danger
Presidents Day closure

Most City of Portland offices will be closed Monday, Feb. 17, to observe Presidents Day.

information
Portland is a Sanctuary City

Find sanctuary city resources from the City of Portland's Immigrant & Refugee Program, including free legal services and state resources for reporting hate crimes, bias incidents, discrimination, and violations of Oregon's sanctuary laws.

0210.30 Timekeeping (Including Overtime)

Administrative Rules Adopted by Bureaus Pursuant to Rule Making Authority (ARB)
Policy number
PPB-0210.30
On this page

0210.30, Timekeeping (Including Overtime)

Refer: 
•    DIR 0060.60, Standard Operating Procedure 
•    DIR 0210.21, Leaves from Service
•    DIR1500.00, Training

Policy:  
1.    Consistent with principles of public accountability, the Bureau expects all members to accurately account for hours worked and leave taken and submit timekeeping records in an expeditious manner.

2.    The reporting of work hours, including overtime (OT), and the payment for those hours will be in accordance with City Code and Human Resources Administrative Rules (HRAR), Bureau policy, wage and hour laws, and collective bargaining agreements.

Procedure: 
1.    General Administration.
1.1.    The Uniform Daily Assignment Roster (UDAR) will be the official record of entry. Digital copies will be kept in the UDAR for at least five (5) years for city records.

1.2.    Members who are exempt from OT under the Fair Labor Standards Act (FLSA) are not eligible for OT compensation, unless otherwise stated in a collective bargaining agreement or Emergency Declaration by the Mayor. Members who are not exempt from OT under FLSA are eligible for OT.

1.3.    OT must be authorized by a supervisor before working and cannot be authorized by the employee.

1.4.    Occasionally, a member is on sick leave pending approval of a claim for disability from the Fire, Police, Disability and Retirement (FPD&R) or the City’s Risk Management Office. After the claim has been approved and paid, FPD&R will send the member an Authorization to Transfer Disability Benefit form. Members must sign and return the form to the Fire, Police, Disability and Retirement to have sick leave reinstated.

1.5.    When UDAR submissions are sent back by the timekeeper, members should make corrections as soon as possible and resubmit the entry.

2.    Member Responsibilities. 
2.1.    Members shall report all regular hours worked and time off to a supervisor to be entered into the UDAR. Each member is responsible for reviewing their biweekly schedule on the My UDAR tab at least once a pay period

2.2.    Members shall enter all overtime (OT) into the paperless OT module in the UDAR. 
2.2.1.    Members shall submit their OT on the correct corresponding OT type slip (e.g. Regular OT, Callback, Court, Phone Call, Secondary Employment, District Council of Trade unions (DCTU)/Non-Rep Holiday Worked, and Emergency shift change).

2.2.2.    Members shall accurately enter clock times for each OT request.

2.2.3.    Members shall note the nature of the work (e.g., callback, community event, union OT, meeting, etc.) in the notes section for Supervisors. 
2.2.4.    Members shall enter all OT into the paperless OT module in the UDAR no more than 30 minutes before the OT assignment ends and are expected to submit the OT entry by the start of their next shift. Members shall submit OT no later than 2 weeks after OT has been worked. 
2.2.4.1.    When OT is worked on a member’s day off, while on vacation, or other leave, members shall enter OT into the UDAR no later than the beginning of the member’s next regular shift.  
2.2.5.    For OT entries for time worked more than two weeks prior to entry into UDAR., members must provide an explanation and their OT entry must be approved by the Responsibility Unit (RU) Manager or designee. Members who are re-submitting a request that was returned for correction are exempt from this requirement.

2.3.    Members may review all submitted OT slips in the UDAR OT module and see approved dates.

2.4.    All UDAR entries will be available for individual members to review or print for personal records. Members shall promptly review their paychecks to ensure the accuracy of hours paid, premiums paid, OT paid/comped, and to ensure any time off taken within the pay period is accounted for. Members shall promptly report to their timekeeper or immediate supervisor any inconsistency that may not accurately reflect their time records.

3.    Supervisor Responsibilities: 
3.1.    Supervisors shall approve the accuracy of the information entered into the UDAR. This includes but is not limited to the following: OT entries, absences, and regular schedules (with digital approval daily). Some Supervisors will need to make sure the accuracy of information entered for On Call and Kennel Pay are accurate prior to approvals. 
3.1.1.    Supervisors shall approve the UDAR daily, even when all members of the entire unit are off on their weekends or regular day off (RDO).

3.2.    When members are assigned to attend any training, travel, or other temporary assignments, supervisors shall ensure supporting documents are consistent with the member’s start and end times for regular and OT hours reported in UDAR.

3.3.    Supervisors shall coordinate vacation, training, and other related staffing requirements to minimize staffing shortages.

3.4.    Supervisors shall ensure members perform in a manner that minimizes the need for OT. For example, supervisors could reassign any non-emergency service requests occurring near shift changes, to incoming shift members, or could assign the completion of police reports to only the minimum number of members integral to a case.  

3.5.    Supervisors shall ensure all OT is authorized in advance unless unforeseen circumstances exist.

3.6.    Supervisors shall ensure that OT is accurately entered into the UDAR OT module in accordance with the Business Services Division’s procedures and deadlines.

4.    RU Manager Responsibilities: 
4.1.     RU Manager shall evaluate all aspects of assignments in the RU to determine if OT is justified or if performance may be managed in a way that minimizes the need for OT.
4.1.1.    OT requests that are submitted two weeks or more after the member worked an OT shift must be approved by the RU Manager, or designee.

4.2.    RU Manager shall monitor OT reports and identify any unusual, unexplained, or disproportionate OT expenditures. For example, an unexplained change in OT when compared to similar time period or activity, or a significant increase in OT expenditures at a rate that could negatively affect the Police Bureau’s budget.

4.3.    RU Managers shall have an established Standard Operating Procedure in place to ensure timekeeping documents are accurate and reported expeditiously to the Business Services Division (BSD).

5.    BSD Responsibilities: 
5.1.    BSD personnel shall accurately account for reported time while consistently applying timekeeping rules.
5.1.1.    The Bureau of Human Resources and the Police Bureau’s Personnel Division will interpret all bargaining agreements when necessary.

5.2.    BSD personnel shall prepare and analyze timekeeping documents for processing by Central Payroll.

5.3.    BSD personnel shall report to RU Managers any changes made to payroll documents, or inconsistency or patterns of concern found within their submitted timekeeping documents.

Effective: 07/05/2024
Next Review: 07/05/2026

Upcoming and Recent Changes

210.30 Timekeeping (Including OT)

Effective Date

0210.30, Timekeeping including Overtime

Effective Date

Search Code, Charter, Policy

Back to top