SOP A/BUS Flashcards
All training that involves an expense to the OKCFD is subject to what?
The availability of funding
Training that involves an expense to OKCFD requires a travel and training request form approved by whom?
The Fire Chief or their designee
What are Fire Administration Office hours?
Mon.-Fri. 8am-5pm
What are the 10 holidays of the OKCFD?
MLK, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Day after, Christmas eve, Christmas Day, New Year’s Day
Anyone entering Fire Administration will check in with the what?
Front Desk
If the person at the front desk is unavailable the person will do what?
Wait in the lobby
TQ* Generally, who will prepare all correspondence requiring the Fire Chief’s signature?
Admin. Assistant
TQ* If there is a question about the format, who should you contact?
Fire Administration
To whom will you email the document to be prepared for the Fire Chief’s signature?
Admin. Assistant
TQ* If you have any questions about correct format or contents for letters or memorandums contact who?
Admin. Assistant in FA
letters typed on letterhead are to be used when the correspondence is going ____ the OKCFD or City of OKC.
Outside
Memorandums are used for correspondence ____ the OKCFD or City of OKC.
within
Writing a FC letter, where and what goes in the 2nd page heading?
Heading is top left of 2nd page as follows:
Name of addressee
Date
FC letter, Typing on the second page will begin on the ___ line down from heading.
3rd line down
What are the components of the FC letter and where are they located within the letter?
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
What kind of spacing used in FC letter, how much spacing between paragraphs, and do you indent?
single spaced, blank line between paragraphs, and do not indent paragraphs
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?
3 lines
TQ* If letter is mailed “certified” or “registered” the words __ or ___ can be found where?
CERTIFIED MAIL or REGISTERED MAIL… centered at top of first page above the date
FC letter, closing is placed where?
2 lines below the end of the body
FC letter, Signature from FC placed where?
4 lines from the closing
On letters and memos “pc” means what?
Photocopy, Personal copy, and Printed copy
___ is not needed in closing because it is on the ____. Only need your ____ & _____.
Oklahoma City Fire Dept., Letter head, Name, and Rank
Where should you sign memo?
No signature, initial just to the right of your name on “from” line
Memorandum, where should “to” line go?
8th line from top margin
A request for new equipment has 4 paragraphs, what are they?
Situation, Problem, Solution, and Justify.
point out situation, relate to the problem, identify a solution, and justify your changes
Request for new equipment needs to be agreed/reviewed/signed by who?
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
Memo: request for new equipment, where does “pc” belong, below ____ signature & above ____?
below shift commanders signatures and above APPROVED: / DENIED: Signature block
Employee to whom the memo was written will sign on the appropriate line as to ____
approving or denying, and the date that it was signed
TQ tuition reimbursement, eligible employees must have minimum of ___ service to participate?
12 months
The ____ designated a ____ to oversee the Tuition Reimbursement Program?
Fire Chief, Program Administrator
TQ employee will be reimbursed the cost of ___ and ____ for up to $____ per semester?
Tuition and Mandatory Fees up to $1250 per semester
Following completed reimbursement, the documentation for each employee will be placed in the files of _____ in ______
Completed purchasing transactions in Fire Administration
TQ Employees must submit documentation to Fire Administration within __ days from end of semester?
60 days (document will be date stamped upon receipt)
Required documentation for tuition reimbursement?
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
Proof of payment shall consist of the following for cash? check? c.c.? loan? affadavit?
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
Each employee’s tuition reimbursement request will be entered into ____ by who?
peoplesoft by the program Administrator
Copies of all required documentation will be sent to ___ in ____ of city of OKC Finance Department?
accounts payable in procurement services
TQ tuition reimbursement checks are ____ to the employees mailing address on file unless claimant has signed a form to have it _____.
mailed, electronically deposited
Where is employee rembursement claim for located?
Fireweb
The employee reimbursement claim form must be submitted if?
first time submitting, moved since last time you submitted, you have not been reimbursed within 3 years, banking information needs updated
____ will approve travel outside metropolitan area of okc?
Fire chief or designee
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?
expense documentation form, located in city’s travel policy, fire chief or designee, 30 days
TQ Travel and training request form will be submitted to ____, through the appropriate ____ how many days in advance of the trip?
fire chief, appropriate deputy chief, 30 days in advance
If using private vehicle, must submit ____ & _____ with ______ form, found where?
driver’s license & vehicle insurance security verification form with travel and training form located on sharepoint
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?
Lowest available airfare, expense documentation form on sharepoint
Meal expenses will be reimbursed up to the ____?
Per diem rate of IRS meal allowance table
Receipts are not required for ____ but must be itemized on what form found where?
tips/bus taxicab fare/business calls, travel expense voucher, sharepoint
receipts are required for?
meals, gas, unusual expenses
Fire administration will process all travel related expenses with exception of what department?
Fire Logistics Center FLC
who will assist employees w/ travel arrangements or questions to ensure compliance with policy & procedures?
fire administration
TQ travel departing OKC after___ or arriving in OKC before _____ is reimbursed as half day?
Departing after 1:00 pm, arriving before 5:00 pm
TQ The IRS meal allowance table found on what website?
www.gsa.gov
TQ ____ for travel related expenses are not available except in situations of extreme emergency
cash advances
TQ travel expense voucher must be submitted to fire administration within ___ days following return trip?
5 working days
the initials of who ____ should appear where ____ on travel expense voucher?
deputy chief, upper right hand corner
____ will review all travel expense vouchers for accuracy & reasonableness?
fire administration
TQ any unusual or questionable expense will be forwarded to ___ for review?
fire chief
any absence will be entered into LMDB when?
daily
The cutoff time to be recorded on KRONOS for the current pay period will be?
10 AM the thursday of the week before payday
If leave has been changed or canceled, an entry in the LMDB showing “____” or leave change, or an email addressed to who?
“WITHDRAWN”, email to administrative services/payroll must be submitted from district officer
Leave without pay should be indicated on an exception card, but the LWP ____ should not be marked.
LWP box, comments should read “late for duty” and indicate the cycle number
Do NOT enter LWP time in?
KRONOS
FLSA reports only apply to who?
24 hour shift personnel
If employee is unavailable to sign the exception card, who is responsible to get the employee’s signature when he/she returns to work?
Station officer
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?
deputy chief
When certain leave time is submitted and the employee is out of the leave requested, the following will substituted:
vacation>holiday>due day
holiday>vacation>due day
due day>holiday>vacation
sick>vacation
If employee has no leave available for substitution, the employee will be charged what?
leave without pay
The substitution of LWP will be cause for notification of occurrence to who?
deputy chief
The leave will not be charged to the employee until what is received by who?
properly authorized exception card is received by administrative services
all time turned in on an exception card should be for what?
actual hours missed or earned
Conversion of time on an exception card will be done by who?
administrative services
Who will compile and complete the FLSA timecard reports for each cycle?
administrative services
What 2 types of leave are NOT deducted from the employee’s time?
military leave and jury duty
time turned in or changed may be corrected as needed, with appropriate authorization from?
division’s chief
Payroll will submit notifications to who concerning errors found, after pay period has closed?
each chief and shift commander
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
admin services/payroll coordinator
Any exceptions to time reporting policy will only be allowed by approval from who?
fire chief or designee
who can see leave balances and accruals on an employee’s timecard?
district chiefs and shift commanders
who will need to review their employee timecards every shift?
managers
who makes leave codes or pay codes on employee timecards?
OKCFD payroll office
Leave and pay codes should ___ be edited or entered by the manager into an employee’s timecard
never
every manager will need to approve their employee’s time cards no later than when?
10 am payroll end date
Who makes the FLSA fire ot entry during each ot cycle?
fire admin payroll office
a full shift of vacation or sick leave would equate to how many hours?
16 hours of vacation/sick leave= 24 hrs (enter minutes as hundreds)
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?
hours will need to be split
If an employee has questions or concerns about paychecks their first point of contact should be who?
OKCFD payroll officer
If an employee has an emergency and needs to pick their check up on Thursday, who’s approval is needed?
fire chief or designee
Employee needing check Thursday needs to contact ____ to ensure ____& _____
administrative services payroll, check have been picked up from city payroll & funds are available for depositing or cashing of check
