11.1, Administrative Procedures Flashcards
When claiming expenses, employees shall attach approvals to the ____________.
CalATERS transmittal page
HPM 11.1, Chapter 2
Lodging, meals, and incidental expenses incurred while on travel status are known as __________.
Per Diem expense
HPM 11.1, Chapter 2
An employee may obtain a __________ to cover travel expenses before the travel actually occurs.
Travel advance
HPM 11.1, Chapter 2
Approval must be obtained from __________ before an employee can request a travel advance.
Supervisor
HPM 11.1, Chapter 2
Unless extenuating circumstances exist, employees shall not be issued more than ______ travel advance(s) at a time.
One
HPM 11.1, Chapter 2
Employees shall clear their travel advances no later than ________ days after the trip by either submitting expense claims and/or remitting funds to clear the remaining balances.
10 calendar days
HPM 11.1, Chapter 2
Employees shall book airline reservations using ________ or ________.
Concur or CalTravelStore
HPM 11.1, Chapter 2
Employees shall purchase ____________ airfares, when available.
Nonrefundable
HPM 11.1, Chapter 2
Use of a rental vehicle requires approval from _________.
Division chief or Commissioner
HPM 11.1, Chapter 2
True or False: when a rental car is obtained for state business, employees may extend, at their own expense, the rental period for personal use.
False (Separate arrangements must be made)
HPM 11.1, Chapter 2
True or False: passengers who are not on state business may be transported in a rental car that is paid-for by the Department.
False (the state contract does not extend insurance coverage to such persons)
(HPM 11.1, Chapter 2)
A CHP 263, Rental Car Justification, is required under what circumstances?
1) Renting a larger or upgraded vehicle
2) Refueling charges are incurred
3) Rate exceeds the state contracted rate
4) Renting from non-contracted vendor
(HPM 11.1, Chapter 2)
For security reasons, employees are required to show ______ forms of identification at the Enterprise rental counter.
Two
HPM 11.1, Chapter 2
True or False: employees are authorized to utilize Transportation Network Companies (such as Uber and Lyft) for ground transportation.
True
HPM 11.1, Chapter 2
When employees are authorized to use their privately-owned vehicle on state business, they may claim mileage reimbursement up to __________.
The Federal Standard Mileage Rate (FSMR) for the applicable tax year.
(HPM 11.1, Chapter 2)
With the exception of ________, employees shall not claim expenses arising from travel between home and headquarters (assigned office).
Call-backs
HPM 11.1, Chapter 2
True or False: employees may claim mileage for voluntary overtime.
False
HPM 11.1, Chapter 2
When claiming mileage to out-service training classes, how is the distance computed?
Distance between home and the training site, or distance from headquarters to training site, whichever is lesser.
(HPM 11.1, Chapter 2)
True or False: call-back mileage is considered taxable income and is subject to federal, state, and other applicable tax withholdings.
True
HPM 11.1, Chapter 2
When claiming court mileage on a regular work day, how is mileage computed?
Only the miles in excess of the regular commute may be claimed.
(HPM 11.1, Chapter 2)
When claiming court mileage on a day off (or entirely outside of the regular work shift), how is mileage computed?
Miles from home to court and back may be claimed.
HPM 11.1, Chapter 2
True or False: employees may utilize privately-owned motorcycles as a means of transportation to conduct official state business.
False
HPM 11.1, Chapter 2
True or False: employees may request a travel advance when a third party agrees to pay their travel expenses.
True
HPM 11.1, Chapter 2
True or False: employees required to have a Class A or B driver license as a condition of employment may submit a claim for reimbursement of that portion of the fee that exceeds the cost of the regular noncommercial Class C driver license.
True
HPM 11.1, Chapter 2
Employees whose residences are _____ miles or more from the Academy shall be housed at the Academy, when available, or shall obtain off-site lodging.
50 miles
HPM 11.1, Chapter 2
True or False: employees may claim incidentals while housed at the Academy for training.
True
HPM 11.1, Chapter 2
Privately owned vehicle mileage is not considered per diem and may be allowed within ______ miles of the employee’s headquarters or primary dwelling.
50
HPM 11.1, Chapter 2
When directed to report to the Academy or Clark Training Center, employees may claim ______ mileage.
Excess round-trip mileage when compared to the employee’s regular commute distance.
(HPM 11.1, Chapter 2)
Employees may claim one round-trip to their residence for every ______ weeks of training.
Three
HPM 11.1, Chapter 2
True of False: employees attending First-Line Supervisors’ Academy (FSA) may claim one round-trip to their residence during the training, even if their training commences in the middle of the first week.
True
HPM 11.1, Chapter 2
True or False: when an employee reports to the Academy for refresher training as a result of permissive reinstatement, the employee may claim travel-related expenses for the initial trip to the Academy.
False
HPM 11.1, Chapter 2
True or False: travel through or necessary stopovers or overnight lodging in a bordering state incidental to travel between two points within the state is considered in-state travel.
True
HPM 11.1, Chapter 2
True or False: out-of-state trips paid by a third party require the same approval as other trips.
True
HPM 11.1, Chapter 2
Travel advances outstanding over ______ days are considered reportable, taxable income.
120 days
HPM 11.1, Chapter 2
Meals claimed during travel of less than _____ are considered reportable, taxable income.
24 hours
HPM 11.1, Chapter 2
Lodging and per diem less than _____ miles from headquarters are considered reportable, taxable income.
50 miles
HPM 11.1, Chapter 2
True or False: overtime meals are not considered reportable, taxable income.
False
HPM 11.1, Chapter 2
True or False: court and call-back mileage are considered reportable, taxable income.
True
HPM 11.1, Chapter 2
Short-term allowance applies to travel of less than 24 hours, up to and including ______ days.
30 days
HPM 11.1, Chapter 2
Long-term allowance applies to travel extending ____ days or longer, or when the employee incurs lodging expenses in one location comparable to those establishments that cater to the long-term visitor.
31 days
HPM 11.1, Chapter 2
___________ allowance applies when employees change their place of residence due to a required change of headquarters.
Relocation
HPM 11.1, Chapter 2
_________ is defined as the place where an employee spends the largest portion of his or her working time or the place to which the employee returns upon completion of a special assignment.
Headquarters
HPM 11.1, Chapter 2
A receipt is required when claiming any reimbursement for any item of expense of _____ or more.
$25
HPM 11.1, Chapter 2
A receipt is required when claiming bridge/road tolls, streetcar, ferry fares, rapid transit system, taxi, prearranged transportation services, shuttle, or bus fares over _____.
$10
HPM 11.1, Chapter 2
A receipt is required when claiming parking fees over _____ for each continuous parking period.
$10
HPM 11.1, Chapter 2
A receipt is required when claiming telephone, fax, or other business charges related to state business over _____.
$5
HPM 11.1, Chapter 2
Per diem shall not be allowed at any location within _____ miles of an employee’s headquarters or primary dwelling.
50 miles
HPM 11.1, Chapter 2
Upon checking in to a hotel on state business, an employee may present a ________ form and request a waiver of transient occupancy tax.
Std. 236, Hotel/Motel Transient Occupancy Tax Waiver
HPM 11.1, Chapter 2
True or False: employees may not claim incidentals for the first day of an overnight trip.
True
HPM 11.1, Chapter 2
True or False: employees may claim reimbursement for lunch on travel of less than 24 hours.
False
HPM 11.1, Chapter 2
When on travel of less than 24 hours, employees may claim breakfast on trips beginning at or before _____ and ending at or after _____.
0600 hours; 0900 hours
HPM 11.1, Chapter 2
When on travel of less than 24 hours, employees may claim dinner on trips beginning at or before _____ and ending at or after ____.
1600 hours; 1900 hours
HPM 11.1, Chapter 2
When on travel of more than 24 hours, employees may claim breakfast, lunch, and dinner on the first day of travel.
True
HPM 11.1, Chapter 2
When on travel of more than 24 hours, employees may claim breakfast on trips beginning at or before _____.
0600 hours
HPM 11.1, Chapter 2
When on travel of more than 24 hours, employees may claim lunch on trips beginning at or before _____.
1100 hours
HPM 11.1, Chapter 2
When on travel of more than 24 hours, employees may claim dinner on trips beginning at or before ______.
1700 hours
HPM 11.1, Chapter 2
On the last fractional day of travel of more than 24 hours, employees may claim breakfast on trips ending at or after ______.
0800 hours
HPM 11.1, Chapter 2
On the last fractional day of travel of more than 24 hours, employees may claim lunch on trips ending at or after ______.
1400 hours
HPM 11.1, Chapter 2
On the last fractional day of travel of more than 24 hours, employees may claim dinner on trips ending at or after ______.
1900 hours
HPM 11.1, Chapter 2
True or False: employees staying in privately-owned homes while on travel status may claim meals and incidental expenses.
True
HPM 11.1, Chapter 2
Employees may claim overtime meals when required to work the total number of hours in their regular shift and at least ___ hours immediately before or after a regularly scheduled work day.
Two hours
HPM 11.1, Chapter 2
After the first overtime meal, an employee may claim an additional overtime meal for each additional _____ hour period.
Six
HPM 11.1, Chapter 2
No more than ____ overtime meals may be claimed for each 24-hour period.
Three
HPM 11.1, Chapter 2
Employees shall not claim overtime meals for the same period covered by per diem or when _________.
Meals are furnished by the Department
HPM 11.1, Chapter 2
Employees in a call-back situation, being paid for their time, may not claim an overtime meal unless actually performing work-related duties during the ___ hour period immediately following their shift.
Five
HPM 11.1, Chapter 2
All claims against the CHP in excess of $1,000 must be filed with the ___________.
Government Claims Program
HPM 11.1, Chapter 9
(HPM 100.86, Chapter 6)
When a person claims to have suffered a loss (due to CHP actions) of $1,000 or under, he or she shall be provided with a __________ form.
CHP 287, Claims of $1,000 or Less
HPM 11.1, Chapter 9
(HPM 100.86, Chapter 6)
When a CHP 287, Claims of $1,000 or Less is submitted to an Area, a _______ shall also be completed and submitted.
CHP 268, Risk Management Potential Civil Litigation Report
HPM 11.1, Chapter 9
(HPM 100.86, Chapter 6)
The __________ Program is designed to provide timely payment to those persons who have suffered damages as result of CHP actions and in which we are clearly liable.
Expedited Claim Settlement Program
HPM 11.1, Chapter 9
(HPM 100.86, Chapter 6)
True or False: employees assigned to an Area office are authorized to accept a summons, complaint, writ, or other legal document for service naming the State of California, the CHP, or the Commissioner as a defendant.
False (refer to Attorney General or CHP Headquarters)
HPM 11.1, Chapter 9
True or False: employees may accept service of legal documents resulting from their official acts within the course and scope of employment which are directed at them personally and in which the state, the CHP, or the Commissioner are also named as individual defendants.
True
HPM 11.1, Chapter 9
The __________ provides legal counsel for eligible departmental employees in civil lawsuits arising out of an act or omission occurring within the course and scope of their employment.
Attorney General’s Office
HPM 11.1, Chapter 9
True or False: pursuant to Government Code Section 945.3, no civil lawsuit may proceed against a peace officer or the public entity employing a peace officer while criminal charges are pending in the matter before a California court.
True
HPM 11.1, Chapter 9
True or False: an employee who is a peace officer may be personally served a summons at his or her place of residence.
True
HPM 11.1, Chapter 9
True or False: if an employee fails to report a summons and complaint to the Office of Legal Affairs, a default judgment may result, making the employee personally liable for monetary damages.
True
HPM 11.1, Chapter 9
The state is self-insured for all tort liability claims, except those involving __________.
A privately-owned vehicle used to conduct state business..
HPM 11.1, Chapter 9
True or False: in order to receive legal counsel from the Attorney General’s Office, an employee must request such representation in writing.
True
HPM 11.1, Chapter 9
True or False: when named as a defendant in a civil lawsuit, employees have the option of hiring private counsel.
True
HPM 11.1, Chapter 9
Inquiries made of employees by attorneys or other individuals pertaining to any litigation (in which the Department is a defendant) should be referred to _________.
The Attorney General’s Office
HPM 11.1, Chapter 9
The Attorney General has been granted the authority to negotiate out-of-court settlements that do not exceed _________.
$35,000
HPM 11.1, Chapter 9
True or False: small claims actions may be filed against departmental employees.
True
HPM 11.1, Chapter 9
Should an employee become aware of any action filed against him or her by a Constitutionalist, the employee shall immediately notify __________.
The Area commander
HPM 11.1, Chapter 9
True or False: a state agency is not required to provide for the defense of an employee in a criminal action.
True
HPM 11.1, Chapter 9
True or False: the Attorney General’s Office may provide legal representation in a criminal matter.
False (it is a conflict of interest)
HPM 11.1, Chapter 9
True or False: private citizens are indemnified against injury, death, or damage sustained while assisting law enforcement or rescuing persons in immediate danger of injury or death as a result of fire, drowning, or other catastrophe.
True
HPM 11.1, Chapter 9
The maximum dollar amount for a claim of indemnification by private citizens is ________.
$10,000 plus reasonable attorney fees
HPM 11.1, Chapter 9
_____________ shall be immediately notified whenever a criminal investigation into the possible misconduct of a departmental employee is being conducted by a local law enforcement agency, grand jury, or the FBI.
The Case Management Unit
HPM 11.1, Chapter 9
The Commissioner or an employee of the Department may file a small claims court action to recover departmental losses within _____ years of the date of the last payment made on an account, or ______ years from the date of a valid promissory note.
3 years; 10 years
HPM 11.1, Chapter 9
The ________ form is utilized to inform victims of violent crimes of the availability of resources under the Victims of Violent Crimes Program.
CHP 170, Notice to Victims of Violent Crimes.
HPM 11.1, Chapter 9
A __________ is a crime or public offense, as defined in Penal Code Section 15, resulting in physical injury to a person.
Crime of violence
HPM 11.1, Chapter 9
True or False: a “crime of violence” includes events where injury or death was intentionally inflicted through use of a motor vehicle.
True
HPM 11.1, Chapter 9
True or False: a “crime of violence” includes all traffic collisions involving injury or death.
False (only where hit-and-run and/or DUI are involved)
HPM 11.1, Chapter 9
True or False: the term “victim of violent crime” includes family members who incur emotional injury as a result of the crime.
True
HPM 11.1, Chapter 9
True or False: the term “victim of violent crime” includes persons who legally assume the obligation, or who voluntarily pay medical or burial expenses incurred as a direct result of a death caused by crime.
True
HPM 11.1, Chapter 9
True or False: only California residents qualify for benefits under the Victims of Violent Crimes Program.
False (both residents and nonresidents qualify)
HPM 11.1, Chapter 9
How may a CHP 170, Notice to Victims of Violent Crimes, be delivered?
In person or by mail
HPM 11.1, Chapter 9
Is a copy of the CHP 170, Notice to Victims of Violent Crimes, required to be maintained at either the local Area office or CHP Headquarters?
No
HPM 11.1, Chapter 9
The _______ form is used to claim relocation expenses.
CHP 262, Travel Expense Claim
HPM 11.1, Chapter 3
Employees who qualify for relocation status may claim relocation per diem allowances for a maximum of _______ days, and only while actively searching for a new residence in their new headquarters.
60 days
HPM 11.1, Chapter 3
Employees may claim reimbursement for meal and/or lodging expenses for up to _____ days arising from trips to the new location for the sole purpose of locating housing.
14 days
HPM 11.1, Chapter 3
For relocating employees, an extension of up to ______ days may be granted by the appropriate Commissioner when it has been determined in advance that the change of residence is delayed as a result of unusual and unavoidable circumstances that are beyond the employee’s control.
30 days
HPM 11.1, Chapter 3
A relocating employee can claim expenses incurred en route to the new headquarters how may times?
Only once
HPM 11.1, Chapter 3
Requests to exceed the 60-day relocation allowance are submitted on a _________ form.
Std. 256, Moving/Relocation Expense Approval Request
HPM 11.1, Chapter 3
True or False: when change of official headquarters requires relocation and the settlement of a lease on the employee’s old residence, the employee may file a claim for reimbursement for actual and necessary costs to settle the unexpired lease.
True
HPM 11.1, Chapter 3
A claim for settlement of a lease must be submitted within _______ months following the new reporting date.
Nine months
HPM 11.1, Chapter 3
Claims for settlement of month-to-month leases may not exceed penalties for ________ days.
30 calendar days
HPM 11.1, Chapter 3
A ______ form is signed and approved by the Area commander when authorizing moving expenses incurred as a result of a promotion or involuntary transfer when certain distance requirements are met.
Std. 255 Moving Service Authorization/Employee Household Goods
(HPM 11.1, Chapter 3)
An employee may be reimbursed for household effects placed in storage-in-transit for a period not to exceed ________ days.
60 calendar days
HPM 11.1, Chapter 3
An employee who is required to change place of residence and qualified for moving and relocation reimbursement may receive up to _______ for miscellaneous expenses.
$200
HPM 11.1, Chapter 3
The ___________ online system is used for submission of travel expense claims.
California Automated Travel Expense Reimbursement System (CalATERS Global)
(HPM 11.1, Chapter 25)
Employees shall utilize the CalATERS system to request travel advances or submit travel expense claims except in what (four) circumstances?
1) Employee is assigned to resident post or other office without Internet connectivity
2) Employee is in transition between commands
3) Internet connectivity is disrupted by power outage or other natural disaster
4) Employee is requesting reimbursement for relocation costs.
(HPM 11.1, Chapter 25)
For those instances when an employee is unable to utilize the CalATERS system to request a travel advance or submit a travel expense claim, he or she completes a _______ form.
CHP 262, Travel Expense Claim
HPM 11.1, Chapter 25
To activate a CalATERS Global account, an employee must submit an approved _______ form to Fiscal Management Section, Travel/Revolving Fund Unit.
CHP 168, Activate/Inactivate/Modify CalATERS Access Request
HPM 11.1, Chapter 25
A copy of each CalATERS transmittal (with receipts) shall be kept in a central file at the command for ____ years or until audited, whichever comes first.
Four
HPM 11.1, Chapter 25
Each travel advance or expense reimbursement request shall be ______ for easy identification.
Uniquely named
HPM 11.1, Chapter 25
True of False: CalATERS claims for trips that are funded by federal or special funds may be grouped together as one claim.
False (a separate claim is required for each)
HPM 11.1, Chapter 25
True or False: employees shall not require individuals to disclose personal information which is not necessary and relevant to the lawful state function for which the employee is responsible.
True
HPM 11.1, Chapter 27
Each office within the Department disclosing information pursuant to the Information Practices Act shall keep an accurate accounting of each disclosure on a ______ form.
CHP 370, Personal/Confidential Information Disclosure Log.
HPM 11.1, Chapter 27
Employees intentionally seeking or using another individual’s personal information for their own interest advantage are subject to what consequences?
1) Disciplinary action, including dismissal
2) Misdemeanor or felony charges
3) Civil action
(HPM 11.1, Chapter 27)
The ____________ entitles every individual, whether an employee or not, to inquire about and be notified as to whether the Department maintains a record about him or her.
Information Practices Act
HPM 11.1, Chapter 27
A person requesting access to records under the Information Practices Act should be allowed to inspect them within ______ days of receipt of the request for current records or within _______ days if the records are stored or archived.
30 days; 60 days
HPM 11.1, Chapter 27
True or False: inspection of records pursuant to the Information Practices Act shall be made in the presence of departmental personnel.
True
HPM 11.1, Chapter 27
Materials that include information that could reasonably be expected to cause damage to personal and/or departmental security if disclosed shall be considered _______ and requires special handling.
Classified
HPM 11.1, Chapter 26
Criminal identification and investigation reports, internal intelligence information, and operational plans are examples of what classification level of material?
Law Enforcement Sensitive
HPM 11.1, Chapter 26
Any material that contains information that is exempt by statute, regulation, or court ruling from public disclosure is considered what classification level of material?
Confidential
HPM 11.1, Chapter 26
Items not identified as “confidential” that contain personal identification information of employees or civilians (e.g., Social Security numbers, personal telephone numbers, home addresses, etc.) shall be considered what classification level of material?
Sensitive
HPM 11.1, Chapter 26
What classification level is given to information or material that could reasonably be expected to cause serious damage to national security, citizens/personnel, or the Department if disclosed?
Secret
HPM 11.1, Chapter 26
What classification level is given to information or material that requires the highest degree of protection and that could reasonably be expected to cause exceptionally grave damage to national security, citizens/personnel, or the Department if disclosed?
Top Secret
HPM 11.1, Chapter 26
When transmitting material that contains classified information, the material (or assembled package of documents containing classified information) shall be covered by a ___________ form.
CHP 26, Classified Document Notice
HPM 11.1, Chapter 26
Chain of possession entries are required for what types of classified material?
Confidential, Secret, and Top Secret
HPM 11.1, Chapter 26
Chain of possession entries are not required for what types of classified material?
Sensitive and Law Enforcement Sensitive
HPM 11.1, Chapter 26
What shall employees do if they discover classified material for which they have no authorization to view.
Safeguard the material, notify commander, and immediately return the material to the commander.
(HPM 11.1, Chapter 26)
