Hpm 10.3 Personnel Transactions Manual Flashcards
Are employees allowed to accept gifts or gratuities or unusual hospitality that may in any way tend to influence them in the performance of their duties?
No.
What is required if an employee finds themselves involved in a conflict of interest situation?
The employee shall disclose the facts so a departmental inquiry can be made to determine whether a problem exists, and if so, to eliminate it.
What is the purpose of the inconsistent and incompatible activities directive?
To inform all employees of activities, including secondary employment activities, which are inconsistent or incompatible with, or unfavorable to CHP employment.
What is a CHP 18?
Receipt of Inconsistent and Incompatible Activities Statement.
When are employees required to sign a receipt of inconsistent and incompatible activities statement?
During orientation.
Once signed, where is the CHP 18 kept?
Employee’s field folder.
Are their legal statutes that provide a legal basis for enforcing standards of conduct for all state employees?
Yes, in the Government Code.
The holding of public office, the direct or indirect ownership of business concerns, or employment for compensation, is the definition of what?
Secondary employment.
What is a CHP 318?
Notice of Intent to Engage in Secondary Employment.
Prior to engaging in secondary employment activities, employees must do what?
Receive written approval from their commander on a CHP 318, review HPM 1.3.
If an employee’s request for secondary employment is denied and the employee feels that the decision was improper or discriminatory, he/she may appeal the decision through which procedure?
Grievance/Complaint procedure.
What is the employee’s responsibility when they want to engage in secondary employment?
Complete CHP 318 in triplicate. Complete a detailed job description of the requested secondary employment activity and attach it to the CHP 318.
What is the supervisor’s responsibility upon receiving a completed CHP 318?
Make an inquiry into the proposed activity to determine if the activities will be inconsistent or incompatible with state employment. Ensure that those duties listed are descriptive of all duties to be performed, and that they do not interfere with the employee’s ability to perform his/her state duties. Discuss the provisions of the secondary employment request with the employee to ensure that the request is understood and that the employee is aware he/she is not entitled to any special consideration in scheduling. Certify that he/she has discussed the proposed employment with the employee, and indicate on the form whether he/she believes the proposed employment is inconsistent or incompatible.
In what instance would an approved CHP 318 not be forwarded beyond the Area?
When the employment is for 3O calendar days or less.
Where is an approved CHP 318 sent to?
Copy to employee and original in employee’s field folder.
If the CHP 318 is approved for employment in excess of 3O calendar days, who is the commander required to send copies of the CHP 318 to?
Copy to employee. File one copy. Forward original to the next level of review.
When a CHP 318 is denied, where are copies sent to?
Copy to employee. File one copy. Forward original to next level of review.
If the next level of review concurs with the commander’s approval or denial of a CHP 318, where does the original CHP 318 go?
Filed in employee’s field folder, copy previously filed can be destroyed.
What happens if the next level of review countermands a commander’s previous approval of a CHP 318?
The original CHP 318 is returned to the commander, setting forth the reasons for disapproval. The commander is required to have employee terminate secondary employment and the original copy of the CHP 318 is required to be filed in the employee’s field folder.
What happens if the next level of review countermands a commander’s previous disapproval of a CHP 318?
The commander shall be notified to deliver a copy of the approved request to the employee, and file the original CHP 318 in the employee’s field folder.
Secondary employment requests to practice law must be forwarded through the chain of command to where?
Internal Affairs.
Once a secondary employment request to practice law is received by internal affairs, who reviews it to determine the need for specific limitations or clarification?
Internal Affairs and General Counsel.
If no expiration date was set by the employee for the CHP 318, the commander is required to set the expiration date to when?
Date of next annual performance appraisal evaluation.
Under what circumstances can the commander extend the approval date of the CHP 318?
If employee’s performance on their annual performance appraisal is found to be satisfactory and the secondary employment is still in accordance with that set forth on the CHP 318.
Barring an expiration date coinciding with the employee’s annual performance appraisal, the CHP 318 will automatically expire when what type of events occur?
Expiration date set by employee expires. There is a change to secondary employment duties. Termination of the secondary employment. Employee transfers to a new command location.
How soon after a change of duties or end of employment from a secondary job must an employee notify the Department?
Within 1O calendar days by memorandum.
Commanders who want to cancel requests for cause are required to receive approval from whom?
The review level.
Should employee’s who have secondary employment receive special considerations?
No.
Secondary employment can be suspended while an employee is on what type of work status?
Sick leave, injury, or limited duty.
What is an employee required to give their commander if they wish to continue work with their secondary employer while on sick leave, injury, or limited duty?
Written assurance from appropriate medical authority stating the secondary employment activity will not aggravate the injury nor prolong the employee’s recovery.
Whenever secondary employment is suspended while an employee is on sick leave, injury, or limited duty, who is the commander required to notify?
Personnel Services Section. Office of Employee Relations. Internal Affairs.
Who is required to maintain a central listing of all personnel with approved secondary employment requests?
Each command.
In regard to the previous question, who is required to have immediate access to the central listing?
All supervisors and managers.
Who is responsible for providing clarifications and direction in the matter of secondary employment and inconsistent and incompatible activities?
Internal Affairs.
What are some examples of types of secondary employment that are inconsistent or incompatible to public service?
Uniformed employees working for an ambulance company, except for Department EMTs and Paramedics. Officers assigned to commercial enforcement working in commercial vehicle related jobs. Expert witness for vehicle accident related cases. Places where the primary purpose for that business involves the dispensing or serving of “on sale” alcoholic beverages. Other law enforcement agency that requires use of peace officer powers or carry a firearm. Practice criminal law or civil law where the state is a defendant. Vehicle dismantler. Tow truck owner/operator.
Before running for public office, an employee is required to do what?
Gain departmental approval.
Is a CHP 318 required to be submitted if running for public office?
Yes.
Any employee elected or appointed to public office must notify the Commissioner within how many days?
5 days after accepting appointment; or after the official tabulation of the ballots.
If an employee is appointed or elected to public office and the Commissioner determines that the position is inconsistent or incompatible with the duties of his/her position, what choices will the employee be given?
Separate from the Department or forfeit the public office.
Does a CHP 318 need to be submitted if an employee seeks to hold an elective or appointed position in any fraternal organization, charitable organization, service club, or serving as a precinct election board member?
No.
What are some public offices that are automatically determined to be inconsistent and incompatible with the duties of an employee of the Department?
Sheriff. Constable. Marshal. Judge of a judicial district.
Is there a limit on how many sick leave credits an employee can accumulate?
No.
What is the minimum amount of sick leave time that represented and non-represented employees can charge?
3O min.
Can an employee use sick leave while on vacation?
Yes, only because of an illness or injury, the employee is confined to a hospital or residence and is unable to continue his/her vacation activity.
Are appointments with physicians, dentists, and other licensed practitioners valid reasons for sick leave?
Yes.
Normally, how many hours of sick leave should be used for an appointment with a doctor?
Two hours, unless more is substantiated by the employee.
When can an employee take a physical examination during work hours without using sick leave?
When part of a civil service examination. Required to evaluate an employee’s capacity to perform the duties of his/her position. Required for entry into the recognized military service. Ordered by the State Compensation Insurance Fund.
Do reservists who take time off for a physical examination required because of their reserve status required to use sick leave?
Yes.
What is family sick leave used for?
For the required attendance of an employee for an ill or injured family member.
How many hours of family sick leave can a represented employee use each fiscal year?
4O hours.
How many hours of family sick leave can a non-represented employee use each fiscal year?
No limitation.
Can family sick leave be used to care for an adult family member who has a common cold or other minor illness?
No, not a valid use.
Is the use of family sick leave to care for, supervise, or prepare meals for children with illness or injury a valid use of family sick leave?
Yes.
How is childbirth handled in regard to leave usage?
Same as an injury or illness, substantiation is required for more than two days.
In addition to bereavement leave, how many days are non-represented employees authorized to take for the death of a person related by blood, by adoption, or by marriage, or any person residing in the immediate household of the employee at the time of death?
Up to five days, with commander’s approval.
How much bereavement leave do non-represented employees receive for each occurrence?
Three days for any one occurrence, if the death occurred outside the state, an additional two days may be requested and shall be charged to the employee’s sick leave or leave without pay.
How much bereavement leave do represented employee’s receive for each death of a parent, stepparent, spouse, domestic partner, child, sister, brother, stepchild, or death of any person residing in the immediate household of the employee at the time of death?
Three eight hour days for each occurrence.
How much bereavement leave do represented employees receive for each the death of a grandchild, grandparent, aunt, uncle, niece, nephew, mother-in-law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, or immediate family member of a domestic partner?
Three eight hours days per fiscal year.
If the death of a person described in the two previous questions requires the represented employee to travel over 4OO miles one way from his/her home, how much additional time shall be granted?
Two additional days which shall be deducted from accrued leave.
Who is required to be notified whenever a member of an employee’s immediate family dies?
The Commissioner’s Office.
What is a CHP 634?
Absence and Additional Time Worked Report.
If more than one absence occurs during the same pay period, how many CHP 634s need to be submitted?
One CHP 634 for each pay period, each absence is itemized on the CHP 634.
Does an employee need to complete a CHP 634 if they used overtime hours to offset sick leave usage in the same workday?
No.
Permissive reinstatement is at the discretion of whom?
The Commissioner or his/her designated representative.
Any person having probationary or permanent status has the privilege (not the right) of requesting reinstatement if he/she separated for what reasons?
Resignation. Service retirement. Termination from limited term, temporary, or career executive assignment, or exempt appointment. Absence without leave, whether voluntary or involuntary. Without a break in continuity of state service to accept another civil service or exempt appointment.
A uniformed employee must apply for reinstatement to a uniformed position within how many years after separation?
Three.
All requests for reinstatement from former uniformed employees shall be submitted in writing to whom?
The Commissioner.
It is departmental policy that permissive reinstatement will normally be limited to those uniformed employees who have successfully completed what?
Academy training and field probation.
Reinstatement of a uniformed employee will normally be approved only at what rank classification, regardless of the rank from which the employee resigned or retired?
Officer.
What salary step do reinstatees normally start at?
One salary step below the maximum range for officers.
When a separated employee seeks reinstatement, who is required to review their personnel file, including the Employment Summary – Separated Employee form?
Disability and Retirement Section’s Reinstatement Unit.
What is required to be successfully completed before reinstatement?
PPT test.
What is the first phase of the reinstatement process?
PPT test.
What happens if a person seeking reinstatement fails the PPT?
They get the opportunity to successfully complete the PPT Work Tasks at the Academy within 9 days of the PPT failure.
Applicants are not required to attend the Academy Reinstatement Training Course if they reinstate within how long after separation?
Six months.
Do reinstated employees have to serve a one-year probationary period?
Yes.
How long do reinstated employees have to spend at their initial field assignment?
One year.
When is the Department to reinstate a uniformed employee?
When the employee seeks reinstatement and is no longer incapacitated for duty in the position held when retired.
Is the Department required to assign the mandatorily reinstated employee to the field office they retired out of?
No, will be a location where need exists.
What are the four types of discretionary leave?
Regular leave of absence. Adoption leave. Temporary leave of absence. Informal leave.
Are employees entitled to discretionary leave?
No.
What are five of the most common types of nondiscretionary leave?
Pregnancy/Parental Leave. Veterans’ Educational Leave. Military Leave. Family Medical Leave Act/California Family Rights Act. Nonindustrial Disability Insurance Leave.
Are employees entitled to nondiscretionary leave?
Yes, if they meet eligibility criteria.
Is attendance reporting required for the period than an employee is off duty without pay on an approved regular Pregnancy/Parental, adoption, veterans’ educational, or military leave of absence?
No.
When a commander is absent from his/her command for an extended period of time, their position will be considered for refill after how many months?
Six.
Uniformed employees who are on an approved leave of absence must complete Refresher Training at the Academy prior to resuming field related duties after being on leave for how long?
Six contiguous months to two years.
Uniformed employees who are on an approved leave of absence for more than two years are required to complete what type of training?
Reinstatement Training at the Academy.
What is the purpose of a regular leave of absence?
To provide an employee with a guaranteed right of return to his/her former position upon expiration of the leave.
Are regular leaves of absences with or without pay?
Without.
Who is eligible for taking a leave of absence?
Employees who have permanent status with no break in continuity of state service due to permanent separation, a probationer who has completed six months of service in a classification having a longer probationary period, or a probationer who was prevented from completing the probationary period because of entry into the military.
