229 - Zone Substations Flashcards
Who is the owner of Order 229 - Zone Substations
Chief of Patrol
The chain of command for Substation Officers is as follows:
a. Substation Officer.
b. Zone Administrative Sergeant.
c. Zone Administrative Lieutenant.
d. Zone Commander.
e. Chief of Patrol.
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 _____.
the victim
Light duty officers will carry a concealed firearm if _____ and _____ in accordance with agency leave policy.
physically and mentally able
Officers assigned to the Patrol Substation will not handle the following: (3)
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.
Every public records request handled at the substation will be input into _____
GovQA.
All extensive public records requests that require more than _______ to process, will be input into GovQA and forwarded to _______
30 minutes
the Public Records Unit.
If a public records request is forwarded to the public records unit from the zone substation, the requestor will be given a card with _____
the request number and Records Unit contact information
All personnel who will be operating the register must be included on an approved ________.
Position/Persons Authorized to Accept and Disburse Cash form (P-1746)
Updated Position/Persons Authorized to Accept and Disburse Cash forms (P-1746) are to be submitted to the _______.
JSO Budget Division
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.
supervisory personnel
The cash registers will be programmed to require _______.
individually assigned passwords
Zone Substation Personnel: At no time shall the register operate without a _______. The _____ maintains a continuous record of transactions.
duplicate record of transactions (i.e., journal, duplicate tape)
master tape
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.
the date, initials, and identification number
Substation: To accept a credit card as payment, the amount must be over _____.
$1.00
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 _____
hardcopy printed version of the P XXXX – “Monthly Cash Register - Unusual Transaction Log”
supervisor.
_____ provides the total amount of cash and checks tendered for the day.
The “Z” function
_______ provides totals by register transaction codes.
The “Z” function
How often does the Z function have to be run?
The “Z” tape must be run each day, even if no transactions occurred during the day.
_____ employees will count and verify the daily receipt of checks and cash using the _____
Two
electronic Substation Cash Count Form (P-0547e).
This form captures the date and time of the cash count automatically.
electronic Substation Cash Count Form (P-0547e).
Any overages or shortages must be noted where?
in the bottom section of electronic Substation Cash Count Form (P-0547e)
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.
second employee
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?
the following morning, but prior to opening for business.
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.
line through the incorrect information
the initials and JSO ID
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 _____.
Substation Cash Count Form (P-0547e)
supervisor
Shortages and Overages will be documented on a Monthly _____.
Cash Register - Unusual Transaction Log
In accordance with City policy, deposits will be made at least _____ OR if the amount in the safe meets or exceeds _____.
weekly;
$500.00
A designated employee will remove the cash from the safe and will turn it over to the _____, or in their absence, _____, for deposit preparation.
Zone Secretary;
an employee who does NOT handle counter transactions
_____, or in their absence, _______, will count the funds to verify they match the daily “Z” tape.
The Zone Secretary;
an employee who does NOT handle counter transactions
Making Depotits: The sealed envelope is transferred to _______ who takes the deposit to the Tax Collector’s Office.
an employee designated by the Zone Commander
Deposits: The Budget Division will perform a _____
reconciliation to the City’s accounting system.
monthly
Deposits: Errors noted during the reconciliation process will be communicated by _____ to the appropriate _____ with a copy to the _____ and _____
Budget Division personnel
Zone Commander
Chief of Budget and the Internal Audit Unit.
A _____is used for customers with charge accounts.
Request for Police Reports and Services Form (P-0795)
The completed charge slips Request for Police Reports and Services (P-0795) are placed in the outgoing mailbox to be routed to _____.
Central Records
An independent accounting of cash and cash equivalents will be performed _______ by each zone.
quarterly
The _____ or _____ may conduct periodic and unannounced, independent audit of the front counter receipts and accounting procedures.
City Auditor or the Compliance Section
The results of the front counter receipts and accounting procedures audits are forwarded through the chain of command to the _____.
Chief of Patrol
Is Fingerprinting for Concealed Firearms Application are done at substations?
no
Can evidence be stored at a substation overnight if the need arises?
No evidence will be stored at the substation and will be submitted to the Property Room by the end of the business day.
_____ are responsible for the security of substation, exterior, and parking lots.
Substation Officers
Substation Officers will complete, at a minimum, _____ walks around their substation per day.
two
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.
Budget Division
Substation Officers will be required to wear Class A uniforms unless directed otherwise by the _____.
Zone Commander
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.
5 fiscal years
Zone Substation: Adhere to all the record retention procedures outlined in Order 431 (Central Records). Records are maintained and secured for a minimum of _____.
5 years
