does not conflict with the employee’s medical restrictions. Request for a Temporary Modified Duty Assignment Due to a Work-Related or Non-Work-Related Illness/Injury. Employee’s Responsibilities. When an employee is informed by his or her treating physician that the employee is medically capable of returning to work, the employee shall immediately notify his or her supervisor. The employee