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Sgt promotion > SOP A/BUS > Flashcards

SOP A/BUS Flashcards

1
Q

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

A

The availability of funding

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2
Q

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

A

The Fire Chief or their designee

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3
Q

What are Fire Administration Office hours?

A

Mon.-Fri. 8am-5pm

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4
Q

What are the 10 holidays of the OKCFD?

A

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

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5
Q

Anyone entering Fire Administration will check in with the what?

A

Front Desk

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6
Q

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

A

Wait in the lobby

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7
Q

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

A

Admin. Assistant

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8
Q

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

A

Fire Administration

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9
Q

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

A

Admin. Assistant

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10
Q

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

A

Admin. Assistant in FA

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11
Q

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

A

Outside

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12
Q

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

A

within

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13
Q

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

A

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

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14
Q

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

A

3rd line down

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15
Q

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

A 
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
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16
Q

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

A

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

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17
Q

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?

A

3 lines

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18
Q

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

A

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

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19
Q

FC letter, closing is placed where?

A

2 lines below the end of the body

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20
Q

FC letter, Signature from FC placed where?

A

4 lines from the closing

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21
Q

On letters and memos “pc” means what?

A

Photocopy, Personal copy, and Printed copy

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22
Q

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

A

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

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23
Q

Where should you sign memo?

A

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

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24
Q

Memorandum, where should “to” line go?

A

8th line from top margin

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25
Q

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

A

Situation, Problem, Solution, and Justify.

point out situation, relate to the problem, identify a solution, and justify your changes

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26
Q

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

A

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

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27
Q

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

A

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

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28
Q

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

A

approving or denying, and the date that it was signed

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29
Q

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

A

12 months

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30
Q

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

A

Fire Chief, Program Administrator

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31
Q

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

A

Tuition and Mandatory Fees up to $1250 per semester

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32
Q

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

A

Completed purchasing transactions in Fire Administration

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33
Q

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

A

60 days (document will be date stamped upon receipt)

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34
Q

Required documentation for tuition reimbursement?

A

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

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35
Q

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

A

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

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36
Q

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

A

peoplesoft by the program Administrator

37
Q

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

A

accounts payable in procurement services

38
Q

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

A

mailed, electronically deposited

39
Q

Where is employee rembursement claim for located?

A

Fireweb

40
Q

The employee reimbursement claim form must be submitted if?

A

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

41
Q

____ will approve travel outside metropolitan area of okc?

A

Fire chief or designee

42
Q

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?

A

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

43
Q

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

A

fire chief, appropriate deputy chief, 30 days in advance

44
Q

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

A

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

45
Q

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?

A

Lowest available airfare, expense documentation form on sharepoint

46
Q

Meal expenses will be reimbursed up to the ____?

A

Per diem rate of IRS meal allowance table

47
Q

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

A

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

48
Q

receipts are required for?

A

meals, gas, unusual expenses

49
Q

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

A

Fire Logistics Center FLC

50
Q

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

A

fire administration

51
Q

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

A

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

52
Q

TQ The IRS meal allowance table found on what website?

A

www.gsa.gov

53
Q

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

A

cash advances

54
Q

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

A

5 working days

55
Q

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

A

deputy chief, upper right hand corner

56
Q

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

A

fire administration

57
Q

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

A

fire chief

58
Q

any absence will be entered into LMDB when?

A

daily

59
Q

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

A

10 AM the thursday of the week before payday

60
Q

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

A

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

61
Q

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

A

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

62
Q

Do NOT enter LWP time in?

A

KRONOS

63
Q

FLSA reports only apply to who?

A

24 hour shift personnel

64
Q

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

A

Station officer

65
Q

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?

A

deputy chief

66
Q

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

A

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

67
Q

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

A

leave without pay

68
Q

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

A

deputy chief

69
Q

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

A

properly authorized exception card is received by administrative services

70
Q

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

A

actual hours missed or earned

71
Q

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

A

administrative services

72
Q

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

A

administrative services

73
Q

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

A

military leave and jury duty

74
Q

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

A

division’s chief

75
Q

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

A

each chief and shift commander

76
Q

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

A

admin services/payroll coordinator

77
Q

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

A

fire chief or designee

78
Q

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

A

district chiefs and shift commanders

79
Q

who will need to review their employee timecards every shift?

A

managers

80
Q

who makes leave codes or pay codes on employee timecards?

A

OKCFD payroll office

81
Q

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

A

never

82
Q

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

A

10 am payroll end date

83
Q

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

A

fire admin payroll office

84
Q

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

A

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

85
Q

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?

A

hours will need to be split

86
Q

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

A

OKCFD payroll officer

87
Q

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

A

fire chief or designee

88
Q

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

A

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

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