200-26 Workday and Workweek

Question 1

Adjusted Days Off:

Answer 1

A variation from an employee’s regularly scheduled days off as posted on the employee’s current divisional personnel record. The variation must occur within the same workweek.

Question 2

Adjusted Shift:

Answer 2

A variation from a nonexempt employee’s regularly scheduled shift as posted on the employee’s current divisional personnel record. The variation must occur within the same workday.

Question 3

Buddy Punching:

Answer 3

A prohibited action when someone modifies his own, or has another person modify his or another person’s time card, whether electronic or manual. Such action may include punching into the time system for an employee who is not at work at that time. The only person who may punch in for the employee is the individual employee. Using someone else’s card or punching in for someone else is considered, at a minimum, to be theft of City time and falsification of a government record.

Question 4

Exempt Employee:

Answer 4

For the purposes of this General Order, an exempt employee is either a civilian employee whose job classification is exempt from the Fair Labor Standards Act (FLSA) overtime requirements and has been designated as such by the City of Houston Human Resources Director and the Civil Service Commission, or a classified employee who holds the rank of lieutenant or higher or classified pay grade VII or higher.

Question 5

Flextime or Flexing:

Answer 5

The adjustment of regular workday hours (e.g., 8- or 10-hour shift) by an exempt employee to make up for a reduced workday or an extended workday.

Question 6

Nonexempt Employee:

Answer 6

An employee eligible for overtime compensation. For the purposes of this General Order, a nonexempt employee is either a civilian employee whose job classification is covered by the FLSA overtime rules and has been designated as such by the City of Houston Human Resources Director and the Civil Service Commission, or a classified employee who holds the rank of sergeant or below.

Question 7

Pay Period:

Answer 7

A 14-calendar-day period beginning at 0500 hours on the Saturday in the week before a department payday Friday and continuing through 0459 hours on the Saturday in the week following that payday Friday.

Question 8

Police Personnel System (PPS):

Answer 8

A computer system used by the department to manage employee records such as general employee information, emergency contacts, assignment, classification, transfer history, weapons qualification, commendation history, and disciplinary history. PPS provides employee information to other computer systems in HPD as needed.

Question 9

Police Roll Call and Equipment (PRE) System:

Answer 9

A computer system used by the department to manage roll call information, Red Book entries, and equipment assignments.

Question 10

Reporting Period (a.k.a. Workweek):

Answer 10

For purposes of this General Order, a reporting period begins at 0500 hours on a Saturday and ends at 0459 hours the following Saturday. All hours shall be reported in 15-minute increments.

Question 11

(Workday)

The standard workday for full-time, nonexempt employees is eight hours of performing job related duties. An exception to the standard workday of eight hours for full time, nonexempt employees requires the approval of…

Answer 11

the Chief of Police

(e.g., 40 hours worked over four ten hour regularly scheduled shifts)

Question 12

(Workday)

The standard workday for exempt employees is typically comprised of an eight-hour shift unless flextime has been approved (see section 5, Flextime).

Consistent with the principles of public accountability under Title____, exempt employees who work less than their regularly scheduled workday (e.g., 8- or 10-hour shift) must account for the time through (1) ____ , (2) ____, or (3)____.

Answer 12

1) Title 29 of the Code of Federal Regulations (C.F.R.) Sec. 541.710

2) approved paid leave, flexing their schedule with prior supervisor approval as described in section 5, or docking their salary

Question 13

(Workday)

Commanders shall set appropriate shift beginning and ending times to accomplish…

Answer 13

management objectives

Question 14

(Workday)

An employee’s mealtime period shall be counted as time actually worked when computing the hours in a workday. Meal period restrictions are outlined in General Order 200-27, Meal Period. In all other instances, the amount of time an employee spends performing activities not related to their duties shall…

Answer 14

not be counted toward the hours required for the workday.

Question 15

(Workday)

Employees are required to be at their assigned post, completely dressed in proper attire, and ready to perform the work of their assigned job function at the start time of their workday, shift, or assignment. Employees shall notify their ____of any delays in reporting to an assigned post.

Answer 15

supervisor

Question 16

(Workweek)

The workweek for full-time nonexempt employees and exempt civilian employees consists of 40 hours of time actually worked within a consecutive 168-hour period beginning at ____hours on a Saturday and ending at ____hours the following Saturday.

Answer 16

1) 0500

2) 0459

Question 17

(Workweek)

The standard workweek for exempt classified employees consists of 40 hours of time actually worked within a consecutive ____-hour period as described above, unless flextime has been approved. See section 5, Flextime.

(Exempt classified employees shall refer to General Order 300-36, Exempt Time Compensation and Exempt Time Credit, for further clarification.)

Answer 17

168

Question 18

(Regular Days Off)

An employee usually works five days and receives two regular days off in each workweek. The regular days off shall be consecutive and the same from week to week unless…

Answer 18

the employee and the division commander agree to a variation for the employee’s benefit

Question 19

(Adjusted Shift and/or Days Off)

Federal and state law and the Meet and Confer Agreements recognize the department’s right to manage an employee’s assignment, shift, and days off for the best interest of…

Answer 19

the department and the community, and to ensure that all essential police services are provided.

Question 20

(Adjusted Shift and/or Days Off)

Although employees are assigned regularly scheduled shifts and regular days off, the department may adjust employees’ shifts and/or days off, whether for classified or civilian employees, based on…

Answer 20

operational requirements

Question 21

(Adjusted Shift and/or Days Off)

The department may, based on operational requirements, adjust the shift and/or days off of officers assigned to Method B positions…

Answer 21

on a regular basis

Question 22

(Adjusted Shift and/or Days Off)

The department may adjust the shifts and/or days off of officers assigned to Method A positions when _____ such as emergency conditions or the scope of an event requires officers in Method A positions.

In these rare instances, adjusting the shifts and/or days off of officers assigned to Method A positions requires prior approval by the_____

Answer 22

1) exceptional circumstances arise

2) concerned executive assistant chief.

Question 23

(Adjusted Shift and/or Days Off)

The occasional adjustment of an employee’s shift and/or days off at the employee’s request requires prior approval by…

Answer 23

the employee’s supervisor

Question 24

(Adjusted Shift and/or Days Off)

Officers attending on-duty training shall abide by the department’s policies regarding…

Answer 24

overtime compensation. See General Order 300-07, Overtime Compensation - Classified.

Question 25

(Adjusted Shift and/or Days Off)

Exempt classified employees holding the rank of lieutenant or captain or classified pay grade VII or IX attending on-duty training shall abide by the department’s policies regarding…

Answer 25

exempt time compensation and exempt time credit. See General Order 300-36, Exempt Time Compensation and Exempt Time Credit.

Question 26

(Adjusted Shift and/or Days Off)

Civilian employees attending on-duty training shall abide by the department’s policies regarding…

Answer 26

overtime compensation. See General Order 900-02, Training - Civilian and General Order 900-07, Overtime Compensation - Civilian.

Question 27

(Adjusted Shift and/or Days Off)

____is the City of Houston’s time and attendance system.

Answer 27

Kronos

Question 28

(Adjusted Shift and/or Days Off)

Any adjusted shift for nonexempt employees must occur within…

Answer 28

the same workday

Question 29

(Adjusted Shift and/or Days Off)

Adjusted shifts for nonexempt employees must be recorded in the Kronos system by an…

Answer 29

employee’s supervisor or division timekeeper.

Question 30

(Adjusted Shift and/or Days Off)

Any adjusted days off for exempt employees and nonexempt employees must occur within…

Answer 30

the same workweek.

Question 31

(Adjusted Shift and/or Days Off)

Adjusted days off must be recorded in the Kronos system by an employee’s…

Answer 31

supervisor or division timekeeper.

Question 32

(Flextime)

Flexing of an exempt classified employee’s workday (i.e., changing the hours or duration of the shift) may be allowed if all of the following are true:

a.
The flexing of time has prior approval by____.

Answer 32

the supervisor

Question 33

(Flextime)

Flexing of an exempt classified employee’s workday (i.e., changing the hours or duration of the shift) may be allowed if all of the following are true:

b.
The hours flexed are accounted for within ____ calendar days following the date of the initial flexed time.

Answer 33

14

Question 34

(Flextime)

Flexing of an exempt classified employee’s workday (i.e., changing the hours or duration of the shift) may be allowed if all of the following are true:

c.
No exempt time compensation or exempt time credit has been approved for the hours flexed unless…

Answer 34

the exception outlined in General Order 300-36, Exempt Time Compensation and Exempt Time Credit, applies.

Question 35

(Flextime)

Flexing of an exempt classified employee’s workday (i.e., changing the hours or duration of the shift) may be allowed if all of the following are true:

d.
The flexing of time does not violate the directives of..,.

Answer 35

General Order 300-36, Exempt Time Compensation and Exempt Time Credit.

Question 36

(Flextime)

Flexing of an exempt civilian employee’s workday (i.e., changing the hours or duration of the shift) may be allowed if both of the following are true:

e.
The flexing of time has prior approval by____

Answer 36

the supervisor.

Question 37

(Flextime)

Flexing of an exempt civilian employee’s workday (i.e., changing the hours or duration of the shift) may be allowed if both of the following are true:

f.
The hours flexed are accounted for within…

Answer 37

the same workweek.

Question 38

(Flextime)

Flextime approval is not guaranteed and may be granted only if _____.

Approval is at the discretion of the exempt employee’s
____.

Answer 38

1) it does not negatively impact the operations of the department

2) supervisor

Question 39

(Compliance)

Unless ____has been approved as set forth herein, all employees shall work the full length of their approved workday and full workweek. It is the responsibility of _____to ensure that all employees comply with this policy.

Answer 39

1) flextime

2) commanders

Question 40

(Compliance)

All commanders shall develop work schedules for all units, offices, and divisions under their direction and submit them to the ____.

In executing this policy, all personnel shall comply with the ____.

Answer 40

1) Chief of Police

2) Fair Labor Standards Act (FLSA)

Question 41

(Compliance)

All department entities shall utilize the Police Roll Call and Equipment (PRE) System and the Police Personnel System (PPS) to record and maintain the following data:

Answer 41

a. Divisional personnel data

b. Divisional equipment records

c. Roll calls

Question 42

“Buddy Punching” is strictly prohibited. It is not considered buddy punching when a timekeeper
or supervisor _____.

If a nonexempt civilian employee is unable to punch in or out because of a time clock malfunction, network problem, or accidental oversight, the employee shall ____.

Answer 42

1) makes an entry in Kronos to make necessary adjustments to avoid errors or omissions

2) as soon as possible inform the appropriate supervisor or timekeeper

Question 43

_____ is used to record the time and attendance for both classified and civilian employees.

Answer 43

Kronos

Question 44

(Nonexempt Civilian Employee Responsibilities)

Nonexempt civilian employees shall clock in and out at the beginning and end of their shift. Nonexempt civilian employees with an Internet enabled workstation shall use ____on their computer to clock in and out.

However, with approval from ____ and under certain circumstances (e.g., training or working at an off-site location), nonexempt civilian employees
may (1) report time worked to their supervisor or timekeeper, (2) use on-site time clocks, or (3)
make use of a ____ time entry system, if available.

Answer 44

1) Kronos

2) a supervisor

3) telephone

Question 45

(Nonexempt Civilian Employee Responsibilities)

Nonexempt civilian employees required to log in, clock in, or scan in at a location other than their regular assigned post shall…

Answer 45

immediately report to their assigned post after doing so.

Question 46

(Nonexempt Civilian Employee Responsibilities)

If a nonexempt civilian employee is unable to punch in or out because of a time clock malfunction, network problem, or accidental oversight, the employee shall…

Answer 46

as soon as possible inform the appropriate supervisor or timekeeper.

Question 47

(Nonexempt Civilian Employee Responsibilities)

In the case of a time clock malfunction and in the absence of a supervisor and timekeeper, the nonexempt civilian employee shall…

Answer 47

call the Payroll Services Help Desk using the telephone number located on the time clock to report the malfunction.

Question 48

(Timekeeper/Supervisor Responsibilities)

When notified by nonexempt civilian employees they are unable to punch in or out because of a time clock malfunction, network problem, or accidental oversight, the supervisor or timekeeper who is notified shall…

Answer 48

manually clock the employee in or out.

Question 49

(Timekeeper/Supervisor Responsibilities)

However, when a timekeeper is notified about a time collection problem, prior to manually clocking the employee in or out, the timekeeper shall…

Answer 49

verify a supervisor has approved the manual entry.

Question 50

(Timekeeper/Supervisor Responsibilities)

Kronos is updated in a timely manner for the pay period, supervisors shall submit to their timekeepers any…

Answer 50

needed time adjustments or overtime worked or personal leave taken by employees under their command before the end of each pay period.

(This applies to classified and civilian employees.)

Question 51

(Timekeeper/Supervisor Responsibilities)

Timekeepers shall enter into Kronos all approved time adjustments, overtime worked, and personal leave taken by employees in their division before…

Answer 51

the end of each pay period.

Question 52

(Maximum Work Hours)

Employees shall not work more than ____hours in any continuous (rolling) 24-hour period measured in 15-minute increments (this includes days off).

For example, a 24-hour period is measured from 0000 hours to 0000 hours, then from 0015 hours to 0015 hours, 0030 hours to 0030 hours, and so on. Using this concept, a 24-hour period may encompass a portion of one day and a portion of the next day.

Answer 52

1) 16

Question 53

(Maximum Work Hours)

Exceptions to this rule may be approved by only a ____(or civilian equivalent) or higher ____ to the employee exceeding the 16-hour limit.

The approval may be granted only when the need for the employee to exceed the 16-hour limit is…

Answer 53

1) lieutenant

2) prior

3) essential to the department’s mission or if not allowing the employee to exceed the 16-hour limit could be detrimental to the department’s interests.

Question 54

(Maximum Work Hours)

Departmental sponsored overtime initiatives, Strategic Officer Staffing Program (SOSP), or other department related activities do not….

Answer 54

automatically justify approval to exceed the 16-hour
limit.

Question 55

(Maximum Work Hours)

The intent behind the 16-hour work limit is to _____.

Therefore, exceptions to the 16-hour work limit should be infrequent and restricted.

Answer 55

provide employees the opportunity to obtain an appropriate amount of rest between work periods

Question 56

(Maximum Work Hours)

When an employee is required to attend court and attending court will cause the employee to exceed the 16-hour limit, the employee shall…

Answer 56

attend court as required unless the employee is
disregarded or placed on on-call status as described in General Order 300-25, Court Attendance and Compensation.

Question 57

(Maximum Work Hours)

Court attendance is an exception to exceeding the 16-hour limit only when…

Answer 57

it occurs at the end of the maximum work hour period.

Question 58

(Maximum Work Hours)
(Court Attendance)

For example, if an officer works a regular 10-hour shift then works 6 hours of overtime, the officer shall ____.

However, if an officer works a regular 10-hour shift, then has 6 hours of court time, any additional work except for court attendance within the continuous (rolling) 24 hours is____

Answer 58

1) still attend court

2) strictly prohibited and would be in violation of the 16-hour limit.

Question 59

(Maximum Work Hours)

Employees who have exceeded or may exceed 16 hours worked in any continuous 24-hour period shall not work lag overtime prior to court without authorization from…

Answer 59

the on-duty shift commander who is a lieutenant or higher.

Question 60

(Maximum Work Hours)

When shift commanders approve lag overtime, they
must…

Answer 60

sign the officer’s overtime request form noting they are aware of the number of hours the officer has worked.

Question 61

(Maximum Work Hours)

Employees are prohibited from working lag overtime, SOSP, any other form of overtime, or extra employment after the court appearance when…

Answer 61

the 16-hour limit has been exceeded.

Question 62

(Maximum Work Hours)

Employees shall not work more than ____hours in any two-week period consisting of the current
reporting period and the last reporting period.

Answer 62

1) 168

Question 63

(Maximum Work Hours)

Exceptions to this rule may be approved by only
a ____prior to the employee exceeding the
168-hour limit.

Answer 63

division commander (or civilian equivalent) or higher

Question 64

(Maximum Work Hours)

When an employee is required to attend court and attending court will cause the employee to exceed the 168-hour limit, the employee shall_____.

Employees are prohibited from working lag overtime or any other form of overtime or extra employment ____the court appearance when the 168-hour limit has been exceeded.

Answer 64

1) attend court as required

2) after

Question 65

When calculating the maximum work hours (i.e., 16-hour limit and 168-hour limit), the work hours shall include, but are not limited to:

a. Employee’s ____
b. ____shift hours worked
c. ____ involving compensable hours as provided in General Orders 300-07, Overtime
Compensation - Classified and 300-36, Exempt Time Compensation and Exempt Time Credit, and call-back pay hours as provided in 900-07, Overtime Compensation - Civilian

d. ____ time
e. ____ employment
f. ____ worked
g. ____ worked
h. ____overtime worked
i. ____ programs
j. ____
k. ____time

(Paid leave hours (PTO, PD, etc.) shall not be used in the calculation process)

Answer 65

a. Employee’s assigned shift

b. Adjusted shift hours worked

c. Call-up time involving compensable hours

d. Court time

e. Extra employment

f. Flextime worked

g. Overtime worked

h. Lag overtime worked

i. Special enforcement programs

j. SOSP

k. Volunteer time

Question 66

(Maximum Work Hours)
(Avoiding Violations)

Prior to reporting to their next regular shift, employees who have exceeded a work hour limit shall notify an ____, as applicable, that they have exceeded the maximum work hours.

The employee may be allowed to work only if authorized as noted above in this section, Maximum Work Hours. Otherwise, the employee shall be
required to take off and use whatever form of accrued time the employee chooses, excluding____

Answer 66

1) on-duty shift commander or division commander

2) unscheduled leave related to a health related issue.

Question 67

(Maximum Work Hours)
(Violations)

All violations of the maximum work hours shall be handled as outlined in the department’s…

Answer 67

Corrective Action Manual

Question 68

(Leave Requests)

Whenever a timekeeper or Payroll Services of the Administration and Regulatory Affairs Department enters leave for an employee and that leave is in excess of the balance in the requested bank, the timekeeper shall first follow item (a) below. If the employee is unavailable, the timekeeper shall then follow item (b) below. However, Payroll Services shall follow only item (b).

a.
Contact the employee to determine ____.

b.
Automatically take the time from the following banks in the below listed order, emptying each bank in turn until the requested amount is met. Time taken should be the time that expires if not taken, then time from the least valued to the most valued.
1. ____Days (Classified)
2. ____ Hours (Civilian)
3. ____Holiday (full-day increment only) (Classified and Civilian)
4. ____ Time Credit (Classified)
5. ____Compensatory Time (Classified)
6. ____Time (Civilian)
7. Accrued ____Hours (Civilian)
8. ____Holiday Time (Classified)
9. ____Time (Classified)
10. ____Time Off (Classified)
11. ____(Civilian)

(Wellness hours and sick leave hours are special purpose hours and must be specifically requested by the civilian employee.)

Answer 68

a.
from which bank the time is to be deducted

b.
1. Personal Days (Classified)

2. Personal Leave Hours (Civilian)
3. Floating Holiday (full-day increment only) (Classified and Civilian)
4. Exempt Time Credit (Classified)
5. Frozen Compensatory Time (Classified)
6. Compensatory Time (Civilian)
7. Accrued Holiday Hours (Civilian)
8. Deferred Holiday Time (Classified)
9. Compensatory Time (Classified)
10. Paid Time Off (Classified)
11. Vacation (Civilian)

Question 69

(Leave Requests)

If there is insufficient accrued time to cover the request in all applicable banks, the employee’s timekeeper or supervisor shall…

Answer 69

make an effort to contact the employee so the employee may return to work before being docked or handled as Absent Without Leave (AWOL) or Absent
Without Permission (AWOP)

(If the employee cannot be contacted, the
employee’s supervisor shall handle the situation as warranted.)

(see General Orders 300-09, Absence from Duty - Classified and 900-01, Absence from Duty - Civilian).

Question 70

(Leave Requests)

If an employee is absent more than ____consecutive calendar days in which AWOL or AWOP codes are entered for such absence, supervisors and timekeepers shall ____.

Division commanders or their designee shall contact ____ to notify them of such absence so the employee does not accrue paid leave.

Answer 70

1) 14

2) immediately notify their division commander

3) Payroll Services of the Administration and Regulatory Affairs Department