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2025 SERGEANT STUDY > HPM 11.1 - ADMINISTRATIVE PROCEDURES MANUAL - CHAPTER 6 - REIMBURSABLE SERVICES > Flashcards

HPM 11.1 - ADMINISTRATIVE PROCEDURES MANUAL - CHAPTER 6 - REIMBURSABLE SERVICES Flashcards

1
Q

CHAPTER 6 - REIMBURSABLE SERVICES

The Department is reimbursed monetarily or in exchange of consideration with monetary value for traffic control or other law enforcement services provided to a _________.

A

State/federal/local government, local public body, or private entity.

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2
Q

CHAPTER 6 - REIMBURSABLE SERVICES

A Reimbursable Services Contract, with the exception of __________ may be negotiated between the affected command and the state/federal/local government, public body, or private entity.

A

Motion/film picture

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3
Q

CHAPTER 6 - REIMBURSABLE SERVICES

A contractual Agreement with a requester shall in no way reduce the __________ of the Department.

A

Normal and regular services

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4
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Personnel assigned to provide law enforcement services on a reimbursable basis shall maintain __________ afforded to them by the Department.

A

All applicable employee rights and benefits

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5
Q

CHAPTER 6 - REIMBURSABLE SERVICES

When a request for reimbursable services is made, the Division/Area commander shall ensure that a __________ is prepared, and all required approvals are obtained prior to any services being performed.

A

Formal written Agreement

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6
Q

CHAPTER 6 - REIMBURSABLE SERVICES

When an RSC includes a unilateral indemnification clause, one party (the indemnitor) is obligated to __________ the other party (the indemnitee) against any harm, and any liability resulting from that harm, that the indemnitor (or its employees and agents) may cause during performance of the RSC.

A

Defend, insure, and hold harmless

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7
Q

CHAPTER 6 - REIMBURSABLE SERVICES

When the Department enters into an RSC with a private entity, the RSC shall include an __________.

A

Indemnification clause.

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8
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Where a command wishes to amend the current General Terms and Conditions (GTC) or template indemnification language in any RSC, the involved command shall prepare a __________, and forward it to the CSU for processing.

A

CHP 78R, Reimbursable Services Contract Request

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9
Q

CHAPTER 6 - REIMBURSABLE SERVICES

A __________ minimum cancellation notification will be required prior to each scheduled work service/detail.

A

24-hour

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10
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Cancellations must be made during __________ between 0800 and 1700, Monday through Friday, excluding legal holidays

A

Normal CHP business hours

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11
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Weekend details require notification on the __________ before, between the hours of __________.

A

Friday

0800 and 1700

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12
Q

CHAPTER 6 - REIMBURSABLE SERVICES

For a cancellation notification to the Department less than 24-hours prior to the scheduled work service/detail, a short notice cancellation fee of __________ will be charged for each CHP uniformed employee assigned, provided the CHP uniformed employee can _________ be notified of such cancellation.

A

$50

Reasonably

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13
Q

CHAPTER 6 - REIMBURSABLE SERVICES

If cancellation notification is made 24-hours or less and the employee(s) cannot be notified of such cancellation, a minimum of __________ will be charged for each assigned uniformed employee.

A

Four (4) hours overtime

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14
Q

CHAPTER 6 - REIMBURSABLE SERVICES

When one of the contracting parties is a local government entity or other local public body, a copy of the __________ of the local governing body, which by law has authority to enter into the proposed Agreement, must be obtained.

A

Resolution, order, motion or ordinance

This document approves and authorizes execution of the Agreement.

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15
Q

CHAPTER 6 - REIMBURSABLE SERVICES

When an inquiry is made concerning traffic control or other law enforcement services to be performed for which reimbursement would be claimed, the requested command shall inform the inquiring party of the __________, departmental equipment, and the __________.

A

Rates charged for services

Cancellation policy

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16
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Officers get paid from the time they __________ the Area/Division until the time they __________. Start and end times shall be on the __________.

A

Leave / Return

CHP 78R

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17
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Commands shall ensure that the requester has obtained the necessary __________.

A

Right-of-way clearances or permits.

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18
Q

CHAPTER 6 - REIMBURSABLE SERVICES

The reimbursable Special Projects (SP) code is assigned by the __________.

A

Assistant Commissioner, Field (ACF)

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19
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Reimbursable SP codes will not be issued unless a RSC has been __________ by all parties.

A

Approved and signed

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20
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Special Codes are required on the officers’ __________.

A

CHP 415

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21
Q

CHAPTER 6 - REIMBURSABLE SERVICES

All billing documents (CHP 467) shall be submitted to FMS, AR, via the SharePoint Billing Depot within __________ after completion of the service detail.

A

Ten (10) business days

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22
Q

CHAPTER 6 - REIMBURSABLE SERVICES

The approved/signed original CHP 78R package forwarded to CSU shall be retained in an assigned __________ file.

A

CSU procurement

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23
Q

CHAPTER 6 - REIMBURSABLE SERVICES

A copy of the CHP 78R package shall be retained in an assigned procurement file at the respective Division or Area command for __________ after the term ending date.

A

One (1) year

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24
Q

CHAPTER 6 - REIMBURSABLE SERVICES

Upon an approved CHP 465 package, to include the resolution if applicable, and signed by all parties involved, the respective Division or Area command shall: __________ / __________ / __________.

A

Retain the signed original CHP 465 package in an assigned procurement file for one year after term ending date.

Forward one signed original CHP 465 package to the requester.

Upload one signed copy of the CHP 465 package with a signed CHP 467 to the SharePoint Billing Depot Upload CHP 465 Docs

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25
CHAPTER 6 - REIMBURSABLE SERVICES Upon completion of a service detail the Area command shall forward a copy of the __________ to the appropriate Division, FMS (Fiscal Management Section), and AR (Accounts Receivable), via SharePoint Billing Depot Upload Contract Docs.
CHP 467, Billing Memo – Reimbursable Services
26
CHAPTER 6 - REIMBURSABLE SERVICES If the services are canceled with at least 24-hours’ notice and no deposit was taken, no further action is necessary.
NO CHP 467 NEEDED
27
CHAPTER 6 - REIMBURSABLE SERVICES If a deposit was taken, submit a CHP 467, with comment to __________ to FMS, AR.
Refund the deposit
28
CHAPTER 6 - REIMBURSABLE SERVICES Upon completion of a service detail initiated on a CHP 465, in the following order, the command shall submit to FMS, AR, via SharePoint Billing Depot Upload CHP 465 Docs:
CHP 467 - With ALL 415s CHP 465 CHP 169 - Movie Flyer (If Applicable) CHP 251 - Counter Receipt (If Applicable) Copy of the check (If Applicable)
29
CHAPTER 6 - REIMBURSABLE SERVICES Area commands shall maintain a CHP 466 in the same manner as Division commands.
I enter the initial info - Lito closes it out
30
CHAPTER 6 - REIMBURSABLE SERVICES At the end of each month, commands are to forward via interoffice mail or by e-mail a copy of the command’s __________ to their respective Division coordinator.
CHP 466
31
CHAPTER 6 - REIMBURSABLE SERVICES The CHP 466 shall be closed out at the end of each fiscal year with a new log implemented on July 1 beginning with the sequential number __________.
0001
32
CHAPTER 6 - REIMBURSABLE SERVICES Movie Details will start at __________.
1000
33
CHAPTER 6 - REIMBURSABLE SERVICES A CHP 78R - Reimbursable Services Contract Request is used for: __________ / __________ / __________ / __________ / __________ / __________ / __________ / __________ / __________
More than $50,000 Over 90 days State Entities Dignitary Protection Judicial Protection SSP Investigative Services Newly Incorporated Cities Task Force
34
CHAPTER 6 - REIMBURSABLE SERVICES Short Notice Request. An entity requesting a service detail from a command on short notice (i.e., to start within the next few days) shall contact the __________ to request the CHP 78R be __________.
CSU supervisor Expedited
35
CHAPTER 6 - REIMBURSABLE SERVICES Time Frame. When considering an Agreement start date, the command shall allow a minimum of __________.
Four (4) months The four-month window begins once the completed RSC request is received in CSU.
36
CHAPTER 6 - REIMBURSABLE SERVICES Agreements estimated to start sooner shall have proper approval from the appropriate __________.
Assistant Commissioner, Field (ACF)
37
CHAPTER 6 - REIMBURSABLE SERVICES Commands are responsi ble for monitoring expenditures for all their Agreements to ensure the Agreement total does not exceed the maximum Agreement amount.
Keep track of the initial amount and deduct daily hours and dollars as we go
38
CHAPTER 6 - REIMBURSABLE SERVICES If an amendment is required (e.g., add additional funds, extend term date), the command must request an amendment __________ prior to the service detail ending date.
Four (4) months
39
CHAPTER 6 - REIMBURSABLE SERVICES Once the service detail ending date has expired, an amendment CAN / CANNOT be processed.
CANNOT
40
CHAPTER 6 - REIMBURSABLE SERVICES Direct deposits or electronic wire transfers are established for __________. Commands should consult with FMS prior to executing a federally funded reimbursable service to ensure funds are to be deposited correctly.
Federally funded services (GRANTS???)
41
CHAPTER 6 - REIMBURSABLE SERVICES Advance deposits shall not be collected for any STD. 213 (CONTRACT).
We only collect advanced deposits for MOVIES
42
CHAPTER 6 - REIMBURSABLE SERVICES A CHP 465 - Reimbursable Letter of Agreement is used for: __________ / __________ / __________ / __________ / __________
* Contract with nongovernmental entity * $50,000 or less * 90 days or less * Variance (Wide) load transport * Security / Traffic Control for – Special Event – Movie – Parade – Marathon
43
CHAPTER 6 - REIMBURSABLE SERVICES The CHP 465 is negotiated between the requesting entity and the affected command. The CHP 465 is initiated, processed, and approved at the __________ level.
Command
44
CHAPTER 6 - REIMBURSABLE SERVICES Commands shall contact their respective Division coordinator for approval to enter into a CHP 465. Once approved, their respective Division coordinator shall issue an __________ Number to the requesting command.
R-Number
45
CHAPTER 6 - REIMBURSABLE SERVICES The R-Number is utilized for the purpose of __________ / __________ / __________
Assignment, tracking, and reporting.
46
CHAPTER 6 - REIMBURSABLE SERVICES A __________ is required for services initiated by a CHP 465.
CHP 466 - Reimbursable Services Control Log
47
CHAPTER 6 - REIMBURSABLE SERVICES R-Number = R-2-digit year-command-3-digit command location code-4-digit sequential number
EXAMPLE: R-23-580-0XXX
48
CHAPTER 6 - REIMBURSABLE SERVICES The __________ __________ will assign an R-Number in sequential order as each CHP 465 is requested with the exception of motion/film picture agreements.
Division Coordinator
49
CHAPTER 6 - REIMBURSABLE SERVICES Divisions/Area commands shall log each R-Number on a __________.
CHP 466
50
CHAPTER 6 - REIMBURSABLE SERVICES No __________ or __________ of the terms of the CHP 465 shall be valid unless made in writing, signed by the parties and approved as required.
Amendment or variation
51
CHAPTER 6 - REIMBURSABLE SERVICES If an entity wants to amend the CHP 465 to increase the total Agreement amount for more than $50,000, the command shall __________ the CHP 465 and submit a __________ to CSU for processing.
Cancel CHP 78R
52
CHAPTER 6 - REIMBURSABLE SERVICES Advance deposits shall not be collected for CHP 465s with the exception of __________ / __________.
Motion / Film picture.
53
CHAPTER 6 - REIMBURSABLE SERVICES The command receives motion / film picture requests from Division, from the __________.
Film Media Relations Officer (FMRO)
54
CHAPTER 6 - REIMBURSABLE SERVICES Services SHALL NOT commence until the advance deposit __________ has been received by the CHP.
Check
55
CHAPTER 6 - REIMBURSABLE SERVICES It is preferred that a __________ __________ be requested from the contracting entity. This way there is no waiting time for a check to clear the bank.
Cashier’s check
56
CHAPTER 6 - REIMBURSABLE SERVICES The advance deposit shall be made by the requesting party and __________ __________ directly to the FMRO or to the on-scene command officer in- charge.
Hand delivered
57
CHAPTER 6 - REIMBURSABLE SERVICES Upon completion of the detail, the CHP 467 shall be prepared and submitted to FMS, AR, along with the following supporting documentation in the following order:
o A copy of the signed CHP 467. o A copy of the signed CHP 465. o A copy of the CHP 169. o A copy of the issued CHP 251. o A copy of the contracting entity’s check.
58
CHAPTER 6 - REIMBURSABLE SERVICES When a command completes the CHP 467, they shall enter the amount of __________.
The deposit collected.
59
CHAPTER 6 - REIMBURSABLE SERVICES All billing documents shall be submitted to FMS, AR, via the SharePoint Billing Depot Upload CHP 465 Docs within __________ after completion of the service detail.
Ten (10) business days
60
CHAPTER 6 - REIMBURSABLE SERVICES REIMBURSABLE SERVICES CONTRACTS NOT PROCESSED BY CONTRACT SERVICES UNIT (CSU)
* Memorandum of Understanding (MOU). * Extraordinary Protective Services * Use of the Office of the Academy Facility (Training Agreement)

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