3-400 Timekeeping and Payroll

3-400 Timekeeping and Payroll



It shall be the responsibility of commanders to maintain accurate and current records of employees under their command. Commanders or supervisors who approve deviations from normal scheduling shall make proper notifications and ensure that employees complete the required forms.



Prior to attending Special Duty assignments that are less than a normal workday, employees shall make arrangements with their immediate supervisor regarding how the balance of their normal workday hours will be entered. Supervisors are accountable for keeping track of this time and reporting it correctly.

MPD Payroll personnel will track all Special Duty days, using the Personnel Orders to assure the Special Duty time is recorded properly and coincides with the employee’s normal work day.

Daily hourly totals must add up to an employee’s normal eight or ten-hour workday.


  • VACATIONS: Civilian employees certified to permanent positions prior to January 1, 1973 shall be allowed to accrue a negative balance in their vacation account. Such amount shall not exceed the anticipated earnings for the immediately succeeding 12-month period. (03/11/05)

Civilian employees hired after January 1, 1973 shall be authorized to utilize only vacation benefits actually accrued to the date of their return from vacation.

Sworn employees certified to permanent positions are allowed to accrue a negative balance in their vacation account. Such amount shall not exceed the anticipated earnings for the immediately succeeding twelve-month period.

  • PERSONAL LEAVE DAY: It is considered a vacation day for payroll purposes and is reported as such.
  • SICK AND VACATION TIME: All sick and vacation time is figured on an hourly basis. During each payroll period, the employee accumulates 1/26th of the yearly benefits.

3-404 PAYROLL CHECKS (03/18/02)


Payroll checks are mailed to the employee’s home by the City Finance Department for employees who do not utilize direct deposit. Direct deposit employees have the capability of retrieving the payroll advice via the City’s intranet site athttp://citytalk.ci.minneapolis.mn.us/index.asp and clicking on “Employee Self-Service,” or externally through the City’s internet site at www.ci.minneapolis.mn.us and clicking on “Apply for City Jobs” and then clicking on “HRIS Employee Self-Service.” (03/11/05)



The Chief of Police or his/her designee may place an employee on a departmental Administrative Leave whenever they are involved in a traumatic incident that may involve a life-threatening situation, serious injury or death, or under circumstances where an employee’s conduct justifies an immediate release from duty.

While on Administrative Leave, employees shall be available for investigative needs and to participate in an Employee Assistance Program or Peer Support Team session.

Note: MPD Administrative Leaves are not the same as City Administrative Leaves. Supervisors should contact MPD Payroll personnel for any questions.



A supervisor shall relieve an employee from duty with pay when:

  • An employee is involved in a serious or traumatic event such as a fatal accident or shooting.
  • A supervisor initiates a complaint involving potential disciplinary action in a serious matter.
  • When ordered to do so through the chain of command.

Prior to relieving an employee from duty, the supervisor shall notify the employee of the reason for the action. In serious incidents, the employee’s commander shall be notified immediately.

The supervisor shall also document the leave and forward copies of the memo to the employee’s Bureau Head, Commander or supervisor and MPD Human Resources.

Employees relieved of duty for medical examination shall contact MPD Human Resources immediately or at 0800 on the following business day.

MPD Human Resources will complete an order requiring the employee to see the MPD healthcare provider for medical evaluation. The letter will be signed by the Chief or a Bureau Head.



When an employee is placed on Administrative Leave due to a traumatic event, the Chief of Police or a Bureau Head shall mandate that the MPD’s Police Assistance Program staff provide appropriate counseling services to an employee.

Per the MPD’s Critical Incident Protocol, the employee on such Administrative Leave must meet with the Police Assistance Program staff or a Peer Support Team member prior to returning to full enforcement status or normal work duty.