CHAPTER 3 - CORRESPONDENCE/TRAVEL/EMPLOYEE ID

Question 1

Correspondence will be printed in letter-quality utilizing Times New Roman or Arial style, size __. Size 10 may be used to improve appearance or reduce the number of pages.

Answer 1

12

Question 2

Principles of effective writing:
The ____ is the departmental standard for needed guidance.

Answer 2

The Gregg Reference Manual

Question 3

The FAB will issue fuel credit cards for approved travel by County vehicle. Requests for credit cards will be submitted to the FAB at least __ days prior to travel date, when feasible

Answer 3

10

Question 4

Approval of the Director or his designee is required for travel outside of the immediate vicinity of Miami-Dade County, the area between and including West Palm Beach and Marathon Key, in a county vehicle. Due to insurance restrictions, no County vehicle will be authorized to travel outside the State on official county business without the permission of the ___, General Services Administration.

Answer 4

Risk Management Division- General Services Administration.

Question 5

Private Vehicles:
The use of privately-owned vehicles for official travel in lieu of county-owned vehicles or common carriers requires authorization by the __& __.

Answer 5

Director & OMB (OFFICE OF MANAGEMENT & BUDGET

Question 6

Travel Gasoline Credit Cards:

Credit cards may be picked up at the FAB within __ work days of travel.

Answer 6

3

Question 7

Business & Education Travel:
All requests for business or educational travel must be received by the Director’s Office with sufficient time to permit forwarding the request to OMB at least _ calendar days prior to the date of departure. The FAB will issue a T-Number, which is the authorizing travel number. Reviewing supervisors shall disapprove late requests if timely submission is not anticipated.

Answer 7

15

Question 8

If travel is of an educational nature, e.g., workshops or training courses, a Training Course Application MDPSTI - 24 is submitted instead of an action memorandum. Requests for educational travel must be received at the MDPSTI at least _ days prior to the event for travel within the state of Florida, and __ days for travel outside the State.

Answer 8

30 & 45

Question 9

TRAVEL TO A FOREIGN COUNTRY:
At least __ weeks prior to travel to a foreign country by any departmental employee on official business of any nature, the U.S. Department of State must be contacted for approval ( referred to by the Department of State as Country Clearance).

Answer 9

2

Question 10

Employees wishing to combine vacation with business or educational travel must have prior approval of the __.

Answer 10

Director

Question 11

A. Business or Educational Travel Which is Not Paid For or Reimbursed by an Outside Agency:

A TER will be prepared by the traveler and submitted through the element’s appropriate chain-of-command (to Chief) to the FAB within __ business days after return of the traveler.

Answer 11

3

*TER’s are used to account for monies which were advanced or for which the employee is requesting reimbursement. The original form must be submitted (photocopies are not acceptable).

Question 12

Any request for a Temporary Identification Card must be made with the approval of a supervisor with the rank of __ or higher.

Answer 12

Major

Question 13

The individual in charge of any group tour, meeting, or event with __ or more non-MDPD employees or visitors must notify the Warrants Bureau, Headquarter Security Unit (HSU) via e-mail to the group, “Headquarter Security Unit” as soon as possible. The e-mail notification shall include the date, time, and estimated number of visitors attending the event. A list of names of all attendees must be provided to HSU at least __ hours prior to the event.

Answer 13

10 & 48

Question 14

When a visitor’s pass is outstanding for more than _ hours, the Control Desk personnel will attempt to locate the visitor. If the visitor cannot be located, Control Desk personnel must submit the details of their investigation to the district’s Executive Officer or the on-duty Shift Commander, in the absence of the Executive Officer, for follow-up investigation. The Executive Officer, his/her designee, or the on-duty Shift Commander will attempt to locate the visitor, recover the pass, and investigate circumstances of the incident. The results of the investigation must be reported to the affected Police Major via memorandum within _ hours

Answer 14

4 & 24

Question 15

The Awards Committee will review award recommendations submitted by departmental employees. The committee will develop and forward recommendations for appropriate awards to the Director, with a copy to MRS, within _ days of the Awards Committee meeting.

Answer 15

30
*The Media Relations Section (MRS) Lieutenant is Chairperson of the Awards Committee and responsible for coordination of the recognition program

Question 16

____: Memorandums of a self-explanatory nature (usually one subject) other than action or transmittal memorandums.

Answer 16

Regular memorandum

Question 17

___A decision document used to obtain a requested action and one which requires the approval of one or more command level personnel in the chain-of-command or a County official not from the Department.

Answer 17

Action memorandum

Question 18

DISTRIBUTION LISTS:
Distribution ___ is for Command Personnel:
1. Director’s Office.
2. Assistant directors
3. Division chiefs.
4. Bureau/District commanders.
5. Police Captains.
6. Employees serving as Executive Officers within departmental elements.
7. Offices reporting to the Director or an assistant director.
8. Miscellaneous.

Answer 18

Distribution A

Question 19

DISTRIBUTION LISTS:
Distribution ___ is for:
All supervisory personnel.

Answer 19

B

Question 20

DISTRIBUTION LISTS:
Distribution ____:
All supervisory, sworn, and public service aides personnel.

Answer 20

B+

Question 21

DISTRIBUTION LISTS:
Distribution __: All departmental employees.

Answer 21

D

Question 22

Distribution Lists:
Distribution ____:
1. All personnel on Distribution A with an office in the Headquarters Complex.
2. The supervisor of the Vehicle Maintenance Facility

Answer 22

H

Question 23

___ is The Fiscal Administration Bureau Commander, responsible for processing requests to travel for business or educational purposes.

Answer 23

Departmental Travel procedures Coordinator

Question 24

___ is The Fiscal Administration Bureau Commander, responsible for review of Travel Requests, issuance of T-Numbers, and resolution of policy issues related to travel.

Answer 24

Departmental Travel Policy Coordinator

Question 25

Investigative Travel Coordinator: ___ Commander, responsible for processing travel requests to obtain investigative information or evidence, respond to a court order or, extradite prisoners.

Answer 25

The Warrants Bureau

Question 26

Travel- Advances:
A cash advance of 100 percent for investigative travel and __ percent for all other travel may be requested except for those items which are paid by an outside
agency or when prepaid; e.g., airfare.

Answer 26

80

Question 27

Domestic Per Diem Rates:
As an alternative to payment for actual expenses, employees can receive a ___ daily expense allowance, known as per diem, for meals and lodging during domestic travel. No receipts are required for this reimbursement.

Answer 27

$50

Question 28

Investigative Travel:
Within __ business days after returning, the employee shall prepare a Reimbursement and submit it to FAB for financial reimbursement. Within __ business days after returning, the extradition traveler prepares an Extradition Travel Expenditures report and submits it to FAB for financial reimbursement.

Answer 28

three

Question 29

When a departmental element requires a resolution, ordinance, or revision to an ordinance, the respective element is responsible for forwarding the information to the Fiscal Administration Bureau who will prepare the necessary documents. The Fiscal Administration Bureau will be responsible for the coordination of the item being placed on the ___ agenda.

Answer 29

Board of County Commissioners (BCC)

Question 30

Miami-Dade County Travel Coordinator, ____ Serves as coordinator for travel with Departmental Travel Coordinators. Reviews and may approve requests for variances or changes to Miami-Dade County travel policy and procedures.

Answer 30

Office of Management and Budget (OMB)

Question 31

If travel is canceled, the employee shall notify the institution or vendor as soon as possible. The FAB will be advised telephonically as soon as possible and a memorandum stating the identity of the individual notified of such cancellation and the date/time the notification was made will be forwarded to the FAB within __ hours.

Answer 31

48

Question 32

Recognition Program:
When the employee reaches ___ campaigns, the citation ribbon can be exchanged for one ribbon with one larger 5/16 star. The larger star signifies five campaigns.

Answer 32

6

Question 33

Upon performing an act of bravery meeting criteria enumerated below, MDPD sworn personnel are eligible to receive the __ Medal of Valor, the highest award the Department can bestow.

Answer 33

Gold
*The act must: Be performed in the line of duty; Exemplify outstanding bravery, gallantry, or courage in furtherance of the basic police purposes by protection of life or property, enforcement of laws, preservation of the public peace, prevention of criminal acts, or apprehension of criminals; Be performed at the risk of extreme and life-threatening personal danger; and Be above and beyond the ordinary call of duty and be performed in the spirit of the Law Enforcement Code of Ethics.