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HPM Quizzes > 11.1 Administrative Procedures > Flashcards

11.1 Administrative Procedures Flashcards

1
Q

Are travel expenses for interviews reimbursable?

A

No.

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2
Q

When is per diem allowed? How much distance?

A

When on travel status more than 50 miles from HQ. Not allowed if within 50 miles of residence.

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3
Q

What is travel status?

A

Employee is more than 50 miles from HQ and more than 50 from his/her residence.

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4
Q

Can overtime meals be claimed while on travel status?

A

No.

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5
Q

When are receipts for business expenses needed?

A

Over $5.

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6
Q

What is a long term assignment?

A

Any assignment of 31 days or more to a given location other than the employee’s headquarters.

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7
Q

When are receipts required for lodging?

A

Always.

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8
Q

Can an employee claim sick leave while on travel status?

A

Yes. 3 days maximum.

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9
Q

What is the minimum request for a travel advance?

A

$25.

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10
Q

A travel advance should not exceed estimated expenses for _______ days

A

30 days.

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11
Q

If a travel advance is not used for some reason, when does it have to be returned to the Dept?

A

Within 30 days of issuance.

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12
Q

When do travel advances have to be requested?

A

Within 2 weeks of the trip.

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13
Q

Who reviews travel advances?

A

The reviewing officer, most likely the LT.

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14
Q

What per diem can be claimed on travel status for less than 24 hours?

A

Lodging with a receipt, breakfast and dinner.

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15
Q

Can lunch be claimed for travel status less than 24 hours?

A

No.

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16
Q

What is the maximum amount of OT meals that can be claimed in 24 hours?

A

Three.

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17
Q

Can expenses for out of state travel be placed on the same TEC as regular travel?

A

No. Out of state expenses go on separate TEC.

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18
Q

How often are TECs submitted?

A

Not more than once a month.

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19
Q

Are there exceptions?

A

If a claim is less than $10, it can be placed on the next months TEC.

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20
Q

Employees who qualify for relocation status may claim per diem allowances for a maximum of ______________ days.

A

60 days.

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21
Q

In order to qualify for relocation per diem, the move must be a minimum of how far?

A

50 miles plus the number of miles between the old residence and old headquarters.

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22
Q

What items are field commands authorized to sell?

A
  • Copies of collision reports (parties of interest).
  • Photographs for Accidents and Investigations.
  • Discarded tires, junk batteries, and used rotors.
  • Other records (in accordance with Ch. 4, paragraph 4).
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23
Q

When are supplemental reports to a TC report provided to interested parties?

A

Upon request.

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24
Q

What is the fee for counter reports?

A

Free if the involved party wants a copy when they complete it. $10 if they want a copy of the finished official report..

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25
Q

What is the fee for photographs?

A

The cost to the Department to process the photos, including tax

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26
Q

Do agencies that get TC reports for free from the Department have to pay for photographs?

A

Yes. Same cost as anyone else.

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27
Q

What is the cost of prepaid vouchers for TC reports?

A

$250 for 25 vouchers.

28
Q

One voucher equates to what?

A

25 page report. If report is over 25 pages, use another voucher.

29
Q

What is the fee for copies of Dispatch audio recordings?

A

$5

30
Q

What vehicle items are field commanders authorized to sell?

A

Discarded tires, junk batteries, and used rotors.

31
Q

How many bids are required for the above items?

A

Three.

32
Q

Can departmental employees bid on items for sale?

A

Yes. Any CHP employee may bid on or purchase surplus,used, or unclaimed property offered for sale to the general public.

33
Q

What can departmental employees NOT bid on due to conflict of interest?

A

Motor vehicles awarded to the CHP by court order.

34
Q

What do commands have to provide to each requester for witnesses fees?

A

CHP 167, Civil Court Information.

35
Q

When the fees are paid, what do commands have to provide to the requester?

A

A receipt.

36
Q

Can witness fees be paid in cash?

A

Yes, but the cash is converted to a money order for processing.

37
Q

If a refund for witness fees is requested, how is it handled? Who approves it?

A

Commander approves it, submits request on memo to FMS, Reimbursable Services Unit.

38
Q

Are counter receipts numbered and subject to departmental audit?

A

Yes.

39
Q

When can sequential numbers on counter receipts be skipped?

A

Never.

40
Q

Can counter receipt books be transferred between commands?

A

Yes. CHP 266A, Credit Memo.

41
Q

When does the collection of fees at commands have to be forwarded to FMS (four instances)?

A
  1. $1,000 in cash.
  2. $10,000 in cash, checks, money orders, and warrants.
  3. Close of business each Thursday.
  4. If maximum amounts are collected before Thursday, a second CHP 230 must be prepared for the remaining days
42
Q

Are negative reports required?

A

Yes. Transmittal stating “no collections” sent on Fridays.

43
Q

Can the change fund be used to cash checks, money orders or cashier/travelers checks?

A

No.

44
Q

Shortages in the Change Fund of how much must be reported in writing to whom?

A

$6 or more to FMS.

45
Q

When does the shortage have to be reported?

A

NLT the first business day following the discovery of the shortage.

46
Q

What three reports are required for theft of the Change Fund?

A
  • STD 99, Report of Crime/Incident on State Property
  • CHP 216, Arrest Investigation Report
  • CHP 729, Uniform Crime Report.
47
Q

Who negotiates reimbursable services contracts?

A

The affected command.

48
Q

What are the exceptions?

A

Movie Details.

49
Q

When negotiating a RSC, what must commanders ensure?

A

Shall in no way reduce the normal and regular services of the Department.

50
Q

Does a RSC have to be written and approved before any services are performed?

A

Yes. Always.

51
Q

For all RSC, what is the departments cancellation policy?

A

Minimum 24 hours’ notice is required.

M-F, from 0800 to 1700 hours, weekends must be done on the previous Friday.

52
Q

If cancellation is less than 24 hours, what happens?

A

$50 to each uniformed employee. If the employee cannot be notified of the cancellation and shows up for the detail, minimum of 4 hours paid to each employee.

53
Q

Who assigns the special project reimbursable code?

A

Division OT coordinator.

54
Q

When does an investigation of an accident involving a state vehicle have to happen?

A
  • State vehicle is damaged or physically involved in the accident.
  • When it may be alleged that the person or property of others has been injured or damaged through the use or operation of state vehicle.
55
Q

Does there need to be physical contact with the state vehicle and other vehicle/object/person?

A

No.

56
Q

What are the commander’s responsibilities?

A

Ensure investigation completed and paperwork completed.

57
Q

Can the person involved in the state vehicle accident also investigate the accident?

A

Not normally.

58
Q

What agency do state vehicle accidents get reported to?

A

Dept of General Services / Office of Risk Management.

59
Q

When does the report have to be to DGS?

A

48 hours.

60
Q

What report document is used?

A

STD 270, Report of Vehicle Accident.

61
Q

Does DGS ever have to be notified sooner than 48 hours?

A

Yes, as soon as possible if a death, serious injury, illness, or substantial property damage occurs to a non-state party as a result of a vehicle accident.

62
Q

How are they notified if the above events occur?

A

By phone, leave a voice mail message if after business hours. Also send a preliminary report of the STD 270 by fax or email.

63
Q

What reports are required for reportable accidents?

A

(1) STD. 270, Report of Vehicle Accident.
(2) CHP 208, Accident Prevention Report.
(3) CHP 555/556, Traffic Collision Report, or if investigated by a local jurisdiction, that local agency’s accident report.
(4) CHP 121, Employer’s Report of Occupational Injury or Illness, when CHP employee is injured.
(5) CHP 442, Individual Accident, Injury and Safety Recognition Record.

64
Q

When do the STD 270 and CHP 208 need to be completed?

A

Within 48 hours.

65
Q

Does a STD 270 have to be completed for liability only incidents?

A

Yes.

HPM Quizzes (4 decks)

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