The “Remarks” column of the payroll time sheet is used for the following: 1. The ____ for any special assignment, administrative leave, or legislative leave; 2. To note the date a member ____ from a special assignment, administrative leave, or legislative leave ; 3. The date the member ____ a unit/shift; 4. To indicate whether the leave was taken was ____, in accordance with Article 22, Section of the Collective Bargaining Agreement. 5. The relationship of a deceased family member, if ____ is listed; and 6. The number of hours, less than a full tour of duty, a member does not work due to being on ________. Time less than a full hour is noted in minutes.

1. The purpose and location 2. returns to his parent unit/shift 3. transferred to or from 4. scheduled or unscheduled 5. “DF” 6. any type of leave or for being tardy

901 PAYROLL TIMESHEETS & OVERTIME ACCOUNTING Flashcards by Bany Rolo

All members assigned to a unit are listed ____ on SAPD Form #17-303, Payroll Time Sheet. ________ are listed first, in order of ____, followed by ________ members. The members’ SAP number is also listed.

alphabetically
/
Sworn members
/
rank
/
non-sworn

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____ are responsible for the completion and accuracy of the payroll time sheet. The data entry function
may be delegated to another unit/shift member.

Unit/Shift Directors

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A member’s actual status must be ____ to that listed on the payroll time sheet, indicated by ____ or a ____, for each day of the accounting period.

identical
/
letters
/
symbol

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When an exception occurs to an employee’s scheduled workweek, a City of San Antonio Uniformed Police Notice of Leave Form is submitted. The approving supervisor will immediately forward the SAPD Notice of Leave form electronically to

“SAPD Sworn Payroll Inquiries”

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In the event a member does not take the leave as documented on the Notice of Leave form, the member’s supervisor will ________, [who] will then ensure the Notice of Leave form is removed from the file, and the member’s time is not taken.

e-mail a supervisor in Payroll Services

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Administrative leave

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Bonus day

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Death in family (Bereavement)

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Holiday

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Leave without pay

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Military leave

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Military leave without pay

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Special assignment

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Suspension without pay

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Unit supervisors will electronically submit a list of officers eligible for shift differential pay by the 10th of each month in the following format to ________. The supervisors will receive an e-mail response verifying the list was received.

“SAPD Shift Differential” (Outlook)

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Unit supervisors will electronically submit a list of officers eligible for shift differential pay by the ____ in the following format to “SAPD Shift Differential” (Outlook). The supervisors will receive an e-mail response
verifying the list was received.

10th of each month

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The “Remarks” column of the payroll time sheet is used for the following:

The ____ for any special assignment, administrative leave, or legislative leave;
To note the date a member ____ from a special assignment, administrative leave, or
legislative leave;
The date the member ____ a unit/shift;
To indicate whether the leave was taken was ____, in accordance with Article 22, Section of the Collective Bargaining Agreement.
The relationship of a deceased family member, if ____ is listed; and
The number of hours, less than a full tour of duty, a member does not work due to being on ________. Time less than a full hour is noted in minutes.

The purpose and location
returns to his parent unit/shift
transferred to or from
scheduled or unscheduled
“DF”
any type of leave or for being tardy

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When a city holiday occurs while a member is on annual leave, the member’s duty status for the day is listed as ____ on the payroll time sheet.

holiday

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Completed payroll time sheets shall be submitted electronically to ________. no later
than the Monday morning following the end of the accounting period.

“SAPDUniformTimesheets”

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Completed payroll time sheets shall be submitted electronically to “SAPDUniformTimesheets” (Outlook). no later
than ________ of the accounting period.

the Monday morning following the end

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The overtime accounting process for all members working a Fiesta event or a special event is handled by the special
event commander in charge of the event through the

Police Event Management System (PEMS).

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If a member that donated blood has not been credited with compensatory time ________ days from the date of the blood donation, the member should fill out a compensatory time card, attach a copy of the blood donor receipt to the card, and deliver the compensatory time card to the Office of the Chief.

thirty (30)

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Overtime may become available and can be authorized by any of the following personnel:

a. Supervisors (including Internal Affairs)

b. Dispatchers

c. Legal Affairs, which may include:

i. Court Liaisons (Municipal, County and District through Court Attendance Cards)

ii. City Attorneys

Signature Cards submitted for overtime or compensatory time are official government documents. By signing the document, the applicant is acknowledging the information on the card is true and accurate. In the event the applicant’s signature is difficult to read, the applicant shall ________ above the signature space.

print their last name and first name (no initials)

above the signature

Office Code - Members shall print the ____ office code for their unit of assignment.

three (3) letter

Justification/Event and Case Number - Explains the reason why the member was earning overtime and ____ used to document the event. On late calls (LC), the time assigned, location, type of call, and case # shall be included in the Justification/Event and Case Number line.

the case number

Justification/Event and Case Number - Explains the reason why the member was earning overtime and the case number used to document the event. On **late calls (LC)**, the ____, ____, ____, and ____ shall be included in the Justification/Event and Case Number line.

time assigned / location / type of call / case #

Notified Supervisor Name - Officers submitting cards for Assignment Extension (AE) or Voluntary Return (VR) must notify a supervisor ____ to working the overtime. Officers shall print the name and badge number of the supervisor.

prior

Overtime and compensatory time cards submitted by sworn and non-sworn members shall be reviewed and verified by a supervisor ____ of the submitting member prior to being submitted to Payroll Services: i. ____ verification is necessary prior to submitting to Payroll Services.

in higher rank / Only one

OVERTIME CODES - An overtime code, designated by ____, is used to identify the category of overtime worked.

two (2) letters

Extension of an assignment

Activities related to Texas Alcoholic Beverage Commission hearings.

Attendance in County Court.

Attendance in District Court.

Attendance in **Federal** or **Civil** Court.

Attendance related to Grand Juries.

Activities related to participations in Justice of the Peace Hearings.

Activities related to Administrative License Revocation Hearings.

Attendance in **Municipal** Court.

Activities related to Civil Service Hearings and Arbitrations. This includes pre-hearing/arbitration meetings, giving depositions, and attending hearings/arbitration. Court related activities (i.e., meeting with city, state, or federal attorneys)

[FT] FTO Program activities by non-FTO officers. Cards must include the name of the cadet, probationary officer, or officer assigned to remedial training, and the ________ signature. Cards are routed to Training Academy for ________ by Training Academy Commander or his designee.

immediate supervisor’s / Second (2nd) Level Approval

[IA] On-Duty Officers: When an Internal Affairs Supervisor notifies an **on-duty** officer to report to the Internal Affairs Unit regarding an Internal Affairs investigation, and, as a result, the officer works overtime, the officer will complete an overtime card. The Internal Affairs Supervisor will ________ and make a notation as to the time the officer left the Internal Affairs Unit. After the officer arrives at his substation, he will time-stamp the card and submits it. The card will be approved by the officer’s immediate supervisor and then routed to the Internal Affairs Unit for ____ approval.

sign the back of the overtime card / Second (2nd) Level

**Off-Duty** Officers: When an officer on off-duty status reports to the Internal Affairs Unit at the request of Internal Affairs Supervisor regarding an internal affairs investigation, the officer will complete an overtime card and submit it to the ________. The ________ will occur within the Internal Affairs Unit.

Internal Affairs Supervisor / First (1st) Level and Second (2nd) Level approval

Involuntary Callback. An officer is ordered to return to duty for a non-scheduled event, or an emergency situation after having been released from duty for fifteen (15) or more minutes and called back to report to duty by appropriate supervisor or authority.

Involuntary Callback. An officer is ordered to return to duty for a **non-scheduled event**, or an **emergency situation** after having been released from duty for ____ and called back to report to duty by appropriate supervisor or authority. The overtime is paid at the three (3) hour minimum at the 1.5 rate and at the 2.0 rate on vacation and relief days in accordance with Article 18 of the current Collective Bargaining Agreement.

fifteen (15) or more minutes

[This] overtime is paid at the three (3) hour minimum at the 1.5 rate and at the 2.0 rate on vacation and relief days in accordance with Article 18 of the current Collective Bargaining Agreement.

Involuntary Callback [IC]

[This type of overtime] It specifically **does not include** meetings set up by the officer outside his normal duty hours. It does not include events the officer has volunteered to attend.

Involuntary Callback [IC]

Examples of [this type of overtime] include: Officers assigned to the Officer Involved Shooting Team being ordered to respond to a scene by the shooting team commander while off duty; or officers ordered by a supervisor to return to duty more than fifteen minutes past the end of their shift.

Involuntary Callback [IC]

Late Call

**Late Call**: Overtime spent completing a call for service assigned by the dispatcher during the member’s regular tour of duty. The ____, ____, ____, and ____ shall be included on the overtime card. Late calls are assigned by the Communication Unit.

time assigned / location / type of call / case #

Stand-by for County Court.

Stand-by for District Court.

Only one (1) overtime code, the ____, shall be affixed to an overtime or compensatory time card.

most applicable

A member may work on some assignment not covered by the budget assigned to their **office code**. The Department will pay the member with the ____. Circle either Sworn or Non Sworn to identify the category of personnel.

Accounting Override

Some examples of **Accounting Override**:

a. Working as an FTO Alternate: An officer who is not an FTO and is assigned a cadet or probationary officer for the shift b. Responding to Internal Affairs while off duty. An officer is ordered to write a report for Internal Affairs while off duty.

[Accounting Override] Working as an FTO Alternate: An officer who is not an FTO and is assigned a cadet or probationary officer for the shift submits the overtime or compensatory card to the ________, [who] writes in the appropriate override code.

Training Academy (Field Training Monitor)

[Accounting Override] Responding to Internal Affairs while **off duty**: An officer is ordered to write a report for Internal Affairs while off duty. The overtime code used is ____. An ________ will verify.

IA / Internal Affairs Unit supervisor