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

1.0 Summary of Changes

1.1 The following paragraphs have been amended in January 2025 - Section 2, paras 3.2, 3.3.8 and 9. 

2.0 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.
The Head of (HR Resourcing or HR Operations) may exercise discretion to consider reasonable exceptions to this protocol, on a case-by-case basis where clear rationale is provided.

3.0 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 Managing requirements for Overtime Provision

Overtime must be completed fully and accurately recorded by the claimant. It is claimed via ESS/SAP on an overtime claim form. There is a requirement on the Overtime Claim Form for an individual to ensure their working time is recorded on ESS / SAP prior to completing their claim, as their line manager will need to verify the correct hours are claimed. It may also be another line manager authorising the claim. However, the claim must be authorised by a line manager who is an authorised signatory and is able to confirm the legitimacy of the claim. There is guidance on claiming and authorising overtime via ESS/SAP.

Individuals must complete the Overtime Claim Form on ESS/SAP. It will only be paid if authorisation has been obtained in advance. In completing the form, there is a requirement to confirm that the claim is legitimate and in line with Force policy.

Line Managers will be notified that a claim has been sent to them for approval. The Approver will need to check the validity of the claim, including: date, overtime type and rate, whether the individual is full-time or part-time, the notice period and cost centre for the claim. If a claim is rejected the reason must be given.

On-call allowance is claimed via SAP Employee Self-Serve (ESS) within the Travel and Expenses application. To claim the payment, the role must be included on the approved list. If an individual is called out while on-call, an overtime claim will need to be submitted separately.

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

4.0 Equality Impact Assessment

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.

5.0 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.

6.0 Consultation

6.1 The following have been consulted during the formulation of this document:
• Essex Unison / Kent Unison
• Kent Federation
• Essex Health & Safety / Kent Health & 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:
o Central Authorities Bureau Manager
o Crime Scene Investigation
o Major Crime (Covering - Casualty Bureau (HOLMES Manager, Assistant HOLMES Manager, HOLMES Lead Indexer)
o Fingerprint Department Staff
• IT / SAP Team
• Transport Services
• Joint Business Centre
• Learning & Development
• Procurement
• Estates
• Kent IT Security
• Kent Legal
• Kent Superintendents Association

7.0 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.

8.0 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.

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 – W 1000 Policy – Information Management.

8.3 Retention & Disposal of Records
8.3.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 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.