229 - Zone Substations

Question 1

Who is the owner of Order 229 - Zone Substations

Answer 1

Chief of Patrol

Question 2

The chain of command for Substation Officers is as follows:

Answer 2

a. Substation Officer.
b. Zone Administrative Sergeant.
c. Zone Administrative Lieutenant.
d. Zone Commander.
e. Chief of Patrol.

Question 3

Amongst their other duties, Substation Officers will Verifying through COPSMORE or the Records Unit, prior to distributing any Domestic Violence reports, that a request for confidentiality was completed by the victim. Officers will redact personal information from the report before distributing the report to anyone other than _____.

Answer 3

the victim

Question 4

Light duty officers will carry a concealed firearm if _____ and _____ in accordance with agency leave policy.

Answer 4

physically and mentally able

Question 5

Officers assigned to the Patrol Substation will not handle the following: (3)

Answer 5

a. Felon registration;
b. Adult entertainment applications; and
c. Fraud cases where an individual states that someone has used his name or other personal information (e.g., social security number, driver’s license number) when arrested or to obtain a driver’s license.

Question 6

Every public records request handled at the substation will be input into _____

Answer 6

GovQA.

Question 7

All extensive public records requests that require more than _______ to process, will be input into GovQA and forwarded to _______

Answer 7

30 minutes

the Public Records Unit.

Question 8

If a public records request is forwarded to the public records unit from the zone substation, the requestor will be given a card with _____

Answer 8

the request number and Records Unit contact information

Question 9

All personnel who will be operating the register must be included on an approved ________.

Answer 9

Position/Persons Authorized to Accept and Disburse Cash form (P-1746)

Question 10

Updated Position/Persons Authorized to Accept and Disburse Cash forms (P-1746) are to be submitted to the _______.

Answer 10

JSO Budget Division

Question 11

Passwords for the cash register will be assigned to each employee who will be entering transactions to provide individual accountability to transactions being entered. The passwords should be assigned and controlled by _____. Passwords will be kept confidential and be used for all cash register transactions.

Answer 11

supervisory personnel

Question 12

The cash registers will be programmed to require _______.

Answer 12

individually assigned passwords

Question 13

Zone Substation Personnel: At no time shall the register operate without a _______. The _____ maintains a continuous record of transactions.

Answer 13

duplicate record of transactions (i.e., journal, duplicate tape)
master tape

Question 14

When the register tape runs low, change the tape. Remove the master tape and the employee will clearly write _______ on the tape. Place the tape in storage by date in a secured location.

Answer 14

the date, initials, and identification number

Question 15

Substation: To accept a credit card as payment, the amount must be over _____.

Answer 15

$1.00

Question 16

All refunds, voids, “No Sale” transactions, or other cash register errors will be documented in a _____, signed off in the log by a witness and approved by a _____

Answer 16

hardcopy printed version of the P XXXX – “Monthly Cash Register - Unusual Transaction Log”
supervisor.

Question 17

_____ provides the total amount of cash and checks tendered for the day.

Answer 17

The “Z” function

Question 18

_______ provides totals by register transaction codes.

Answer 18

The “Z” function

Question 19

How often does the Z function have to be run?

Answer 19

The “Z” tape must be run each day, even if no transactions occurred during the day.

Question 20

_____ employees will count and verify the daily receipt of checks and cash using the _____

Answer 20

Two

electronic Substation Cash Count Form (P-0547e).

Question 21

This form captures the date and time of the cash count automatically.

Answer 21

electronic Substation Cash Count Form (P-0547e).

Question 22

Any overages or shortages must be noted where?

Answer 22

in the bottom section of electronic Substation Cash Count Form (P-0547e)

Question 23

The electronic Substation Cash Count Form (P-0547e) is signed (including ID#) indicating the funds agree with the “Z” tape and that a _____ has verified the information and is in agreement.

Answer 23

second employee

Question 24

In the event only one employee is available to count the cash, a second employee will recount and verify the previous day’s receipts when?

Answer 24

the following morning, but prior to opening for business.

Question 25

Whiteout is prohibited on the cash count forms. If necessary, the proper method of making a change is to _____. The change should be noted with _____ of the employee making the change and the date the change was made.

Answer 25

line through the incorrect information

the initials and JSO ID

Question 26

Overages and shortages must be noted in the bottom section on the _____ and regardless of the discrepancy, shall be signed off and approved by a _____.

Answer 26

Substation Cash Count Form (P-0547e)

supervisor

Question 27

Shortages and Overages will be documented on a Monthly _____.

Answer 27

Cash Register - Unusual Transaction Log

Question 28

In accordance with City policy, deposits will be made at least _____ OR if the amount in the safe meets or exceeds _____.

Answer 28

weekly;

$500.00

Question 29

A designated employee will remove the cash from the safe and will turn it over to the _____, or in their absence, _____, for deposit preparation.

Answer 29

Zone Secretary;

an employee who does NOT handle counter transactions

Question 30

_____, or in their absence, _______, will count the funds to verify they match the daily “Z” tape.

Answer 30

The Zone Secretary;

an employee who does NOT handle counter transactions

Question 31

Making Depotits: The sealed envelope is transferred to _______ who takes the deposit to the Tax Collector’s Office.

Answer 31

an employee designated by the Zone Commander

Question 32

Deposits: The Budget Division will perform a _____

reconciliation to the City’s accounting system.

Answer 32

monthly

Question 33

Deposits: Errors noted during the reconciliation process will be communicated by _____ to the appropriate _____ with a copy to the _____ and _____

Answer 33

Budget Division personnel
Zone Commander
Chief of Budget and the Internal Audit Unit.

Question 34

A _____is used for customers with charge accounts.

Answer 34

Request for Police Reports and Services Form (P-0795)

Question 35

The completed charge slips Request for Police Reports and Services (P-0795) are placed in the outgoing mailbox to be routed to _____.

Answer 35

Central Records

Question 36

An independent accounting of cash and cash equivalents will be performed _______ by each zone.

Answer 36

quarterly

Question 37

The _____ or _____ may conduct periodic and unannounced, independent audit of the front counter receipts and accounting procedures.

Answer 37

City Auditor or the Compliance Section

Question 38

The results of the front counter receipts and accounting procedures audits are forwarded through the chain of command to the _____.

Answer 38

Chief of Patrol

Question 39

Is Fingerprinting for Concealed Firearms Application are done at substations?

Answer 39

no

Question 40

Can evidence be stored at a substation overnight if the need arises?

Answer 40

No evidence will be stored at the substation and will be submitted to the Property Room by the end of the business day.

Question 41

_____ are responsible for the security of substation, exterior, and parking lots.

Answer 41

Substation Officers

Question 42

Substation Officers will complete, at a minimum, _____ walks around their substation per day.

Answer 42

two

Question 43

Any change in Zone personnel can result in changes to alarm codes, door codes, safe combination, etc. The required change will depend on the access codes/combinations the officers were provided based on their assigned duties. Contact the _____ for proper vendor contacts.

Answer 43

Budget Division

Question 44

Substation Officers will be required to wear Class A uniforms unless directed otherwise by the _____.

Answer 44

Zone Commander

Question 45

Register tapes, deposit slips, and other accounting data will be maintained chronologically and in a manner, which prevents destruction. Records will be retained for a minimum of _____ per General Records Schedule GS1-SL.

Answer 45

5 fiscal years

Question 46

Zone Substation: Adhere to all the record retention procedures outlined in Order 431 (Central Records). Records are maintained and secured for a minimum of _____.

Answer 46

5 years