SOP A/BUS

Question 1

All training that involves an expense to the OKCFD is subject to what?

Answer 1

The availability of funding

Question 2

Training that involves an expense to OKCFD requires a travel and training request form approved by whom?

Answer 2

The Fire Chief or their designee

Question 3

What are Fire Administration Office hours?

Answer 3

Mon.-Fri. 8am-5pm

Question 4

What are the 10 holidays of the OKCFD?

Answer 4

MLK, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Day after, Christmas eve, Christmas Day, New Year’s Day

Question 5

Anyone entering Fire Administration will check in with the what?

Answer 5

Front Desk

Question 6

If the person at the front desk is unavailable the person will do what?

Answer 6

Wait in the lobby

Question 7

TQ* Generally, who will prepare all correspondence requiring the Fire Chief’s signature?

Answer 7

Admin. Assistant

Question 8

TQ* If there is a question about the format, who should you contact?

Answer 8

Fire Administration

Question 9

To whom will you email the document to be prepared for the Fire Chief’s signature?

Answer 9

Admin. Assistant

Question 10

TQ* If you have any questions about correct format or contents for letters or memorandums contact who?

Answer 10

Admin. Assistant in FA

Question 11

letters typed on letterhead are to be used when the correspondence is going ____ the OKCFD or City of OKC.

Answer 11

Outside

Question 12

Memorandums are used for correspondence ____ the OKCFD or City of OKC.

Answer 12

within

Question 13

Writing a FC letter, where and what goes in the 2nd page heading?

Answer 13

Heading is top left of 2nd page as follows:
Name of addressee
Date

Question 14

FC letter, Typing on the second page will begin on the ___ line down from heading.

Answer 14

3rd line down

Question 15

What are the components of the FC letter and where are they located within the letter?

Answer 15

Date- 8th line from the top
Addressee- 5th line from date
Salutation- 2nd line from addressee
Subject(if necessary)- 2 lines from salutation subj is optional
Body- 2 lines from subj or salutation
Closing- 2 lines from body
Name of FC- 4 lines from closing
Enclosure- 2 lines from sig. block
pc- 2 lines from enclosure

Question 16

What kind of spacing used in FC letter, how much spacing between paragraphs, and do you indent?

Answer 16

single spaced, blank line between paragraphs, and do not indent paragraphs

Question 17

TQ* FC letter to utilize a second page at least how many lines from body of letter must continue to second page before the closing begins?

Answer 17

3 lines

Question 18

TQ* If letter is mailed “certified” or “registered” the words __ or ___ can be found where?

Answer 18

CERTIFIED MAIL or REGISTERED MAIL… centered at top of first page above the date

Question 19

FC letter, closing is placed where?

Answer 19

2 lines below the end of the body

Question 20

FC letter, Signature from FC placed where?

Answer 20

4 lines from the closing

Question 21

On letters and memos “pc” means what?

Answer 21

Photocopy, Personal copy, and Printed copy

Question 22

___ is not needed in closing because it is on the ____. Only need your ____ & _____.

Answer 22

Oklahoma City Fire Dept., Letter head, Name, and Rank

Question 23

Where should you sign memo?

Answer 23

No signature, initial just to the right of your name on “from” line

Question 24

Memorandum, where should “to” line go?

Answer 24

8th line from top margin

Question 25

A request for new equipment has 4 paragraphs, what are they?

Answer 25

Situation, Problem, Solution, and Justify. | point out situation, relate to the problem, identify a solution, and justify your changes

Question 26

Request for new equipment needs to be agreed/reviewed/signed by who?

Answer 26

All 3 station officers, all 3 district officers, and all 3 shift commanders, the employee to whom the memo was written will sign approved or denied and then date

Question 27

Memo: request for new equipment, where does "pc" belong, below ____ signature & above ____?

Answer 27

below shift commanders signatures and above APPROVED: / DENIED: Signature block

Question 28

Employee to whom the memo was written will sign on the appropriate line as to ____

Answer 28

approving or denying, and the date that it was signed

Question 29

*TQ* tuition reimbursement, eligible employees must have minimum of ___ service to participate?

Answer 29

12 months

Question 30

The ____ designated a ____ to oversee the Tuition Reimbursement Program?

Answer 30

Fire Chief, Program Administrator

Question 31

*TQ* employee will be reimbursed the cost of ___ and ____ for up to $____ per semester?

Answer 31

Tuition and Mandatory Fees up to $1250 per semester

Question 32

Following completed reimbursement, the documentation for each employee will be placed in the files of _____ in ______

Answer 32

Completed purchasing transactions in Fire Administration

Question 33

*TQ* Employees must submit documentation to Fire Administration within __ days from end of semester?

Answer 33

60 days (document will be date stamped upon receipt)

Question 34

Required documentation for tuition reimbursement?

Answer 34

Original transcript or official letter from institution (no copies), Statement of Student Account which is an itemized receipt, Grade report of "C" or better, Proof of Payment

Question 35

Proof of payment shall consist of the following for cash? check? c.c.? loan? affadavit?

Answer 35

Cash=receipt, Check= copy of canceled check front/back or document from bank stating check cleared, C.C= receipt indicating payment & copy of credit card statement, Loan= copy of loan contract or promissory note, Signed & notarized tuition reimbursement affidavit (fireweb) must be submitted

Question 36

Each employee's tuition reimbursement request will be entered into ____ by who?

Answer 36

peoplesoft by the program Administrator

Question 37

Copies of all required documentation will be sent to ___ in ____ of city of OKC Finance Department?

Answer 37

accounts payable in procurement services

Question 38

*TQ* tuition reimbursement checks are ____ to the employees mailing address on file unless claimant has signed a form to have it _____.

Answer 38

mailed, electronically deposited

Question 39

Where is employee rembursement claim for located?

Answer 39

Fireweb

Question 40

The employee reimbursement claim form must be submitted if?

Answer 40

first time submitting, moved since last time you submitted, you have not been reimbursed within 3 years, banking information needs updated

Question 41

____ will approve travel outside metropolitan area of okc?

Answer 41

Fire chief or designee

Question 42

*TQ* The use of a rental car may be reimbursed only if written justification is provided by the employee on what form? Located where? approved by who? submitted how many days prior to travel?

Answer 42

expense documentation form, located in city's travel policy, fire chief or designee, 30 days

Question 43

*TQ* Travel and training request form will be submitted to ____, through the appropriate ____ how many days in advance of the trip?

Answer 43

fire chief, appropriate deputy chief, 30 days in advance

Question 44

If using private vehicle, must submit ____ & _____ with ______ form, found where?

Answer 44

driver's license & vehicle insurance security verification form with travel and training form located on sharepoint

Question 45

If using a private vehicle for travel, mileage will be reimbursed only up to an amount equal to ___ and should be submitted on the ___ what form found where?

Answer 45

Lowest available airfare, expense documentation form on sharepoint

Question 46

Meal expenses will be reimbursed up to the ____?

Answer 46

Per diem rate of IRS meal allowance table

Question 47

Receipts are not required for ____ but must be itemized on what form found where?

Answer 47

tips/bus taxicab fare/business calls, travel expense voucher, sharepoint

Question 48

receipts are required for?

Answer 48

meals, gas, unusual expenses

Question 49

Fire administration will process all travel related expenses with exception of what department?

Answer 49

Fire Logistics Center FLC

Question 50

who will assist employees w/ travel arrangements or questions to ensure compliance with policy & procedures?

Answer 50

fire administration

Question 51

*TQ* travel departing OKC after___ or arriving in OKC before _____ is reimbursed as half day?

Answer 51

Departing after 1:00 pm, arriving before 5:00 pm

Question 52

*TQ* The IRS meal allowance table found on what website?

Answer 52

www.gsa.gov

Question 53

*TQ* ____ for travel related expenses are not available except in situations of extreme emergency

Answer 53

cash advances

Question 54

*TQ* travel expense voucher must be submitted to fire administration within ___ days following return trip?

Answer 54

5 working days

Question 55

the initials of who ____ should appear where ____ on travel expense voucher?

Answer 55

deputy chief, upper right hand corner

Question 56

____ will review all travel expense vouchers for accuracy & reasonableness?

Answer 56

fire administration

Question 57

*TQ* any unusual or questionable expense will be forwarded to ___ for review?

Answer 57

fire chief

Question 58

any absence will be entered into LMDB when?

Answer 58

daily

Question 59

The cutoff time to be recorded on KRONOS for the current pay period will be?

Answer 59

10 AM the thursday of the week before payday

Question 60

If leave has been changed or canceled, an entry in the LMDB showing "____" or leave change, or an email addressed to who?

Answer 60

"WITHDRAWN", email to administrative services/payroll must be submitted from district officer

Question 61

Leave without pay should be indicated on an exception card, but the LWP ____ should not be marked.

Answer 61

LWP box, comments should read "late for duty" and indicate the cycle number

Question 62

Do NOT enter LWP time in?

Answer 62

KRONOS

Question 63

FLSA reports only apply to who?

Answer 63

24 hour shift personnel

Question 64

If employee is unavailable to sign the exception card, who is responsible to get the employee's signature when he/she returns to work?

Answer 64

Station officer

Question 65

When an exception card is received after the fact, the employee is required to give a detailed explanation of the situation to who in order to regain lost time?

Answer 65

deputy chief

Question 66

When certain leave time is submitted and the employee is out of the leave requested, the following will substituted:

Answer 66

vacation>holiday>due day holiday>vacation>due day due day>holiday>vacation sick>vacation

Question 67

If employee has no leave available for substitution, the employee will be charged what?

Answer 67

leave without pay

Question 68

The substitution of LWP will be cause for notification of occurrence to who?

Answer 68

deputy chief

Question 69

The leave will not be charged to the employee until what is received by who?

Answer 69

properly authorized exception card is received by administrative services

Question 70

all time turned in on an exception card should be for what?

Answer 70

actual hours missed or earned

Question 71

Conversion of time on an exception card will be done by who?

Answer 71

administrative services

Question 72

Who will compile and complete the FLSA timecard reports for each cycle?

Answer 72

administrative services

Question 73

What 2 types of leave are NOT deducted from the employee's time?

Answer 73

military leave and jury duty

Question 74

time turned in or changed may be corrected as needed, with appropriate authorization from?

Answer 74

division's chief

Question 75

Payroll will submit notifications to who concerning errors found, after pay period has closed?

Answer 75

each chief and shift commander

Question 76

If you think it may not get to admin services in time or you wnt to "cancel" exception card time, a phone call to who is recommended to change time checked on an exception card

Answer 76

admin services/payroll coordinator

Question 77

Any exceptions to time reporting policy will only be allowed by approval from who?

Answer 77

fire chief or designee

Question 78

who can see leave balances and accruals on an employee's timecard?

Answer 78

district chiefs and shift commanders

Question 79

who will need to review their employee timecards every shift?

Answer 79

managers

Question 80

who makes leave codes or pay codes on employee timecards?

Answer 80

OKCFD payroll office

Question 81

Leave and pay codes should ___ be edited or entered by the manager into an employee's timecard

Answer 81

never

Question 82

every manager will need to approve their employee's time cards no later than when?

Answer 82

10 am payroll end date

Question 83

Who makes the FLSA fire ot entry during each ot cycle?

Answer 83

fire admin payroll office

Question 84

a full shift of vacation or sick leave would equate to how many hours?

Answer 84

16 hours of vacation/sick leave= 24 hrs (enter minutes as hundreds)

Question 85

If an employee requests a full shift of fire holiday FHP and does not have a full shift of holiday in their balance, their hours will need to be?

Answer 85

hours will need to be split

Question 86

If an employee has questions or concerns about paychecks their first point of contact should be who?

Answer 86

OKCFD payroll officer

Question 87

If an employee has an emergency and needs to pick their check up on Thursday, who's approval is needed?

Answer 87

fire chief or designee

Question 88

Employee needing check Thursday needs to contact ____ to ensure ____& _____

Answer 88

administrative services payroll, check have been picked up from city payroll & funds are available for depositing or cashing of check