Human Resources - Overtime and on call: police staff protocol (L1680)

1. Summary of changes

1.1 The following amendments were made to this procedure on 1 September 2024 - Kent Police staff rate of on-call updated to £27.00. 

2. What this protocol is about

2.1 This protocol applies to all police staff employed by Essex Police and Kent Police.

2.2 This protocol provides the details of the overtime and on-call allowances for police staff. It provides guidance to managers authorising claims and police staff claiming overtime and on-call payments.

2.3 All claims for overtime and on-call allowances must be factual, made with integrity and within the terms of this protocol. All claims must be legitimate and will be paid accurately and promptly.

Compliance with this protocol and any governing policy is mandatory.  This protocol is not, nor is it intended to be, contractual.

3. Detail the protocol

3.1 The overtime and on-call allowances for police staff in Essex Police are nationally agreed with Unison and governed by the police staff council handbook which is referenced in the table for Essex Police. In Kent Police the overtime and on-call allowances are locally agreed with Unison.

3.2 Please refer to the following links for either Essex Police or Kent Police for details of the respective overtime and on-call provisions:

Policy section number	Allowance	Essex Police PSC handbook reference	Kent Police
3.2.1	Payment for working additional hours/overtime payments Grade A – F inclusive Scale 6/SCP 28 or below Grade G – I inclusive Grade SO1/SCP 29 – PO6/SCP 5	Reference: page 21, 22, section 10	Click on link and Scroll down to 3.2.1
3.2.2	Time off in lieu (TOIL) for working additional hours	Reference: pg 22	Click on link and scroll down to 3.2.2
3.2.3	Additional hours for part-time/job share staff	Reference: page 22, section 10, page 27 section 18	Click on link and scroll down to 3.2.3
3.2.4	Shift payments and payments for unsocial working	Reference: page 24, 25, section 11, 12	Click on link and scroll down to 3.2.4
3.2.5	Public holidays	Reference: page 26 section 16	Click on link and scroll down to 3.2.5
3.2.6	Rest day - payments for short notice changes to rostered shifts	Reference: page 25, section 13, 14	Click on link and scroll down to 3.2.6
3.2.7	Non-working days – payments for part-time staff or those working a flexible or variable shift	Reference: page 25, section 13, 14	Click on link and scroll down to 3.2.7
3.2.8	On-call or standby If there are any additional roles to be added to list of staff, please ensure that it is raised with chief officers to approve the inclusion of staff roles to receive on-call payments	Reference: page 26, section 17  Link to approved list of staff or departments who are eligible for on-call payments	Click on link and scroll down to 3.2.8 Link to approved list of staff or departments who are eligible for on-call payments
3.2.9	Recall to duty (Kent Police)	N/A	Click on link and scroll down to 3.2.9
3.2.10	SAP overtime claims for police staff - bank holidays, rest days and non-working days	N/A	Scroll to section 9 of this protocol.

4. Equality Impact Assessment (EIA)

4.1 This protocol has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment the protocol has been graded as having a low potential impact.

5. Risk assessment

5.1 Each force will ensure monitoring is in place for adherence to Working Time Regulations. There is a duty of care in terms of considering welfare for hours worked.

5.2 Officers and members of police staff engaged within the process must remain aware that they must follow the protocol correctly. A failure to fully adopt the principles set out in this protocol could lead to significant organisational risks relating to the reputation and financial position of both Essex Police and Kent Police.

6. Consultation

6.1 The following have been consulted during the formulation of this document:

• Essex Unison/Kent Unison
• Kent Federation
• Essex Health and Safety/Kent Health and Safety
• Essex Strategic Change Team
• Essex PSD Superintendent
• Essex Policy/Risk
• Essex Finance/Kent Finance
• Essex – Operational Planning
• Essex – RMU
• Media
• Essex LPA Commanders/Heads of Department
• Joint Equality and Diversity Co-ordinator
• SCD:
  • Central Authorities Bureau Manager
  • Crime Scene Investigation
  • Major Crime (Covering - Casualty Bureau (HOLMES Manager, Assistant HOLMES Manager, HOLMES Lead Indexer)
  • Fingerprint Department Staff
• IT / SAP Team
• Transport Services
• Joint Business Centre
• Learning and Development
• Procurement
• Estates
• Kent IT Security
• Kent Legal
• Kent Superintendents Association

7. Monitoring and review

7.1 This protocol will be reviewed by, or on behalf of, the HR Delivery Manager every two years to ensure it remains accurate, compliant with legislation and remains fit for purpose.

8. Governing force policy

Related force policies or related procedures (Essex)/linked standard operating procedures (Kent)

8.1 This HR protocol supports the overarching HR policy L1.

• L11320 Protocol – Working Time Regulations
• L11020 Protocol – Reward and Recognition

8.2      Data security

8.2.1 Essex Police and Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy – W1000 Policy – Information Management.

8.3      Retention and disposal of records

8.3.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy – W1012 Procedure/SOP - Records Review, Retention and Disposal.

8.3.2 We will only hold data for as long as necessary for the purposes for which we collected.