Purpose Statement

The Off-Roster Pay Request feature allows personnel to submit requests for compensation for work, training, or department activities that occur outside their regularly scheduled shift hours. This self-service capability enables staff members to document and request payment for activities such as training classes, callbacks, special projects, meetings, or other department-related work that falls outside their normal duty schedule. By providing a streamlined digital workflow, this feature ensures accurate payroll processing, maintains proper documentation for labor compliance, and reduces administrative burden on both personnel and payroll staff.

Background Information

In emergency services, personnel frequently perform work-related activities outside their regular shift assignments. These activities might include attending mandatory training, responding to callbacks during off-duty hours, participating in community events, working on special projects, or attending department meetings. All compensable time must be properly documented and approved to ensure accurate payroll processing and compliance with Fair Labor Standards Act (FLSA) regulations, collective bargaining agreements, and department policies.

The Off-Roster Pay Request system in First Due provides a centralized method for tracking all compensable time that occurs outside the normal shift schedule. When personnel submit a request, it appears in a pending queue where administrators can review the activity details, verify authorization, and approve the compensation before payroll processing. This visibility helps departments maintain accurate labor cost tracking, ensures proper budget allocation, and provides an audit trail for compliance purposes.

Common Use Cases:

• Requesting pay for training courses, certifications, or continuing education
• Documenting callback time for emergency responses during off-duty hours
• Submitting compensation requests for department meetings or administrative work
• Recording time spent on special projects or assignments
• Claiming pay for community events, inspections, or public education activities
• Tracking compensatory time or overtime hours worked outside regular shifts

Required Permissions

To request off-roster pay through the Shift Board, users need:

• Access Shift Board
  
• Access Scheduling 
  
• Off Roster - Add For Self

Video

Step-by-Step Guide

Step 1: Navigate to the Shift Board

Log into First Due and navigate to Scheduling > Shift Board from the main navigation menu. 

Step 2: Access the Off-Roster Request Function

Locate the Off Roster section on the Shift Board interface. Click the plus sign (+) icon positioned to the right of the Off Roster label. This opens the off-roster pay request form.

Step 3: Enter Your Information

In the name field, begin typing your name. The system will display matching results from your department's personnel roster. Select your name from the dropdown list to ensure proper attribution of the request.

Step 4: Select Request Details

Configure the following required fields for your off-roster pay request:

• Work Type: Select the category that describes the compensable activity (e.g., Training, Callback, Meeting, Special Project, Community Event, Inspection, Overtime, Administrative Work)
• Work Subtype: Choose a more specific classification within your selected work type, if applicable (options vary based on department configuration and may include specific training types, project names, or activity codes)
• Project Code: If your department uses project tracking for budgeting, grant funding, or cost center allocation, select the appropriate code; this field may be optional depending on your work type selection
  

Step 5: Specify Time Duration

Your department may use one of two methods for entering compensable time:

Option A: Duration-Based Entry

• Enter the total duration of your compensable time in the Duration field (e.g., 2 hours, 4 hours, 8 hours)
• The system will calculate the compensation based on the entered duration and applicable pay rates
  

Option B: Start/End Time Entry

• Enter the specific Start Time when your compensable activity began
• Enter the specific End Time when the activity concluded
• This method provides precise documentation for payroll processing and ensures accurate calculation of hours worked
  

Note: Your system will display only the method configured for your department—you will not see both options simultaneously.

Step 6: Add Supporting Notes (Optional but Recommended)

In the Notes field, provide detailed information about the compensable activity. Strong documentation improves approval speed and provides essential audit trail information. Consider including:

• Description of the work performed or training attended
• Location of the activity
• Authorization or pre-approval reference (if applicable)
• Supervisor or instructor name
• Reason the work occurred outside regular shift hours
• Any special circumstances relevant to the compensation request
  

Step 7: Submit Your Request

Click the Request button to submit your off-roster pay request. The system will immediately process your submission and display a confirmation.

Step 8: Monitor Request Status

After submission, your request will appear under the Off Roster section with a pending status indicator, showing that it is awaiting administrative review and approval. You can check the Shift Board at any time to see whether your request has been approved, denied, or requires additional information. Approved requests will be processed in the next applicable payroll cycle.

Best Practices

Do:

• Submit requests promptly after completing the compensable activity—same-day or next-day submission ensures accurate time documentation
• Provide detailed notes explaining the work performed, especially for activities that may require additional justification or verification
• Verify that you've selected the correct work type and subtype, as this determines pay rates, budget allocation, and compliance tracking
• Double-check start and end times for accuracy—discrepancies may delay approval or require correction
• Obtain pre-approval from your supervisor for discretionary activities when required by department policy
• Keep personal records of your off-roster activities, including training certificates, callback documentation, or supervisor authorization
• Submit separate requests for different activities or work types rather than combining multiple activities into a single entry
• Understand your department's policies regarding minimum callback duration, training compensation, and overtime eligibility

Don't:

• Submit requests for activities that occurred weeks or months earlier—late submissions complicate payroll processing and may be denied
• Exaggerate time or include non-compensable activities (such as commute time unless specifically authorized)
• Assume all department activities are automatically compensable—verify eligibility before submitting requests
• Round time entries inappropriately—follow your department's time-rounding policies
• Submit duplicate requests for the same activity—this creates confusion and processing delays
• Include unrelated activities in the notes field—keep documentation focused on the specific request
• Submit requests without supervisor knowledge for activities requiring pre-authorization

Tips for Success:

• Familiarize yourself with your department's compensation policies, FLSA classification (exempt vs. non-exempt), and eligible work types
• Photograph or scan training certificates, meeting agendas, or other supporting documentation for your records
• Set calendar reminders to submit requests promptly after completing compensable activities
• Communicate with your supervisor about upcoming training or special assignments to ensure proper authorization
• Review your submitted requests regularly to verify approval status before payroll cutoff dates
• Understand how different work types affect your regular pay, overtime calculations, and compensatory time banks
• Track your off-roster hours throughout each pay period to monitor labor hours and budget impact

Troubleshooting & FAQs

Q: I clicked the plus sign but nothing happened. What should I try?

A: First, verify that you have the necessary permissions to submit off-roster pay requests. Refresh your browser and try again. If the issue persists, clear your browser cache or try a different browser. Contact your system administrator if the problem continues, as there may be a configuration issue or your account may require additional permissions.

Q: My name doesn't appear when I search. What should I do?

A: Ensure you're typing your name exactly as it appears in the system (check for middle initials, suffixes, or alternate spellings). If you still can't find your name, you may not be properly assigned to a roster or shift in the scheduling system. Contact your supervisor or system administrator to verify your personnel record is correctly configured.

Q: Which work type should I select for my situation?

A: Work type definitions vary by department and determine pay rates, budget allocation, and compliance reporting. Training typically covers classes, certifications, and continuing education. Callback refers to emergency responses during off-duty hours. Meetings include staff meetings, committee work, or administrative sessions. Special Projects covers non-routine assignments. Consult your department's compensation policy manual or speak with your supervisor for guidance on proper classifications.

Q: How long does approval typically take?

A: Approval timeframes vary by department and depend on administrative workload and payroll processing schedules. Most routine requests are processed within 1-3 business days. Urgent requests near payroll cutoff may be expedited. Check with your department's scheduling administrator or payroll office for specific timelines and cutoff dates.

Q: Can I cancel or modify a request after submission?

A: Once submitted, requests typically cannot be edited through the interface. If you need to cancel or modify a request (for example, if you entered incorrect times), contact your supervisor or scheduling administrator immediately. You may need to submit a corrected request while the administrator cancels the incorrect one.

Q: What if my request is denied?

A: Denials typically occur due to lack of pre-authorization, ineligible activity types, missing documentation, budget constraints, or policy violations. Review the denial reason (if provided) and speak with your supervisor to understand the specific concern. You may need to provide additional documentation, correct time entries, or clarify the nature of the work performed.

Q: I submitted my request but don't see it under Off Roster. Where did it go?

A: Confirm that you clicked the "Request" button to complete the submission—unsaved drafts are not retained. Check that you're viewing the correct date range on the Shift Board. If you definitely submitted the request but it's not visible, contact your system administrator, as there may be a technical issue requiring investigation.

Q: How do I know which activities are compensable?

A: Compensability depends on your FLSA classification, collective bargaining agreement, and department policies. Generally, work-related activities performed at the employer's direction or benefit are compensable. Examples include mandatory training, callbacks, required meetings, and authorized project work. Voluntary activities, personal preparation time, and commuting are typically not compensable. When in doubt, ask your supervisor before performing the work.

Q: Does submitting a request guarantee payment?

A: No. All off-roster pay requests are subject to administrative approval based on policy compliance, budget availability, proper authorization, and accurate documentation. Requests may be denied if the activity was not pre-approved (when required), lacks proper documentation, or doesn't meet compensability criteria. Always obtain necessary approvals before performing discretionary work outside your regular shift.

Q: Can I submit requests for multiple people or on behalf of my crew?

A: Generally, the off-roster request system is designed for self-service use only. Each person must submit their own compensation request. If you have supervisory permissions and need to enter time for subordinate personnel, there may be alternative administrative functions available. Consult your system administrator about the appropriate workflow for entering requests on behalf of others.

Q: What happens if I miss the payroll cutoff for my request?

A: Late submissions will be processed in the next available payroll cycle. Some departments may allow retroactive adjustments for unusual circumstances, but policies vary. Submit requests as promptly as possible to ensure timely payment. Contact your payroll office if you have concerns about missed deadlines or delayed compensation.

Q: How should I handle callbacks that occur during multiple short periods?

A: Follow your department's minimum callback duration policy. Some departments pay a minimum (e.g., 2 or 4 hours) for any callback regardless of actual time worked. Others track actual time. Some require separate requests for each callback instance, while others allow combining multiple callbacks within a shift period. Consult your collective bargaining agreement or compensation policy for specific guidance.