HPM 11.2 Flashcards by Seth Preston

what is the amount petty cash shall be limited too?
a) $200
b)$100
c)$400
d) $300

d) $300

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What is the maximum dollar amount of a purchase using petting cash?
a)$50
b)$25
c)$100
d) $125

a) $50

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True/False; The limit of a change fund for the day is $100.

True

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Who is responsible for the fund?
a) Commander
b) Designee
c) Custodian of funds
d) a and c

d) A and C

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True/False- All authorized suppliers are required to completed a STD 204.

True

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How often are audits to be completed on the fund by the custodian?
a) Weekly
b) Monthly
c) Quarterly
d) Annually

c) Quarterly

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True/False: If theft is discovered from the fund the command has 5 business days to report it.

False must be reported the first business day following the discovery of

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True/False: If a theft from the fund is discovered a STD 99, CHP 729 and CHP 216 are required to be completed and forwarded to FMS and APU.

True

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What unit audits the Cal Card purchases?
a) Commissioners Office
b) Each Command
c) Fiscal
d) OIG

d) OIG

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What is the primary use of the Cal Card?
a) Purchase of Fuel
b) Purchase of Snacks
c) Purchase of Janitorial Supplies and Office Supplies
d) Vacations for chiefs

c) Purchase of Janitorial Supplies and Office Supplies

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When using the Cal Card, state agencies must make every effort to conduct business with who?
a) Lowest Bid
b) Certified Small Business
c) Disabled Vet Owned Business Enterprises
d) all of the above
e) B and C

e) B and C

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True/False: The CAL Card be used to purchase from the CHP Recreation Fund (Academy PX).

False

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Who needs to approve a CAL Card purchase of software and computer components?
a) IMD
b) Area Commander
c) Division Chief
d) Purchasing

a) IMD

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True/False: A supervisor receives a CAL Card bank statement, attachments, and CHP 317. They shall -Review, approve, initial and date the CHP 317

Ensure the CHP 317, bank statement and all attachments are accounted for

Submit paperwork to the commander for review and approval

Forward paperwork to the appropriate Division approving official

The supervisor has three calendar days.

True

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Before a CAL Card cardholder leaves the command, the supervisor shall do all of the following except:

a) Collect the card

b) destroy it

c) immediately prepare a memorandum for the commander’s signature requesting cancellation of the card

d) allow the cardholder to take it to the new command

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True/False: In the event a prohibited item is purchased with the CAL Card and the item is unable to be returned, The commander shall prepare a memorandum stating why the prohibited item was purchased and what steps will be taken to avoid such purchases in the future. The commander shall route the memorandum through Division for review and approval.

True

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The Suppl Servicers Catalog is only available __________.

By mail

To authorized personnel

On-line

By phone

On line

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Ammunition and the CHP 291, Redi-Ref, must be ordered on a separate CHP 41.

True

False

True

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What are the three types of orders through Supply Services Unit?

Routine/Weekly/Headquarters

Routine/Emergency/Miscellaneous

On-line/Mail/Phone

Office/Headquarters/Division

Routine/Emergency/Miscellaneous

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Commands shall use the __________ when ordering items listed in the Supply Services Catalog.

CHP 291

Procurement Card (P-Card)

CalATERS website

CHP 41, Supply Requisition

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The CHP 41, Supply Requisition, shall be returned to Supply Services Unit (SSU) within __________ days.

Seven (7)

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Visibly damaged items delivered by an SSU truck or common carrier shall be acknowledged by _________ on the bill of lading/freight bill.

The driver

The Commander

Immediate Supervisor

OSS1

The driver

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__________ has the authority to issue flares to a person who has appropriately used their own flares as a traffic warning of an accident or other hazardous highway condition.

No Department member

Only the Commander

Any member of the Department

A supervisor

Any Member of the department

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CHP employees __________ have personal or financial intersests in suppliers of property, goods, or services.

Should not

May

Must have no

Can

Must have no

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The CHP can accept a gift of Public Funds. True False

False

To ensure accountability of Thomas Brothers Guides, a notation should be made on each employee’s training record in the __________ to capture the date of issuance and return of the guide. Personnel File CHP 118 Area Office Electronic Training Records System (ETRS)

Electronic Training Records System (ETRS)

In the event of an Emergency on the weekend, emergency purchases Should/Shall/May be acquired by the most expedient way available. Should Shall May

Shall

What method should be used for items which are unavailable for purchase through Supply Services? Financial Information System for California (FI$Cal) Procurement Card (P-Card) Local Office Supply Store CalATERS

Financial Information System for California (FI$Cal)

Acquisitions valued at less than $10,000 require how many price quotes? Three One Five Two

Two

The Procurement Card (P-Card) may be used for Emergency Purchases with proper approval. True False

True

What training shall all CHP employees take to avoid wasteful or impractical purchases? Finance Training CHP 41, Supply Requisition training Cultural Awareness and Ethics Online Training Annual Review of HMP 11.2, Materials Management Manual

Cultural Awareness and Ethics Online Training

All inventory documents (including certification memorandum and acquisition/disposal documents) for “R” numbered equipment must be retained for _____ preceding years plus current year and regular numbered equipment must be retained for _____ preceding years plus the current year. 10/5 5/3 5/5 3/3

5/3

If there are findings/discrepancies during a random inspection of equipment by the Property Inspector (PI) or Office of Inspector General (OIG), the commander will be asked to respond to their division withing _____ working days regarding the OIG’s inspection discrepancy memorandum. 5 30 10 14

Equipment which has a unit cost of $5,000 or more is classified as __________. Minor Major Sensitive Essential

Major

Sensitive state owned equipment, such as, but not limited to, weapons and state computers, shall be removed from a vehicle to a safe location and not stored in the vehicle. True False

True

The OIG recommends commands maintain __________ for sensitive items such as firearms, laptop computers, and cameras. Sign-out sheets Logs Photographs Memorandums

Sign-out sheets

CHP property tag numbers shall be removed prior to equipment being sent for repair __________. Due to possible loss or damage to the tag In the event the equipment cannot be repaired and is replaced under warranty by a new piece of equipment To track what pieces of equipment are currently out for repair Under no circumstances

In the event the equipment cannot be repaired and is replaced under warranty by a new piece of equipment

Whenever an employee neglects, loses, or damages departmentally issued equipment or property, the Department may allow the employee to reimburse the Department for the lost or damaged equipment or property. Whenever an employee agrees to reimburse the Department for the loss or damage of departmentally issued equipment or property, the department shall not initiate and adverse action against the employee. True False

True

A CHP 51, Memorandum, prepared due to lost, damaged, or destroyed property, shall be completed within _____ business days. 15 10 5 30

What information shall be excluded from the CHP 51, Memorandum, sent by the Commander when an item is lost, damaged, or destroyed? Name of the employee Extend of damage to property ID number of Employee Both a and C

Both A and C

The decision to allow an employee to reimburse the Department for lost, damaged, or destroyed items is at the sole discretion of the __________. Division Commander Commissioner Area Commander Immediate Supervisor

Area Commander

Who is responsible for the overall administration of the departmental Grants Program? a) AC Staff b) AC Field c) Research and Planning d) Each Division Office

a) AC Staff

What is the equipment or work attire used by law enforcement personnel for the purpose of protecting themselves or the public from overt actions of others or to assist in performing related duties. a) Uniforms b) Patrol Vehicles c) Guns d) Police PPE

d) Police PPE

What is the equipment or attire worn over, in place of, or in addition to, regular clothing which is necessary to protect the employee’s health and welfare. a) Safety Attire b) Police PPE c) Rain Coat d) Campaign Cover

a) Safety Attire

Inspection and accounting of uniformed safety equipment/PPE shall be conducted in conjunction with the employee’s annual 118, Performance Appraisal and documented on the _________________________. a) CHP 311, Annual Safety/Protective Equipment b) CHP 199 c) CHP 202 d) CHP 100 form

a) CHP 311, Annual Safety/Protective Equipment

The first time state property is issued by the Department, the information ________ be recorded in the ETRS computer network application. a) Should b) Shall c) May d) None of the above

a) Shall

True/False: Handcuffs shall be part of the initial issue at the Academy. Defective state-owned handcuffs shall be sent to the SSU with a CHP 266 and a CHP 41 for a new set.

True

True/False: A officer may affix their name, initials, or other means of identification to the motorcycle helmet?

False

True/False; The WMD bag of an officer does not transfer commands with him the equipment belongs to the area command.

True

True/False: Motorcycle helmets are property of the command unless a officer transfers to a new command where he will immediately be assigned to a motorcycle.

True

Who are the only people that can modify state issued handguns? a) Area Range Officers b) Division Range Officers c) Academy Gun Smith d) No employee can modify weapons

c) Academy Gun Smith

True/False: If an employee is temporarily separating from the department he/she is not required to turn in all equipment.

False if they are temporarily or permanently separating from the department they are required to turn in all equipment issued to them

What is the departments preferred method of reproduction of printed materials? a) Office Depot b) Kinkos c) UPS Store d) Reproduction Unit

d) Reproduction Unit

What unit is in charge of the forms program? a) Commissioners Office b) OPI for each form c) Research and Planning d) Business Services Section

d) Business Services Section

Who manages the distribution of electronic forms and related software to the Departments LAN and stand-alone computers? a) IMT b) IMD c) Division d) None

b) IMD

Nonperishable property, unless claimed by the owner, shall be held at the Area/Division office for ____ days. 30 60 90 120

Those items which require sterilization, such as, mattresses and pillows or items of little or no value (clothing, bedding, damaged bicycle frames, damaged audio-visual equipment, cell phones, pagers, etc.) shall be ___________. Donated to Salvation Army Sent to Supply Services Unit Destroyed locally Sold on Craigslist

Destroyed locally

All weapons, including nuisance weapons, long guns, hand guns, knives of any kind, as defined in HPM 70.1, Chapter 11, shall be turned over to ________. Supply Services Unit Destroyed Locally The Academy A Federal Firearms Licensed dealer

The Academy

Cash shall be forwarded to the ____________ in accordance with procedures described in HPM 70.1, Chapter 9. CAHP Credit Union Supply Services Unit A local Bank Fiscal Management Section (FMS)

Fiscal Management Section (FMS)

Cash, which is unclaimed after 90 days, will be converted to __________, and forwarded to FMS with a transmittal. a money order bearer bonds a cashier’s check large denomination bills

a money order

Area/Division commands retrieving property claimed by owners must prepare _____________ instructing SSU (or, in the case of a weapon, the Academy) to return the unclaimed property to the requesting Area/Division with a copy of the applicable CHP 266B. A letter A memorandum An email Written request

A memorandum

The ___________is responsible for managing the Department’s Copier Program. This responsibility includes budgeting for office of primary interest (OPI) funded replacement copiers, notifying commands of replacement dates for copiers, and resolving issues with copier performance. Hpm11.2 ch. 14 pg. 14-3, 4  Purchasing Services Unit Information Technology Section  MDC Unit  None of the Above 

Purchasing Services Unit

Replacement of OPI-funded copiers SHALL/SHOULD be considered in accordance with the Department’s copier replacement program schedule, which is based on the guaranteed useful life of the copier.  Hpm11.2 ch. 14 pg. 14-4, b   

Shall

Administrative Services Division, BSS, will submit an annual report to ITS in _____, documenting copy machines that are due for replacement in the coming fiscal year. Information. Hpm11.2 ch. 14 pg. 14-4, 6b    January  February  March.   April 

March

Within ________ of delivery, commands will receive a STD. 65, Purchase Authority Purchase Order (refer to Annex C), which is a purchase order (PO); and a Copier Delivery and Pick-Up Memorandum (refer to Annex D), indicating the procedures to follow upon delivery of the new copier. Within _________ days after delivery of the new copier, commands shall complete all required documentation, make a copy of the PO and three copies of the memorandum, and forward as follows: Hpm11.2 ch. 14 pg. 14-5, 8a    30 days, 7 calendar.   10 days, one calendar  90 Days 12 calendar  70 days, 15 calendar 

30 days, 7 calendar.  

The MSA includes operating supplies such as toner and developer. Paper and staples are not included on the MSA and may be purchased with the __________. Hpm11.2 ch. 14 pg. 14-6, 10a      Cash  Voucher  State of California check  Visa Cal Card

Visa Cal Card

All meter readings shall be recorded on the __________ day of the month. In the event the contractor does not receive a monthly reading, the contractor shall bill the minimum charge for that month. Hpm11.2 ch. 14 pg. 14-6, 11d1    last business.   First business  10th business  First calandar   

Last business

Remedial maintenance shall commence within _______ hours after notification by an authorized CHP representative that equipment is malfunctioning. Hpm11.2 ch. 14 pg. 14-10, 17b    four business hours.   12 business  24 business  72 business  

four business hours

Upon request, the contractor shall provide a loaner copier when repair cannot be completed within ___________ of the first service call response. Hpm11.2 ch14 pg 14-10, 18a    16 business hours.   24 business hours  48 business hours  72 business hours 

16 business hours.  

The ___________is responsible for managing the Department’s Copier Program. This responsibility includes budgeting for office of primary interest (OPI) funded replacement copiers, notifying commands of replacement dates for copiers, and resolving issues with copier performance. Hpm11.2 ch. 14 pg. 14-3, 4    Purchasing Services Unit Information Technology Section  MDC Unit  None of the Above 

Purchasing Services Unit

Shall

March

Overnight shipping shall only be utilized if directed by policy, or if the package is deemed critical by your __________. a) Area Commander b) Appropriate Commissioner c) Division Commander d) Office Supervisor

c) Division Commander

Commands shall use _______________ as their primary small parcel shipping carrier. a) USPS b) FEDEx c) On Track d) UPS

d) UPS

What two methods of payment may be used for UPS and FedEx? a) Petty Cash b) Cal Card c) Direct Payment d) a and c e) None of the above

d) A and C

Commands shall forward freight bills, in duplicate, within how many days to the FMS, Accounts Payable Unit? a) 3 business days b) 3 calendar days c) 5 business days d) 5 calendar days

a) 3 business days

For IT goods, the Requisition Delivery System (ReDS) SHALL/SHOULD be used to order items such as computer and/or computer-related equipment.

Shall

T or F. All new IT acquisitions must be reviewed and approved by Information Management Division (IMD)

True

As outlined in Section 10333 of the PCC, the authority to approve all departmental purchases exceeding _________ is vested in the DGS/Procurement Division (PD). a) $200 b) $500 c) $100 d) $1000

c) $100

True/False: Although IMD is the OPI responsible for approving all computer-related equipment requests, it is the responsibility of the requesting Division to budget for computer-related equipment. Any requests for the purchase or replacement of computer-related equipment, not included in the OPI Infrastructure Replacement Program are considered to be Category 2 equipment.

True

T or F, All commands must obtain approval from IMD prior to purchase and installation of non-standard software.

True

Personally-Owned Laptops. In the conduct of CHP business and in certain instances, IMD may install Department software on personally-owned laptops and desktops. In accordance with departmental policy, all computer users _______ abide by the terms and conditions of software licensing agreements a) Should b) Shall c) May d) None

b) Shall

A CHP numbered tag is affixed to all major and sensitive equipment. In no instance, SHOULD/SHALL these tags be removed from the equipment.

Shall

T or F. Stand-alone desktop computers are only issued to the Computer Crimes Investigation Unit and statewide Multi-Disciplinary Accident Investigation Team units, with ISO approval, without the standard image.

True

True/False: The 1033 program authorizes the department of defense to transfer excess equipment from the Department of Defense to federal, state or local law enforcement agencies.

True

What programs are given special emphasis for the equipment? a) Retail Theft b) Auto Theft c) ISU d) Counter-drug and terrorism activities

d) Counter-drug and terrorism activities

Who can approve a Federal excess property request? a) Division Commander b) Area Commander c) ISU Commander d) Appropriate Commissioner

d) Appropriate Commissioner

Once property is awarded to the department, how long does the CHP have to pick up the property? a) 10 days b) 90 days c) 14 days d) 30 days

c) 14 days

What are employees responsible for with their badges? a) maintenance b) polish c) damage d) None

a) Maintenance

When shall badges be forwarded to the Badge Repair/Replacement Coordinator?

When badges are damaged or defaced, noticeably discolored and luster cannot be restored, show high degree of detail loss, show loss of enamel inlay and have unsafe/ineffective clasp.