HPM 11.1 - ADMINISTRATIVE PROCEDURES MANUAL - CHAPTER 6 - REIMBURSABLE SERVICES Flashcards
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 _________.
State/federal/local government, local public body, or private entity.
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.
Motion/film picture
CHAPTER 6 - REIMBURSABLE SERVICES
A contractual Agreement with a requester shall in no way reduce the __________ of the Department.
Normal and regular services
CHAPTER 6 - REIMBURSABLE SERVICES
Personnel assigned to provide law enforcement services on a reimbursable basis shall maintain __________ afforded to them by the Department.
All applicable employee rights and benefits
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.
Formal written Agreement
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.
Defend, insure, and hold harmless
CHAPTER 6 - REIMBURSABLE SERVICES
When the Department enters into an RSC with a private entity, the RSC shall include an __________.
Indemnification clause.
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.
CHP 78R, Reimbursable Services Contract Request
CHAPTER 6 - REIMBURSABLE SERVICES
A __________ minimum cancellation notification will be required prior to each scheduled work service/detail.
24-hour
CHAPTER 6 - REIMBURSABLE SERVICES
Cancellations must be made during __________ between 0800 and 1700, Monday through Friday, excluding legal holidays
Normal CHP business hours
CHAPTER 6 - REIMBURSABLE SERVICES
Weekend details require notification on the __________ before, between the hours of __________.
Friday
0800 and 1700
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.
$50
Reasonably
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.
Four (4) hours overtime
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.
Resolution, order, motion or ordinance
This document approves and authorizes execution of the Agreement.
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 __________.
Rates charged for services
Cancellation policy
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 __________.
Leave / Return
CHP 78R
CHAPTER 6 - REIMBURSABLE SERVICES
Commands shall ensure that the requester has obtained the necessary __________.
Right-of-way clearances or permits.
CHAPTER 6 - REIMBURSABLE SERVICES
The reimbursable Special Projects (SP) code is assigned by the __________.
Assistant Commissioner, Field (ACF)
CHAPTER 6 - REIMBURSABLE SERVICES
Reimbursable SP codes will not be issued unless a RSC has been __________ by all parties.
Approved and signed
CHAPTER 6 - REIMBURSABLE SERVICES
Special Codes are required on the officers’ __________.
CHP 415
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.
Ten (10) business days
CHAPTER 6 - REIMBURSABLE SERVICES
The approved/signed original CHP 78R package forwarded to CSU shall be retained in an assigned __________ file.
CSU procurement
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.
One (1) year
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: __________ / __________ / __________.
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
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
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
CHAPTER 6 - REIMBURSABLE SERVICES
If a deposit was taken, submit a CHP 467, with comment to __________ to FMS, AR.
Refund the deposit
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)
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
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
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
CHAPTER 6 - REIMBURSABLE SERVICES
Movie Details will start at __________.
1000
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
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
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.
CHAPTER 6 - REIMBURSABLE SERVICES
Agreements estimated to start sooner shall have proper approval from the appropriate __________.
Assistant Commissioner, Field (ACF)
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
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
CHAPTER 6 - REIMBURSABLE SERVICES
Once the service detail ending date has expired, an amendment CAN / CANNOT be processed.
CANNOT
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???)
CHAPTER 6 - REIMBURSABLE SERVICES
Advance deposits shall not be collected for any STD. 213 (CONTRACT).
We only collect advanced deposits for MOVIES
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
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
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
CHAPTER 6 - REIMBURSABLE SERVICES
The R-Number is utilized for the purpose of __________ / __________ / __________
Assignment, tracking, and reporting.
CHAPTER 6 - REIMBURSABLE SERVICES
A __________ is required for services initiated by a CHP 465.
CHP 466 - Reimbursable Services Control Log
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
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
CHAPTER 6 - REIMBURSABLE SERVICES
Divisions/Area commands shall log each
R-Number on a __________.
CHP 466
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
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
CHAPTER 6 - REIMBURSABLE SERVICES
Advance deposits shall not be collected for CHP 465s with the exception of __________ / __________.
Motion / Film picture.
CHAPTER 6 - REIMBURSABLE SERVICES
The command receives motion / film picture requests from Division, from the __________.
Film Media Relations Officer (FMRO)
CHAPTER 6 - REIMBURSABLE SERVICES
Services SHALL NOT commence until the advance deposit __________ has been received by the CHP.
Check
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
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
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.
CHAPTER 6 - REIMBURSABLE SERVICES
When a command completes the CHP 467, they shall enter the amount of __________.
The deposit collected.
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
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)
