HPM 10.3 PERSONNEL TRANSACTIONS MANUAL Flashcards by Andrew Minor

A probationary period ______ required for appointments made from an eligible list, permissive reinstatements, and interdepartmental transfers, except as noted in paragraph 1.b. below. The employee shall not attain permanent status in the classification until the prescribed probationary period has been satisfactorily completed. 7-3, 1(a)

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A probationary period is not required for mandatory reinstatements, intradepartmental transfers within classification, and interdepartmental transfers or reinstatements without a break in state service when the employee has ____________________________________________________________. 7-3, 1(b)

previously completed the probationary period for the classification while employed with the California Highway Patrol

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The required hours for completion of the probationary period are prescribed in GC Section 19170 and CCR, Title 2, Section 321. The probationary reports shall be completed within ____ days of the designated probationary period, and submitted to Human Resources Section (HRS), Personnel Files Services. 7-3, 2

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Employees on a 12-month probation (refer to Annex A, Classifications Requiring a 12-Month Probationary Period) will receive written appraisals at ___ months, ___months, ___ months, and more frequently as necessary. 7-3, 2(b)

4, 8, 12

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An employee serving a 12-month probationary period must work a minimum of ______ hours during the 12-month period. 7-3, 2(b)

1680

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In determining total hours worked, vacation, sick leave, military leave, or other leave of absence, compensating time off, suspension or other separations, including separations subsequently voided or otherwise set aside, _________ be considered working time. 7-3, 3(b)

shall not

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When it is determined that the probationary period is to be extended, the commander shall contact _____________________ to determine the official date for completion of the probationary period. 7-3, 3( c)

Human Resources Section (HRS)

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Pursuant to GC Section 19170, an appointing power of an employee, who alleges a disability as defined in GC Section 12926.1, may submit a written agreement for approval by the California Department of Human Resources (CalHR) that would extend the employee’s probationary period within the existing classification for up to ___ months to provide a reasonable accommodation. 7-4, 4(a)

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Reasonable Accommodation Request: Qualified individuals with a disability may submit a written request for a reasonable accommodation by submitting a ____ to their commander. Refer to Highway Patrol Manual (HPM) 10.12, Equal Employment Opportunity Manual, Chapter 5, Reasonable Accommodation, for additional information regarding reasonable accommodation request procedures. 7-4, 4( c)

CHP 163

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Notification of Reasonable Accommodation Request: The written agreement must be received for review by CalHR ______________________________________, and the commander shall immediately notify HRS upon receipt of this type of request to allow sufficient time for preparation and forwarding of the agreement to CalHR. If the employee’s probationary period will end during the CalHR review, CalHR will automatically extend the probationary period until a determination is made to approve or disapprove the agreement. 7-5, 4(d)

prior to the end of the employee’s probationary period

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Discretionary Leave: An unpaid leave may be granted to an employee if approved by the employee’s commander or the appropriate Commissioner, depending on the type of leave. An employee ___ entitled to discretionary leave as a matter of right. 8-5, 1(c )

is not

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The following are discretionary leaves:
(a) Regular Leave of absence (reasons listed in paragraph 2.d.).
(b) Adoption Leave.
(c) Temporary Leave of absence.
(d) _______________________
8-5, 1(c )(1)

informal leave

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Determining factors to be considered in granting discretionary leave are:
(a) Purpose or reason for the leave.
(b) _________________________
(c) Whether the employee’s plan is to return to work at the expiration of
the leave.
(d) The effect the employee’s absence will have on the command
operations.
(e) The possibility and feasibility of filling the position while the employee
is on a leave of absence.
8-5, 1(c )(2)

The employee’s service record

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Nondiscretionary Leave. When an employee meets the eligibility criteria as
specified by the Government Code (GC), California Department of Human
Resources (CalHR) rules, BU agreement, or federal or state law, the employee is
entitled to the leave as a matter of right. The following are nondiscretionary leaves:
(1) Pregnancy or Parental Leave.
(2) Veterans’ Educational Leave.
(3) Military Leave.
(4) _____________________
(5) Family and Medical Leave Act (FMLA)/California Family Rights Act
(CFRA) Leave.
(6) Nonindustrial Disability Insurance (NDI) Leave.
(7) State Disability Insurance (SDI) Leave.
8-6, 1(d)

Spousal Military Leave

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Attendance Reporting During Unpaid Leave of Absence. Attendance reporting
is not required for the period the employee is off-duty without pay on an approved
Regular, Pregnancy or Parental, Adoption, _____________________, or Military Leave of absence. Refer to the attendance reporting instructions within this chapter for all other leaves of absence.
8-6, 1(f)

Veteran’s Educational

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Uniformed employees who are on an approved leave of absence for less than ____ shall be retrained and recertified at their assigned commands. 8-7, 1(h)(1)

1 year

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Uniformed employees who are on an approved leave of absence for _______________________ are required to complete Refresher Training at the Academy prior to resuming field-related duties at their assigned commands. 8-7, 1(h)(2)

12 continuous months to 2 years

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Uniformed employees who are on an approved leave of absence for over _______are required to complete Reinstatement Training at the Academy prior to resuming field-related duties at their assigned commands. 8-7, 1(h)(3)

2 years

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The purpose of a regular leave of absence is to provide an employee with a guaranteed right of return to the employee’s former position upon expiration of the leave. A regular leave of absence is ____________ pay and allows an employee to be away from the job for an extended period of time. The employee shall be offered the opportunity to continue medical benefits during the unpaid leave through the “direct pay” process. 8-7, 2(a)

without

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Government Code Section 19991.1 provides, subject to CalHR rule, an appointing power may grant a leave of absence without pay to any employee under that jurisdiction for a period not exceeding _______. 8-7, 2(b)

1 year

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An appointing power may grant a leave of absence without pay to an employee who has permanent status with no break in continuity of state service due to permanent separation, a probationer who has completed 6 months of service in a classification having a longer probationary period, or _____________________________________________________ . 8-7, 2(c )(1)

a probationer who was prevented from completing the probationary period because of entry into the United States (U.S.) military service

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California Code of Regulations (CCR), Title 2, Section 599.781 provides that a leave of absence shall not be granted to any employee ___________________________________, or who is leaving state service to enter other employment except as herein provided, or who does not intend to nor can reasonably be expected to return to state service on or before the expiration of the leave. 8-7, 2(c )(2)

who is accepting some other position in state service

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Regular Leave of Absence - Reasons for Leave.
(1) __________________________________________________________________.
(2) Temporary incapacity due to illness or injury. (Not applicable when on SDI
or NDI.)
(3) Loaned to another governmental agency for the performance of a specific
assignment.
(4) To seek or accept other employment during a layoff situation or otherwise
lessen the impact of an impending layoff.
(5) Family illness or obligation. (Not applicable when on FMLA/CFRA leave.)
(6) Union activity.
(7) Victim of domestic violence, sexual assault, or stalking. (Refer to
Chapter 26, Miscellaneous Absences With Pay, of this manual.)
(8) For some other reason equally satisfactory as determined by the
appointing power.
8-8, 2(d)

To attend school or college, or to enter training to improve the quality of the employee’s service

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Procedure to Request a Regular Leave of Absence-All Employees: The employee shall submit a _____, Leave of Absence Request, to the commander prior to going on a leave of absence. The _____ shall include the reason for the leave, the period of time requested, and the amount and type of leave credits to be used (if the leave of absence is with pay). 8-9, 2(g)(1)

CHP 737

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Length of a Regular Leave: A leave for up to 1 year, for reasons identified in paragraph 2.d., may be granted by the appropriate ________________. A 1-year leave may be extended up to 1 additional year if approved by the appropriate Commissioner prior to the expiration of the original 1-year leave. Requests for extensions shall be routed through channels to the appropriate Commissioner at least _____ days in advance of the effective date of the extension. It is Executive Management’s practice to recommend and grant leaves and extensions in full-month increments. Human Resources Section (HRS) will forward a copy of the approved memorandum to CalHR. 8-8, 2(e )

Commissioner, 60

Procedure to Request a Regular Leave of Absence-All Employees: A medical leave qualifying as a serious health condition under FMLA Family and Medical Leave / CFRA California Family Rights Act shall run _______ with NDI Nonindustrial Disability Insurance or SDI State Disability Insurance. Supervisors shall check eligibility of the employee and, if eligible, designate the leave under FMLA/CFRA. 8-9, 2(g)(1)(a)

concurrently

Adoption Leave: Government Code Section 19991.6(c)(3) provides an appointing power may grant a permanent employee’s request for a leave of absence without pay for the adoption of a child for a period not to exceed ___________. 8-9, 3(a)

1 year

Procedure to Request an Adoption Leave: The employee shall submit a CHP 737, with substantiation attached, to the commander stating the reason for the leave, the period of time requested, and _________________________________________. In addition, the request must indicate whether or not the employee wishes to continue health, dental, vision, and/or medical reimbursement account benefits. 8-10, 3(b)(1)

the amount and type of leave credits to be used prior to going on leave without pay

Commanders may grant a temporary leave of absence without pay to any employee for a period not to exceed ___________ days. 8-10, 4(a)

30 calendar

Procedure to Request a Temporary Leave of Absence: The employee shall submit a CHP 737 to the commander stating the reason for the leave, the period of time requested, and the amount and type of leave credits to be used prior to going on a leave without pay. If the request is for medical reasons, it must also include the amount of sick leave to be used and whether or not _______________________________________________________________. A physician's statement is required to substantiate a leave for medical reasons for the time requested. In addition, the request must indicate whether or not the employee wishes to continue health, dental, vision, and/or medical reimbursement account benefits. 8-10, 4(b)

NDI Nonindustrial Disability Insurance or SDI State Disability Insurance benefits will be requested prior to a leave without pay

Attendance Reporting: Absences for temporary leave are processed and reported as dock. Once on dock status, an employee cannot use credits until after physically returning to work, unless on an ____________ leave. 8-11 4(c )

FMLA / CFRA

Maximum Length of Informal Leave: Commanders may grant an informal leave of absence without pay for a period not to exceed 11 working days in a 22-day pay period or 10 working days in a 21-day pay period or ______________ working days between pay periods. 8-11, 5(a)

11 consecutive

Parental Leave of Absence: Government Code Section 19991.6 provides an employee with permanent status may request and shall be granted an ______________ of absence for purposes of pregnancy, childbirth, the recovery therefrom, or care for the newborn child for a period as determined by the employee not to exceed 1 year. 8-11, 6(a)

unpaid leave

A spouse or domestic partner or parent who is a permanent employee shall be granted an unpaid leave of absence for a period not to exceed ________ to care for the newborn child. 8-12, 6(a)

1 year

When an employee first becomes aware of their pregnancy, they shall notify their commander and ____________________________________________________________________. An estimated date of delivery must be included in the statement. The health care provider's statement is required whether or not the employee plans to request a leave of absence. A limited-duty assignment may be considered for a pregnant employee in accordance with the provisions of HPM 10.7, Injury and Illness Case Management Manual, Chapter 8, Limited Duty/Return-To-Work. 8-12, 6(b)

submit a statement from their health care provider regarding their ability to perform full or limited duties

All pregnant uniformed employees, and those pregnant nonuniformed employees who perform duties associated with firearms training, shall submit a _____, Advisory: Potential Fetal Health Hazards Associated with Firearms Training, signed by their health care provider. 8-12, 6(b)

CHP 209

Veteran’s Educational Leave: Government Code Section 19991.9 provides that any permanent employee, or an employee serving under another appointment who previously had permanent status and who, since that permanent status, has no break in the continuity of state service, who served in the armed forces, and who is eligible because of that service for education or training under applicable state or federal law shall, upon application, be granted an educational leave of absence without pay for the period during which the employee receives that education or training and for ____ months thereafter. 8-13, 7(a)

Military Leave: Short-term military leave is leave for ___ months (180 calendar days) or less. 8-14, 8(a)(1)

Military Leave: A permanent, probationary, ________, or temporary employee is entitled to a short-term military leave of absence for ordered active military duty, for 6 months (180 calendar days) or less, in the U.S. Armed Forces, National Guard, or Naval Militia. 8-14, 8(a)(2)

limited-term

An employee who has had 12 qualifying pay periods of state service without a break in service immediately prior to the active duty date, or has a combination of pay periods of such state service and calendar time spent in the military service which equals 1 year, is entitled to pay for the first ___________ days (172 hours) of a short-term military leave of absence. 8-14, 8(a)(6)

30 calendar

An employee who is absent longer than 30 days (172 hours) in 1 fiscal year may use any leave credits, with the exception of ___________, to cover an absence that extends beyond 30 days (172 hours). 8-15, 8(a)(9)

sick leave

Military Short-Term Reinstatement: A permanent or probationary employee ordered to active duty must return to state service within ___________ days after the end of the military leave, following any period of rehabilitation afforded by the U.S. military or after the termination of the state military emergency ordered by the Governor. (Refer to 38 USC § 4312.) 8-16, 8(a)(11)(c)

14 calendar

Effective Date of Long-Term Military Leave. The effective date of the leave must be within ________ days after the last day the employee physically worked or the last day the employee is on leave credits prior to the active duty date. 8-16, 8(b)(4)

90 calendar

Long-Term Military Leave - Eligibility: An employee who has ___________________ status is entitled to a long-term military leave for active duty service in the U.S. Armed Forces when the orders are for a period over 6 months, but not exceeding 5 years. 8-16, 8(b)(2)

permanent or probationary

Military Long-Term Reinstatement: An employee shall return to state service within ___ months after the end of long-term military leave. 8-18, 8(b)(12)(b)

Emergency Military Leave: Emergency military leave is a leave for members of the National Guard during such time as the __________ may have issued a proclamation of a state of extreme emergency or insurrection under the provisions of the Military and Veterans Code Sections 143 or 146, or during such time as the National Guard may be on active duty for one or more situations in the Military and Veterans Code Section 146. 8-18, 8(c)(1)

Governor

Emergency Military Leave – Reinstatement: A permanent or probationary employee must return to state service within ___________ after the end of the military leave, following any period of rehabilitation afforded by the U.S. or the state or after termination of the state military emergency ordered by the Governor. 8-19,8(c )(6)

14 calendar days

War or National Emergency Leave - Eligibility: An employee who is a member of the ______________ or U.S. military reserve organization is entitled to a war or national emergency military leave for ordered active military duty by the President or Congress. 8-20, 8(d)(2)

National Guard

Procedures for Claiming Pay and Benefits: To receive the difference between military pay and state pay, employees shall provide a copy of their military pay records ___ complete a Military Leave Work Sheet. 8-21, 8(d)(6)(a)

and

Employee Responsibilities to Return to State Service. (1) An employee seeking to return to state service after completing military leave must contact the commander to request reinstatement and provide a copy of the military separation document. (2) The separation document may be: (a) ______________________________; or (b) Any other correspondence which identifies the employee’s branch of service or is printed on official letterhead from the branch of the military service. (3) The military separation document must provide the following: (a) The condition of the employee’s release from the military service (e.g., under honorable or general conditions). (b) The date the employee entered active duty. (c) The date the employee was released from duty. (4) The employee will not be denied or the reinstatement date delayed if the previous information does not exist or is not readily available. However, the employee shall provide this information as soon as it becomes available. 8-23, 8(d)(5)(f)

The Department of Defense Form 214 (DD-214), Certificate of Release or Discharge from Active Duty

Unpaid Spousal Military Leave: Eligible employees whose spouse is on a leave from a period of military conflict will be allowed to take up to _________ of unpaid leave. Available leave credits (excluding sick leave) may be used to receive payment. 8-24, 8(d)(5)(j)(1)

10 days

Probationary Period Extensions and Experience for Deep Class Range Change: A probationary employee who is returning from a military leave will have the probationary period extended pursuant to CCR, Title 2, Section 321. The probationary period shall be extended by the length of their employment absences, and no more than ___ months of leave credits shall be granted. (Refer to GC Section 19775.3.) 8-28, 8(p)(1)

Pregnancy Disability Leave: In addition to leave taken under the provisions of FMLA/CFRA, an employee who is disabled due to pregnancy, childbirth, or related medical conditions is entitled to take unpaid PDL for the period of the actual disability up to ______________, per pregnancy, as medically needed. 8-30, 9(a)

four months (17.33 weeks)

Pregnancy Disability Leave – Health Care Providers: The type of health care providers who can determine what is “medically advisable” are: (1) Marriage and family therapists. (2) _________________. (3) Midwives. (4) Chiropractors. (5) Clinical social workers.

Acupuncturists

Pregnancy Disability Leave (PDL) - California Family Rights Act (CFRA) Bonding Leave: Once a child is born, an employee is entitled to choose to utilize CFRA leave immediately or continue on PDL for the period of actual disability after birth (generally 6 to 8 weeks) and then commence an additional 12 weeks of unpaid bonding with their baby under the CFRA. The CFRA bonding leave need not be taken right after the baby is born, but it must conclude within _______ of the child’s birth. (Refer to Chapter 45 of this manual.) 8-32, 9(k)

1 year

NONINDUSTRIAL DISABILITY INSURANCE - Eligibility: An employee who becomes disabled may be eligible to receive NDI benefits if the employee meets all of the following conditions: (1) Is a current active member of the CalPERS, State Teachers’ Retirement System, or a state officer or employee of the Legislature. (2) Is a permanent or probationary employee with a full-time, part-time, or intermittent time base. (3) ______________________________________________________________. (4) Filed a Form DE 8501, First Claim for Nonindustrial Disability Insurance (NDI), which has been completed by HRS and their physician, and verified and accepted by the Employment Development Department’s (EDD) NDI office physician. (5) If applicable, has exhausted Industrial Disability Leave, Temporary Disability benefits, and 4800.5 time. 8-33, 10(a)

is on pay status (not separated by formal leave of absence)

NONINDUSTRIAL DISABILITY INSURANCE – Enhanced Nonindustrial Disability Insurance: Employees who are in the annual leave program, and eligible for Enhanced Nonindustrial Disability Insurance (ENDI), receive ___ percent of their gross pay. This amount may be supplemented with leave credits up to ___ percent or ____ percent of full pay. 8-33, 10( c)(2)

50, 75, 100

NONINDUSTRIAL DISABILITY INSURANCE - Use of Leave Credits. Except as provided for in some BU contracts, employees ____ required to use any leave credits before being eligible to receive Nonindustrial Disability Insurance (NDI). 8-34, 10(e )

are not

STATE DISABILITY INSURANCE: The SDI Program is a wage continuation program that pays _________ an eligible employee's wages if the employee is required to be absent from work due to a nonwork-related illness or injury or qualifying family leave. 8-36, 11(a)

part of

STATE DISABILITY INSURANCE – Eligibility / Process: Process. To receive SDI payments, the employee must meet the following conditions: (1) _________________________________________________________. (2) Submit a claim for SDI benefits to the EDD SDI office. Employees may file a claim through EDD’s SDI Online or by mail. For more information, employees may use EDD’s SDI Automated Phone Information System at 1-800-480-3287 or refer to EDD’s Web site at: http://www.edd.ca.gov/Disability/SDI_Online.htm. 8-37 HPM 10.3 (3) Obtain an approved leave of absence from the commander. (Refer to paragraph 11.d.) (4) Serve a 7-calendar-day waiting period (nonpayable by SDI benefits), which includes holidays that fall within the waiting period. During the waiting period, the employee may request to use available leave credits, be placed on an unpaid leave, or use a combination of leave credits and unpaid leave. Exception: A new waiting period is not required when an employee is on a pregnancy-related disability under DI and then files a PFL claim for bonding. 8-36, 11(c )

Earn at least $300 in wages that are subject to SDI deductions (during the 12-month base period of the SDI claim).

Action to recoup an overpayment cannot be taken unless the action is initiated within _____ years from the date of the overpayment. HPM 10.3, 11-3

THREE

The recoupable amount must not exceed _______ of the employee’s monthly net disposable earnings (gross salary minus mandatory deductions). HPM 10.3, 11-3

25 PERCENT

Employees ______ be provided an opportunity to respond prior to the initiation of the collection process. HPM 10.3, 11-4

MUST

The commander ______ sign and date the CHP 456 to certify the CHP 456 was given to the employee, and ensure the following: (1) The employee signs and dates the CHP 456. (2) The original CHP 456 is returned to PTU within 15 calendar days from the date of the form. (3) A signed and dated copy is provided to the employee and also placed in the command’s confidential general personnel file. (4) If the original CHP 456 is not returned to PTU within 15 calendar days from the date of the form, the Personnel Specialist will contact the command for the status. (5) If the original CHP 456 is not returned to PTU within 14 calendar days from the date the command was contacted, a memorandum will be sent to the commander. The memorandum will provide notification that the CHP 456 was not returned to PTU and collection will begin by payroll deduction from the next pay warrant. HPM 10.3, 11-4

SHALL

The California department of Human Resources has delegated authority to all departments to enter into a mutual agreement with their employees to use ____ ____ to satisfy specific overpayment conditions. HPM 10.3, 11-5

LEAVE CREDITS

If the employee wants to use leave credits other than Annual Leave/Vacation, the employee _____ submit a signed written request to their commander indicating the leave credits to be utilized. HPM 10.3, 11-6

MUST

The immediate commander ____ determine if the employee has the available leave credits to satisfy the AR. The request _____ then be attached to the signed copy of the CHP 456 and forwarded to PTU within 14 calendar days of the date noticed; otherwise, the AR will be recouped utilizing the employee’s Annual Leave/Vacation. HPM 10.3, 11-6

SHALL/ SHALL

_____ ______ and types available for use with this process: Annual Leave, Compensating Time Off, Excess Hours, Holiday Credit, Personal Holiday, Personal Leave Program, Personal Leave Program 2003, Vacation, and Voluntary Personal Leave. HPM 10.3, 11-6

LEAVE BALANCES

Leave balance and types ____ available for use with this process: Furlough Hours, Personal Development Day, Personal Leave Program 2010-2011, and Holiday Informal Time. HPM 10.3, 11-6

NOT

Any outstanding monies owed the Department may be deducted from the employee’s ____ ____ warrant upon separation. HPM 10.3, 11-7

FINAL PAY

Overpayments that cannot be resolved by the methods identified above may be resolved through the _______ settlement process. HPM 10.3, 11-7

GRIEVANCE

Uniformed employees, Public Safety Operators, Public Safety Dispatchers, Public Safety Dispatch Supervisors I/II, nonuniformed section commanders, and Division chiefs and their alternates ________ maintain a contact telephone number. HPM 10.3, 12-3

SHALL

Employees _______ promptly report changes in names, address, telephone number, marital status, or emergency information as outlined in this chapter, so that their personnel records in the Department and in other state agencies can be kept accurate and up to date. HPM 10.3, 12-3

SHALL

An _________ must be completed upon the employee’s initial appointment and to report any changes thereafter in the following (refer to Chapter 29, Payroll Deductions and Salary Warrants, of this manual): (1) Name (2) Address. (3) Marital Status. (4) Withholding Tax Exemption. HPM 10.3, 12-3

STD 686

The STD. 686 is ______ used to change official state payroll records and does not replace other required forms. HPM 10.3, 12-4

ONLY

Each employee shall complete a ________ upon employment with the Department and thereafter when changes occur in such information. HPM 10.3, 12-4

CHP 102

An employee may completely _______ a designation at any time by submitting a letter in duplicate to HRS, PTU, or by submitting an STD. HPM 10.3, 12-4

REVOKE

It is the responsibility of ________ to report name, address, and beneficiary changes directly to the companies to which they have authorized payroll deductions, such as insurance companies, credit unions, employee organizations, and deferred compensation plans. HPM 10.3, 12-5

EMPLOYEES

When an employee has a name or address change and the employee is participating in a current examination, or the employee’s name appears on any existing eligible list, the employee ______ send written notification to Selection Standards and Examinations Section, P.O. Box 942898, Sacramento, CA 94298-0001. The notification must include a copy of the “Notice of Examination Results” or the following information: (1) Social security number. (2) Examination class title. (3) Examination date. (4) List date. HPM 10.3, 12-5

MUST

It is the responsibility of the _______ to request confidential status through the command by completing an INV-32 upon or during appointment to an eligible classification. HPM 10.3, 12-6

EMPLOYEE

The home address of the surviving spouse or child shall remain confidential for _______ years following the death of the eligible employee. HPM 10.3, 12-6

THREE

Every employee _____ complete and sign a CHP 611A. The CHP 611A ____ be placed in the employee’s field personnel folder immediately behind the CHP 102. The employee _____ review and update this information at the time of the employee’s annual performance appraisal. HPM 10.3, 12-6

SHALL

The ______ allows employees to provide specific personal information regarding the location of family members, documents, personal assets, weapons, vehicles, and other personal property. HPM 10.3, 12-6

CHP 611B

Completion of the CHP 611B is ______ and does not replace the CHP 102. HPM 10.3, 12-7

VOLUNTARY

The _______ ________ ________ allows eligible employees to receive donations of annual leave, vacation, compensating time off (CTO), personal leave, and/or holiday credits from other eligible employees. HPM 10.3, 13-3

CATASTOPHIC LEAVE PROGRAM

A ______ is an employee who contributes a portion of available leave credits, excluding sick leave, to an employee who has been authorized use of catastrophic leave donations. HPM 10.3, 13-4

DONOR

Eligible leave credits ______ annual leave, vacation, CTO, personal leave, and/or holiday credits. They do not include sick leave. HPM 10.3, 13-4

INCLUDES

29. Eligible leave credits _____ be donated when the following conditions are met: (a) Illness or Injury. 1. Upon written request claiming catastrophic illness or injury from the employee, the employee’s family member, or another employee designated by the requesting employee; 2. Upon determination by the commander the employee is unable to work due to the employee’s or family member’s catastrophic illness or injury; and 3. The employee has exhausted all paid leave credits. HPM 10.3, 13-4

MAY

The ________ will evaluate the catastrophic criteria and, provided the employee meets this criteria, will approve the request. HPM 10.3, 13-5

COMMANDER

The donating employee must maintain a minimum balance of _____ hours of paid leave time to be eligible to donate. HPM 10.3, 13-6

Use of catastrophic leave may not exceed a maximum of ____ continuous months for any 1 catastrophic illness or injury. For an employee impacted by a natural disaster, use of catastrophic leave may not exceed ___ continuous months for any 1 occurrence; however, if approved by the appropriate Commissioner, use of catastrophic leave may be for 6 continuous months. HPM 10.3, 13-7

12/ 3

Donated leave credits received for CHP employees will be processed by _____, and HRS will advise the recipient’s commander of the amount of catastrophic leave that should be added to the recipient’s vacation/annual leave balance. HPM 10.3, 13-7

HRS

Catastrophic leave _____ be used in conjunction with State Disability Insurance. Excluded employees are not eligible for SDI. HPM 10.3, 13-8

MAY

Unused catastrophic leave _____ be returned to the donor on a last received, first returned basis for the following reasons: (1) The receiving employee returns to work. (2) The specific need no longer exists. (3) The catastrophic leave benefit has been exhausted. (Refer to paragraph 1.e.[1][d].) (4) The receiving employee is placed on IDL, TDL, or LC 4800.5 Time benefits, and the recipient is receiving a full pay warrant due to a work-related injury or illness. (5) The receiving employee separates from state service. (6) Upon the death of the receiving employee, donated leave credits should not be accepted after the date of death, unless the donations are dated and signed on or before the date of death of the ill or injured employee. Any unused donated leave credits may become part of the recipient’s estate and not returned to the donor. HPM 10.3, 13-9

SHALL

A CHP employee who would like to donate leave credits to a family member must complete ___________, and check the box at the top of the CHP 12 titled “Transfer for Family Member.” HPM 10.3, 13-11

PART A of a CHP 12

Use of donated credits shall normally not exceed a maximum of ___ months. However, if approved by the receiving department, the total leave credits received may be up to ___ months. HPM 10.3, 13-12

3/ 6

California Highway Patrol (CHP) employees make many contacts within the framework of their daily duties. In these contacts, it is this Department's policy to conduct state business solely on the basis of merit and without favoritism. A policy such as this requires CHP employees have no relationship or engage in any activity that might impair their independence of ____. They must not have personal or financial interest in suppliers of property, goods, or services that could affect their decisions or actions on the state's behalf. They shall not accept gifts, benefits, gratuities, or unusual hospitality that may in any way influence them in the performance of their duties. (HPM 10.3, 14-3)

judgment

A copy of the Department's Inconsistent and Incompatible Activities Statement is forwarded by Human Resources Section (HRS) with the appointment documents for each new employee. During orientation, each employee is required to complete a ____ (refer to Annex E); once completed, the CHP 18 will be permanently retained in the employee's field folder. (HPM 10.3, 14-3)

CHP 18, Annual Internal Investigation Policy Review

____ employment activity is defined as the holding of public office, the direct or indirect ownership of business concerns, or employment for compensation, except as otherwise specified herein. This should not be construed with maintenance of an employee's personal property when such property is not a part of a business venture. (HPM 10.3, 14-4)

Secondary

Employees are prohibited from engaging in any secondary employment activity until they have received written approval from their commander on a ____ (refer to Annex F). This shall apply to employees on vacation, and all leaves of absence with pay (excepting military leave). (HPM 10.3, 14-4)

CHP 318

An outline of secondary employment activities which have been deemed inconsistent or incompatible with public service is provided in Annex C. Employees and supervisors are encouraged to submit complex questions relating to whether a proposed activity is compatible with departmental policy whenever there is a possibility activity may be in conflict. If necessary, requests for clarification shall be directed through channels to Office of Internal Affairs (OIA) for interpretation by the ____. (HPM 10.3, 14-5)

Office of the Commissioner

In cases when it is determined that the proposed employment or activity is incompatible, specific reasons as to why it is incompatible will be given. If an employee feels that the decision received is improper or discriminatory, the employee may appeal the decision through the departmental ____ procedure (refer to Highway Patrol Manual [HPM] 9.1, Employee Relations Manual, Chapter 7) (HPM 10.3, 14-5)

grievance/complaint

The employee ____ engage in the requested secondary employment activity until the commander has provided written approval. (HPM 10.3, 14-5)

shall not

Upon receiving a completed CHP 318, the supervisor shall: Make an inquiry into the proposed activity to determine if the activities will be ____ with state employment. (HPM 10.3, 14-5)

inconsistent or incompatible

Upon receiving a completed CHP 318, the supervisor shall: Discuss the provisions of the secondary employment request with the employee to ensure the request is understood and that special considerations in scheduling ____ be granted. (HPM 10.3, 14-6)

will not

If a CHP 318 is approved for employment for a duration of ____ days or less, one copy shall be given to the employee and the original shall be filed in the employee's field folder. Forwarding of copies to higher levels is not necessary. The employee may engage in the activity. (HPM 10.3, 14-6)

30 calendar

If a CHP 318 is approved for employment in excess of ____ days, the commander shall deliver one copy to the employee, file one copy in the employee’s field folder, and forward the original to the next level of review. (HPM 10.3, 14-6)

30 calendar

The Department has determined that certain types of legal practice, as secondary employment, may be considered inconsistent and incompatible with Department employment. Due to the unique requirements of this type of secondary employment, all such requests will be forwarded through the chain of command to ____ prior to final approval being granted. (HPM 10.3, 14-7)

OIA

If an expiration date has not been set by the employee, the commander shall set the expiration date to coincide with the ____. (HPM 10.3, 14-8)

next annual performance appraisal evaluation date

During the ____ discussion, a determination needs to be made concerning whether the conditions allowing the secondary employment has changed, or if the secondary employment has adversely affected the employee's job performance. (HPM 10.3, 14-8)

performance appraisal

Barring an expiration date coinciding with the employee's annual performance appraisal, the CHP 318 will automatically expire when the ____. (HPM 10.3, 14-8)

employee transfers to a new command location

Employees shall, within ____ days, submit memoranda of cancellation to their commander whenever they are no longer employed, or when changing conditions render the approval void. (HPM 10.3, 14-9)

ten calendar

In accordance with Chapter 21, Sick Leave and Bereavement Leave, of this manual, secondary employment ____ considered an acceptable reason for use of sick leave. (HPM 10.3, 14-9)

is not

The ____ is responsible for providing clarifications and direction regarding secondary employment and inconsistent and incompatible activities. (HPM 10.3, 14-10)

OIA

____ should be utilized to accomplish the following: (1) Record commendable acts, outstanding levels of performance, outstanding accomplishments, or efforts toward self-improvement. (2) Record censurable acts or omissions and provide a method for correcting inappropriate employee behavior, conduct, or performance. (HPM 10.3, 15-3)

Incident Reports (CHP 2)

When appropriate, incidents of either a ____ nature are to be documented utilizing a CHP 2, Incident Report. (HPM 10.3, 15-3)

commendable or censurable

The censurable CHP 2 ____ contain the Bazemore Admonition. (HPM 10.3, 15-3)

shall not

Upon completion, the involved employee shall be afforded the opportunity to review and sign the CHP 2. In the event the employee refuses to sign the CHP 2, the supervisor shall indicate ____ in the employee signature box. In either case, the supervisor shall sign the CHP 2 to indicate the employee was afforded the opportunity to review and sign the form. (HPM 10.3, 15-3)

“Refused to Sign”

In accordance with Government Code Section 3306, an employee may file a written response within ____ to any adverse comment entered in his/her personnel file. When such responses are received, Commanders shall ensure a copy of the response is attached to all existing copies of the CHP 2. (HPM 10.3, 15-3)

30 days

A censurable CHP 2 should be used for a single act ____ to recur in the future. (HPM 10.3, 15-4)

not likely

The CHP 2 shall be prepared in triplicate with the following distribution: (1) Original shall be given to the involved employee. (2) One (1) copy shall be placed in the involved employee’s field personnel file. (3) One (1) copy shall be forwarded to ____ for review. (HPM 10.3, 15-4)

Division

Under Internal Revenue Service (IRS) and state regulations, the Department is ____ to include the value of all personal use of a state-provided vehicle on the employee’s Form W-2, Wage and Tax Statement. HPM 10.3, 36-3

REQUIRED

Employees who use state vehicles that are not exempt under government regulations are ____ for federal and state income tax and, where applicable, social security tax for the vehicle usage. HPM 10.3, 36-3

LIABLE

Employees Subject to ____ : (1) Constitutional officers and departmental directors who are permanently assigned a state vehicle. (2) Employees who, because of work assignments, are allowed to store a state vehicle at their home or nearby vicinity under the Home Storage Permit Program (refer to the State Administrative Manual, Section 4109). (3) Employees whose use of a state vehicle includes regular or occasional commuting whether or not a home storage permit has been issued. HPM 10.3, 36-3

TAX REGULATIONS

Employees ___ from Tax Regulations. Employees using the following vehicles are exempt from the regulations: (1) Clearly marked police, fire, medical, and emergency vehicles that because of their nature or characteristics are unlikely to be used more than a minimal amount for personal purposes. (2) Unmarked law enforcement vehicles used by law enforcement officers for commuting to and from their work site, if authorized by the Department. (3) State vehicles used intermittently for incidental personal use while on official travel status. (4) State vehicles for commuting in official commuting van pools because the commuters pay a portion of the commuting costs. HPM 10.3, 36-3

EXEMPT

____ are responsible for informing impacted employees of the federal and state tax regulations and to ensure monthly reports are submitted for personal use of nonexempt vehicles. HPM 10.3, 36-4

DIVISION CHIEFS

A ____ ____ , Non-USPS Adjustment Request–Values, shall be completed by each affected employee/command to report the value of employer-provided vehicles used for commuting. HPM 10.3, 36-5

STD. 676V

The completed STD. 676V ____ be submitted to and received in HRS, PTU no later than the 4th business day of the month following the end of each pay period, with the exception of the November pay period. HPM 10.3, 36-5

SHALL

The STD. 676V ____ be typewritten or completed in ink; forms completed in pencil will not be accepted. HPM 10.3, 36-5

SHALL

Reports available through ____ provide information related to subjects such as collective bargaining, cost projections, employer-sponsored deductions, expenditures, positions/classifications, employee statistics, ethnicity, gender, and vacancies. HPM 10.3, 39-3

MIRS

It is departmental policy that ____ may only request data that pertain to their own command. Divisions may request information for any command within their own Division. HPM 10.3, 39-3

COMMANDS

Requests for statewide data or data that pertain to another command or Division will not be provided without approval by the appropriate ____. HPM 10.3, 39-3

COMMISSIONER

Commands requesting a MIRS report shall prepare a ____ , Management Information Retrieval System (MIRS) Report Request. HPM 10.3, 39-4

CHP 147

The CHP 147 ____ be forwarded from the requesting command to its Division for approval. After Division approval, the CHP 147 ____ be forwarded to HRS. HPM 10.3, 39-4

SHALL SHALL

____ and ____ shall be responsible for ensuring the duties and responsibilities of each subordinate employee are appropriate to the employee’s current classification. HPM 10.3, 40-3

COMMANDERS AND SUPERVISORS

Each ____ is responsible for informing the appropriate supervisor or commander when the assigned duties and responsibilities are not reflected in the employee’s classification. HPM 10.3, 40-3

EMPLOYEE

Whenever ____ , accommodate temporary staffing needs by the use of civil service alternatives rather than the assignment of Out Of Class (OOC) work. Alternatives include: (a) Limited term appointments. (b) Temporary reassignment of work. (c) Classification changes. HPM 10.3, 40-3

POSSIBLE OR PRACTICAL

If OOC work is necessary before the assignment is made, the ___ should have a plan to correct the situation before the 120-day time period is exhausted. HPM 10.3, 40-4

COMMANDER

The CCR, Title 2, Section 599.810, states confidential and supervisory employees ___ be compensated for performing OOC work. 10.3, 40-4

MAY

The excluded employee does not perform such duties for more than ___ in a fiscal year, except as provided in paragraph 3.b.(4). 10.3, 40-4

120 CALENDAR DAYS

The CHP has delegation authority to approve OOC assignments for confidential, supervisory, managerial, and other excluded employees up to ___. HPM 10.3, 40-5

ONE YEAR

For limited periods of time, a ___ should be expected to fulfill a wide range of duties not normally part of the manager’s assignment and classification without additional compensation. HPM 10.3, 40-5

MANAGER

If the OOC assignment is clearly one which would not normally be expected, the Department may allow OOC compensation when the assignment ___ 90 calendar days. HPM 10.3, 40-5

EXCEEDS

Excluded or managerial employees who believe they have been performing OOC work ___ file a claim at any time while the OOC duties continue to be performed or within 30 days of the cessation of the OOC work. HPM 10.3, 40-6

MAY

An employee is ___ considered to be working OOC if any one of the criteria listed below is met: (1) The OOC duties were not assigned and the employee requested the work or assumed the duties without them having been assigned. (2) The employee is performing the full range of the duties described in the employee’s job specification (i.e., an employee who is performing the duties of the current classification the majority of the time is not considered to be working OOC even though these duties may substantially overlap those of another classification at the same or higher level). (3) The employee is performing the prescribed duties on a T&D assignment, in apprenticeship or other training classification, or when performing duties different from the regular duties because of injury, illness, or a return to work program. (4) The California Department of Human Resources (CalHR) approves a change in allocation standards and an employee claims they were working in a higher classification prior to the effective date of the change in the standards. (5) The CalHR establishes a higher classification describing some duties which may also be appropriately allocated to a lower classification. (6) The claim is based upon alleged accelerated movement in a deep class series (e.g., Staff Services Analyst, Ranges A, B, and C) or from the trainee through journey level of a series. HPM 10.3, 40-6

NOT

If the employee desires to pursue the matter formally, they ___ proceed as follows: (1) Represented Employee- The employee may appeal through the grievance procedures outlined in the employee’s bargaining unit contract and Highway Patrol Manual (HPM) 9.1, Employee Relations Manual, Chapter 7, Guidelines for Grievance/Complaint Handling. (2) Excluded and Managerial Employee- The employee may appeal through the grievance procedures as outlined in HPM 9.1, Chapter 7, and Chapter 8, Excluded Employee Grievance and Appeal Procedures. HPM 10.3, 40-6

SHALL

The commander shall initiate the request for an OOC assignment by completing a ___ , Out-of-Class Assignment.

CHP 46

The commander shall ensure the assignment will not exceed ___ __ . The following documents must accompany the CHP 46: (1) A CHP 129, Duty Statement, identifying the current duties assigned. Refer to HPM 10.3, Personnel Transactions Manual, Chapter 33, State’s Personnel Classification Plan, for procedures. (2) A CHP 129 identifying the work to be performed in the proposed higher classification. (3) Organization chart. HPM 10.3, 40-7

120 DAYS

The CHP 46 must be received by CH at least ___ __ _ prior to the commencement of OOC work. The request will be reviewed and the command will be notified of the approval/denial by the return of the CHP 46. HPM 10.3, 40-7

15 CALENDAR DAYS

Upon approval, the ___ shall direct the employee, as appropriate, to perform the full range of duties of the higher classification, clearly indicating the duties to be performed and the percentage of time to be spent performing the duties. HPM 10.3, 40-7

SUPERVISOR

Career Executive Assignment (CEA) ___ be entitled to a salary rate within the range of the CEA level being appointed that is 5 percent above the new appointee’s prior salary or the minimum of the CEA range, whichever is greater. HPM 10.3, 43-3

SHALL

Salaries shall ___ exceed the maximum of the authorized CEA level. HPM 10.3, 43-3

NOT

An employee who is ___ from a CEA position, but requests to utilize vacation or annual leave credits prior to the effective date of retirement, should be placed in the blanket appropriate to their rank and classification and the active CEA incumbent in the actual position. HPM 10.3, 43-4

RETIRING

An employee who at the time of the CEA appointment was not employed by the state, but had previously worked for the state and had gained permanent civil service status, ___ have reinstatement rights pursuant to GC Section 19140. HPM 10.3, 43-4

SHALL

Upon termination of appointment, a ___ CEA is entitled to return to their former position unless the employee elects to be appointed to another position offered by the Department, for which the employee is eligible. HPM 10.3, 43-5

NONUNIFORMED

Upon termination of appointment, a ___ CEA is entitled to return to their former position unless the employee elects to be appointed to another position approved by the Commissioner. HPM 10.3, 43-5

UNIFORMED

In order to exercise the right of return, the employee must notify the Commissioner within ___ ___ ___ of the date of the termination notice. HPM 10.3, 43-5

10 CALENDAR DAYS

Within ___ ___ from the receipt of the termination notice, the incumbent may appeal in writing to the State Personnel Board (SPB). HPM 10.3, 43-5

30 DAYS

Appeals from CEA termination can ___ be made on the following basis: age, sex, sexual orientation, marital status, race, color, national origin, ancestry, disability, religion or religious opinions and affiliations, political affiliation, or political opinions. HPM 10.3, 43-5

ONLY

An employee who has 10 years of state service ___ receive a red circle rate if the following conditions apply: (1) One or more years of state service was under the CEA; and (2) The employee is being terminated from a CEA; and (3) The termination is neither voluntary nor based on unsatisfactory performance. HPM 10.3, 43-5

SHALL

The ___ will ensure sufficient resources and personnel are available to process complaints in an efficient and timely manner. HPM 10.3, 44-3

COMMISSIONER

The ___ will ensure full cooperation from all employees in an effort to adequately resolve merit issue complaints. HPM 10.3, 44-3

COMMISSIONER

The ___ is the final level of review for internally-filed merit issue complaints that have gone through the appeal process. HPM 10.3, 44-3

COMMISSIONER

The ___ will render a decision on the final appeal, provide the complainant with a timely written response, and inform the complainant of their rights to file an appeal with the State Personnel Board (SPB) Appeals Division. HPM 10.3, 44-3

COMMISSIONER

The appropriate ___ ___ serves in an advisory role to the Commissioner on all merit issue complaints which reach the final level of appeal. HPM 10.3, 44-4

ASSISTANT COMMISSIONER

The appropriate ___ ___ responsibilities are to review the complaints which have been appealed or referred by the SSES commander and ensure all facts relevant to the case have been gathered, authorize additional investigations, if warranted, and submit recommendations to the Commissioner. HPM 10.3, 44-4

ASSISTANT COMMISSIONER'S

The ___ ___ role is to notify the appropriate Assistant Commissioner when externally-filed appeals are closed. HPM 10.3, 44-4

DIVISION CHIEF'S

The ___ ___ is the overall administrator of the merit issue complaint process. HPM 10.3, 44-4

SSES COMMANDER

___ - (a) Analyze the facts of the complaint and attempt to resolve the issues fairly, expeditiously, and at the lowest level. (b) Make an administrative disposition including remedies, if appropriate. (c) Notify the appropriate Division chief through channels when an informal merit issue complaint has been filed. (d) Review CHP 51, Memorandum, if supervisors determine the contact is not merit issue-related. HPM 10.3, 44-5

INFORMAL COMPLAINTS

___ - (a) Notify the appropriate Division chief through channels when a merit issue complaint has been filed and when externally-filed appeals are closed. (b) Assign an impartial SSES investigator to the complaint within five calendar days of receipt of the complaint. (c) Contact OLA whenever information is identified during an investigation which warrants consultation or advice. (d) Review findings of the investigative report and make a determination. HPM 10.3, 44-5

FORMAL COMPLAINTS

The immediate ___ is an independent, accessible, and objective link between employees and management. HPM 10.3, 44-6

SUPERVISOR'S

A ___ is responsible for the intake and potential resolution of informal merit issue complaints. HPM 10.3, 44-6

SUPERVISOR

___ may provide information or assistance in defining a problem or, as appropriate, attempt to resolve the issue(s) by working informally with the parties involved. HPM 10.3, 44-6

SUPERVISORS

The immediate ___ role is to establish and provide an open channel of communication where employees may raise questions, discuss concerns, receive answers, and obtain informal resolutions. HPM 10.3, 44-6

SUPERVISOR'S

The immediate ___ provides objective resources for employees and is not to interject personal beliefs or opinions into the process. HPM 10.3, 44-6

SUPERVISOR

It is ___ the role of the supervisor to investigate or suggest possible remedies to potential complaints. HPM 10.3, 44-6

NOT

All immediate ___ have the option to decline requests for informal discussions whenever a situation involves a conflict of interest, a work priority, or a time constraint. HPM 10.3, 44-6

SUPERVISORS

If at any time a potential conflict of interest arises, the supervisor ___ recuse themselves from the process relative to that incident interest. HPM 10.3, 44-6

SHALL

Merit issue complaint investigators have the ___ for inquiring into, and reporting findings of fact on, formal complaints alleging the State Civil Service Act or California Department of Human Resources (CalHR) rule or policy has been violated. HPM 10.3, 44-7

RESPONSIBILITIY

The investigator shall ___ make a final decision about the merits of the complaint. HPM 10.3, 44-7

NOT

Merit issue complaints include, but are ___ ___ ___ : interference with promotional opportunities, disputes regarding the effective dates of appointments or promotions, and application of alternate salary ranges within certain classifications. HPM 10.3, 44-7

NOT LIMITED TO

The complainant must file a complaint within ___ ___ ___ of the alleged violation. HPM 10.3, 44-8

30 CALENDAR DAYS

Time frames ___ be adhered to unless unexpected or extenuating circumstances arise where an extension is required. HPM 10.3, 44-8

SHALL

___ ___ - In those cases where the employee’s immediate supervisor is also the SSES commander, the formal complaint shall be filed at Level Two. HPM 10.3, 44-9

LEVEL ONE

___ ___- Assistant Commissioner. This is the first level of appeal for internally-filed complaints. HPM 10.3, 44-9

LEVEL TWO

___ __- Office of the Commissioner. This is the final level of appeal for internally-filed complaints. HPM 10.3, 44-9

LEVEL THREE

___ ___ - State Personnel Board Appeals Division. This is the last level of appeal. HPM 10.3, 44-9

LEVEL FOUR

All applicants/employees have the right to ___ during the complaint process. Managers, supervisors, and investigators should remember this when investigating and processing complaints. HPM 10.3, 44-9

CONFIDENTIALITY

The first step to initiate the complaint procedure is an informal discussion between the employee and the employee’s ___ ___. HPM 10.3, 44-9

IMMEDIATE SUPERVISOR

When discussing ___ ___ ___ , the supervisor will explain the difference: a) Anonymity means the supervisor does not name or identify the complainant to anyone. The only manner in which anonymity can be guaranteed in the merit issue complaint process is when an informal complaint is resolved by the supervisor at the lowest possible level. Once a merit issue complaint is elevated to the formal level, anonymity cannot be guaranteed. b) Confidentiality means the name or identity of the complainant will only be disclosed to parties who are a part of the resolution process or who have legal access to such information and have a legitimate need-to-know. HPM 10.3, 44-10

ANONYMITY AND CONFIDENTIALITY

To ensure the anonymity of the complaint, the___ may take the issue to a higher level manager for a resolution. HPM 10.3, 44-10

SUPERVISOR

The ___ should make all inquiries necessary to attempt to resolve the complaint at the lowest possible level. HPM 10.3, 44-10

SUPERVISOR

While trying to resolve the complaint at the lowest possible level, the supervisor ___ ___conduct an investigation, review employee personnel files, or gather any information normally obtained through the investigative process. HPM 10.3, 44-10

SHALL NOT

The supervisor ___ ___ suggest remedies nor shall they introduce or infer additional allegations. HPM 10.3, 44-10

SHALL NOT

The supervisor ___ advise the complainant that if they are not satisfied by the conclusion of the informal process, they may file a formal complaint. HPM 10.3, 44-10

SHALL

If the complainant has a merit issue and does not wish to file a complaint, the ___ shall document the issues, requested remedy, and statement indicating the employee does not wish to pursue their claim at this time. This shall be documented on a memorandum to the SSES commander within ___ ___ ___ for review and action as necessary. HPM 10.3, 44-11

SUPERVISOR FIVE WORKING DAYS

The ___ shall include a statement of the problem, name of the employee allegedly causing the problem, and a statement that the issue did not meet the parameters of a merit issue complaint, including where the employee was referred to for possible resolution of the complaint. This should be documented on a memorandum to the SSES commander within __ ___ ___for review and action as necessary. HPM 10.3, 44-11

SUPERVISOR FIVE WORKING DAYS

If the employee does not accept the informal decision, the applicant/employee may file a formal complaint in writing. The applicant/employee shall complete the__ ___ , Merit Issue Complaint, (refer to Annex A) and submit it to the SSES commander within __ ___ ___ of the alleged violation. HPM 10.3, 44-11

CHP 149 30 CALENDAR DAYS

The following information ___ be included on a formal complaint. (a) Alleged violation – include a detailed account of the infraction of the State Civil Service Act or CalHR rule or policy; (b) Statement of the problem – identify the specific act or decision; and (c) Requested remedy. HPM 10.3, 44-12

SHALL

The response to a formal complaint should be issued within ___ ___ ___ from the receipt of the complaint. HPM 10.3, 44-12

90 CALENDAR DAYS

A complainant who is not satisfied with the SSES commander’s Letter of Determination may file an ___ with the appropriate Assistant Commissioner within ____ ___ ___ from the date of receipt of the letter. HPM 10.3, 44-13

TEN WORKING DAYS

The complainant will indicate on the CHP 149, page 2, under “Merit Issue Complaint Review – Level One” section that they ____ ___ ___ with the decision and will be appealing to the second review level. HPM 10.3, 44-13

DO NOT CONCUR

If the complainant files a second review level appeal, the ____ ___ shall notify the complainant’s commander by memorandum, that an appeal has been filed. HPM 10.3, 44-13

ASSISTANT COMMISSIONER

If the complainant is dissatisfied with the Department’s decision regarding the complaint, or if the Department fails to respond within ____ ___ ___ from the date of complaint, and no extension has been granted, the applicant/employee may file an appeal with the ____ ___ ___ ____ . HPM 10.3, 44-14

30 CALENDAR DAYS APPEALS DIVISION OF SPB

An appeal of a merit issue complaint ___ be filed with SPB within ___ ___ ___ from the date of the Department’s decision and shall: (a) Be made in writing; (b) Clearly identify the facts that form the basis for the appeal; (c) Identify all known parties; (d) Specify the remedy or relief requested; and (e) Include a copy of the determination or action that is the subject of the appeal. HPM 10.3, 44-13

SHALL 30 CALENDAR DAYS

Appeals must be filed with SPB within the time frames specified by statute or rule or it may be ___ . HPM 10.3, 44-14

DISMISSED

___ are cautioned not to advise, counsel, or advance an issue on behalf of the individual. HPM 10.3, 44-15

COMMANDERS

If an applicant filed/appealed a merit issue complaint, the original complaint should be returned to the applicant in an envelope labeled “ ___ ___ ___.”

PERSONAL AND CONFIDENTIAL

Complaint files ___ be placed in a separate confidential file entitled “Merit Issue Complaints,” labeled “Active” or “Inactive.” 10.3, 44-16

SHALL

The SSES shall retain the original complaint records for a period of __ ___ following the date of final action. 10.3, 44-17

FIVE YEARS

Destruction of complaint records ___ be in compliance with confidential record procedures and shall occur at the expiration of the retention period of the documents. 10.3, 44-17

SHALL

The federal Family and Medical Leave Act (FMLA) of 1993, as amended, and the California Family Rights Act (CFRA) ___ employers to provide up to 12 weeks of unpaid, job-protected leave during a 12-month period for eligible employees for specified family and medical reasons. 10.3, 45-3

REQUIRE

___ shall ensure all departmental personnel are informed of the provisions of the FMLA. 10.3, 45-3

COMMANDERS

___ shall provide employees with a CHP 197 during the employee’s annual performance review.

SUPERVISORS

___ shall be responsible for completing and providing an employee with the CHP 738 within 5 business days after the employee has submitted a request for an FMLA/CFRA leave or the supervisor becomes aware the employee’s leave may qualify for FMLA/CFRA. 10.3, 45-5

SUPERVISORS

___ shall complete the employee information on the CHP 738 and check all boxes that apply to the employee’s FMLA/CFRA leave request. 10.3, 45-5

SUPERVISORS

An employee ___ notify their supervisor of a need for family or medical leave, with the anticipated date and duration of the leave. 10.3, 45-6

SHALL

Regardless of whether or not FMLA/CFRA is to be continuous or will be taken intermittently, an employee must provide their supervisor at least ___ ___ advance notice before FMLA leave is to begin if the leave is ______ based on: a) An expected birth, placement for adoption, or foster care. b) The planned medical treatment for a serious health condition of the employee or of an eligible family member. c) The planned medical treatment for a serious injury or illness of a covered service member. 10.3, 45-6

30 DAYS FORESEEABLE

If 30 days’ notice is not practicable (e.g.,lack of knowledge of approximately when leave will be required to begin, a change in circumstances, or a medical emergency), notice must be given ___ ___ ___ ___. 10.3, 45-6

AS SOON AS POSSIBLE

An employee requesting an FMLA/CFRA leave shall complete a___ ___ , Employee Request for Medical, Family and/or Military Family Leave of Absence Pursuant to the Family and Medical Leave Act (FMLA)/California Family Rights Act (CFRA). 10.3, 45-7

CHP 30

An employee is required to submit a completed medical certification from a health care provider to the supervisor within ___ ___ ___ of receipt of the certification, absent extenuating circumstances. 10.3, 45-7

15 CALENDAR DAYS

___ are required to inform employees in writing of their FMLA/CFRA rights when an employee states the leave is needed for any reason that would qualify under the FMLA/CFRA. 10.3, 45-8

SUPERVISORS

It is the ___ responsibility to determine the employee’s eligibility and designate the time as FMLA/CFRA leave. However, HRS, PTU, shall be contacted to confirm eligibility. 10.3, 45-8

SUPERVISOR'S

___ shall verify eligibility and electronically transmit the CHP 30 with the preliminary verification to: CHP-FMLA@chp.ca.gov in HRS, PTU. 10.3, 45-8

SUPERVISORS

To be eligible for FMLA/CFRA benefits, an employee ___ have at least12 months (52 weeks) of state service, and have worked at least 1,250 hours (actual time worked) immediately before the date the FMLA/CFRA leave is to start. 10.3, 45-10

MUST

As determined by the health care provider, a __ ___ ___ means an illness, injury, impairment, or physical or mental condition: 1) Inpatient Care. 2) Incapacity and Treatment. 3) Pregnancy and Prenatal Care. 4) Chronic Conditions. 5) Permanent/Long-Term Conditions. 6) Conditions Requiring Multiple Treatments. 7) Domestic Violence, Sexual Assault, or Stalking. 8) Treatment of Substance Abuse. 9) Exclusions. 10.3, 45-12

SERIOUS HEALTH CONDITION

California Labor Code Sections 230 and 230.1 provide ___ ___ to an employee who is a victim of domestic violence, sexual assault, or stalking in order to: (a) obtain a restraining order, (b) appear in court, or (c) seek medical attention or counseling services. 10.3, 45-14

UNPAID LEAVE

An eligible employee requesting FMLA/CFRA leave shall be required to provide their ___ with a completed medical certification form which supports the need for leave due to a serious health condition affecting the employee or eligible family member. 10.3, 45-16

SUPERVISOR

The employee shall be allowed at least ___ ___ ___ to obtain the medical certification. 10.3, 45-16

15 CALENDAR DAYS

If the employee has not submitted the medical certification within the 15 calendar days, they shall be allowed an ___ 10 calendar days to submit the form. 10.3, 45-16

ADDITIONAL

An eligible employee requesting FMLA/CFRA leave for their own serious health condition shall be required to provide their supervisor with a completed ___ . 10.3, 45-16

CHP 740

If the medical certification indicates the minimum duration of the condition is more than 30 days, the Department will wait until the minimum duration expires before requesting a ___. 10.3, 45-17

RECERTIFICATION

Under FMLA/CFRA, employees are allowed to take up to a total of 12 weeks of leave to bond with their child after birth. It must be taken within ___ of the date of the birth. 10.3, 45-19

1 YEAR

Employees are __ entitled to utilize sick leave for bonding with their healthy, newborn child. 10.3, 45-20

NOT

An employee is __ required to submit a completed medical certification from a health care provider if requesting a leave for the birth of a child, or adoption, or foster care placement of a child. 10.3, 45-20

NOT

If a supervisor did not know the reason for the employee’s absence until the employee’s return to work, the leave can be __ designated as an FMLA/CFRA leave. 10.3, 45-21

RETROACTIVELY

When a holiday falls on a normal scheduled work week and the employee is taking a full week of FMLA/CFRA leave, the __ counts against the employee’s 12-week entitlement. 10.3, 45-22

HOLIDAY

If the employee is taking FMLA/CFRA leave in increments of less than a week, the holiday will only count against the employee’s 12-week entitlement if the employee was __ to work on a holiday. 10.3, 45-22

REQUIRED

Paid leave due to job-related accidents or injuries under Industrial Disability Leave (IDL), Temporary Disability (TD), or 4800.5 time are __ counted as an employee’s FMLA/CFRA leave. 10.3, 45-22

NOT

__ shall provisionally designate FMLA/CFRA for all employees with pending workers’ compensation claims that may qualify as having a serious health condition under FMLA/CFRA. 10.3, 45-22

SUPERVISORS

Working Overtime While on a Family and Medical Leave Act/California Family Rights Act Leave- Overtime __be allowed, outside the employee’s normal work shift, on a regular day off, or at the commander’s discretion in order to meet the needs of the Department. 10.3, 45-23

SHALL

If an employee is on FMLA/CFRA leave for the employee’s own serious illness or injury, overtime shall __ be allowed during that period of leave. In addition, overtime shall not be allowed if the employee is on unpaid leave. 10.3, 45-23

NOT

An employee returning to work from leave for a serious health condition __ submit a note from the health care provider releasing the employee to full duty. 10.3, 45-23

SHALL

An employee returning from FMLA/CFRA leave __ be returned to the same position the employee held when the leave commenced, or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment. 10.3, 45-24

SHALL

All employees shall enter “_____/_____” in the reason for absence section of the STD. 634 and submit it with the CHP 71, or CHP 415, Daily Field Record, forms. 10.3, 45-25

FMLA/CFRA

If an employee believes there has been interference with, or the employee has been restrained, or denied the exercise of any right provided by this FMLA/CFRA policy, or if an employee believes they were discharged or discriminated against for opposing any practice, or because of involvement in any proceeding related to the policy, the employee may contact the U.S. DOL, Wage and Hour Division, and may also file a ____ ____ . 10.3, 45-26

CIVIL ACTION

The FMLA regulations provide for two types of military family leave for FMLA-eligible employees,____ ____ . 10.3, 45-27

QEL AND MCL

An ____ employee may take FMLA leave for one or more of the following qualifying exigencies: (a) Short-notice deployment. (b) Military events and related activities. (c) Childcare and school activities. (d) Financial and legal arrangements. (e) Attend counseling. (f) Rest and recuperation. (g) Parental care. (h) Postdeployment activities. (i) Additional activities not encompassed in the other categories, but agreed to by the employer and employee. 10.3, 45-27

ELIGIBLE

An employee requesting QEL must submit a ___. 10.3, 45-28

CHP 742

An employee requesting MCL to care for a covered servicemember with a serious injury or illness must submit a ___ . 10.3, 45-28

CHP 743

Overtime will be credited on a one-quarter-hour basis with a full quarter hour credit to be granted if ¬¬¬-____ or more of the period is worked. Smaller fractional units will not be accumulated. HPM 10.3 24-4

half

Overtime under FLSA for nonuniformed WWG 2 employees occurs when an employee works in excess of 40 hours in a work week, not after 8 hours in a work day, nor after ______ hours in a pay period for full-time employees. Compensation may be made by cash or CTO. Part-time employees are not eligible to elect CTO in lieu of paid overtime until after they have been compensated in cash for all hours worked up to 40 hours in a work week. HPM 10.3 24-4

173.33

An employee who does not have 40 hours of actual time worked in a work week _____ not be entitled to the time-and-one-half overtime rate. Hours worked in excess of the employee’s normal scheduled work hours in a day shall be compensated at the straight time rate. HPM 10.3 24-5

shall

Overtime is authorized time worked in excess of 8 and one-half hours per work day or ordered work on scheduled days off except as noted below. Officers and sergeants are assigned to _____ and are eligible for overtime compensation. HPM 10.3 24-6

WWG 2

Compensating time off credits earned by an employee cannot be transferred to another employee, unless specifically provided by a BU agreement, catastrophic leave policy, or transfer of leave credits for family members. HPM 10.3 24-8

cannot

Nonuniformed employees may earn up to ___ hours of CTO. Hours earned in excess of ___ hours shall be converted to paid overtime. HPM 10.3 24-8

240; 240

Officers and sergeants may earn up to ___ hours of CTO. Hours earned in excess of ___ hours shall be converted to paid overtime as provided in the BU 5 agreement. HPM 10.3 24-8

480; 480

Scheduling of when CTO credits may be used shall be at the discretion of the ________. HPM 10.3 24-9

commander

Commanders may order that CTO credits be used unless prohibited by a BU agreement. The employee should be given reasonable advance notice (at least __ hours). HPM 10.3 24-9

The California Code of Regulations, Title 2, Section 599.705 provides that excluded employees may use CTO in units of __________ hour or multiples thereof. Commanders shall, whenever possible and when the efficiency of the departmental operation will not be seriously impaired, schedule CTO in increments of 8 hours, although increments of less than 8 hours may be permitted. HPM 10.3 24-9

one-eighth

Compensating time off credits _____ not be used before they are earned. HPM 10.3 24-10

shall

Nonuniformed employees shall complete a CHP __, Attendance Report, to report all overtime worked. HPM 10.3 24-10

For the purpose of assigning voluntary overtime details, uniformed employees shall not be considered available if the assignment would result in the employee working more than ____ hours in any 24-hour period. HPM 10.3 24-10

16.5

In calculating the number of hours projected to be worked in any 24-hour period, scheduled ____ shifts shall take precedence over voluntary overtime details. HPM 10.3 24-10

work

Employees _____ not earn overtime in the same day as scheduled leave credits are used. HPM 10.3 24-10

should

In those instances when overtime is ___________ and is worked on the same day as leave credits are used, the employee is entitled to overtime compensation. Leave time is not reduced by the number of overtime hours worked. HPM 10.3 24-10

unavoidable

The ______ time of employees in WWG 2 shall only be considered as time worked if it meets the definitions and requirements of travel time in Sections 785.35 through 785.41 of Title 29 of the Code of Federal Regulations (CFR). HPM 10.3 24-11

travel

There may be instances when travel from home to work is ________. For example, if an employee has gone home after completing the day’s work but is subsequently called out at night to travel a substantial distance to perform an emergency job, all time spent on such travel is working time. HPM 10.3 24-12

overtime

When an employee travels on a _____ assignment to another city, the employee’s normal commute time and lunch period may be deducted from hours counted as time worked. HPM 10.3 24-12

1-day

Travel that keeps an employee away from home ________ is travel away from home. Travel away from home is clearly work time when it cuts across the employee’s work day. The employee is simply substituting travel for other duties. The time is not only hours worked on regular working days during normal working hours, but also during the corresponding hours on nonworking days. Thus, if an employee regularly works from 0900 to 1700 hours, Monday through Friday, the travel time during these hours is work time on Saturday and Sunday as well as on the other days. Regular meal period time is not counted. As an enforcement policy, Divisions will not consider “work time” time spent on travel away from home outside of regular hours as a passenger on an airplane, train, boat, bus, or automobile. HPM 10.3 24-13

overnight

Any work which an employee is required to perform while ________ must be counted as hours worked. HPM 10.3 24-13

traveling

California Code of Regulations, Title 2, Section 599.708 provides for call-back credit to employees in WWG 2. The rule provides that an employee, who has completed a normal work shift or is on an authorized day off, when ordered back to work, shall be credited with a minimum of ____ hours work time, provided the callback to work is without having been notified prior to completion of the work shift, or the notification is prior to completion of the work shift and the work begins more than three hours after the completion of the work shift. HPM 10.3 24-14

four

When such an employee is called back under these conditions within four hours of the beginning of a previous call or an additional call is received while still working on an earlier callback, the employee _________ receive an additional four hours credit for the new callback. HPM 10.3 24-14

shall not

When such an employee is called back within four hours of the beginning of the employee's next shift, call-back credit shall be received only for the hours ________ before the beginning of the employee's next shift. HPM 10.3 24-14

remaining

Sergeants in a two-sergeant or three-sergeant command utilize “_______” rather than standby. HPM 10.3 24-17

on-call

No charge for time off is made for the one hour not worked by employees when Standard Time changes to Daylight Savings Time in March. ________ is credited for the additional hour worked by employees when Daylight Savings Time reverts to Standard Time in November. HPM 10.3 24-17

Overtime

Overtime shall not be authorized to augment patrol strength to meet a continuing problem without prior authorization by the ___________. Deployment during a maximum enforcement period is not augmentation. HPM 10.3 24-17

Commissioner

Overtime credit for attendance at funerals when directed by the ___________ may be allowed only to employees assigned to perform honorary functions such as departmental representative, honor guard, escort duty, or pallbearer. HPM 10.3 24-17

Commissioner

Public Safety Dispatchers (PSD) should take rest periods as described in Chapter 23, Meal Periods, Rest Periods, Holidays, and Staggered and Flexible Work Hours, of this manual. However, in accordance with the BU 7 agreement, if operating needs cause the PSD to miss __ of the rest periods in their entirety (at least 30 minutes), they shall be compensated for one-half hour at the rate of one and one-half times the hourly rate of pay. HPM 10.3 24-17

When an employee who has no accumulation of leave or overtime credits, is off duty on a scheduled day of work, the absence is without pay. An employee may also be considered absent without pay, at the discretion of the commander, if the absence is not considered as an appropriate charge against accumulated leave or overtime credits. If the absence is due to ________ in reporting for work, only the actual time absent during duty hours may be docked, except the minimum time the subject is to be docked is one-tenth of an hour. One-tenth of an hour is six minutes (.10 of an hour) HPM 10.3 25-3

tardiness

Excluded employees in Work Week Groups (WWGs) E or SE who are not compensated for overtime at one and one-half times their hourly salary rate _____ not have their salary reduced (docked) for absences of less than an entire day. The regulation applies to all excluded employees assigned to WWGs E or SE. HPM 10.3 25-3

shall

If a request for sick leave is not approved, the employee’s absence is ___________. HPM 10.3 25-3

without pay

When an employee is absent without official ________, the absence is reported as absence without leave (AWOL). The commander must notify the employee in accordance with procedures in HPM 10.3, Chapter 9, Separations. An AWOL is not reported on an STD. 634, Absence and Additional Time Worked Report. HPM 10.3 25-3

approval

An STD ___ shall be prepared and submitted to cover absences without pay in accordance with HPM 10.3, Chapter 27, Absence Reporting. HPM 10.3 25-4

634

Commanders who have identified a need for administrative time off (ATO) _____ request, through the appropriate channels, the approval of the Office of the Commissioner. HPM 10.3 26-5

shall

Employees may be granted a paid leave of absence of up to ____ days by their appointing power when the employee works or resides in a county where a state of emergency has been proclaimed by the Governor and the appointing power determines that at least one of the needed conditions exist. HPM 10.3 26-5

five

No paid leave of absence shall exceed ____ working days without the prior approval of the appointing power and the prior approval of California Department of Human Resources (CalHR). The CalHR shall grant approval of a paid leave of absence in excess of ____ working days based on its finding that one of the criteria above continues to be met. HPM 10.3 26-6

five; five

Designated managers who relocate to a new assignment due to a transfer or promotion may be granted up to ____ working days of ATO by the appropriate commander in order to move or attend to details associated with moving (i.e., locate housing, schools, sign mortgage or lease agreements). The time allowed need not be consecutive days. Supervisory personnel who have been offered and accepted a promotion to a managerial position may be granted ATO prior to the effective date of promotion. HPM 10.3 26-6

five

The employee retains all court fees and the absence is __________ unless vacation, annual leave, compensating time off (CTO), personal leave program (PLP), or holiday credit is charged to cover the absence. HPM 10.3 26-7

without pay

When an employee is subpoenaed to appear as a witness in a matter other than one arising from official duties, the absence shall be _______. HPM 10.3 26-7

with pay

If an employee appears as a subpoenaed witness on a _______ which is not a regularly assigned work day, or while absent on vacation, annual leave, CTO, PLP, or holiday credit, the witness fee is not remitted to the state. The court obligation is considered as being performed on the employee’s own time. HPM 10.3 26-8

holiday

An employee regularly assigned to work a shift other than day shift may be __________ assigned to the day shift during the periods of absence to be a witness. HPM 10.3 26-8

temporarily

Effective January 1, 2003, GC Section 19991.11 grants an eligible employee paid leave for the purpose of donating an organ or bone marrow. An employee who donates an organ to another person is eligible for up to __ workdays of Donor Leave in any one-year period. An employee who donates bone marrow to another person is eligible for up to five work days of Donor Leave in any one-year period. HPM 10.3 26-8

Donor Leave is available to ___ permanent and probationary excluded employees. HPM 10.3 26-9

all

An employee shall be allowed time off ________ for an employment interview scheduled during the employee’s working hours with any department when the employee’s name has been certified for a position from any state civil service employment list. HPM 10.3 26-10

with pay

Departmental policy allows a reasonable amount of travel time up to _____ hours for such interviews. If the employee is on vacation, annual leave, CTO, PLP, or holiday credit, no restoration of credits will be made. HPM 10.3 26-10

eight

Labor Code (LC) Section 230.8 allows eligible employees to take up to __ hours per calendar year, not exceeding eight hours in any calendar month of the year, to participate in activities at their child’s school or licensed child day care facility. HPM 10.3 26-12

An eligible employee, prior to taking time off to participate in an activity at their child’s school or licensed child day care facility, must give reasonable ______, as determined by the commander, of the planned absence. HPM 10.3 26-13

notice

If both parents are employed at the same work location, only the parent who _____ requests the time is entitled to the provisions of LC Section 230.8. The other parent may request the time off subject to commander approval. HPM 10.3 26-13

first

The number of hours for ITO is based on the employees’ time base. Full-time employees are authorized __ hours off. Part-time and intermittent employees are authorized 1 to 4 hours off. HPM 10.3 26-14

Effective January 1, 1993, no peace officer, as defined in Section 830.1 and Subdivision (a) of Section 830.2 of the Penal Code, shall be selected for _________. This applies to both criminal and civil cases. While this excludes officers from being selected for voir dire, they are not excluded from being called for jury duty. HPM 10.3 26-14

voir dire

Requests to Jury Commissioners for exemption from jury duty by uniformed personnel shall be in writing, prepared on departmental letterhead, and jointly signed by the uniformed employee and the employee’s _________. HPM 10.3 26-15

commander

Pursuant to GC Sections 19775 and 19775.1, state civil service employees are entitled to receive their state salary for the first __ calendar days (including weekends) while on either long-term or short-term military leave for active duty, provided they meet the qualifying service criteria for the military leave taken. HPM 10.3 26-17

If scheduled during the employee’s working hours and upon giving ___ days’ notice to the supervisor, an employee shall be allowed reasonable time to be absent with pay to take a state civil service written and/or oral examination or to attend a State Personnel Board (SPB) hearing of the employee’s appeal from the rating attained in an examination. If the employee is on vacation, annual leave, CTO, PLP, or holiday credit, no restoration of credits will be made. Any expenses incurred are the responsibility of the employee. HPM 10.3 26-19

two

In accordance with Sections 14000 and 14001 of the California Election Code, employees may be granted a maximum of ___ hours of work time to vote provided there is insufficient time to vote outside of working hours. HPM 10.3 26-20

two

At least ___ days before a statewide election, the above provision shall be prominently posted on office bulletin boards accessible to all employees. HPM 10.3 26-21

ten

This chapter provides information to assist commands with the attendance reporting process. There are two types of attendance reporting: _________ and _____________. HPM 10.3 28-3

automated; nonautomated

All employees, except officers and sergeants, report attendance using the nonautomated CHP __, Attendance Report, manual process. HPM 10.3 28-3

When an employee does not have accumulated _______ to cover an absence, and it is not possible to determine the date of return to work, the employee shall be reported on dock through the last day of the pay period. HPM 10.3 28-4

credits

The __________ employees are expected to work, within reason, as many hours as necessary to accomplish their assignments or fulfill their responsibilities. HPM 10.3 28-6

FLSA-exempt

Consistent with the salaried nature of FLSA-exempt employees, these employees: (a) Shall not be charged any paid leave for absences in less than _____ day increments. HPM 10.3 28-6

whole

Consistent with the salaried nature of FLSA-exempt employees, these employees: (d) Shall not be subject to a disciplinary action suspension in less than full _____ increments unless there is a violation of a major safety rule. HPM 10.3 28-7

week

The decision to implement an AWW schedule is at the discretion of the commander with _______ concurrence. Commanders shall establish core hours (the period during each day employees are required to be at their work locations). HPM 10.3 28-7

Division

An employee shall submit a CHP __, Alternate Work Week Certification – Nonuniformed, to the commander to request initial participation, change, or termination of an AWW schedule. HPM 10.3 28-8

When a command implements, changes, or terminates an AWW schedule, the commander is responsible for sending a joint ______ to the Division, Office of Employee Relations (OER), and the appropriate Commissioner. HPM 10.3 28-9

e-mail

The CHP 71 is the primary source of information regarding attendance and activity for all employees except officers and sergeants. The form is submitted to HRS, PTU, on a _______ basis. HPM 10.3 28-13

monthly

The CHP ___ is the primary source of information regarding attendance and field activities for officers and sergeants. HPM 10.3 28-16

415

Employees shall complete a CHP 415 within __ hours of the end of each work shift and forward all CHP 415s to the reviewing supervisor for the approval or rejection of the records within the next 24-hour period. Submission by authorized reviewers must be made as soon as possible and prior to the end of each pay period and work period. HPM 10.3 28-16

Authorized reviewers/timekeepers have until 1800 hours on the ___ work day after the last day of the pay period to ensure all CHP 415s have interfaced with MIS for processing regular pay, shift differential, and special pays. HPM 10.3 28-16

4th

To ensure an employee has enough excess hours to use when the employee did not work the required hours, the employee should maintain a balance of _____ hours. HPM 10.3 28-18

16-40

With the __________ approval, plus excess hours can be used in lieu of vacation/annual leave, sick leave, or CTO. Plus excess hours used in lieu of leave credits are considered time worked for overtime purposes. HPM 10.3 28-18

commander's

Employees may not utilize available leave credits to offset the minus __ excess hour balance. HPM 10.3 28-18

Minus excess hours that exceed a 40-hour balance shall be automatically charged against the employee’s vacation/annual leave, CTO, or personal leave balance, in that order. If the employee’s leave balances are insufficient, a CHP ___, Notice of Salary Overpayment, accounts receivable will be established by HRS, PTU. HPM 10.3 28-19

456

An employee shall submit a CHP ___ to the commander to request initial participation, change, or termination of an AWW schedule. HPM 10.3 28-22

65A

Commanders shall provide sergeants with a __-day notification. HPM 10.3 28-24

When an employee is on IDL, TD, NDI, injury leave credits, or using leave credits for an injury, the employee’s schedule shall revert back to an __-hour schedule at the beginning of the next pay period following the last day worked. HPM 10.3 28-24

Commands shall notify their Personnel Specialist in ___, PTU, via e-mail with a cc to PTU@chp.ca.gov so the employee’s work schedule can be changed in MIS. HPM 10.3 28-25

HRS

If an STD. 634 cannot be submitted on the date indicated above, it shall be sent to HRS, PTU, within __ calendar days after the end of the pay period. HPM 10.3 28-27

The California Highway Patrol (CHP) adopted a conflict-of-interest code pursuant to the requirements of the ______________of 1974. Individuals holding designated positions identified in the code are required to disclose certain ____interests. (HPM 10.3, 16-3, 1a).

Political Reform Act

_______________ and _______________(SSES) will determine if employees are in a position considered designated within the Department’s code. (HPM 10.3, 16-3, 1b)

Selections Standards Examinations Section

Employees must disclose the interests described in their disclosure category on the Form 700, _________________. (HPM 10.3, 16-3, 1b)

Statement of Economic Interests

Category __: All interests in real property located in, or within two miles of the boundaries of any land owned or used by, the field Division to which the filer is assigned.  (HPM 10.3, 16-11, ANNEXB)

Category ___: All investments, business positions, and income, including gifts, loans, and travel payments, from any source that provides leased facilities, goods, equipment, vehicles, machinery, or services, including training or consulting services, of the type utilized by the Division to which the filer is assigned. (HPM 10.3, 16-11, ANNEXB)

Category ___: All investments, business positions, and income, including gifts, loans, and travel payments, from sources that are subject to regulatory, permit, or licensing authority of, or have an application for a license or permit pending before, the CHP. (HPM 10.3, 16-11, ANNEXB)

State Officials – Ethics Training Course shall be completed every ______ years to comply with Government Code 11146.3 for those CHP employees considered designated by the Department’s code.  (HPM 10.3, 16-4, d)

two

Public officials may be required to ________themselves from making, participating in, or attempting to influence any governmental decision which will affect their financial interests, including, but not limited to, those that must be reported on the Form 700. (HPM 10.3, 16-6, 6)

disqualify

The departmental policy and method of computing departmental _______do not apply to those situations governed by state civil service laws and rules or by bargaining unit (BU) agreements. (HPM 10.3, 1b)

seniority

Departmental seniority ______ be established by rank or classification. An employee of a given rank or classification shall not have departmental seniority over anyone holding a higher rank or classification. (HPM 10.3, 2)

shall

Permissive __________ is at the discretion of the Commissioner or the Commissioner’s designated representative (Government Code [GC] Section 19140) (HPM 10.3 CH 3-3)

Reinstatement

Eligibility. Any person having probationary or permanent status has the privilege (___ ____ ___) of requesting reinstatement if the individual was separated from a position with the Department: (1) By resignation; (2) By service retirement; (3) By termination from limited term, temporary, career executive assignment, or exempt appointment; (4) Absence without leave, whether voluntary or involuntary (refer to GC Section 19996.2); or (5) Without a break in continuity of state service to accept another civil service or exempt appointment. (HPM 10.3 CH 3-3)

Not the right

A former uniformed employee must apply for reinstatement to a uniformed position within _____ years of separation. The reinstatement process does not have to be completed within the _____ year period. Time spent in a position exempt from civil service, or as a temporary employee in another governmental agency engaged in a technical cooperation program approved by the state, or in a recognized military service shall not be considered in computing the ____ year period. (HPM 10.3 CH 3-4)

Three

All requests for reinstatement from former uniformed employees shall be submitted in writing to the ___________. The letter of request should include a current address, telephone number, and the applicant’s former departmental identification number. (HPM 10.3 CH 3-4)

Commissioner

Permissive reinstatement of a uniformed employee shall be approved at the rank of________, California Highway Patrol (CHP), regardless of the rank from which the employee resigned or retired. Reinstatement will be one salary step below maximum for the range of Officer, CHP, if the employee earned the maximum salary at the time of separation. If the employee had not reached the maximum salary for that range prior to separating, compensation will be at the same salary level at the time of separation. (HPM 10.3 CH 3-4)

Officer

A prerequisite for reinstatement ______ be the successful completion of the Physical Performance Test (PPT). The PPT will constitute the first phase of the reinstatement process and will be coordinated by the DRU RPC through the Division in which the applicant last worked for the Department or where the applicant now resides. In the event the applicant fails the PPT, an opportunity will be given to successfully complete the PPT Work Tasks at the Academy within ____ days of the PPT failure. Travel to the Academy for Work Task testing and any related expenses shall be the responsibility of the applicant. (HPM 10.3 CH 3-5)

Shall / 90

All reinstated employees must serve a ____-year probationary period. All reinstated employees shall be required to serve a ___-year term in their initial field assignment. (HPM 10.3 CH 3-5)

One

A former nonuniformed employee may request reinstatement either personally or by letter to the hiring command where a vacancy exists. The ______ -year limitation does not apply to reinstatement to nonuniformed classifications. (HPM 10.3 CH 3-5)

Three

Government Code Section 21193 states, in summary, an employee who applies for reinstatement and is no longer incapacitated for duty in the position held when retired for disability, or in a position in the same classification, _____ be reinstated, at the employee’s option. The former employee must be at least six months less than the age of compulsory retirement. (HPM 10.3 CH 3-5)

Shall

Policy and Procedures. The following procedures/actions shall be followed to facilitate the reinstatement process: The former employee _____ file an application with the California Public Employees’ Retirement System (CalPERS) requesting reinstatement from a disability retirement. The CalPERS can also require any recipient of a disability retirement allowance, who is under the minimum age for voluntary retirement for service applicable to members of their classification, to undergo a medical examination to determine their continued eligibility to receive disability retirement benefits. (HPM 10.3 CH 3-6)

Shall

INTERDEPARTMENTAL TRANSFERS. A transfer may be effective on a date agreeable to both agencies, which shall be no later than ___ calendar days after the current employing agency receives a request from the agency requesting the transfer. Requests for interdepartmental transfers may be verbal or written. Written requests are required under California Code of Regulations Section 425 when both agencies do not agree on an effective date, in which case the effective date shall be no later than __ calendar days after receipt of the written request. (HPM 10.3 CH 4-3)

An employee’s sick leave, vacation, and annual leave credits are assumed by the agency to which the employee is transferring; any excess hours or overtime balance is paid by the ____ from which the employee is transferring. (HPM 10.3 CH 4-3)

Agency

As provided in GC Section 19994.1, a __-day advance written notice provided to the employee is required for a mandatory transfer of any employee under the Department’s jurisdiction where relocation of the employee is reasonably expected. This requirement may be waived by the employee in writing. Unless waived, the employee shall be given a written notice of transfer __ days in advance of the effective date of the transfer. The written notice shall set forth in clear and concise language the reasons why the employee is being transferred. (HPM 10.3 CH 4-4)

The advance 60-day written notice is not applicable to the following transfer actions: (1) Mandatory transfer which does not reasonably require an employee to change the employee’s place of residence. (2) ______ ______. (3) Administrative transfer which is a matter of mutual agreement between the appointing power and employee.(4) Mandatory transfer as a result of a layoff situation. (HPM 10.3 CH 4-4)

Voluntary Transfer

If a mandatory transfer is expected to require an employee to change their place of residence, and the employee desires to waive the 60-day advance written notice of transfer provided by the GC, the employee may forward the following ____ ___ ____ statement through channels to the appropriate Commissioner: “I hereby waive the 60-day advance written notice provisions of Government Code Section 19994.1, which are applicable to mandatory transfers in which a change of employee residence may reasonably be expected.”(HPM 10.3 CH 4-4)

Signed and dated

Uniformed employees _____ reside in such proximity to their assigned command or headquarters office as will assure their ability to respond to an emergency within a reasonable length of time or to allow equitable assignment of departmental responsibility. (HPM 10.3 CH 4-5)

Shall

Out-of-State Residence. Due to limited housing and/or services at some remote work locations, the Commissioner authorizes departmental personnel permanently assigned to specific work locations the option of residing outside of California. A listing of work locations where out-of-state residency is authorized in a specific region adjacent to the work location is contained in Annex A of this chapter. All additional requests to reside out-of-state ____ be made to the Commissioner through the appropriate chain of command, and no approval shall be granted until such time as the Commissioner has approved the request. (HPM 10.3 CH 4-5)

Shall

The maximum travel distance from residence to work location for non-command employees using a state vehicle shall not exceed ___ miles. (HPM 10.3 CH 4-5)

Resident post personnel ____ reside within the established boundaries of the resident post, except where permitted by paragraph 4.c. Assignments to a resident post shall be in accordance with GO 22.3, Resident Posts. (HPM 10.3 CH 4-5)

Shall

In the event a command office is relocated, the commander ____ review residence locations of uniformed employees of the command and submit recommendations through channels as to the necessity to require uniformed employees to move, or such plan of operation as may be developed to preclude the necessity of moving. Relocation expenses will be reimbursed in accordance with established departmental policy. (HPM 10.3 CH 4-6)

Shall

All employees, except for legally employed noncitizens, _____, on or before the effective date of appointment and before entering upon the duties of their employment, sign the Oath of Allegiance portion of an STD. 689, Oath of Allegiance and Declaration of Permission to Work for Persons Employed by the State of California. Noncitizens are required to sign the Declaration of Permission to Work portion of the STD. 689. (HPM 10.3 CH 5-3)

Shall

If a noncitizen employee later becomes a naturalized citizen, the Oath of Allegiance must be administered and the ___ ____completed. It is the employee’s responsibility to inform the command of a change in citizenship and it is the command’s responsibility to provide the ___ ____ to the employee. (HPM 10.3 CH 5-3)

STD 689

The Oath or Declaration is valid for the _____ duration of the employee’s state service, as long as the employee does not have a break in service caused by a permanent separation from state service. If an employee permissively reinstates to state service, a new STD. 689 is required. (HPM 10.3 CH 5-3)

Entire

The STD. 689 will be used to administer the Oath of Allegiance or the Declaration of Permission to Work. All uniformed personnel at the rank of _____ __ ____, and nonuniformed commanders and their designated alternates are authorized to administer the Oath of Allegiance or Declaration of Permission to Work. Special authorization for other employees will be considered if a written request is submitted outlining reasons. In addition, any other person outside of state service who is authorized to administer oaths may perform this service. When the oath is given, no fee shall be charged. (HPM 10.3 CH 5-3)

Sergeant or above

Completion of STD. 689, Oath of Allegiance and Declaration of Permission to Work for Persons Employed by the State of California. The STD. 689 contains three parts which _____ be completed as follows: (1) Part 1-Oath of Allegiance. All United States citizens are required to complete this section. Noncitizens do not complete this part. (2) Part 2-Declaration of Permission to Work. All noncitizens are required to complete the declaration. United States citizens do not complete this part. (3) Part 3-Signature and Certification. All employees are required to complete Part 3. The certification must be signed by uniformed employees with the rank of sergeant or above, or nonuniformed commanders or their designated alternates. The date shown on the Oath or Declaration must be the date of appointment or a prior date. (HPM 10.3 CH 5-4)

Must

The salary range established for each classification consists of a minimum rate and a maximum rate. The minimum of the range serves as the normal entrance rate for new appointees to any position in a classification and represents the _____ rate to be paid to any employee who is considered qualified for appointment to or retention in a position. The maximum of the range represents the ______ rate paid to employees in the classification. (HPM 10.3 CH 6-3)

Lowest / Highest

“Step” for employees compensated on a monthly basis is a __ percent differential above or below a salary rate rounded to the nearest dollar. Step for employees compensated on a daily or hourly basis is a __ percent differential above or below a rate rounded to the dollar and cents amount. (HPM 10.3 CH 6-3)

Alternate salary ranges are based on educational, professional, special skill, or experience qualifications of the employee, or on conditions or location of employment. An employee ____ meet the criteria established before being appointed or moved between alternate salary ranges for a classification. (HPM 10.3 CH 6-3)

Must

Appointment from Promotional List. When an employee is appointed from a promotional list to a new classification and the maximum salary range is at least one step higher than the employee’s previous classification, the appointment rate shall be one step above the rate last received; however, the new rate may not exceed the maximum of the new range. One step higher is calculated by multiplying the employee’s salary rate by ____ (____). (HPM 10.3 CH 6-5)

1.05 (5 percent)

Under the provisions of CCR Section 599.676.1, managerial employees who are required to relocate upon promotion may receive ____ steps above the rate last received in accordance with the following guidelines: (1) This provision of the rule applies only to managerial employees. (2) The employee is required to relocate or establish a secondary residence in the geographical location of the new command as determined by the Department. (HPM 10.3 CH 6-5)

Two

Permissive Reinstatement. Employees reinstated following a permanent separation are entitled, as a matter of right, only to the _______ salary for the classification. Salary must be discussed with the reinstatee at the time of the interview. (HPM 10.3 CH 6-5)

Minimum

Merit salary adjustments (MSA) are increases equal to one step in the salary range which may be granted to employees ______, if they meet the standards of efficiency required for their position. The salary rate cannot exceed the maximum rate of the range for the classification. (1) When an employee has received an MSA and the new salary is $25.00 or less from the maximum rate of the classification, the salary will be increased to the maximum rate effective the same date as the MSA. (2) The normal anniversary date for an MSA is the first day of the pay period following the completion of 12 pay periods of qualifying service after the employee’s appointment, last MSA, or Special In-grade Salary Adjustment (SISA). (HPM 10.3 CH 6-6)

Annually

An employee whose salary is reduced by _____ ______ will retain the normal anniversary date for an MSA (Merit Salary Adjustment). (HPM 10.3 CH 6-7)

Adverse Action

When a supervisor recommends denial of an employee’s salary adjustment, the supervisor shall prepare a ________ informing the employee of the reason(s) for the denial and the right to appeal the action before completing the certification. The employee, issuing supervisor, and employee's commander shall sign the _________. A copy of the _______ shall be provided to the employee and a copy placed in the employee’s field folder. The original ________ shall be attached to the PSD 609 and forwarded to HRS immediately in accordance with the appropriate Memorandum of Understanding. If the _________ is not attached to the PSD 609, the HRS shall return the PSD 609 to the command with a request for the appropriate documentation. (HPM 10.3 CH 6-7)

Memorandum

The denial of an MSA may be appealed through the _______ _______. Represented employees shall follow the procedures in their bargaining unit agreement. Nonrepresented employees shall follow the procedures in HPM 9.1. (HPM 10.3 CH 6-8)

Grievance Process

Special In-Grade Salary Adjustment. Employees appointed at the minimum salary step of some entry level classifications are eligible for a SISA on the first of the pay period following completion of ____ months of qualifying service. An increase from the first step to the second step of a salary range is authorized for those employees in the classifications listed below: (a) Account Clerk II (b) Commercial Vehicle Inspection Specialist I (c) Cook Specialist I (d) Cook Specialist II (e) Custodian (f) Food Service Technician I (g) Graduate Student Assistant (h) Groundskeeper (i) Maintenance Worker, Department of the California Highway Patrol (j) Office Assistant (General) (k) Office Assistant (Typing) (l) Program Technician (m) Public Safety Operator, California Highway Patrol (n) Skilled Laborer (o) Stock Clerk (p) Student Assistant (q) Warehouse Worker (HPM 10.3 CH 6-8)

Six

Qualifying service for either an MSA or SISA is determined according to the following: (1) An employee who has ___ or more working days of service in a monthly pay period shall be considered as having a complete pay period of service, or continuous service. When determining working days of service, time which an employee is absent because of holidays, sick leave, vacation, compensating time off, or personal leave shall be considered as time worked by the employee. (HPM 10.3 CH 6-9)

Qualifying service for either an MSA or SISA is determined according to the following: (2) Absence from state service resulting from a temporary or permanent separation as defined in HPM 10.3, Chapter 9, Separations, for more than 10 working days in a 21-day pay period, or 11 working days in a 22-day pay period, or 11 consecutive working days which fall in two consecutive qualifying pay periods _____ disqualify one pay period of service. A Notice of Personnel Action will be sent to the employee advising that the absence disqualified one pay period. (HPM 10.3 CH 6-9)

Shall

Qualifying service for either an MSA or SISA is determined according to the following: (3) Any pay period in which an employee has been absent as a result of a temporary separation of 11 working days or less may disqualify an employee from a salary adjustment if the absence affected the employee’s ability to meet the standard of efficiency required for the position during the month. To disqualify a pay period of service, the ______ shall certify by memorandum that the absence affected the employee’s performance. The memorandum shall include an explanation of the manner in which the performance was adversely affected and shall be submitted through channels to HRS by the 15th day of the month following the pay period to be disqualified. A copy of the memorandum must also be provided to the _______. (HPM 10.3 CH 6-9)

Supervisor / Employee

Qualifying service for either an MSA or SISA is determined according to the following: (4) Time during which an employee is receiving temporary disability compensation or time spent on a military leave of absence, including temporary military leave, _____ considered as time spent in state service for the purpose of determining an employee’s salary adjustment date. (HPM 10.3 CH 6-10)

General salary increases (GEN) in salary ranges are adopted as a result of negotiations with the exclusive representative for represented employees and as established by _____ for nonrepresented employees. A GEN is contingent upon legislative appropriations and approval of the state budget.(HPM 10.3 CH 6-10)

CalHR

Employees receiving workers’ compensation benefits (e.g., temporary disability, industrial disability insurance, or Labor Code 4800.5) _____ continue to receive all employee benefits which they would have received had they not been injured. These benefits include any MSA, SISA, or GEN the employee would have received. (HPM 10.3 CH 6-10)

Shall