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22A – TIME MANAGEMENT Policy & Procedure Page 2 of 13 PROCEDURES A. Administration of the Time Management System 1. The Chief of Police through the Captain of Administration (or another designee) administers the benefits program for the Police Department. 2. Commanding Officers are assigned the task of managing day-to-day activities by approving routine requests for time off. The Chief of Police and Captain of Administration audit data entries; review requests for leave, and make discretionary decisions that are the privilege of the Chief of Police. Extraordinary requests for leave must be approved by the Chief of Police or his designee, typically the Captain of Administration. 3. When time allows, employees should request vacation, comp (compensatory time taken in lieu of overtime) and personal leave from their assigned Commanding Officer well in advance of the requested day(s). 4. This document cannot address every situation that may arise. If these guidelines are not followed, the Commanding Officer and the employee involved must document the incident. The Chief of Police and Captain of Administration will review the circumstances and make appropriate changes. 5. Holidays. Legal holidays recognized by the Town are determined at the beginning of each year by the Town Manager’s office and/or defined by a collective bargaining contract. B. Time Earned on New Year’s Day and Carry-Over 1. Benefits earned by employees will be measured by the hour with eight hours representing the typical duty shift for police officers and dispatchers. This standard shall have no bearing on the Town’s regular and holiday pay procedures. The “eight hour” standard is used for simplicity. However, some individual’s regular “day” may be calculated in 7 hours, 7.5 hours or 8 hours. 2. The smallest unit of measure will be ½ hour. Exception: comp time may be earned in quarter hour increments. The various contracts may articulate the smallest unit of measure for purposes of detail billing. 3. On January 1st of each year, the following benefits will be credited to each employee unless otherwise specified in a contract. a. Personal Days. b. Vacation leave. c. If eligible, FLEX days for officers working a 5 &2 schedule or “12th” Holiday. d. Sick time is earned at 1.25 days per month. At the beginning of each year, employees will be credited with the 15 days they are expected to earn for that year. However, the employee is not entitled to the leave until such time as they earn it month to month. 4. Vacation, sick time and comp time qualify for carry-over from one calendar year to another with the following restrictions: