HPM 11.1 - ADMIN PROCEDURES Flashcards
The Department’s FISCAL YEAR is a 12 month accounting period starting on _____ and going through _______
From July 1st to June 30th
Employees shall book all travel arrangements through the ____________ online reservation system.
Concur Travel
at caltravelstore.com
Employees shall NOT request travel advances when the estimated expenses are less than $____
Less than $25
For travel expenses - receipts are required for any item that costs over $_____
Over $25
Per Diem expenses are NOT allowed at any location within _____ miles of an employee’s headquarters or primary dwelling.
Within 50 miles
If travel is cancelled after the advance money is received, the check SHALL be returned within ____ days.
Within 30 days
Travel advances (CHP 87 form) can be obtained ___ weeks prior to the travel date.
2 weeks prior
An employee is on “travel status” when they are ___ miles or more away from their headquarters or residence.
50 miles or more
If travel begins at or before 0600 hours, BREAKFAST can be claimed. What’s the dollar amount?
$7.00
If travel begins at or before 1000 hours, LUNCH can be claimed. What’s the dollar amount?
$11.00
If travel begins at or before 1700 hours, DINNER can be claimed. What’s the dollar amount?
$23.00
INCIDENTALS while traveling are paid every 24 hours of trip. (Must be gone 24 hours or more) What’s the dollar amount?
$5.00
Mandatory overtime meal dollar amount?
$8.00
Employees may claim an additional overtime meal for each additional ____ hour period. No more than ___ overtime meals can be claimed for each 24 hour period.
For each additional 6 hour period
No more than 3 meals per 24 hour period
Can employees use rental vehicles while training or instructing at the CHP Academy or Clark Training Center?
No - It is prohibited
You need a receipt for travel expenses over $25. However, a receipt is required when using taxis, shuttles, rapid transit, bridge/road tolls, parking fees or bus if over $______
Over $10
Are privately owned motorcycles authorized as a means of transportation for official state business?
No - So no miles can claimed for reimbursement.
Employees may claim one round-trip to their residence for every ____ weeks of training.
For every 3 weeks of training
Criminal / Civil subpoenas for OUT OF STATE appearances, require notification to who?
AC Field
In the event of an emergency incident, officers required to stay at a specific location WITHIN 50 MILES of their command WILL or WILL NOT be reimbursed for meals and lodging?
They WILL be reimbursed
When a person claims to have suffered a loss of $1,000 or LESS, they shall be provided with a CHP _____ form.
CHP 287 (Claims of $1000 or Less)
CHP 287 (Claims of $1000 or Less) should be filed within ____ months of the date of the alleged incident.
Within 6 months
If damage claim is in EXCESS of $1,000, they should be directed to the state web site to complete a claim form ($25 fee).
A ___ form is not required.
A ___ form is required and claim should be investigated pursuant to HPM 10.4 Citizen Complaints
CHP 287 form not required (that’s for over $1000)
CHP 268 (liability) forms still required
Every time an employee is served a summons / complaint, immediate notification to ____ shall be made.
CMU (Case Management Unit)
They send it to the AG’s office
If CHP is investigating something and we recognize that a person involved is a VICTIM, a _______ form SHALL be issued to the person.
CHP 170 - Notice to Victims of Violent Crimes
When former employee is called to testify for a case from their duty as officer, they are only entitled to _______ witness fees (which are $____ a day)
Civilian witness fees
$12 / day
At the office, can we accept subpoenas for a former employee?
NO
If a former employee’s location is not known, is the Dept allowed to provide the subpoena process server with the employee’s address / telephone number?
NO. Do not share this info.
Form for civil court appearances?
CHP 90
The CHP ___ form is for civil court appearances. You need one form for EACH day and needs to be completed within ____ hours.
CHP 90
Within 24 hours
Maximum liability of a person DUI cost recovery to a government agency is $_________
Max liability is $12,000
The Dept will seek cost recovery when a person is found to be _______ for a collision AND they are _______ drugs or alcohol
at fault for a collision
DUI drugs or alcohol
For DUI cost recovery to happen, the person must be _________ or pled ________ to DUI.
Convicted of DUI or
Pled no contest to DUI
Regarding DUI cost recovery, it IS / IS NOT considered a conviction if the suspect agrees to plea bargain to a lesser charge.
Is not considered a conviction.
Completed CHP 735 (DUI cost recovery) shall be submitted to Fiscal Management Section (FMS) and Accounts Receivable Unit (ARU) within ______ business days after the _______ results are known, there was a _______, drugs only, or BAC of less than .08%
Within 10 business days
After alcohol results are known
Refusal
CHP 735 - Record staff hours spent on the incident to the nearest ______ minutes.
Nearest 15 minutes.
If management is given a subpoena less than 5 days before the appearance, they _____ refuse to accept it.
MAY.
Notify subpoenaing agency within 48 hours
State form - California state tax exemption waiver for lodging. State employees on official business are exempt from state tax.
STD 236
CHP 268 shall be completed within ___ hours and sent to _____.
Within 48 hours
Sent to ORM (Office of Risk Management)
Is a 208 (Accident prevention report) required when a 270 (Report of vehicle accident) is completed for liability only?
No - the 208 is not required.
Is collecting reimbursement taxable income that’s reported to the IRS?
Yes
Current mileage reimbursement rate: $___ per mile
62.5 cents per mile
For a reimbursable contract OVER $50,000, submit a ______ form to ________
78R to Division
PRA Request form is a CHP _______ and should be filled out by the employee, NOT by the requester
CHP 370C
A PRA for an arrest log only does NOT require approval from ____________
ORM - Office of Risk Management or PRU - Public Records Act Unit
When a PRA request is received at office, the office shall send the Dept’s written response to the requester no later than the close of business on the ____th day.
10th day
The date after the request is DAY ONE
If 10th day is weekend or holiday, use next day
PRA Request response must be within __ days
10 days
The date after the request is DAY ONE
If 10th day is weekend or holiday, use next day
