400-18 RESPONSIBILITY FOR CITY AND OTHER GOVERNMENT PROPERTY Flashcards
All employees are responsible for the security of City and other government property and services. Employees shall protect such property as defined herein from loss, damage, destruction, or misuse. When City or other government property or services are lost, stolen, or damaged, employees shall report the matter to their immediate supervisor. Supervisors shall…
take appropriate steps to ensure City and other government property is protected from misuse
City Property.
For the purposes of this General Order, City property is any item belonging to the City that is not consumable or disposable by design.
Value
The property’s value as determined by the office or division responsible for issuing the property. Specifically, value refers to the replacement cost of the property.
REPORTING AND INVESTIGATING
Property Valued More than $200
If the value of lost, damaged, or stolen City property is more than $200, an investigation shall be conducted in accordance with the department’s disciplinary system. In addition, employees shall do all of the following:
a. Report the incident immediately to their supervisor.
b. Ensure an incident report is generated that includes a complete description of the property (e.g., size, color, and model and serial numbers).
The employee’s immediate supervisor shall issue a ____ notice to the employee and conduct a preliminary investigation. The supervisor’s investigation shall include all of the following:
c. A copy of the incident report.
d. _____ letter to the division commander.
e. Supervisor’s administrative letter to the division commander.
The supervisor’s administrative letter shall state…
1) 48-hour
2) Employee’s administrative
3) the property’s value and estimated replacement or repair cost.
REPORTING AND INVESTIGATING
Property Valued More than $200
The HPD division or unit purchasing or distributing the property shall ____
The ______forms shall be completed and shall state the amount to be paid by the employee. These forms are located on the department’s Intranet Portal under Documents in General> Departmental Forms> IAD.
1) determine the value or cost.
2) Lost/Damaged Property Rating Matrix and Reimbursement Agreement for Lost, Stolen, or Damaged City Property
REPORTING AND INVESTIGATING
Property Valued More than $50 up to and including $200
If the value of lost, damaged, or stolen City property is more than $50 up to and including $200, employees shall report the incident immediately to their supervisor.
The concerned division may conduct a supervisory intervention if…
An administrative letter prepared by the employee’s supervisor shall be completed stating…
1) culpability exists, there are no special circumstances (see section 2, Special Circumstances), and the employee accepts responsibility and makes restitution (see section 5, Payment of Restitution or Reimbursement.
2) the amount to be paid by the employee
REPORTING AND INVESTIGATING
Property Valued $50 or Less
If the value of lost, damaged, or stolen City property is $50 or less, employees shall report the incident immediately to their supervisor.
The supervisor shall…
If there are no special circumstances (see section 2), the property may be replaced or repaired by the City at no cost to the employee and no further action shall be taken.
conduct a preliminary investigation to determine culpability
REPORTING AND INVESTIGATING
Property With No Value
Employees shall immediately notify their supervisor when City property has been
lost, stolen, or damaged even if the property has no intrinsic value due to usefulness, condition, or life expectancy.
The supervisor shall…
If there are no special circumstances, the property may be replaced or repaired by the City at no cost to the employee. No further action or discipline shall be taken.
conduct a preliminary investigation to determine culpability
SPECIAL CIRCUMSTANCES
Regardless of the value of the lost, stolen, or damaged property, a supervisor may order a disciplinary investigation any time one or more of the following special circumstances is present. The incident:
a. Compromised ____.
b. Caused _____ to the Police Department.
c. Was part of a _____ by the same employee.
d. Occurred because of _____ circumstances.
e. Involved _____ of City or other government property or
services.
If one or more of these special circumstances exists, the employee is subject to
the full range of discipline as indicated in the department’s Corrective Action Manual.
a. Compromised security.
b. Caused significant embarrassment or harm to the Police Department.
c. Was part of a pattern of misconduct by the same employee.
d. Occurred because of negligent or flagrant circumstances.
e. Involved misuse or unauthorized use of City or other government property or
services.
MAJOR AWARDS
Major awards and award pins (see General Order 200-20, Awards and Commendations) that are lost or stolen may be replaced for the employee receiving the award or a surviving spouse by contacting the department’s _____
awards coordinator.
PAYMENT OF RESTITUTION OR REIMBURSEMENT
Employees making restitution shall do so per the supervisor’s administrative letter or Reimbursement Agreement, as applicable. Employees making restitution via the single payment reimbursement option shall be directed to contact the _____ within 15 calendar days of receipt of the order to make an arrangement for payment.
The supervisor’s administrative letter for restitution or the Reimbursement
Agreement form indicating the amount to be paid by the employee shall be presented to the Office of Budget and Finance.
Single payment reimbursements shall be accepted with only ____.
1) Office of Budget and Finance
2) exact cash or check
PAYMENT OF RESTITUTION OR REIMBURSEMENT
For reimbursement payments made via payroll deductions, employees shall follow
the instructions in the Reimbursement Agreement.
The City of Houston _____ Department, Payroll Services will forward a reimbursement payment plan to the concerned employee, who shall then have 15 calendar days in which to contact _____ to confirm a reimbursement payment plan.
1) Administration and Regulatory Affairs (ARA)
2) Payroll Services
REPLACEMENT OF PROPERTY
Divisions responsible for issuing property to employees may establish additional procedures regarding the replacement of lost, stolen, or damaged property. Such procedures shall be documented in the _____ and shall not conflict with this General Order.
Employees shall comply with these additional procedures.
division’s standard operating procedures
OTHER GOVERNMENT PROPERTY
When government property other than City property is lost or stolen, employees shall follow the procedures established by this department for ______ regardless of the actual value of the property (see section 1, Reporting and Investigating).
Restitution to the City shall not be an available option for other government property.
City property valued at more than $200
