HPM 11.2 Materials Management Manual

Question 1

The total petty cash shall be limited to___ and the change fund ____?

Answer 1

$300
$100

Question 1

The petty cash fund shall be for “minor” purchases (up to ____, excluding sales tax, per purchase), but SHALL NOT be used for ____?

Answer 1

$50
Social events

Question 2

Change funds and petty cash funds shall be stored in a _______?

Answer 2

locked, metal cash box to maintain the fund and receipts, and located in a secure place.

Question 3

True or False:
Funds shall not be maintained in a personal bank account.

Answer 3

True

Question 4

A CHP employee can own a tow company and solicit business during work hours?

Answer 4

California Highway Patrol employees are prohibited from having a financial interest in, entering into any partnership with, soliciting business of any kind from, or purchasing any property at a special discount from any person subject to regulation, inspection, licensing, certification, accreditation, supervision, or audit by this Department when official duties of the employee involve such functions.

Question 5

All CHP employees are ______ mandated by the Department to take the Cultural Awareness and Ethics Online Training.

Answer 5

annually

Question 6

All CHP employees are required to complete a CHP ___, Annual Internal Investigation Policy Review.

Answer 6

18

Question 7

In order the department to purchase bottled water, what criteria must be met first?

Answer 7

State Contracting Manual, Volume 2, Section 2.C5.5, states bottled drinking water may be purchased under a department’s delegated purchasing authority where it has been determined that the building water supply does not meet standards.

Question 8

When entering into an emergency purchase, commands are not required to obtain what?

Answer 8

Commands are not required to obtain three bids or advertise prior to entering into an emergency purchase.

Question 9

State agencies shall obtain ____ price quotes from responsible suppliers for the acquisition of goods estimated to cost less than _____?

Answer 9

two
$5,000

Question 10

In order for PSU to ensure that fair and reasonable pricing is achieved, commands shall:

Answer 10

a) Obtain price quotations, including applicable shipping charges, from two suppliers.

b) Small business, MB, and/or DVBE suppliers shall first be solicited. If the supplier is a noncertified business, provide a justification of the efforts used to attain a certified supplier.

d) If only one supplier of the commodity is known, submit the requisition to assist in obtaining an alternate quote or documentation of fair and reasonable pricing.

Question 11

Control of state-owned equipment ____ may, should shall not be relinquished to anyone other than another authorized state employee with required documentation.

Answer 11

All employees are accountable for state-owned equipment assigned to them or under their control and shall exercise reasonable and prudent care in the use, maintenance, and storage of such equipment. Control of state-owned equipment shall not be relinquished to anyone other than another authorized state employee with required documentation.

Question 12

Equipment classified as major is ____?

Answer 12

Equipment which has a unit cost of $5,000 or more (including tax, freight, etc.) is classified as major.

Question 13

Equipment classified as sensitive is ____?

Answer 13

Equipment which has a unit cost of less than $5,000 but requires stringent accountability controls is classified as sensitive

Question 14

Equipment classified as minor is ____?

Answer 14

Equipment less than $5,000 that does not require stringent accountability controls is classified as minor

Question 15

To ensure the accuracy of the departmental PR, each commander will be responsible for conducting an _____ physical inventory of equipment and vehicles assigned to their command.

Answer 15

annual

Question 16

True or False:
Officers may substitute certain pieces of privately-owned equipment for available state-issued equipment?

Answer 16

Officers may substitute certain pieces of privately-owned equipment for available state-issued equipment, however the Department does not recognize the need for, nor does it encourage the use of, privately-owned equipment when state-issued equipment is available.

Question 17

If an Officer uses personal equipment, what two criteria must be met?

Answer 17

Officers electing to carry their own equipment do so at their own expense and risk. The Department will not repair or maintain privately-owned equipment, except in cases where the item is damaged in the line of duty

State-issued equipment not being used on duty by the employee shall be returned to Business Services Section, Supply Services Unit (SSU) with a CHP 266, Credit Memo – Equipment

Question 18

What equipment cannot be replaced with privately owned equipment?

Answer 18

1) *Oleoresin Capsicum (Pepper Spray)
2) *Ammunition.
4) *Aviation life support items.
19) *Helmet, general duty.
20) *Helmet, motorcycle.
23) *Plasticuffs
26) *Pistol, automatic .40caliber
30) *Duffle Bag
31) *Air purifying respirator with canisters
32) *Tactical Equipment Bag
33) *Tactical Equipment Bag contents which include the following: cotton inspection gloves, hazmat over-booties, chemical tape, Tychem F Coverall, Butyl gloves

Question 19

The first-time state property is issued by the Department, a CHP ____ shall be prepared. The original shall be filed and maintained in the employee’s field folder

Answer 19

81

Question 20

Locally issued items, such as office keys and area map books may be documented on an additional CHP

Answer 20

81

Question 21

True or False:
Officers shall not affix their names, initials, or other means of identification to the helmet

Answer 21

True

Question 22

When being transferred, an officer shall:

tactical helmet??
Motorcycle helmet??

Answer 22

1) Carry the tactical helmet to the next assignment Return the motorcycle helmet to his/her commander who shall forward it to SSU unless the new assignment includes immediate motorcycle duty

Question 23

Only the _____ ______ shall repair State-owned weapons, including shotguns, rifles and 37mm riot guns.

Answer 23

Academy Gunsmith

Question 24

Division Chiefs may keep extra ________at the Division office for temporary use at Areas when equipment is being sent for repair or service. The number of items stored should be kept to a minimum.

Answer 24

safety equipment and PPE

Question 25

Area commanders may keep __________ as emergency replacements. Commanders may also maintain a stock of replacement aerosol subject restraint projectors.

Answer 25

spare flashlights

Question 26

When an officer transfers, who is responsible to ensure the CHP 81 is accurate>

Answer 26

Uniformed employees who transfer will keep equipment issued to them except items that are related to a geographical area. It is the new Commands responsibility to insure that the CHP 81 is accurate.

Question 27

True or False:
If an employee is temporarily separating from the department, them may keep their state-owned equipment until they return?

Answer 27

False.
Separating employees whether temporary or permanent shall surrender all state issued equipment in his or her possession.

Question 28

Disposition of state property that is surrendered by a separating employee shall be reported on a ______ or ______to the Roster Unit in Personnel Services Section.

Answer 28

memorandum or by MIS Comm-Net message

Question 29

The property, along with a Credit Memo, CHP 266, must be forwarded to SSU within 30 days with the following exceptions:

Answer 29

1) Temporary separation 12 months or less, Command shall retain items
2) The baton shall be retained within the command to be used for replacement
3) The service pistol shall be retained within the command pending completion of purchase as outlined in HPM 70.8. If the retiring officer’s request for purchase is denied, the service pistol shall be surrendered
4) ID Cards shall be destroyed at the command

Question 30

Final salary warrants will not be released to the employee or the employee’s designee until what??

Answer 30

the commander certifies to Personnel Services Section that all equipment has been returned to the Area or SSU

Question 31

Unclaimed items which require sterilization, such a mattress and pillows or items of little or no value shall be??

Answer 31

Destroyed locally

Question 32

Unclaimed weapons, including nuisance weapons, long guns, hand guns, knives of any kind, shall be ?

Answer 32

turned over to the Academy

Question 33

After _____ days, unclaimed cash shall be?

Answer 33

90
forwarded to the Fiscal Management Section (FMS)

Question 34

In all cases, an Unclaimed Property Credit Memo, CHP 266B, must be filled out by the Command, specifically stating the following?

Answer 34

a) How the property came into the possession of the CHP
b) Date and time received
c) Steps taken to locate the owner

Question 35

Unclaimed Negotiable documents such as checks, travelers checks, bonds, airline tickets, foreign currency, etc., shall be?

Answer 35

listed on a transmittal and forwarded to Fiscal Management Section with the transmittal.

Question 36

The words “honorably retired” shall be affixed to the top of the badge. The term “honorably retired” does not include a member who has agreed to ____?

Answer 36

a service retirement in lieu of termination.

Question 37

Who is responsible and shall establish procedures and be responsible for the repair and replacement of badges, including the replacement of the rank designation ribbon, and the attachment of the “honorably retired” and “in memoriam” ribbons.

Answer 37

Business Services Section (BSS)

Question 38

Disposition of a Badge Determined to be Unrepairable.

Answer 38

If a state-issued badge is determined to be unrepairable by the badge repair contractor or by the Badge Repair/Replacement Coordinator, the employee will be given the opportunity to retain the badge as a memento. The Department will gift the badge to the employee at no charge. If the employee does not desire to retain the badge, it will be destroyed by the Department.

Question 39

Upon retirement, Commands shall send the badge and completed CH 511 to BSS, Badge repair/ replacement coordinator until?

Answer 39

Human Resources Section (HRS) determines that the employee is honorably retiring. When documentation has been received by BSS from HRS, indicating an honorable retirement, the coordinator will ensure an “honorably retired” ribbon is attached and that the badge is promptly returned to the command.

Question 40

Disposition of Cap Piece Upon Separation.

Answer 40

The cap piece is to be held at the command level until a determination is made whether or not the employee is honorably retiring. Once a favorable determination is made, commanders may provide the retired member with the cap piece along with the “honorably retired” badge. A cap piece from other separations may be kept by the command for future use or may be included when sending the separated employee’s badge to the Badge Repair/Replacemento Coordinator, or may be returned to Supply Services Unit along with a CHP 266A, Credit Memo – Non-Equipment.

Question 41

Badge care- how to clean a badge

Answer 41

To clean a badge, use only mild soap and water. Do not use chemicals or abrasives as these agents will remove the protective coating and cause the badge to tarnish.