HPM 11.1 Administrative procedures manual Flashcards
Once a budget concept is approved, a ________ is prepared and must be submitted to finance by ______ of each year.
Budget Change proposal / Mid-September
______ is the process by which the Department distributes spending authority approved for the upcoming fiscal year to Division and OPI’s:
a. Appropriations
b. Budget development
c. Baseline Budget
Budget Development
___________ is the spending authority within a specific fund for a specific agency or program to make expenditures/incur obligations for a specified purpose and a period of time.
a. Budget Development
b. Appropriations
d. baseline Budget
e. budget
b. Appropriations
The initial budget is a budget which reflects the anticipated costs of carrying out the current level of service or activities as authorized by the legislature.
a. Budget development
b. Budget
c. Baseline budget
d. Budget act
c. Baseline budget
A fiscal plan of operation detailing proposed expenditures for a given period of time and the proposed means of funding them.
a. Budget development
b. baseline budget
c. Budget
d. Budget act
c. Budget
A budget year is from _____ to ________.
July 1 to June 30 of the next year. Year following the current fiscal year.
Expenditures of funds to acquire land or pay the costs of planning and constructing new buildings, or additions to and modifications of existing buildings and equipment which is related to such construction.
a. Capital outlay
b. Budget development
c. budget
d. Budget act
a. Capital outlay
Departments must submit complete information on each proposed major capital outlay project to finance on a BCP form prior to ________ of each year. minor capital outlay projects are to be submitted no later than ______.
June 1 - Capital outlay
July 1 - Minor capital outlay
_____ are reduction to expenditures that have already been made.
Abatement
Budget Responsibility: Departmental budgets must be formulated ____ to ____ months before the fiscal year for which they are intended.
12 to 18 months
Additional Personnel: Staffing levels are evaluated on a statewide basis in terms of the budget process. Commands SHALL not individually request staffing through the budget process. When a command defines the need they SHALL prepare a memorandum and forward through channels to Assistant Commissioner Staff.
True/ False
True
Divisions should not submit requests for additional overtime funding through the budget process.
True/ False
True
Equipment is defined as all movable, freestanding items of non-expendable property which have a normal useful life of four (4) years or more.
True/ False
True
It is the responsibility of the respective _________ to include arequests for additional equipment needed when submitting a CHP172, Budget concept Request.
a. Sergeant
b. Officer Supervisor
c. Commander
d. Division Commander
c. Commander
The purpose of the travel expense allowance is to provide reimbursement for the actual and necessary out-of-pocket expenses incurred by departmental employees while traveling on official state business.
True/ False
True
Travel expenses incurred by an employee for any type of interviews are NOT reimbursable.
True/ False
True
Per diem is not allowed within ____ miles by normal commute distance of the employees HQ. Per diem is not allowed within ____ miles of the employees residence.
50/ 50
If your HQ is Bishop and part of your beat is in Independence, could you claim per diem while attending court in Independence even though it is further than 50 miles away from your HQ?
Yes/No
NO - Per diem expenses will not be allowed at any location within 50 miles from ANY point of the assigned AREA as determined by the normal commute distance.
An employee is on Travel Status when employee is MORE than 50 miles from HQ and MORE than 50 miles from primary residence as determined by the normal commute distance.
True/False
True
Can overtime meals be claimed while on travel status?
Yes/ No
No, May not!
Per Diem Expenses - are for meals, lodging, and personal expenses (incidental allowance) incurred while on ________.
Travel Status
For travel within 50 miles from HQ or Home, an employee is NOT on travel status and MAY NOT claim per diem but _______ be eligible for overtime meals.
MAY/MAY NOT
MAY
Business Expenses consist of charges for telegrams, emergency purchases of equipment and supplies adn other actual charges necessary for the completion of official state business. Receipts are required for expenses over _______.
$5
Long term assignment is any assignment of ____ days or more to a given location other than the employees HQ.
a. 15
b. 31
c. 60
d. 90
b. 31 days or more
All lodging reimbursements require a receipt. Costs associated with the use of time shares and other privately owned venues are NOT commercial lodging establishments and _______ be reimbursed.
Will/ Will Not
Will Not
When the employee is granted sick leave while away from employee’s HQ for the purpose of state business, the employee may claim reimbursement for travel expenses for up to ______ days. This time limitation may be exceeded in unusual cases with approval from the Commander. An approved request must be attached to the TEC.
a. 2 days
b. 3 days
c. 4 days
d. 5 days
b. 3 days
Approval of a travel Expense Claim. The approval signature must be in _______ ink, and _____ of the approving officer must be shown on the original TEC.
Blue / Rank
TRAVEL ADVANCE AMOUNT: (2-8)
The minimum request for a travel advance is ____ and advance should not exceed expenses for _____ days.
$25 / 30 days
If travel is cancelled or postponed indefinitely, travel advance must be returned immediately or not more than _____ calendar days from the issuance date. Travel advance requests must be submitted no earlier than __ weeks prior to the date of travel.
30 calendar days / two (2)
Long term per diem allowances normally begin after the ____ consecutive day in one location.
a. 10th
b. 20th
c. 30th
d. 60th
c. 30th
Normally employees are not to drive departmental vehicles for more than ___ hours. An employee may volunteer to extend the driving period; however, this time period is not to exceed ___ hours except in case of emergency. When there are two or more employees the 12 hour limitation does not apply.
8 hours / 4 hours
Taxi, hotel bus shuttle, street car and local rapid transit receipts are required when fares are over ____.
a. $5
b. $10
c. $20
d. $25
b. $10
Receipts are required for railroad and bus fares over ____, Street car, ferry fares, bridge and toll roads, local rapid transit system, taxi shuttle, or hotel bus fares over $10, parking fees over $10, Telephone, telegraph, fax, or other business charges related to state business over ____.
a. $10/ $5
b. $15/ $ 5
c. $25 / $5
d. $5 / $10
c. $25 / $5
OUT OF STATE COUNTRY TRAVEL:
All out of state/ country travel must be approved by ___, AND must be requested _____ calendar days prior to planned departure.
Assistant Commissioner Staff
30 calendar days
Employees who qualify for relocation status may claim relocation per diem allowances for a maximum of ___ days.
60 days
Meal and lodging expenses for up to ___, arising from trips to the new location, for the sole purpose of locating housing shall be reimbursed.
14 days
Relocation: Meal and lodging expenses for up to ___, arising from trips to the new location, for the sole purpose of locating housing shall be reimbursed.
14 days
Relocation: An extension of up to ____ days may be granted by the appropriate Commissioner.
30 days, However the maximum reimbursement received by the employee shall not exceed the equivalent dollar amount of 60 days of full meals, incidentals, and receipted lodging.
Sale of Residence: Two years following the effective date of the employee’s transfer to a new HQ is allowed for sale of residence. Extensions ______ allowed.
Are/ Are Not
Are NOT
Reimbursable Selling costs: actual and necessary selling costs sustained by the seller’s closing escrow statement and any other documentation that verify the selling costs. Reimbursement may be made for the following:
a. Brokerage Commission. Commision and fees will NOT be reimbursed if paid to the employee, the employee spouse, the spouse employer, or any household member.
b. Title insurance
c. Escrow Fees
d. Taxes, charges, or fees fixed by local authority required to consummate the sale of residence.
e. miscellaneous Seller’s costs not to exceed $200 (IRS fee, Notary, …)
f. All of the above
f. All of the above
Settlement of lease: reimbursement will be made for the actual and necessary costs to settle the unexpired lease.
True/ False
True
Moving of household effects: Household moving expenses may be authorized when the move is a result of a promotion or involuntary transfer to a new location when certain distance requirements are met.
True/ False
True
The maximum allowable state paid weight is ____lbs.
a. 10,000
b. 13,000
c. 15,000
d. 23,000
d. 23,000
All Divisions and OPI’s must submit a CHP172, Budget Concept Request, to BDU no later than _____ of each year.
April 1st
In regard to Witness Fee Deposits, what is the amount that must be deposited with the appropriate field command for each employee’s appearance?
a. $275
b. $150
c. 300
d. none of the above
a. $275
How do field commands sell used tires, rotors, and batteries?
The Bid Process
How does a command request additional personnel resources (Increased Staffing levels)?
prepare a memorandum, articulating the reason creating the need, the staffing being requested by classification and time base, work load analysis, and alternatives.
How many miles away from employees HQ or home is considered travel status?
50 miles
What is the normal time allotted for relocation per diem expenses?
60 days
All motor vehicle accidents shall be reported within ____ hours to the Department of General Services/ Office of Risk and Insurance Management (DGS/ORIM), utilizing the STD270, vehicle accident report.
48 hours
X number program: An informal means of obtaining one time, short term, occasional, or annual (single state fiscal year) services under_______ from any source within one state fiscal year.
a. $3,000
b. $4,000
c. $5,000
d. $ 2,000
c. $5,000
Consultant services are prohibited from use via an x- number.
True/ False
True
TEC’s can only be submitted for the current and ___ prior fiscal years.
Two (2)
Victim Compensation and Government Claims Board claims must be filed within _______.
a. 6 months
b. 6 weeks
c. 48 hours
d. 1 year
a. 6 months
An employee of the Department ______ witness the destruction of all personal or confidential material that is destroyed by a private company.
a. Should
b. Must
c. May
d. is encouraged to
b. Must
GENERAL TRAVEL POLICY AUTHORITY (2-5):
- Division Chiefs:
- Commissioner
- Deputy Commissioner:
- AC, Staff
- Division Chiefs: in state travel
- Commissioner: in state travel for employees assigned to the executive office and for subordinate division chiefs
- Deputy Commissioner: out of state travel
- ACS, Staff: Out of STATE COUNTRY travel (2-30)
TRAVEL: (2-6)
SHORT TERM ALLOWANCE:
a. Travel less than 24 hours, up to including 30 days.
b. Travel extending 31 days or longer
a. Travel less than 24 hours, up to including 30 days.
TRAVEL: (2-6)
LONG TERM ALLOWANCE:
a. Travel less than 24 hours, up to including 30 days.
b. Travel extending 31 days or longer
b. Travel extending 31 days or longer
TRAVEL SUBMITTAL TIMING: (2-8)
Employees SHALL submit their requests for a travel advance at least ____ business days prior to the first day of travel but no earlier than ____ weeks prior to the first day of travel.r
two days
two weeks
CLEARING OUTSTANDING ADVANCES: (2-8)
Employees SHALL clear their travel advances no later than ____ calendar days after the trip by either submitting expense claims and or remitting funds to clear the remaining balance.
10
COLLECTION OF OUTSTANDING TRAVEL ADVANCES: (2-8)
The TSU SHALL initiate the collection process for recouping travel advances that have been outstanding in excess of _____ days.
30
CLAIM SUBMISSIONS: (2-10)
Employees SHALL submit expense claims immediately after travel ends and monthly for miscellaneous reimbursements. However, if the amount claimed for any month does not exceed ___, employees should hold their expense claim until the total amount requested exceeds ____ ,or by June 30, whichever occurs first.
$10
$10
RECEIPT REQUIREMENTS: (2-11)
Employees SHALL furnish original receipts when claiming reimbursement for lodging, airlines tickets, ground transportation, vehicle rentals, rental vehicle refueling, valid excess baggage, training expenses, professional dues, licenses and fees and for any item of expense of $___ or more. Stricter requirements apply to the following expenses:
1. bridge and road tolls, streetcars, ferry fares, rapid transit system, taxi, prearranged transportation services, shuttle, or bus fares over $______.
2. Parking fees over $___ for each continuous period of parking.
3. Telephone, fax, or other business charges related to state business over $__.
$25
- $10
- $10
- $5
TRAVEL MORE THAN 24 HOURS- 1ST DAY OF TRAVEL (2-14)
When a trip is over 24 hours, but less than 31 consecutive days, employees may claim breakfast, lunch, and dinner on the first day of travel as follows:
a. When trip begins at or before ______ hours, employees may claim breakfast.
b. When trip begins at or before _____ hours, employees may claim lunch.
c. When Trip begins at or before ____ hours, employees may claim dinner.
a. 0600 hours
b. 1100 hours
c. 1700 hours
TRAVEL MORE THAN 24 HOURS - LAST FRACTINAL DAY OF TRAVEL (2-14)
When a trip duration exceeds 24 hours, but less than 31 consecutive days, employees may claim breakfast lunch, and dinner on the last fractional day of travel as follows:
a. When a trip ends at or after ___ hours, employees may claim breakfast
b. When a trip ends at or after ___ hours, employees may claim lunch.
c. When a trip ends at or after ____ hours, employees may claim dinner.
a. 0800
b. 1400
c. 1900
SICK LEAVE: (2-15)
Commanders may approve a maximum of ____ days sick leave as necessary, for employees while traveling on state business.r
three (3)
OVERTIME MEALS: (2-16)
Represented employees may claim overtime meals when the employees are required to work the total number of hours in their regular shift and at least ___ hours immediately before or after a regularly scheduled work day and cannot be expected to return home for a meal.
2. Employees may claim an additional overtime meal for each additional __ hour period. No more than __ overtime meals may be claimed for each 24 hour period.
Two
six (6)
three (3)
TRAINING OF THREE (3) WEEKS OR MORE : (2-30)
Employees may claim one round trip to their residence for every three weeks of training, or as authorized by the Assistant Commissioner, Staff (ACS), at any time during the three week period. T/F
True
RELOCATION PER DIEM ALLOWANCE : (3-6)
__ DAY LIMIT: Employees who qualify for relocation status may claim relocation per deim allowances for a maximum of __ days, and only while actively searching for a new residence in their new headquarters.
60 days
60 days
RELOCATION PER DIEM ALLOWANCE : (3-6)
Meal and/or lodging expenses for up to ___ days, arising from trips to the new location, for the purpose of locating housing SHALL be reimbursed in accordance with annex A.
14 days
SALE OF RESIDENCE: 3-8
___ years following the effective date of the employees transfer to the new HQ is allowed for sale of residence. Extensions are not allowed.
TWO
WITNESS FEE DEPOSITS: (4-10)
Deposit amounts: Witness fees in the amount of $___ must be deposited with the appropriate field command for each employees appearance.
$275
TRANSMITTAL OF COLLECTIONS: (4-21)
Frequency and Maximum amounts: Collections for sales, payments, and/or witness fee deposits SHALL be transmitted to FMS, Cashiering Unit, at the first occurrence of any of the following:
1. $250 in cash- for cmds with no safes, vault, or $ chest.
2. $1,000 in cash - for cmds with safe, vault or $chest
3. $10,000 in cash, checks, money orders, and warrants.
4. Close of business each Thursday.
5. If maximum amounts are collected before Thursday, a second CHP 230 must be prepared for the remaining days.
review:
TRANSMITTAL OF COLLECTIONS: (4-21)
Frequency and Maximum amounts: Collections for sales, payments, and/or witness fee deposits SHALL be transmitted to ___, Cashiering Unit, at the first occurrence of any of the following:
1. $250 in cash- for cmds with no safes, vault, or $ chest.
2. $1,000 in cash - for cmds with safe, vault or $chest
3. $10,000 in cash, checks, money orders, and warrants.
4. Close of business each Thursday.
5. If maximum amounts are collected before Thursday, a second CHP 230 must be prepared for the remaining days.
SHORTAGES AND FRAUD, EMBEZZLEMENT OR ROBBERIES: (4-26)
Shortages due to fraud, embezzlement, burglaries, or robberies shall be reported to _____, Cashiering unit, Shortages of $ ____ or more must be reported in writing no later than the first business day following the discovery of shortages.
FMS
$6
CANCELLATION LESS THAN 24 HOURS: (6-6)
1. A 24 hour minimum cancellation notification will be required prior to each scheduled work service / detail. Cancellations must be made during normal CHP business hours between 0800 and 1700, Monday through Friday.
If the hiring company/ agency gives 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 employee.
$50
CANCELLATION LESS THAN 24 HOURS: (6-6)
- A 24 hour minimum cancellation notification will be required prior to each scheduled work service / detail. Cancellations must be made during normal CHP business hours between 0800 and 1700, Monday through Friday.
- If the hiring company/ agency gives 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 employee.
- If cancellation notification is made 24 hours or less prior to the scheduled detail and the assigned employee cannot be notified of such cancellation, a minimum of _____ hours overtime will be charged for each assigned uniformed employee.
$50
Four
TANK EMERGENCY PROCEDURES: (14-27)
In the event of an earthquake (4.0 and above) all offices within a __ mile radius of the epicenter must inspect the lines, tanks, and monitoring systems for possible leaks, or damage.
50 miles
COST RECOVERY CRITERIA: (20-3)
The Department will seek to recover DUI incident related costs for alcohol or combination of alcohol and drugs provided all the following apply:
1. Arrest for 23152 or 23153 CVC or a greater offense involving alcohol and or drugs.
2. The arrested party was determined by the investigating officer to have caused a response to an incident.
IN ADDITION TO THE ABOVE CRITERIA ONE OF THE FOLLOWING MUST ALSO APPLY TO BILL UPON ARREST.
1. A supporting evidential (PAS)test with a BAC reslut of .08 or greater.
2. A commercial driver with a BAC of at least .04 or greater.
COST RECOVERY CRITERIA: (20-3)
The Department will seek to recover DUI incident related costs for alcohol or combination of alcohol and drugs provided all the following apply:
1. Arrest for 23152 or 23153 CVC or a greater offense involving alcohol and or drugs.
2. The arrested party was determined by the investigating officer to have caused a response to an incident.
IN ADDITION TO THE ABOVE CRITERIA ONE OF THE FOLLOWING MUST ALSO APPLY TO BILL UPON ARREST.
1. A supporting evidential (PAS)test with a BAC reslut of .08 or greater.
2. A commercial driver with a BAC of at least .04 or greater.
CHP 735’s RECORDABLE STAFF HOURS:
Record staff hours to the nearest ___ minutes.
ten
TYPES AND METHODS OF REQUESTING AGREEMENTS: (22-4)
Agreement request - A CHP 78 SHALL be used to initiate all service agreements which are repetitive regardless of teh estimaed dollar value and for one time services ________or more.
$5,000
X-NUMBER: (23-3)
An X-number is a streamlined mechanism to quickly obtain simple services that have a total cost under _____ per state fiscal year.
$5,000
PROHIBITED USE OF X NUMBER: (23-4)
a. purchasing commodities only
b. contracts
c. Using the same X number for more than one invoice
d. . Issuing more than one X number or splitting an invoice when the total amount of service or repairs exceed $_____.
e. Services costing $5,000 or more
f. Rentals of any type of equipment for longer than a month
g. Consultant service
h. Advanced payment for services
$4,999
