HomeMy WebLinkAboutR&R 103.02 REVISED 02-2020_Trading Time
Beaumont Fire Department
RULES & REGULATIONS
103.02 – Trading Time
Effective: 2/20/20 Chief Earl White
Trading Time – There are three authorized types of trading time: Holding Over, Trading for
Time, and Trading without repaying Time. All three of these types of trades are a privilege
granted by the Fire Chief for the Memberships’ benefit, but are subject to the Fire Chief’s
authority for final approval. Administration of these trades is typically handled through the
Operations Deputy Chief’s and acting Deputies unless the Fire Chief makes an exception for
approval or denial of a trade.
1. Holding Over / Early Relief – Short periods of 3 hours or less at the beginning or end of a
shift where a Member arranges for someone to hold over for them or come in early for them.
1.1. These periods should be covered with someone of the same or higher rank whenever
possible. This can be arranged with approval of the station Captain who will be on duty
during the trade.
1.2. If someone of a lesser rank is requested, then it can be no more than 1 rank lower. This
trade then needs to be approved through the Deputy Chief.
1.3. Members actually working should not have any activities or assignments that conflict
with them holding over or coming in early unless they have gotten consent from the on-
duty Deputy.
1.4. Any upgrade or OT created by the ‘hold over/early relief’ will be the responsibility of
person requesting the trade.
2. General Trading Requirements (for all Trades)
2.1. Members cannot request a trade that will disrupt already scheduled activities for the
station, the crew, or the personnel involved in the trade.
2.2. If no one shows up to work the trade, the Member Requesting the Trade will have their
own leave time used to cover the absence. Leave time must come from Vacation or
Personal Leave first if available. As a last resort, Sick Leave shall be used if they have
no other time available. In the rare event that a Member has no time left, then the time
will be coded as Without Pay.
2.3. The Member Requesting the Trade must have no current training deficiencies greater
than 30 days. This may be appealed to the Deputy Chief if you feel there is mistake in
the deficiency lists.
2.4. Members working a trade time for someone else are not allowed to take their leave time
during that shift without penalty.
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3. Trading for Time – Two members of any rank who work in each other’s place for the same
number of hours on separate dates. There are separate requirements for both the member
wanting time off and the member actually working the trade date.
3.1. The Member wanting time off must meet all General Trading Requirements listed
previously in Section ‘2’.
3.1.1. The Member who works in place of another member:
3.1.1.1.Must not have called in sick (or injured) for themselves any hours of their
shift before the day they will be working.
3.1.1.2.Must receive special permission from the Deputy Chief to come in if they
used any hours of Emergency Family Leave on their shift before the day
they will be working.
3.1.1.3.Must have a Dr’s release if they had any lost hours due to an on the job
injury anytime during their shift prior to the day they will be working.
3.1.1.4.Must not have worked more than 60 continuous hours immediately prior to
this date.
3.1.1.5.Agree to find a suitable replacement and get the Deputy Chief’s approval if
they are unable to fulfill their obligation to work.
3.1.2. The Member wanting time off is responsible for sending in a request that
includes both Members who will be trading time and both Deputy Chief’s from
the Shifts that are involved.
3.1.2.1.Requests for trades will be made no later than 1900 hours on the shift prior
to the planned occurrence, and will be formalized via email, if at all
possible.
3.1.2.2.The notification must include who will be working for them and a date for
when they will repay the time.
3.1.2.3.The date will be scheduled in the current calendar year unless the request
st
occurs after December 1. If it occurs after December 1 then you may
schedule it within the next calendar year instead. You may reschedule the
date twice. After which, if the time has not been repaid then it will revert to
a Trade without repaying Time.
3.1.2.4.Requests with no date of repayment listed will be assumed to be Trades
without repaying Time.
4. Trading without repaying Time – One member takes time off by making personal
arrangements with another Member to work for them without repaying this time to the
Department.
4.1. The Member wanting time off must:
4.1.1. Meet all General Trading Requirements listed in Section ‘2’.
4.1.2. Send in a request to their Deputy Chief and the person who will be working for
them no later than 1900 hours on the shift prior to the planned occurrence, and will
be formalized via email, if possible. Approval for emergency requests after that time
are up to the discretion of the Deputy Chief.
4.1.3. Not have used sick leave (SK) or off-duty injury leave (RJ), FMLA leave (SF, FJ,
& FM), family sick leave (EF), taken Trades without Repaying Time (TP/RR), gone
without pay (WP), or been suspended without pay (SX) for a combined total of
more than 17% of a normal 12 weeks’ worth of hours worked at the time of the
request. Under Department worthy circumstances such as continuing education,
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professional development, or in times of illness or personal crisis, the individual
may appeal this requirement to the Fire Chief for an exception to this rule.
4.1.4. Maintain their work percentage until the time of the trade so that they do not
exceed the 17% requirements listed above.
4.1.5. Agree to reimburse the City for having any Member of a lesser rank work without
repaying the time in their place.
4.2. The Member who works in place of another member:
4.2.1. Must not have called in sick (or injured) for themselves any hours of their shift
before the day they will be working.
4.2.2. Must receive special permission from the Deputy Chief to come in if they used
any hours of Emergency Family Leave during their shift before the day they will be
working.
4.2.3. Must have a Dr’s release if they had any lost hours due to an on the job injury
anytime during their shift prior to the day they will be working.
4.2.4. Must not have worked more than 60 continuous hours immediately prior to this
date.
4.2.5. Agree to find a suitable replacement and get the Deputy Chief’s approval if they
are unable to fulfill their obligation to work. They will be responsible for
reimbursing the City if that member is of a lesser rank.
4.3. It is understood by both parties that any conflicts that arise in the negotiated arrangement
between the two individuals is the responsibility of the parties involved and not of the
Department.
5. Administration
5.1. The Deputy Chief when responding to a request may decline any trade in any category
if:
5.1.1. The request is not made in a timely manner as outlined earlier.
5.1.2. The request interferes with already planned events, personnel activities, or would
impair the efficient operation of the Shift.
5.1.3. Personnel do not meet the eligibility requirements as outlined earlier.
5.2. The Deputy Chief who approves a Trade without repaying Time must:
5.2.1. Run the ‘% missed’ report in Firehouse to determine eligibility of the request.
5.2.2. Notify the Administration staff on the day of the trade if a request requires
repayment for a Member of lesser rank working the trade.
5.3. The Deputy Chief making the schedule is responsible for making sure the correct coding
is used in Firehouse on the trade.
Firehouse
Payroll Code Description
TT/RR Trade for Time (Person Requesting the trade)
TP/RR Trade without repaying Time (Person Requesting the trade)
SQ Holiday Pay-Trade Time (1/2 OT rate—Person actually working)
SQ/UP Holiday Pay-Trade Time, with Upgrade Pay (Person actually working)
SQ/KD Holiday Pay-Trade Time, on Kelly Day (Person actually working)
SQ/KD/UP Holiday Pay-Trade Time, on Kelly Day with Upgrade Pay (Person actually working)
TT Trade Time (Person actually working)
TT/UP Trade Time, with Upgrade Pay (Person actually working)
TT/KD Trade Time, on Kelly Day (Person actually working)
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TT/KD/UP Trade Time, on Kelly Day with Upgrade Pay (Person actually working)
TT/VV Trade Time, on Vacation (Person actually working)
TT/VV/UP Trade Time, on Vacation with Upgrade Pay (Person actually working)
TT/VV Trade Time, on Vacation (Person actually working)
TT/VV/UP Trade Time, on Vacation with Upgrade Pay (Person actually working)
5.4. The Member actually working any shift is the Member who will receive any premium
pay due for that shift (such as Holiday Pay, Upgrade Pay, etc.)
5.5. Repayment for a Member of a lesser rank working is based on an average hourly amount
for each Grade and the total difference between the grades of the members involved.
This amount changes with each Contractual raise and is kept by the Admin secretaries.
They may be contacted if you need to know the rates in advance.
5.6. Repayment to the Department should be made within the current pay period if possible
or in following pay period at the latest.
6. Violations of Policy
6.1. Most violations of this policy will result in a minimum of a 6 month loss of all trading
time privileges.
6.2. The Deputy Chiefs will keep a list of any person receiving a 6 month loss of trading
privileges which includes the dates and the nature of the incident for reference in
approving future trades and for tracking repeat offenses to the policy.
7. Special considerations
7.1. For Members off on long term sick leave, disability, bereavement, or in other special
circumstances, trade time requests on their behalf will go directly through special
consideration of the Fire Chief.
7.2. Members who feel that their requests have not been handled correctly may use the
normal Chain of Command to appeal their requests or voice their concerns.
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