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0
Q

what is budget allocation

A

budget allocation is the process by which the Department distributes spending authority approved for the upcoming fiscal year to Divisions and Offices of Primary Interest (OPI)

1
Q

what is budget development

A

the process by which the Department builds the budget for the fiscal year that follows the upcoming fiscal year

2
Q

What is the definition of appropriation

A

An appropriation is the spending authority within a specific fund for a specific agency or program to make expenditures/incur obligations for a specified purpose and period of time.

3
Q

what is the term of an appropriation

A

Appropriations are limited to one year unless otherwise specified.

4
Q

what is the baseline, or initial, budget

A

The initial budget is a budget which reflects the anticipated costs of carrying out the current level of service or activities as authorized by the Legislature, including adjustments for cost increases, but does not include changes in levels of service over that authorized by the Legislature.

5
Q

what is the definition of a budget

A

A budget may generally be defined as a fiscal plan of operation detailing proposed expenditures for a given period and the proposed means of funding them.

6
Q

what is the difference between a program budget and a traditional budget?

A

A program budget expresses the operating plan in terms of the costs of activities undertaken to achieve specific goals and objectives (e.g., Traffic Management, Regulation and Inspection).

A traditional budget expresses the plan in terms of the costs of the goods or services used to perform specific functions (e.g., printing, information technology).

7
Q

what is a budget change proposal (BCP)

A

A formal request to the Department of Finance (Finance) to make changes to the authorized level of service approved in the baseline budget.

8
Q

what is required prior to the submission of a Budget Change Proposal (BCP)

A

Prior to the submission of a BCP, a budget concept is required

9
Q

what is a budget concept?

A

A budget concept is a notification by Division and OPIs to Fiscal Management Section (FMS) for recommended or necessary changes to departmental activities which may necessitate additional position authority and/or a significant increase to the Department’s appropriation level.

10
Q

What is a budget year?

A

The next state fiscal year, beginning July 1 and ending June 30, for which the Governor’s Budget is submitted.

11
Q

what is capital outlay

A

Capital outlay is the expenditure of funds to acquire land or pay the cost of planning and constructing new buildings, or additions to and modifications of existing buildings, and the equipment which is related to such construction.

12
Q

what is the definition of an expenditure

A

Generally, this term designates the amount of an appropriation used for goods and services.

Expenditures include all costs for salaries and wages, employee benefits, and operating expenses and equipment (OE&E).

13
Q

describe a fiscal year

A

12-month period. In California State government, a fiscal year runs from July 1 through the following June 30.

(If reference is made to the state’s FY 2006, this is the time period beginning July 1, 2006 and ending June 30, 2007.)

14
Q

how is the Department’s portion of the governor’s budget determined?

A

The combination of BCPs approved by Department of Finance and the baseline budget become the Department’s portion of the statewide Governor’s Budget.

15
Q

what is the definition of income

A

Income includes all moneys which the Department expects to collect during the fiscal year

16
Q

what are the 3 categories of the Dept’s income

A

reimbursements, revenues, and abatements

17
Q

describe reimbursements

A

Reimbursements result from payments made by other entities for goods and services provided by the Department.

Collection of reimbursements due to the Department does not result in additional spending authority. Furthermore, termination of a reimbursable project generally results in the elimination of any positions authorized for that project.

18
Q

describe revenues

A

Revenues are a result of any addition to cash or other current assets that does not increase any liability or reserve and does not represent the reduction or recovery of an expenditure (e.g., reimbursements).

Revenues are a type or receipt generally derived from taxes, licenses, and fees, or investment earnings. Revenues are deposited into a fund for future appropriation, and are not available for expenditure until appropriated.

19
Q

describe abatements

A

Abatements are reductions to an expenditure that has already been made. For example, refund of overpayment of salaries, rebates from vendors or third parties for defective or returned merchandise, jury duty and witness fees, and property damage or loss recoveries.

20
Q

Which Section/Unit has oversight of the Dept’s budget development

A

Fiscal Management Section, BDU, shall oversee the development of the departmental budget.

21
Q

when must Budget Concept Proposals be submitted to BDU by ?

A

All Divisions and OPIs must submit a CHP 172 to BDU no later than April 1st of each year.

If no concepts are being submitted by the Division or OPI for consideration, a CHP 172 shall be prepared listing “none” under Section 1.

22
Q

Can a command request additional personnel through the budget process?

A

commands shall not individually request staffing through the budget process.

When a command defines a need they shall prepare a memorandum articulating the reason creating the need, the staffing being requested by classification and time base, work load analysis, and alternatives.

The memorandum shall be forwarded through channels to A.C. Staff.

23
Q

define equipment

A

Equipment refers to all movable, free- standing items of non-expendable property which have a normal useful life of four (4) years or more (including extended life due to repairs or improvements).

24
Q

which section is in charge of budget concepts for vehicles

A

Fleet Operations Section (FOS) shall initiate budget concepts related to increased departmental funding for replacement vehicles and motorcycles.

25
Q

which section is in charge of budget concepts for computers

A

Information Management Division (IMD) shall initiate budget concepts related to increased departmental funding for information technology equipment (e.g., computers, servers, routers).

26
Q

which section is in charge of budget concepts for copiers

A

Business Services Section (BSS) shall initiate budget concepts related to increased departmental funding for copiers.

27
Q

which section is in charge of budget concepts for facilities-related equipment

A

Facilities Section shall initiate budget concepts involving increased departmental funding for vehicle hoists, modular systems furniture, and storage buildings.

28
Q

what is an allocation

A

An allocation is defined as all or part of an allotment which is designated for expenditure by specific organizational units and/or for special purposes or activities (e.g., equipment).

29
Q

what is an allotment

A

An allotment is an amount of funding which is projected to be spent by the Department on a particular expenditure category such as printing, travel, or equipment.

The total of all allotments can never exceed the total appropriation.

30
Q

what is total appropriation

A

An appropriation is the spending authority within a specific fund for a specific agency or program to make expenditures/incur obligations for a specified purpose and period of time. (usually 1 year)

31
Q

what is ARMS and describe it

A

Allocated Resource Management System

The ARMS is an intranet delivered application designed to provide timely fiscal data to assist Divisions, commands, and OPIs in managing their respective fiscal allocations..

32
Q

how many ARMS users are allowed for Divisions, Office of the Commissioners, and Commands

A

The departmental standard allows each Division office three users, each Office of the Commissioner two users, and each commander one user.

33
Q

ARMS users fall into 3 categories. what are they and what is their purview

A

Administrator – View/Add/Edit system files and data applicable to all Users;
User – View/Add/Edit data authorized through Command Access Rights; and
Viewer – View data authorized through Command Access Rights.

34
Q

explain Command Access rights

A

Command Access Rights prohibit Users and Viewers from accessing information that is not pertinent to their particular Divisions or commands.

For example, Division staff will have access to summary details and details associated with subordinate commands and projects. Command staff will have access to details associated with their assigned commands and projects only.

35
Q

what is the process for requesting ARMS access

A

To request access for an individual, the Division chief or his/her designee, submits the request in a memorandum to BDU

36
Q

How does the Division chief request ARMS access removal

A

To remove or change an individual’s access, the Division chief or his/her designee shall email a request to CHPBudgets@chp.ca.gov with instructions on removal and/or change

37
Q

which unit is responsible for that data held in ARMS?

A

Budget Development Unit shall be responsible for maintaining the data held in ARMS.

38
Q

Which Section is responsible for maintaining ARMS

A

Information Management Division will be responsible for maintaining ARMS.

39
Q

The following conditions must be met in order to qualify for moving expense reimbursement:

A

The employee’s officially designated headquarters is changed to the state’s advantage

and

The move must be a minimum of 50 miles plus the number of miles between the old residence and the old headquarters.

40
Q

what are the 4 reasons an employee’s HQ can change for the Dept’s benefit

A

(a) A promotion offered by any appointing authority.
(b) An involuntary transfer initiated by and at the discretion of the Department.
(c) Any involuntary transfer required to affect a mandatory reinstatement following:
1 Termination of a career executive or exempt appointment.
2 Leave of absence.
3 Rejection from probation.
(d) Any involuntary transfer required to effect a mandatory reinstatement following the expiration or involuntary termination of a temporary appointment, limited term appointment, or training and development assignment

41
Q

what is the definition of residence as it relates to relocation

A

Residence is defined as the actual dwelling place of the employee which bears the most logical relationship to the employee’s headquarters and shall be determined without regard to any other legal or mailing address.

42
Q

what is required for discretionary relocation expense reimbursement

A

Discretionary relocation expense reimbursement for administrative transfer is limited, and requires approval from the Commissioner. Can be all or just part of the expenses.

43
Q

what would be some examples for discretionary relocation expense reimbursement

A

to reimburse all or part of the actual reasonable and necessary relocation expenses:

(a) As an incentive to recruit employees to positions that are designated as difficult to fill.
(b) Because of outstanding qualifications of the employee.
(c) Due to unusual and unavoidable hardship to the employee because of the change of residence.

44
Q

can nonpromotional or voluntary transfer expenses be reimbursed

A

no. Moving and relocation expenses for any nonpromotional and voluntary transfer which is primarily for the benefit of the employee will not be paid.

45
Q

what is the maximum allowance an employee my claim per diem when relocation expenses have been approved

A

Employees who quality for relocation status may claim relocation per diem allowances for a maximum of 60 days, and only while actively searching for a new residence in their new headquarters.

46
Q

can meals and/or lodging be claimed during the relocation period

A

Meal and/or lodging expenses for up to 14 days, arising from trips to the new location, for the sole purpose of locating housing shall be reimbursed. The period claimed shall be included in the computation of the 60-day relocation period.

47
Q

is assigned travel on state business counted towards the 60-day relocation allowance

A

no….Time spent in assigned travel for official state business away from the new headquarters is not counted toward the 60-day allowance and expenses must be submitted on a separate TEC.

48
Q

can a travel advance be requested for relocation expenses?

A

yes. However, the advances will not be processed until FMS receives official notification that the employee has been authorized for relocation expenses.

49
Q

how long can a travel advance go unresolved?

A

Relocation advances shall be repaid by a TEC and/or check and shall not remain outstanding over 60 days.

50
Q

can an employee claim sick or vaca while on per diem and have it NOT affect the 60 day period

A

Employees may exclude, at their option, interruptions caused by sick leave, vacation, or other authorized leaves of absence.

51
Q

Can there be an exemption to the 60-day limit? if so, explain approval process and longevity

A

An extension of up to 30 days may be granted by the appropriate Commissioner when it has been determined in advance that the change of residence is delayed as a result of unusual and unavoidable circumstances that are beyond the control of the employee. However, the maximum reimbursement received by the employee shall not exceed the equivalent dollar amount of 60 days of full meals, incidentals, and receipted lodging.

52
Q

can am employee claim per diem for a transfer to the sacramento area?

A

All personnel transferring to the Sacramento vicinity are required to use either the Academy or state contracted housing as a temporary residence while looking for a permanent residence.

53
Q

During the transfer, can an employee claim meals and incidentals if they are housed at the Academy

A

All employees may claim the current rate per day for meals and incidentals while staying at the Academy.

Remember…different from travel status

54
Q

What happens if the employee’s family accompanies him/her while searching for the new residence?

A

If accompanied by employee’s family, the employee may stay at any commercial establishment and receive the full relocation per diem. There must be a statement on the TEC indicating the employee’s family is with the employee to assist in locating permanent housing.

55
Q

Relocation allowance will be discontinued when any of the following occur.

A

(1) An employee moves into quarters other than a hotel, motel, or similar transient housing and has utility service, other than telephone, established in employee’s name.
(2) An employee has any portion of employee’s household goods moved into a new residence.
(3) The 60 days of relocation allowance for locating a new residence has been claimed.
(4) An employee commutes with no intention to relocate.
(5) An employee terminates active search for a new residence with no intention to relocate.

56
Q

will the state pay expenses incurred enroute to the new HQ

A

The state will pay expenses incurred enroute to the headquarters only once. These expenses should not be more than three or four days prior to an employee’s reporting date.

**Trips back and forth from the new headquarters to the old headquarters will be at the employee’s expense.

57
Q

If the employee claims mileage, what will the state pay for?

A

If the employee claims private car mileage, the state will pay mileage from the old residence to the new headquarters.

58
Q

What if the employee decides to fly to new HQ? Will the state pay for the flight ?

A

In this case, the state will only pay the employee’s ticket one-way. Later, should the employee desire to transport employee’s vehicle to the new location, travel will be at the employee’s expense.

59
Q

Are the following reasons to claim an extension to the 60-day time frame: failure to close escrow within 60 days, inability to sell the old residence, delay resulting from the purchase of a house under construction, or detection of damage to the new residence after the house is in escrow.

A

nope.

60
Q

how is a claim for reimbursement submitted?

A

A TEC must be completed for reimbursement. The TEC shall be submitted on a monthly basis. If expenses occur during two fiscal years (fiscal year begins July 1 and ends June 30), separate TECs must be submitted.

61
Q

will the Dept reimburse the employee for the sale of a residence

A

Reimbursement will be made only for the actual and necessary selling costs sustained by the seller’s closing escrow statement and any other documents that verify the selling costs. The seller’s escrow statement must show the property address or location.

62
Q

What is the time frame for the sale of a residence

A

Two years following the effective date of the employee’s transfer to the new headquarters is allowed for sale of residence. Extensions are not allowed.

63
Q

will the Dept pay to settle an employee’s lease

A

When change of official headquarters requires relocation and the settlement of a lease on the employee’s old residence (including mobile home pads), reimbursement will be made for actual and necessary costs to settle the unexpired lease. A TEC must be completed by the employee for reimbursement for the settlement of a lease

64
Q

will the Dept pay to move the employee’s household effects

A

Payment by the state of the employee’s household moving expenses may be authorized when the move is a result of a promotion or an involuntary transfer to a new location and when certain distance requirements are met.

65
Q

what is the maximum weight the state will pay to move

A

The maximum allowable state-paid weight is 23,000 pounds, no exceptions.

66
Q

when shall the TEC for reimbursement of household good movement be submitted

A

Unless an exception is granted by the appointing authority, TECs shall be submitted no later than 2 years and 60 days from the effective date of appointment or 15 days prior to voluntary separation, whichever is first

67
Q

Can employee use a U-Haul to move goods and get reimbursed?

A

With approval, the employee may move the household effects by a rental truck or trailer from a commercial establishment.

68
Q

can the cost of packing material and gas for the Uhaul be reimbursed

A

When not included in the truck rental rate, the cost of gasoline, rental of a furniture dolly, packing cartons, and protective pads will be reimbursed. If the total costs exceed $1000, the TEC must be accompanied by at least one written commercial rate quote.

69
Q

what happens if the Uhal trip takes more than one trip

A

Reimbursement for more than one trip may be allowed if the Department has determined that the total cost would be less than the total cost of moving the employee’s household effects by a state-approved commercial household goods carrier.

70
Q

will the state pay for insurance costs of loss or damage

A

When the move is made, an employee is provided with insurance to cover loss or damage to household effects during shipment. The coverage is sufficient for most moves. In arranging for the move, the employee should view with caution any insurance or valuation charges assessed by the household goods carrier. The state will not pay these charges.

71
Q

will the Dept pay to store the employee’s household goods

A

An employee may be reimbursed for household effects placed in storage-in-transit for a period not to exceed 60 calendar days. This allowance is provided to meet emergency situations such as unavailability of adequate housing.

72
Q

how much will the Dept allow for misc. expenses

A

$200

73
Q

what will the $200 misc. allowance cover

A

The miscellaneous allowance will cover charges for services such as dismantling and installing antennas, establishing gas, electric, telephone, and cable television installation. Such charges must occur within 10 days of the establishment of a new residence. Deposits are not reimbursable.

74
Q

are moving expenses reportable income

A

Relocation expenses reimbursements paid directly to the employee are reportable income.

75
Q

if an employee receives a credible threat…

A

The Department shall reimburse the moving and relocation expenses of a uniformed employee or any immediate family member residing with the employee in the same household or on the same property when it is necessary to move because the employee has received a credible threat that a life threatening action may be taken against the employee or employee’s immediate family as a result of the employee’s employment.

76
Q

can a non-state employee apply for relocation reimbursement

A

Reimbursement will be allowed for a part of the travel and moving expenses of professional and technically trained persons who change their place of residence for the purpose of accepting employment with the state. Non-state employees are persons who have never had a permanent appointment with the state, or are reinstating after a permanent separation from state service.

Approval for these expenses must be obtained in writing from the appropriate Commissioner.

77
Q

how long does an employee have to remain with the state in order to keep their moving expense reimbursement

A

2 years

78
Q

what are the percentages the employee has to pay back if they do not commit for the full 2 years

A

(1) One hundred percent, if employed less than 6 months.
(2) Seventy-five percent, if employed 6 months but less than 12 months.
(3) Fifty percent, if employed 12 months but less than 18 months.
(4) Twenty-five percent, if employed 18 months but less than 2 years.

79
Q

what are the meals per diem rates?

A

Breakfast $ 7.00
Lunch $11.00
Dinner $23.00
Incidentals $ 5.00

80
Q

can the Dept enter a reimbursable contract with a private entity for police services?

A

Reimbursable services are services in which the Department is reimbursed monetarily or in exchange of consideration with monetary value for traffic control or other law enforcement services provided to a state/federal/local government, local public body, or private entity.

Additionally, assistance and protective security for national, state and foreign government officials, and dignitaries shall be considered within this framework for reimbursement.

81
Q

at what rate does the Dept normally bill reimbursable services

A

Typically,the Department bills for reimbursable services at the current paid overtime rates.

82
Q

Can a RSC ever be regular paid rate or both?

A

yes. The RSC must clearly indicate how the reimbursable services are to be billed; as “paid overtime only,” or as both “paid regular time and paid overtime.”

83
Q

what is the minimum cancellation time frame for a RSC

A

A 24-hour minimum cancellation notification will be required prior to each scheduled work service/detail. Cancellations must be made during normal CHP business hours between 0800 and 1700, Monday through Friday, excluding legal holidays.

(Weekend details require notification on the Friday before, between the hours of 0800 and 1700.)

84
Q

if the cancellation is made prior to the 24-hour time frame

A

a short notice cancellation fee of $50 will be charged for each CHP uniformed employee assigned, provided the CHP uniformed employee can reasonably be notified of such cancellation.

85
Q

if cancellation is made within 24-hours or less and the employee cannot be notified,

A

a minimum of four hours overtime will be charged for each assigned uniformed employee.

86
Q

billing documents must be sent to FMS

A

All billing documents shall be forwarded to FMS, RSU within ten business days after completion of the service detail.

87
Q

are non-uniform OT hours reflected in the Report of Overtime Hours for Reimbursable Special Projects

A

Nonuniformed personnel hours are not reflected in the Report of Overtime Hours for Reimbursable Special Projects. If there are reimbursable nonuniformed personnel hours to be reported, a copy of each nonuniformed personnel’s CHP 71, Attendance Report, must be attached to the Report of Overtime Hours for Reimbursable Special Projects to be submitted to the respective Division.

88
Q

can a squad club accept gift or gratuities for a holiday party?

A

In accordance with the CHP 18, Receipt of Inconsistent and Incompatible Activities Statement, individuals on their own behalf, on behalf of the Department, the informal squad fund, or other local command funds, shall not accept additional gifts, donations, or gratuities.

89
Q

what is the general start date/ time frame when a command enters a RSC

A

When considering an Agreement start date, the command shall allow a minimum of four months for CSU to process the Agreement.

90
Q

what is the preferred monetary method for collection of a RSC

A

It is preferred that the command request a cashier’s check from the contracting entity. This will eliminate the waiting time for a check to clear the bank.

91
Q

Should or shall: vehicle accident investigated whether damage or contact is being claimed.

A

An investigation shall be made of every accident involving a vehicle being used on state business when the vehicle is damaged or physically involved in an accident, or when the circumstances indicate that it may be alleged that the person or property of others has been injured or damaged through the use or operation of a vehicle being used on state business.

92
Q

STD 270s shall be submitted within what time frame

A

All motor vehicle accidents shall be reported within 48 hours to the Department of General Services/Office of Risk and Insurance Management (DGS/ORIM), utilizing the STD. 270, Report of Vehicle Accident.

93
Q

Reportable or non-reportable: when someone discovers any damage to the departmental vehicle that has not been previously reported

A

Reportable - Upon discovering any damage to the departmental vehicle that has not been previously reported, the last driver of the vehicle shall be responsible for the report. When hidden damage (to the undercarriage, for example) is discovered, the commander shall ensure a report is prepared. In those instances where the commander determines that hidden damage occurred some time prior to the last shift, the report may be submitted indicating the driver as “unknown”.

94
Q

Reportable or non-reportable: someone alleged that the vehicle being used on state business was the proximate cause regardless of whether there was physical contact, injuries, or property damage.

A

Reportable - Following any occurrence from which it may be alleged that the vehicle being used on state business was the proximate cause regardless of whether there was physical contact, injuries, or property damage. This includes any occurrence in which position or placement of a state vehicle caused another vehicle to be involved in an accident even though the state vehicle was not impacted.

95
Q

Reportable or non-reportable - garage mechanic crashes or scratches car

A

reportable - For occurrences when other than a state employee was the driver, such as a garage mechanic where the vehicle was left for repairs.

96
Q

does a 270 have to be done if the p/v crashes into an animal and causes damage?

A

reportable - For occurrences that result in death, injury, or property damage caused by collisions with animals unless the death or injury is confined to the animal.

97
Q

Reportable or non-reportable: Collisions with birds that move unexpectedly into the vehicle’s path and
cannot be avoided

A

non-reportable…if injury is confined to bird

98
Q

reportable or non-reportable: debris is kicked up and causes damage to patrol vehicle windshield

A

non-reportable; Windshield or other glass damage caused by objects propelled from the roadway surface by movement of another vehicle even though it meets the definition of “motor vehicle traffic accident” unless there is injury to a person.

99
Q

reportable or non-reportable: M/C unit falls from its kickstand

A

non-reportable - Motorcycle damage sustained by reason of the unit falling from its kickstand.

100
Q

IS a 270 required for pushbumper damage?

A

no. Damage caused by push bumper removal of a vehicle or equipment from the roadway and the damage is limited to the contact point on the privately owned vehicle or the California Highway Patrol (CHP) vehicle - only a CHP 268 is req’d.

NOTE: This exception does not apply if either involved vehicle sustains damage from striking another object during the push bumper removal.

101
Q

is a 270 req’d when an in-custody intentionally causes damage to the patrol vehicle

A

No - Malicious damage sustained by acts of persons (not vehicles) in custody. However, a CHP 221, Malicious Damage Report, must be completed

102
Q

What is the time frame for a preliminary 270?

A

48 hours

103
Q

What is the time frame for a CHP 208

A

48 hours.

104
Q

When the accident involves a private vehicle or commercial rental being used on official state business

A

When the accident involves a private vehicle or commercial rental being used on official state business, the report shall clearly indicate “PRIVATELY OWNED VEHICLE INVOLVED” or “COMMERCIAL RENTAL” to distinguish it from a state-owned vehicle accident.

105
Q

when is a liability only 270 completed?

A

Liability-only incidents are those in which there is injury to a nonstate employee or damage to a nonstate vehicle/property only, and a connection between a state vehicle could be alleged.

106
Q

Examples of Liability Only 270s

A

(a) Pursuit by CHP allegedly causes collision of other vehicle(s).
(b) Individual injured themself when shutting a CHP car door on onesown hand.
(c) Cyclist skids on shoulder and overturns while being signaled to pull over by CHP driver.
(d) Confused driver collides with third vehicle while being signaled by CHP driver.
(e) Collision is intentional – to stop violator (legal intervention) unless the commander determines the action was ill-advised.
(f) CHP vehicle flips rock, causing damage to other vehicle.

107
Q

is entry onto the 442 - employee safety record - required when the incident is non-recordable?

A

Completion of the CHP 555/556, Traffic Collision Report, and entry on the CHP 442, Individual Accident, Injury, and Safety Recognition Record, are not required when the accident is nonrecordable.

108
Q

is a chp 208 required when a 270 has been completed for liability only purposes?

A

A CHP 208 is not required when the STD. 270, Report of Vehicle Accident, has been completed strictly for liability purposes on noncollision incidents.

109
Q

What do you enter under officer’s name is the officer is legally parked or out of the vehicle at a TC scene

A

When a patrol vehicle is legally parked or at the scene of an accident or incident, the name of the officer in charge of the vehicle shall not be entered as the driver. In lieu of the driver’s name, insert either “unattended vehicle” or “legally parked,” whichever is appropriate.

110
Q

On a 270 or 208, what is entered under the officers name in the previous situations

A

On a 270 and 208, The name of the officer in charge of the vehicle should be entered on the CHP 208 and STD. 270 together with an appropriate statement “unattended vehicle” or “legally parked.” The patrol vehicle license number must be included on the CHP 208 and STD. 270.

111
Q

When is entry on the 442 required? (safety record)

A

Whenever an employee is involved in an accident requiring the submission of a CHP 208 or suffers an injury requiring the submission of a CHP 121 to the State Compensation Insurance Fund, the incident shall be recorded on a CHP 442.

A copy of the CHP 442 shall be attached to the Division copy of the CHP 121 and/or CHP 208. The original CHP 442 shall be retained in the employee’s field personnel folder.

112
Q

insurance carriers checking driver’s license records should be aware of those which were “on-duty” accidents and should not consider them when computing private insurance rates. Does this apply to both state-owned and privately-owened vehicles used on state business??

A

This applies only to accidents involving an authorized emergency vehicle. It does not apply to accidents involving a uniformed employee’s privately owned vehicle being driven on state business.

113
Q

claims against the Dept must be filed within what time frame?

A

Pursuant to Government Code Section 945.4, claims must be filed within six months of the date of the alleged incidents.

114
Q

Upon receipt of a VCGCB claim directly from a claimant in excess of $1,000

A

commanders shall ensure immediate transmittal of the document(s) to the Office of Risk Management (ORM), indicating the date of such receipt. A CHP 268, Potential Civil Litigation Report, shall be completed and submitted to ORM

115
Q

For claims less than $1000

A

delegated authority to the Department to settle and pay property damage/loss claims up to $1,000 per claim pursuant to Government Code Section 953.6. Accordingly, all claims $1,000 and under are processed by ORM.

116
Q

who authorizes the reimbursement of travel expenses?

A

Department of Personnel Administration (DPA) authorizes the reimbursement of travel expenses in accordance with California Code of Regulations, Title 2, Administration; Division 1, Administrative Personnel; Chapter 3, Department of Personnel Administration; Subchapter 1, General Civil Service Rules; Article 2, Traveling Expenses.

117
Q

True / False: Travel expenses incurred by an employee for any type of interviews are NOT reimbursable.

A

true

118
Q

Subsistence allowances and travel expenses for applicants who are called for an interview must be approved by who?

A

Subsistence allowances and travel expenses for applicants (must not be a current state employee) who are called for an interview must be approved by the appropriate Commissioner.

119
Q

what is the definition of an employee’s HQ

A

Headquarters is the place where the employee spends the largest portion of the employee’s working time or the place to which employee returns upon completion of a special assignment.

120
Q

Are resident posts considered HQs?

A

Resident Posts are considered the employee’s headquarters. The headquarters’ address should be the same as the Resident Post’s address.

121
Q

what are the per diem rules for an employee’s HQ and residence.

A

Per diem is not allowed within 50 miles as determined by normal commute distance of the employee’s headquarters. Per diem is not allowed within
50 miles of the employee’s residence.

122
Q

what is the exception to the previous rule?

A

Where the major portion of an employee’s working time is spent within a specifically assigned or limited geographical area, such as a patrol area or beat where the same routes are traveled frequently and routinely on one-day trips, per diem expenses will not be allowed at any location within 50 miles from any point of this assigned area as determined by the normal commute distance. For example, if your headquarters is Bishop and part of your beat is in Independence, you could not claim per diem while attending court in Independence even though it is further than 50 miles from your headquarters.

123
Q

when is an employee considered to be on travel status

A

An employee is on travel status when employee is more than 50 miles from headquarters and more than 50 miles from the primary residence

124
Q

can overtime meals be claimed on travel status?

A

Overtime meals may not be claimed while on travel status.

125
Q

so when can an employee claim overtime meals?

A

For travel within 50 miles of headquarters or home, an employee is not on travel status and may not claim per diem but may be eligible for overtime meals.

126
Q

What is per diem used for?

A

Per diem expenses are for meals, lodging, and personal expenses (incidental allowance) incurred while on travel status.

127
Q

how are meals shown on the TEC

A

Business-related meals and overtime meals are shown in the appropriate “Meals” column of the TEC.

128
Q

when are receipts required for business expenses

A

for expenses over $5

129
Q

what is the definition of a long - term assignment

A

long-term assignment is any assignment of
31 days or more to a given location other than the employee’s headquarters. A long-term assignment typically requires the extended presence of an employee for a period in excess of 31 days but is not considered permanent due to the temporary nature of the assignment

130
Q

if an employee returns home during a long term assignment (for weekends or other short term travel), does that break the time line for long term travel?

A

no. The employee’s return home for weekends or incidental short-term travel to another location does not break the continuity of a long-term assignment.

131
Q

true / false: All lodging reimbursements require a receipt from a commercial lodging establishment.

A

true

132
Q

can someone be reimbursed for staying at a time share?

A

Costs associated with use of time shares and other privately-owned venues are not commercial lodging establishments and will not be reimbursed.

133
Q

Can Vacation/Compensating Time Off be approved prior to traveling ? if so, who can approve it?

A

Permission may be granted by the commander for an employee to utilize vacation or compensating time off (CTO) prior to, or following, travel status. The employee can only claim travel expenses that would have been incurred if the employee had traveled during the required time.

134
Q

Can an employee who uses sick leave while on travel claim travel expenses?

A

When an employee is granted sick leave while away from employee’s headquarters for the purpose of state business, the employee may claim reimbursement for travel expenses for up to three days.

135
Q

if an ermployee is hospitalized while on travel, will the Dept reimburse hopsital costs?

A

Requests will not be considered where the employee is confined to a hospital and hospital costs are covered by insurance. Expenses incurred other than hospital costs may be considered.

136
Q

how is the mode of transportation while on travel determined (and by who)

A

Reimbursement for the method of transportation will be in the best interest of the state, considering both direct expense as well as the employee’s time.

It is the approving officer’s responsibility to determine which mode of transportation is to be utilized.

137
Q

What is needed to approve a TEC

A

The approval signature must be in blue ink only, and rank of the approving officer must be shown on the original TEC.

138
Q

Travel Advances: what is the minimum amount to request, and how long can the travel advance cover

A

The travel advance amount should be based on the traveler’s estimated expenses for a specific trip or field assignment with a minimum request of $25. Normally the advance should not exceed estimated expenses for 30 days.

139
Q

how long does someone have If a trip for which a travel advance has been made is canceled or postponed indefinitely?

A

If a trip for which a travel advance has been made is canceled or postponed indefinitely, the advance must be returned immediately or not more than 30 calendar days from the issuance date of the travel check.

140
Q

how early can travel advances be submitted?

A

Travel advance requests must be submitted no earlier than two weeks prior to the date of travel.

141
Q

what must be included on a travel advance for a relocation

A

Relocation advances must also show an “R” after the individual’s ID number.

142
Q

what will the employee receive if he has not submitted a TEC or returned the remaining balance for a travel advance

A

A monthly memorandum will be sent to notify employees who have been issued a travel advance more than 30 days previously, but have not submitted a TEC to substantiate the travel expenses and/or have not returned any excess travel advance amount. The memorandum will request the employee to submit a TEC and/or return any excess travel advance amounts within
30 calendar days from the memorandum date.

143
Q

what happens if an employee does not submit a TEC or does not return any excess travel advance amount as requested,

A

the total outstanding amount will be deducted from the employee’s next regular payroll warrants.

144
Q

what happens if a payroll deduction must be made on an employee with direct deposit?

A

If a deduction must be made from the pay of an employee on payroll direct deposit, the direct deposit will be canceled and the payroll deduction for the outstanding travel advance amount will be made from the next regular payroll warrant(s). It will be the responsibility of the employee to prepare the necessary paperwork to re-enroll in the payroll direct deposit program

145
Q

what time frame is used In computing allowances for continuous short-term travel

A

In computing allowances for continuous short-term travel, 24 hours or longer, one full allowance will be paid for each complete 24 hours of travel, beginning with the employee’s times of departure and return

146
Q

what are the time frames On the first day of travel on a trip of 24 hours or more:

A

Trip begins at or before 0600; breakfast may be claimed on the first day. Trip begins at or before 1100; lunch may be claimed on the first day. Trip begins at or before 1700; dinner may be claimed on the first day.

147
Q

what are the time frames On the fractional day of travel at the end of a trip of more than 24 hours:

A

Trip ends at or after 0800; breakfast may be claimed. Trip ends at or after 1400; lunch may be claimed. Trip ends at or after 1900; dinner may be claimed.

148
Q

how does it work for employees Employees on travel status for less than 24 hours

A

Employees on travel status for less than 24 hours may claim lodging expenses with a receipt, if applicable, and breakfast and/or dinner expenses. A breakfast may be claimed if travel began at or before 0600 hours and ended at or after 0900 hours. A dinner may be claimed if travel began at or before 1600 hours and ended at or after 1900 hours. No lunch or incidentals will be paid when employees are on travel status less than 24 hours.

149
Q

what are incidental allowances

A

The incidental allowance is for each full 24-hour period. Incidental expenses include, but are not limited to, expenses for laundering and pressing of clothing, and tips for services such as porters and baggage handlers. Incidentals do not include taxicab fares, lodging taxes, or the costs of telegrams or telephone calls.

150
Q

what is the rule on occupancy tax for hotels

A

Employees must locate hotels/motels which accept an exemption. Therefore, employees must request an exemption at the time lodging reservations are made and present a signed STD. 236 when registering at a hotel/motel (refer to Annex D). The certificates should be left with the hotel/motel for their records. Attach a copy to your TEC.

151
Q

what must be included on te TEC when overtime meals are claimed.

A

Employees claiming overtime meal compensation must include their social security number on the TEC.

152
Q

what must be true for an employee to claim overtime meals

A

To be eligible for reimbursement of overtime meal expenses, the overtime must be worked within 50 miles of the employee’s headquarters.

153
Q

when is an employee eligible for their first OT meal

A

2 hours after the end of their shift. For example, regular work shift is eight hours, the employee must work at least ten hours to be eligible for the first overtime meal

154
Q

how long must an employee work to be eligible for a second OT meal

A

An employee must work an additional 6 hours for each overtime meal after qualifying for the first overtime meal.

For exmaple, regular work shift is eight hours, the employee must work at least ten hours to be eligible for the first overtime meal, at least 16 hours for the second overtime meal, and at least 22 hours for the third overtime meal.

155
Q

what is the max number of OT meals that can be claimed in a 24 hour period

A

3

156
Q

what if If the receipt for OT meal is not imprinted with the name of the establishment

A

If the receipt is not imprinted with the name of the establishment, the approving officer must sign the receipt.

157
Q

Are grocery receipts accepted by the Dept for OT meals

A

Grocery store adding machine tapes are acceptable. The receipt must show the items purchased.

158
Q

can an employee claim OT meals from a vending machine?

A

If the meal is purchased from a vending machine, the employee should prepare a receipt listing the items purchased and their costs. The approving officer must sign the receipt.

159
Q

is mileage allowed for training at an off training site?

A

Mileage reimbursement is allowed between home and the training site, or headquarters and the training site, whichever is the lesser distance.

160
Q

what is needed in order to be reimbursed to transport state property in a personal vehicle.

A

Claims for the transportation of state property by private vehicle will not be accepted unless it is clearly shown that such transportation is in the best interest of the state. A memorandum must be attached, signed by the commander, describing the items transported and the circumstances that require this mode of transportation to be used.

161
Q

what is the max number of consecutive driving hours?

A

Normally, employees are not to drive a departmental vehicle for more than 8 consecutive hours. After an 8-hour drive, an employee is not to drive until 8 consecutive hours have elapsed. An employee may volunteer to extend the driving period; however, this time period is not to exceed 4 hours except in the case of an emergency. When there are two or more employees sharing the driving, the 12-hour limitation does not apply. Time for meals is not considered travel time.

162
Q

what is the preferred mode of transportation

A

Employees are encouraged to use rail, bus, or air transportation whenever feasible in lieu of using state or privately-owned vehicles for travel purposes. All modes of transportation must be shown in the “Transportation” column of the TEC.

163
Q

can an employee rent a vehicle while attending training at the Academy or Ben Clark

A

The use of commercial automobile rentals during training at the Academy or Clark Training Center is prohibited for trainees.

164
Q

True/False: The passenger’s airline itinerary must be attached to the employee’s TEC, regardless of the payment method.

A

true

165
Q

Are expenses for Taxi, Hotel Bus Shuttle, Street Car, and Local Rapid Transit reimbursed?

A

Actual expenses will be allowed when necessary for official state business. Receipts are required for fares over $10.

166
Q

what will happen if a privately owned vehicle is not insured and is damaged on state business

A

Without insurance coverage, employees should be aware that if such a vehicle is damaged while on state business, it will be necessary to file a claim with the Victims Compensation and Government Claims Board to seek reimbursement.

167
Q

if a privately owned vehicle is damaged on state business…what is reimbursed?

A

The Department can only reimburse damage cost that is not covered by the employee’s insurance, which is normally just the deductible.

168
Q

when can an employee claim mileage from their home.

A

When an employee is called back to work or when an employee works on a regular day off, mileage may be computed from the employee’s residence. Mileage is not allowed for travel between home and headquarters for voluntary overtime.

169
Q

what is the rule to claim mileage to court

A

Mileage may be claimed from home to court to home only when the employee travels on a regular day off or completely outside the regular work shift.

Only that mileage which is in excess of an employee’s regular commute distance may be claimed if any portion of a court appearance and/or travel time falls within the regular work shift on a regular workday.

170
Q

how is payment process for rental cars

A

Rental cars are charged to the CHP American Express BTA if employees are using the contracted vendor. Employees must attach a copy of the rental agreement and the original rental car receipt obtained after the car is returned. These documents must be submitted whether or not expenses are claimed.

171
Q

will the dept reimburse for the purchase of the collision damage waiver at rental car vendors

A

The purchase of physical damage coverage by any state employee is prohibited under the State Administrative Manual (SAM) Section 0758.

172
Q

Can an employee be reimbursed to operate a privately owned aircraft

A

Employees will be authorized to operate a privately-owned aircraft on official state business with an approved CHP 377, Verification of Insurance and Authorization to Operate Privately Owned/Rented/Leased Aircraft on State Business, on file in FMS

173
Q

Who must approve the verification forms to operate an aircraft on state business. How long are the verification forms good for.

A

Verification forms must be approved by the employee’s commander and Division commander prior to routing to FMS, Travel/Revolving Fund Unit. Approved verification forms are valid for a maximum of one year.

174
Q

can an employee claim reimbursement for a privately owned bicycle operated on state business

A

When a privately-owned bicycle is used to conduct official state business, the employee will be allowed to claim $0.04 cents per mile.

175
Q

can an employee claim reimbursement to operate a privately owned motorcycle on state business

A

Privately-owned motorcycles or motor-driven cycles are not authorized as a means of transportation in the conduct of official state business. There is no reimbursement for mileage expenses if an employee uses this means of transportation.

176
Q

can an employee claim reimbursement for toll, bridge or ferry fees?

A

Actual expenses for ferry, bridge, and road toll charges will be allowed. Indicate the amount in the “Tolls, Parking” column of the TEC. Receipts are required for expenses over $10.

177
Q

can an employee who has been allowed to reinstate claim mileage to the Academy?

A

No. Employees reporting to the Academy for refresher training as a result of permissive reinstatement are not eligible for travel related expenses for their initial trip to the Academy.

178
Q

what are the mileage and meal rules for employees who are housed at the academy for training

A

Employees whose headquarters are 50 miles or more from the Academy must be housed at the Academy or the state-contracted housing. These employees may claim mileage reimbursement for the initial trip to the Academy or the state-contracted housing and the final return trip at the conclusion of the training. When employees are trained at the Academy and housed at the Academy or the state-contracted hotel, all meals must be taken at the Academy including weekend meals.

179
Q

what if an employee who is attending training at the academy has a HQ less than 50 miles from the academy.

A

Employees with headquarters 50 miles or less from the Academy and who do not elect to reside at the Academy may be reimbursed for daily trips to the Academy. Only that mileage which is in excess of the employee’s regular commute distance from home to their permanent headquarters may be claimed. They are entitled only to the noon meal at the Academy.

180
Q

what is the start and end time rule for incidental allowances

A

The incidental allowance may be claimed by employees who are on travel status for each full 24-hour period. Travel time begins when employees depart from home or headquarters and terminates when employees reach their home or headquarters.

181
Q

what is the 3 week rule for training at the Academy

A
When a training class is three weeks or longer, or as authorized by the
Assistant Commissioner, Staff (ACS), employees attending the training or providing instruction on a temporary basis (associate instructors) are allowed one round-trip to their residence at departmental expense for every three weeks of training at any time during the three-week period.
182
Q

Can out-of-state travel expenses be submitted on a regular travel TEC

A

Out-of-state/country travel expenses (e.g., airline tickets, car rentals, motel receipts; regardless of the type of payment) are to be submitted on separate TECs from regular travel.

183
Q

how frequently can a TEC be submitted.

A

Individuals will submit no more than one TEC per month . Claims of less than $10 can be combined and submitted with the following month’s claim.

184
Q

how many TECs can be submitted at once?

A

By policy, TECs can only be submitted for the current and two prior fiscal years. However, it is encouraged they turn them in on a monthly basis.

185
Q

what are the amounts for when a receipt is required

A

(1) Railroad and bus fares over $25 when travel is wholly within the State of California.
(2) Street car, ferry fares, bridge and road tolls, local rapid transit system, taxi, shuttle, or hotel bus fares over $10.
(3) Parking fees over $10 for each continuous period of parking.
(4) Telephone, telegraph, fax, or other business charges related to state business over $5.

186
Q

can per diem be claimed during an emergency incident

A

Yes. Policy and labor contracts prohibit the payment of per diem expenses to employees working within 50 miles of their home or headquarters. However, DPA has granted an exemption to the Department to provide meals and lodging within 50 miles of home or headquarters to employees who are required to remain on duty at a specific location during a declared emergency.

187
Q

Who can enter into an agreement for meals and lodging during an emergency incident.

A

Commands may enter into agreements with vendors to provide meals and lodging for employees.

188
Q

Agreements for employees who are required to remain on site vs not required to remain on site.

A

Agreements entered into under this policy may be made only when necessary to provide meals or lodging to departmental personnel who are required to remain at a specific site.

expenses incurred by employees who are not required to remain at a specific site are not reimbursable.

189
Q

who can enter a meal or lodging agreement for mandatory OT

A

Agreements will only be entered into by supervisory or managerial personnel.

190
Q

Who must approve of the agreement before submission to FMS

A

The agreements must be approved by the appropriate Area and Division commander prior to submission to the FMS commander.

A list of the names and ID numbers of employees who consumed meals or were lodged must be submitted with the request for payment.

191
Q

What is included on the TEC during an emergency incident. What can be reimbursed

A

Employees may submit a TEC for their out-of-pocket expenses only. Meals and lodging expenses that are contracted for by the Department will not be included on the employee’s TEC. TECs related to the emergency must be submitted separately from all other TECs. A TEC may be submitted for overlapping months unless it covers more than one fiscal year.

192
Q
Breakfast $?
 Lunch $?
 Dinner $?
 Incidentals $?
 Total $?
A

Breakfast $ 7.00 Lunch $11.00 Dinner $23.00 Incidentals $ 5.00 Total $46.00

193
Q

What are The reason(s) why it is necessary to incur expenses in excess of the
maximum lodging rate (excluding taxes),

A

The reason(s) why it is necessary to incur expenses in excess of the
maximum lodging rate (excluding taxes), such as, but not limited to:
(a) An emergency.
(b) There is no lodging available at the state maximum rate.
(c) When it is cost-effective.

194
Q

All lodging expenses which exceed the maximum lodging rate require advance written approval from?

A

All lodging expenses which exceed the maximum lodging rate require advance written approval from the appropriate Commissioner. All requests must be submitted in writing to the appropriate Commissioner three weeks prior to the date of travel.

195
Q

Describe overtime meal requirements and restrictions

A

When employees are required to work overtime, they may receive an overtime meal allowance of $8.00. A receipt is not required. To be eligible, employees must be required to report to work at least two hours prior to, or remain at least two hours past, their regularly scheduled workday, or work a minimum of ten hours on a regularly scheduled day off or holiday.

196
Q

What items are FIELD COMMANDS permitted to sell

A

Field commands shall be permitted to sell:

(1) Copies of collision reports
(2) Glossy prints of photographs
(4) Discarded tires, junk batteries, and used rotors

197
Q

True / False: Sale of photographs and collision reports can be sold at HQ offices

A

False: Sales of photographs and/or collision reports are not authorized at headquarters offices.

198
Q

What is the charge for collision reports ?

A
Sales tax shall not be applied. 
01 - 25 = $10
26-50 = $20
51-75 = $30
76-100 = $40 
Over 100 - For each additional 25 pages or portion thereof, charge $10
199
Q

How much does a counter report cost?

A

There will be no fee charged for a reproduced copy of a counter report requested by the involved party at the time of completion. The involved party shall be notified this copy is not an official document and a copy of the official report may be obtained after it is processed for a fee of $10.

200
Q

If a party pays by credit card, how long does an Area have to forwrd the credit card info to FMS?

A

Credit cards may be used to purchase collision reports, photographs, etc. Credit card requests may be made in person, or called in by phone. Credit card information shall be forwarded to Fiscal Management Section (FMS) within 24 hours.

201
Q

What is the charge for copies under the Information Practices Act Copies.

A

A fee of 10 cents per page for regular copies up to 8 1⁄2 x 14, 20 cents per page for copies of microfilm or computer records shall be charged for records released to an individual under the Information Practices Act (IPA)

202
Q

What is the fee schedule for copies made under PRA requests

A

A fee of 30 cents per page for regular copies up to 8 1⁄2 x 14, 50 cents per page for copies larger than 8 1⁄2 x 14 or copies of microfilm, or the actual cost charged by a third party shall be charged for records provided under the Public Records Act.

203
Q

how much do audio tapes cost the public?

A

The fee for a copy of a cassette recording or a cassette recording of a portion of a dispatch center recording is $5.

204
Q

what state property can a field command sell?

A

Field commands are authorized to sell discarded tires, junk batteries and used rotors.

Field commands should attempt to sell discarded tires to authorized/certified waste tire haulers. Where a buyer cannot be identified, the contract vendor for waste tire disposal should be utilized to remove waste tires.

205
Q

who are departmental vehicles sold?

A

Sales of vehicles will be conducted by headquarters, FMS, Inventory Control Unit (ICU), by bid only. The field command where the vehicle is located will be responsible for collecting the monies due and for completion and distribution of the appropriate documents, forwarded by ICU, to the buyer.

206
Q

Are bids needed for the sale of tires, batteries or rotors ?

A

at least three separate bids, based upon identical specifications, shall be secured by commanders for all sales of discarded tires, junk batteries and used rotors

207
Q

Can a CHP employee participate in the bid for property open to the public

A

Any CHP employee may bid on or purchase surplus, used, or unclaimed property offered for sale to the general public except, due to conflict of interest, motor vehicles awarded to the CHP by court order

208
Q

How much is a witness fee deposit

A

Witness fees in the amount of $150 must be deposited with the appropriate field command for each employee’s appearance.

209
Q

Does the Depat collect any live scan fees for rotation tow live scans

A

If a Rotation Tow Live Scan is conducted at the Area office, the fees to be collected for a Department of Justice (DOJ) check is $32.00, and a Federal Bureau of Investigation (FBI) check is an additional $19.00.

210
Q

what happens if a check is turned into the dept and it is short the actual amount due

A

1) If received by mail, be returned to the remitter and the correct sum requested.
(2) If presented in person, be augmented with another check or cash to equal the correct amount.

211
Q

What happens if the dept collects a check for an amount greater than is due

A

The FMS, Cashiering Unit, will automatically refund the overpayment if it is over $5.

The Department does not automatically refund overpayments of $5 or less. The customer may request a refund in writing to the appropriate field/headquarters command.

212
Q

what are Prepaid Collision Report Voucher

A

Insurance companies, adjusting agencies, and other companies or attorneys of proper interest may purchase books of the CHP 505, Prepaid Collision Report Voucher. These vouchers may be used in lieu of checks, money orders or cash to purchase standard collision reports of 25 pages or less. For purchases of collision reports over 25 pages, additional vouchers can be used in increments of one voucher per 25 pages or portion thereof.

213
Q

Vouchers cannot be used for these purchases.

A

a) Photographs.
(b) CHP 180, Vehicle Report.
(c) Computer Aided Dispatch (CAD) Logs.
(d) Arrest Reports.
(e) Cassette Tapes.
(f) Video Cassettes.
(g) Computer Disks.
(h) The CIS Reports.

214
Q

how are transfer of counter recipt books done between commands

A

Transfers of counter receipt books/certificates between field commands shall be reported on CHP 266A, Credit Memo - Non-Equipment. The original credit memorandums shall be retained in the field command and a copy shall be sent to the field command receiving the books/certificates.

215
Q

Collections for sales, payments, and/or witness fee deposits shall be transmitted to FMS, Cashiering Unit, at the first occurrence of any of the following:

A

1) One thousand dollars ($1,000) in cash.
(2) Ten thousand dollars ($10,000) in cash, checks, money orders, and
warrants (excluding state warrants and state checks).
(3) Close of business each Thursday. The weekly transmittal period for all offices begins on Friday and ends at close of business the following Thursday.
(4) If maximum amounts are collected before Thursday, a second CHP 230 must be prepared for the remaining days.

216
Q

Are negative reports for no collections required to be made to FmS

A

A transmittal bearing the notation “no collections” shall be sent to FMS, Cashiering Unit, each Friday if no sales were made during the weekly transmittal period.

217
Q

At what amount do shortages need to be reported to FMS? and how long do we have to report the shortage?

A

Shortages due to fraud, embezzlement, burglaries, or robberies shall be reported to FMS, Cashiering Unit. Shortages of six dollars ($6) or more must be reported in writing no later than the first business day following the discovery of the shortage.

218
Q

what happens if the shortage of the change fund is due to a clerical error?

A

A detailed explanation showing date, place, and complete circumstances of the incident which caused the shortage. If the shortage is a result of “clerical error,” the explanation must be signed by the person responsible for the error. Included in the explanation must be a statement of the corrective action taken to prevent recurrence of the error. If the shortage is not the result of any person’s error, the explanation shall be written by the person in charge of the fund. The explanation should be reviewed and signed by the commander.

219
Q

can the dept enter a reimbursable service contract at the AREA level

A

A RSC, with the exception of motion/film picture, may be negotiated between the affected command and the state/federal/local government, public body, or private entity.

220
Q

what is needed when reimbursable services are requested

A

When a request for reimbursable services is made, the Division/Area commander shall ensure that a formal written Agreement is prepared and all required approvals are obtained prior to any services being performed.

221
Q

how does the dept typically bill for reimbursable services

A

Typically,the Department bills for reimbursable services at the current paid overtime rates.

however, the Department can bill for paid regular time and paid overtime on a RSC. The RSC must clearly indicate how the reimbursable services are to be billed; as “paid overtime only,” or as both “paid regular time and paid overtime.”

222
Q

what is needed when CONTRACTING WITH A LOCAL GOVERNMENT ENTITY OR PUBLIC BODY

A

When one of the contracting parties is a local government entity or other local public body, a copy of the resolution, order, motion or ordinance of the local governing body, which by law has authority to enter into the proposed Agreement, must be obtained.

223
Q

what is the policy on investigating accidents involving vehicles used on state business

A

An investigation shall be made of every accident involving a vehicle being used on state business when the vehicle is damaged or physically involved in an accident, or when the circumstances indicate that it may be alleged that the person or property of others has been injured or damaged through the use or operation of a vehicle being used on state business. The investigation shall be made whether or not there is actual physical contact between the vehicle being used on state business and any object or person or damage to the vehicle being used on state business.

224
Q

what is the time frame for reporting vehicle accidents

A

All motor vehicle accidents shall be reported within 48 hours to the Department of General Services/Office of Risk and Insurance Management (DGS/ORIM), utilizing the STD. 270, Report of Vehicle Accident.

225
Q

what is the time frame for a death, serious injury, illness, or substantial property damage occurs to a non-state party as a result of a vehicle accident.

A

DGS/ORIM shall be notified as soon as possible if a death, serious injury, illness, or substantial property damage occurs to a non-state party as a result of a vehicle accident.

226
Q

Reportable or non-reportable: every instance in which a vehicle (state-owned, privately owned, or commercial rental) being used on state business is involved in an accident resulting in injury to a departmental employee or another party, damage to the vehicle being used or the vehicles or property of another party, or any combination thereof.

A

reportable

227
Q

reportable or non-reportable: any occurrence from which it may be alleged that the vehicle being used on state business was the proximate cause regardless of whether there was physical contact, injuries, or property damage.

A

reportable

228
Q

reportable or non-reportable; any occurrence in which position or placement of a state vehicle caused another vehicle to be involved in an accident even though the state vehicle was not impacted.

A

reportable

229
Q

who is responsible Upon discovering any damage to the departmental vehicle that has not been previously reported

A

Upon discovering any damage to the departmental vehicle that has not been previously reported, the last driver of the vehicle shall be responsible for the report.

230
Q

what happens if damage to the undercarriage of a vehicle occurred some time prior to the last shift

A

the report may be submitted with driver “unknown”

231
Q

reportable or non-reportable: other than a state employee was the driver, such as a garage mechanic where the vehicle was left for repairs.

A

reportable

232
Q

reportable or non-reportable: an occurrences that results in the death or injury to an animal only

A

non-reportable

233
Q

Victim Compensation and Government Claims Board (VCGCB). All claims in excess of $?? must be filed with the VCGCB

A

$1,000.00

234
Q

Pursuant to Government Code Section 945.4, claims must be filed within ?? of the date of the alleged incidents.

A

6 months

235
Q

Claims pertaining to complex matters of fact and law, i.e., allegations dealing with the use of excessive force, departmental policy on the use of force, civil rights violations, pain and suffering, etc., are procedurally ???

A

Claims pertaining to complex matters of fact and law, i.e., allegations dealing with the use of excessive force, departmental policy on the use of force, civil rights violations, pain and suffering, etc., are normally procedurally denied by the Board to allow claimants to proceed to file lawsuits in a court of law.

236
Q

Claims arising from the operation of state-owned automotive equipment are referred

A

Department of General Services, Office of Risk and Insurance Management, for appropriate action.

237
Q

all claims $1,000 and under are processed by??

A

Department to settle and pay property damage/loss claims up to $1,000 per claim pursuant to Government Code Section 953.6. Accordingly, all claims $1,000 and under are processed by ORM.

238
Q

Property damage claims should normally include ?? estimates for repair/replacement of damaged items.

A

Property damage claims should normally include two estimates for repair/replacement of damaged items.

239
Q

The 287 claim, the CHP 268, and any other pertinent documents shall be forwarded to who??

A

The claim, the CHP 268, and any other pertinent documents shall be forwarded through the appropriate Division to ORM.

240
Q

can departmental employees use the 287 process to file a claim of less than $1000 against the department?

A

287 procedures do not apply to departmental employee claims. Employees must file claims directly with the VCGCB, using the Board’s claim form.

241
Q

who has the authority to approve claims submitted under the expedited claim settlement program?

A

It is in the best interest of the Department to swiftly mitigate claims in those instances in which we are clearly liable for damages. This program is designed to provide timely payment to those individuals who have suffered damages as a result of our actions. The Area commander will have the authority to approve claims submitted under this program.

242
Q

Treu / False: An individual filing the lawsuit in a California State Court must have filed a claim, and the claim must have been denied by the Department or the VCGCB prior to filing a lawsuit.

A

true

243
Q

how long does an individual have to file a lawsuit after the claim is denied?

A

6 months in a california court

244
Q

how long does an individual have to serve the Department after filing the suit.

A

3 years

245
Q

is there a claim prerequisite to file a lawsuit against the department in federal court?

A

There is no claim prerequisite requirement when filing a lawsuit in the federal court. However, the federal court requires that the lawsuit be filed one year from the time of the incident giving rise to the suit.

246
Q

can a civil lawsuit proceed against a peace officer or a public entity employing a peace officer while criminal charges are pending in the matter before a California Court.

A

no civil lawsuit may proceed against a peace officer or the public entity employing a peace officer while criminal charges are pending in the matter before a California Court.

247
Q

explain how an employee is properly served via personal service

A

A copy of the summons and complaint must be personally presented by the process server to the employee who is being sued. Such service could occur at any location where the server locates the employee, including his/her place of residence.

248
Q

Does Personal service of the summons and complaint by a process server on a supervisor or other employee who is not a named defendant in the lawsuit constitute personal service?

A

Personal service of the summons and complaint by a process server on a supervisor or other employee who is not a named defendant in the lawsuit does not constitute personal service.

249
Q

what is it called If the summons and complaint is accepted by anyone other than the employee who is a named defendant in the lawsuit?

A

substituted service

250
Q

describe the substituted service process

A

A copy of the summons and complaint is delivered to the office, or usual place of business to a person apparently in charge of such office or usual place of abode (on a competent member of the household). This method also requires the server to mail an additional copy of the summons and complaint to the same location where the above copy was left.

251
Q

when is substituted service deemed complete?

A

Service in this manner is deemed complete on the tenth day after mailing of the second summons and complaint.

252
Q

can substituted service be used to serve employees who are names in off-duty incident lawsuits ?

A

Substituted service can also be used to serve employees who are named as defendants in lawsuits for off-duty incidents.

253
Q

Describe Service By Mail

A

A copy of the summons and complaint, a stamped, envelope addressed to the attorney representing the plaintiff, and the notice and acknowledgment of receipt form are mailed to the employee to be served. The notice and acknowledgment of receipt form is to be signed by the employee, but not dated. The AG’s Office will date the form. Service is deemed complete on the date entered on the form.

254
Q

Can Service By Mail be used to serve employees who are named in off-duty incident law suits?

A

Service by mail can also be used to serve employees who are named as defendants in lawsuits for off-duty incidents.

255
Q

who shall be notified In every instance in which an employee is served a summons and complaint?

A

In every instance in which an employee is served a summons and complaint, immediate notification to CMU shall be made.

256
Q

True / False: One notification to Case Mgmt Unit will suffice when more than one employee is served in the same case,

A

When more than one employee is served in the same case, each service shall be reported. A summons and complaint requires a response to the court by the AG’s Office for each individual served.

257
Q

Does the state’s “self-insured” status apply to a privately-owned vehicle used to conduct state business?

A

No. The state is self-insured for all tort liability claims, except those suits involving a privately-owned vehicle used to conduct state business. The state-maintained insurance is only applicable to liability of the employee which is over and above vehicle liability insurance maintained by the employee.

258
Q

who is the Department’s expert witness liaison with the AG’s Office?

A

Case Management Unit

259
Q

normally, who will be the primary choices assigned as expert witnesses.

A

Current CHP Academy instructors will be the primary choices assigned as expert witnesses. If an Academy instructor is unavailable, CMU will coordinate the selection of a field employee with the pertinent Division.

260
Q

Are subpoenas needed After legal counsel from the AG’s Office has been assigned to provide legal assistance in a civil action involving the Department and/or departmental employees?

A

After legal counsel from the AG’s Office has been assigned to provide legal assistance in a civil action involving the Department and/or departmental employees, subpoenas are not required for subsequent appearances of employees involved in the action. Such appearances include employee witnesses who appear on behalf of the Department at hearings, depositions, trials, etc., relating to the action.

261
Q

The Attorney General has been granted the authority, with the approval of the Department, to negotiate out-of-court settlements for lawsuits not exceeding $???

A

settlements for lawsuits not exceeding $35,000

262
Q

If a settlement DOES exceed $35,000, what is also needed?

A

Settlements exceeding $35,000 may also be negotiated, but require Department of Finance approval.

**Settlements exceeding $70,000 which require special appropriation must be approved by the Legislature.

263
Q

Who is is obligated to pay any compromise or settlement of a lawsuit to which the state has agreed.?

A

The state, not the employee, is obligated to pay any compromise or settlement of a lawsuit to which the state has agreed.

264
Q

If the suit goes to trial, who is required to pay any judgment or compromise agreed upon if it is established that the basis for the suit arose out of an act or omission by an employee occurring in the course and scope of his/her employment.

A

If the suit goes to trial, the state is required to pay any judgment or compromise agreed upon if it is established that the basis for the suit arose out of an act or omission by an employee occurring in the course and scope of his/her employment. The employee is not liable for any payment made by the state for any judgment or any portion of a judgment against the employee or the state unless the employee acted or failed to act because of fraud, corruption, or actual malice.

265
Q

If during trial, the court or a jury determines that the involved employee acted or failed to act because of fraud, corruption, or actual malice, it could assess punitive damages against the employee in addition to any other damages for which the state is liable. In the event that a judgment for punitive damages is awarded, who is responsible?

A

In the event that a judgment for punitive damages is awarded, and the Department and/or Legislature has denied payment of the award, the employee or former employee is financially responsible for the award.

266
Q

Small claims court hearings provide expeditious and informal adjudication of lawsuits in an amount not to exceed $??

A

Small claims court hearings provide expeditious and informal adjudication of lawsuits in an amount not to exceed $7,500.

267
Q

True / False: The parties to the small claims action cannot be represented by legal counsel and must represent themselves.

A

true

268
Q

A request from a departmental employee for legal defense in a criminal matter requires approval from who?

A

A request from a departmental employee for legal defense in a criminal matter requires approval by the Commissioner or Deputy Commissioner, and the AG.

269
Q

what type of approval is needed for out of state proceedings?

A

For subpoenas for appearances out of state, whether criminal or civil, immediately proceed through channels to the appropriate Assistant Commissioner for out-of-state travel authorization.

270
Q

are officers required to carry a weapon when traveling to court in a state vehicle?

A

Officers are to have immediately available an approved weapon while traveling to and from court in a state vehicle.

271
Q

Is it considered an official appearance when An appearance by a newly appointed employee is subpoenaed as a result of an official act while previously employed by another state agency ??

A

An appearance by a newly appointed employee subpoenaed as a result of an official act while previously employed by another state agency shall be considered an official appearance.

272
Q

can a subpoena for a former employee be accepted?

A

Subpoenas are not to be accepted for former employees.

273
Q

can an employee disclose an address or contact phone number to a process server?

A

Addresses and/or telephone numbers are not to be disclosed to the process server.

274
Q

what is considered proper service to a uniformed employee for a subpoena issued OTHER THAN BY THE DA

A

Proper service of subpoenas issued by other than the district attorney, is made by delivery of a copy of the subpoena to the witness personally, to his/her immediate superior, or designated agent

275
Q

what happens If the immediate superior or designated agent upon whom service is attempted to be made knows he/she will be unable to deliver the subpoena to the officer within a time which will allow the officer to comply with the subpoena?

A

If the immediate superior or designated agent upon whom service is attempted to be made knows he/she will be unable to deliver the subpoena to the officer within a time which will allow the officer to comply with the subpoena, the immediate superior or designated agent may refuse to accept service and is excused from any duty, liability, or penalty arising in connection with the service, upon notifying the server of that fact

276
Q

If the immediate superior or designated agent is tendered service of a subpoena less than ??????? prior to the date of hearing, and he/she is not reasonably certain he/she can complete the service, he/she may refuse acceptance

A

5 working days

277
Q

If the immediate superior or designated agent upon whom the service has been made, subsequently determines that he/she will be unable to deliver a copy of the subpoena to the officer within a time which will allow the peace officer to comply with the subpoena, the immediate superior or designated agent shall notify the server or his/her office or agent not less than ????? prior to the hearing date indicated on the subpoena, and is thereby excused from any duty, liability, or penalty arising because of his/her failure to deliver a copy of the subpoena to the officer

A

48 hours

278
Q

what happens If the subpoena is for an officer who is not available at the time of service because of absence due to vacation, leave of absence, military leave, regular days off, or other sufficient reason?

A

If the subpoena is for an officer who is not available at the time of service because of absence due to vacation, leave of absence, military leave, regular days off, or other sufficient reason, such fact shall be made known to the process server. The immediate superior or designated agent shall refuse to accept service of the subpoena.

279
Q

True / False: An employee on sick leave or injury status is considered unavailable for service.

A

false - An employee on sick leave or injury status is not considered unavailable for service.

280
Q

what shall happen if the process server insists on leaving the subpoena for an employee who is not available for proper service

A

the immediate superior or designated agent shall immediately contact the attorney at whose request the subpoena was issued. The subpoena shall then be returned to the attorney.

If unable to contact the subpoenaing attorney, and there is not sufficient time for a letter to reach the attorney prior to the appearance date, the officer’s immediate superior shall appear at court on the appearance date and apprise the judge of the officer’s unavailability.

281
Q

should service be accepted for an officer on suspension

A

While on suspension, an officer is considered a CHP employee. However, should a process server attempt to serve a subpoena for an officer on suspension, the immediate superior or designated agent should refuse to accept service of process

282
Q

should service be accepted for an officer who has transferred?

A

Service of subpoenas issued by other than the district attorney, shall be refused. If known, the process server should be made aware of the officer’s current assignment.

283
Q

what if a new date is set for a hearing

A

If noticed by the attorney who issued the subpoena, other than the district attorney, of a change of the appearance date, the attorney shall be advised that a new subpoena, reflecting the new date, must be personally served at the appropriate Area office prior to the new date.

284
Q

how are the fees distributed for court appearances for Employees on leave of absence with pay

A

Employees on leave of absence with pay - fees tendered by either the prosecution or defense shall be remitted to the Department. Mileage allowances are retained by the employee.

285
Q

how are the fees distributed for Employees appearing on their own time or as an expert witness

A

Employees appearing on their own time or as an expert witness - fee determined by the court shall be retained by the employee. Prior to an employee’s testimony as an expert witness, the employee shall complete and forward through appropriate channels a CHP 318, Notice of Intent to Engage in Secondary Employment.

286
Q

can the immediate supervisor accept unofficial court appearance subpoenas on behalf of an employee

A

Proper service is made by delivery of a copy of the subpoena to the witness personally or by mail or messenger. (The immediate superior or designated agent shall not accept service on behalf of the employee.)

287
Q

how long does the Dept have to respond to an informal Discovery

A

In the absence of opposing counsel (e.g., for traffic infractions), the request is served on the arresting agency. Penal Code Section 1054.5(b) allows 15 days for compliance to an informal discovery request.

288
Q

what is needed for the release of arrest/investigation reports or other reports relating to allegations of federal criminal civil rights violations by our officers

A

No arrest/investigation reports or other reports relating to allegations of federal criminal civil rights violations by our officers are to be released to the U.S. Attorney or Federal Bureau of Investigation unless a federal grand jury subpoena is served.

289
Q

what is the witness fee amount

A

witness fees in the amount of $150, together with the subpoena, shall be tendered for each day the uniformed or nonuniformed employee is required to remain in attendance.

290
Q

what is the acceptable service period for a civil subpoena on an officer acting in an official capacity

A

The Department has determined service must be made a mi nimum of 24 hours prior to the date of attendance.

291
Q

can a written notice for an SPB hearing or Worker’s Comp Appeals Board hearing be served on an Area office

A

Such notices shall not be accepted at CHP offices.

Notices for State Personnel Board hearings must be served on the Attorney General’s Office.
Notices for Workers’ Compensation Appeals Board hearings must be served on the State Compensation Insurance Fund.

292
Q

who needs to be advised of a subpoena for an SPB hearing?

A

Office of Internal Affairs

293
Q

who needs to be advised when a subpoena for a workers comp hearing is served?

A

Disability and retirement Unit

294
Q

what are the witness fees for an SPB hearing and a workers comp hearing?

A

SPB = $35

Workers Comp = $150

295
Q

whats the witness fee rule for an employee subpoenaed to appear at a DMV hearing

A

A subpoena served by a party other than DMV, for the appearance of an employee at a DMV hearing, must be accompanied by a $150 witness fee deposit.

296
Q

Is there an obligation for an employee to appear out of state in an official capacity for a criminal subpoena

A

There is no obligation to comply with a subpoena issued by an out-of-state courtunlessaCaliforniacourtorderscompliance.

297
Q

what is needed in order to report attendance at a civil hearing?

A

A CHP 90, Report of Court Appearance - Civil Action (Annex 10-E-1), shall be completed for each subpoena received. This includes appearances before any court or tribunal, a subpoena or subpoena duces tecum canceled or continued.

298
Q

when is CHP 90 NOT required?

A

A CHP 90 is not required for civil cases in which the Department is a named defendant.

299
Q

how is the CHP 90 processed to Accounting Section?

A

The CHP 90 shall be prepared in duplicate. The original, along with the related travel expense claim and subpoena (or copy thereof) shall be submitted to the Accounting Section within 24 hours. The duplicate shall be retained in the command file.

300
Q

how are more than one appearances documented on the 90? How is the time broken down on the 90 ?

A

If more than one appearance is required, submit a separate CHP 90 for each day. A breakdown of court time by regular hours and overtime hours is required. Partial time is to be reported in one-half hour increments only.

301
Q

can the Dept bill for paid OT for civil court purposes?

A

no - The Department can only bill for paid overtime on reimbursable services.

302
Q

what happens When the action is one in which the Department is a party (plaintiff or defendant) (as far as witness fees and subpoenas go)

A

Normally, a subpoena is not issued as it is not required when the Department is involved in a lawsuit. The $150 witness fee should not be accepted in such cases.

303
Q

what happens to a deposition declaration should any employee fail or refuse to sign the declaration within 30 days after receipt

A

should any employee fail or refuse to sign a declaration within 30 days after receipt, the deposition shall have the same effect as though it had been approved.

304
Q

will the state seek reimbursement (CHP 90) When subpoenaed before administrative board/panels, etc., of other law enforcement agencies to testify regarding disciplinary hearings of their employees

A

When subpoenaed before administrative board/panels, etc., of other law enforcement agencies to testify regarding disciplinary hearings of their employees regarding a matter within course and scope. Such appearance shall, when determined to be in the interest of law enforcement by the commander, be on state time and at state expense.

305
Q

if certain records are subpoenaed (other than personnel records), how long does the Dept have to produce those records

A

In accordance with Evidence Code Section 1560(b), certified copies of records shall be provided within five days after the receipt of the subpoena in any criminal action, or within 15 days after the receipt of the subpoena in any civil action.

306
Q

what is the definition of an “active record” (in relation to record management)

A

Records used frequently to conduct current business and referred to more than once per month.

307
Q

what is the definition of an “inactive record”

A

Records used occasionally and not generally needed to conduct current business. Inactive records are referred to no more than once per month.

308
Q

what is the definition of an “archival record’

A

Records of historical value retained permanently for reference and research purposes. These records are maintained by the Secretary of State, Office of State Archives, after they reach their prescribed retention.

309
Q

what is the definition of a “vital reocrd”

A

Recorded information that is essential for the continuation or reconstruction of an agency.

310
Q

Accountable records are distinguished by what trait?

A

Accountable records are sequentially-numbered forms.

311
Q

who is responsible for the adherence to retention records>

A

Adherence to the retention schedules is mandatory and the responsibility of each commander.

312
Q

what is the only way a retention schedule can be modified

A

Only a court order or special instructions for the protection of the state’s interest may modify a retention schedule.

313
Q

what are the 2 things that determine retention periods

A

Government regulations and operational needs are the factors that determine retention periods.

314
Q

Shelf files are approved as standard state equipment. what are the CalOSHA requirements for shelf files?

A

all shelf files are to be bolted to walls or back-to-back and may not exceed six shelves. Commands shall ensure the records are safeguarded and can be recovered in the event of a disaster.

315
Q

are booking sheets and criminal reports considered part of a person’s criminal record

A

no. some examples are rap sheets, criminal history summaries, or index which details someone’s criminal history.

316
Q

can arrest or booking information be released?

A

yes. since they are not considered criminal history, arrest and booking info can be released to someone having interest,

317
Q

who is the Dept’s Criminal Offender Records Security Officer

A

the commander of Legal Affairs Unit

318
Q

who is authorized to receive criminal history information?

A

Only on a need-to-know basis, and only to persons or agencies authorized by a court order, statute, or decisional law.

319
Q

what does the PRA law essentially state

A

PRA provides that access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this state.

320
Q

PRA applies to records maintained by ??

A

PRA applies to records maintained by state and local agencies.

321
Q

what employee information would be available for review/access under PRA

A

Employee information including name, work location, classification, assignment, gross salary rate, dates of employment, time base, rehire information, and training received at state expense.

322
Q

is arrest information of juveniles accessible under PRA

A

arrest information on juveniles cannot normally be released

323
Q

are arrest logs accessible under PRA

A

arrest logs must be released to the public under PRA

324
Q

what information is required to be on the arrest log

A

The information required to be contained on the arrest log is the

name, 
home address, 
date of birth, 
gender, 
and criminal charges against the arrestee.
325
Q

can home addresses of peace officers be used on an arrest log

A

Only business addresses of peace officers arrested shall be placed on the log.

326
Q

what is the fee for an arrest log

A

The fee for providing arrest logs is 30 cents per page.

327
Q

who determines the reasonableness of time someone is allowed to inspect the arrest log

A

the commander

328
Q

are accident reports releasable under PRA

A

Accident reports are not releasable under the PRA.

329
Q

are communications records releasable under PRA

A

yes

330
Q

are Commercial inspection records (commercial carriers, school buses, etc.) releasable under PRA

A

yes

331
Q

are HAZmat after action reports releasable under PRA

A

yes, but…Hazardous Material Spill After Action Reports (except injury and medical information pertaining to departmental employees or other individuals shall be obliterated prior to public disclosure).

332
Q

are Library or museum materials made or acquired which are used solely for reference or exhibition purposes releasable under PRA

A

nope

333
Q

are Records prepared for or during collective bargaining activities which reveal the Department’s deliberative processes, impressions, evaluations, opinions, recommendations, etc. releasable under PRA

A

no, but actual Labor contracts between the state and state employees are

334
Q

are Investigations conducted for licensing purposes (e.g., ambulance, school bus, youth bus, and farm labor bus drivers) releasable under PRA

A

no

335
Q

what must be done with All requests under the Public Records Act (PRA), other than routine requests (e.g., accident or arrest information, motor carrier records, etc.)

A

All requests under the Public Records Act (PRA), other than routine requests (e.g., accident or arrest information, motor carrier records, etc.), shall be immediately sent to the Legal Coordination Section (LCS)

336
Q

where do routine requests get processed

A

Routine requests shall be in writing to the office where the records are located or, if unknown, to the LCS.

337
Q

if someone requests a copy of a report, what are the fees for copies

A

Upon request for a copy of a public record or information contained therein, an exact copy shall be provided, upon payment of a fee of 30 cents per page for regular copies and 50 cents per page for copies of microfilm or computer records.

338
Q

where can someone request copies of Motor Carrier Safety Compliance Reports

A

Individuals may request, pay for, and pick up copies of Motor Carrier Safety Compliance Reports from any Division office regardless of where the reports are maintained.

339
Q

what must the requester provide when requesting a Motor Carrier Safety Report

A

The individual making the request must provide either the name of the motor carrier or the carrier’s California Identification (CA) Number.

If possible, the requester should provide either a specific terminal address or the city where the terminal is located when requesting reports of a carrier operating more than one terminal.

340
Q

how much do Motor Carrier Safety Compliance Report cost

A

Reports shall be paid for prior to processing the request, at a cost of $3 each.

341
Q

how long does the Dept have to respond to a PRA request

A

Upon receipt of a request for records, the Department must, within 10 days, make a determination whether to comply with the request.

342
Q

can the 10 day period to answer a PRA be extended? if so, how long.

A

The above time limit may be extended in unusual circumstances. In no event shall the extension be for more than 14 additional days.

343
Q

what is the Information Practices Act (IPA)

AKA Privacy Act

A

The IPA governs the collection, use, maintenance and dissemination of personal information about individuals by state agencies and provides measures to assure fair treatment of individuals to whom the information pertains.

344
Q

The IPA applies to what type of “agency”

A

The term “agency” includes every state department except the California Legislature and the State Compensation Insurance Fund (except as to records relating to its employees).

It does not include local agencies.

345
Q

Each agency must designate an employee within the agency to be responsible for ensuring that the agency complies with the provisions of the IPA.

who is that person on our Dept

A

The Manager of LCS has been designated as such within this Department.

346
Q

can we provide personal information on someone if we have received written consent by them

A

With the prior written voluntary consent of the individual to whom the
record pertains, if such consent has been obtained not more than 30 days before the disclosure is made or the time limit has been extended in the written consent.

347
Q

can the Dept provide someone’s personal information to a University of California or non-profit organization

A

To the University of California or a nonprofit educational institution conducting scientific research, provided the request for information includes assurances of the need for personal information, procedures are available to protect the confidentiality of the information, and the personal identity of the subject shall not be further disclosed in individually identifiable form.

348
Q

what is the Retention period of Disclosure Accounting for personal information

A

Each accounting of a disclosure shall be retained with the record disclosed for the life of the record or three years after the disclosure is made, whichever is longer.

349
Q

individuals have the right to inquire and be notified as to whether this Department maintains a record about the individual. does this applies to records about employees and nonemployees?

A

individual shall have the right to inquire and be notified as to whether this Department maintains a record about the individual. This applies to records about employees and nonemployees.

350
Q

upon proof of identity, how long do we have to provide someone with the personal inormation records they wish to inspect

A

inspection of the records by the individual and/or a representative of his/her own choosing shall be allowed during regular business hours, within 30 days of receipt of the request for active records or within 60 days if the records are geographically dispersed or in storage.

351
Q

how is identity proven for inspection of personal records

A

Identity can be proven by presentation of a driver’s license for personal appearances or a notarized signature for written requests.

352
Q

can an inability to pay fees be a reason to deny someone copies of an IPA request

A

Inability to pay fees should not be a reason for denial of copies to an individual. Where a credible claim of inability to pay is made by an individual, fees should be reduced or waived entirely.

353
Q

what happens if the cost of collecting fees exceeds the amount to be collected

A

If the cost of collecting the fees exceeds the amount that would be collected, the fees should be waived.

354
Q

can we provide an individual with their criminal history under IPA

A

Criminal offender record information (rap sheet): The individual shall be referred to the Department of Justice for such information.

355
Q

can the Dept provide someone with their Driver license or registration information

A

no - The individual shall be referred to the Department of Motor Vehicles (DMV) for such information.

356
Q

can background investigation information be withheld from disclosure from a person

A

Background investigation material compiled for the purpose of determining eligibility, suitability, or qualifications for employment, advancement, or renewal of appointment or promotion, so long as the material is withheld only so as not to compromise the investigation or a related investigation.

357
Q

can the identity of sources in a background investigation be withheld

A

The identities of sources of information may be withheld from disclosure if the information was received with the promise that the identity of the source would be held in confidence, and the source is not in a supervisory position with respect to the person to whom the information pertains.

358
Q

can someone be denied access to their grievance or complaint file under an IPA exemption

A

yes. so long as the information is withheld only so as not to compromise the investigation or a related investigation. The identities of sources may be withheld like they would a background source. except for supervisory sources

359
Q

Individuals expressing a desire to request an amendment should be provided with what

A

CHP 372, Request for Records Amendment

360
Q

how long does the Dept have to respond to the request to amend records

A

Within 30 days of receipt of a request to amend a record, the office receiving the request shall either make the amendment or deny the request

361
Q

what must the Dept do if we refuse to amend the record

A

Inform the individual in writing of its refusal to amend the record in accordance with the individual’s request, the reason for the refusal, and the individual’s right to request review of the refusal by the Department’s Information Practices Coordinator (LCS Manager).

362
Q

who is the reviewing official if the request to amend was refused by the LCS Manager

A

The Commissioner is the reviewing official if the refusal to amend is made by the Manager.

363
Q

can we provide someone who is a subject of an investigation report their arrest report

A

Individuals should be referred to the district attorney’s office or city attorney’s office. If the district attorney’s office or city attorney’s office has refused to provide the arrestee with a copy of an arrest/investigative report, a copy will be provided upon proof of identity and payment of a fee of 10 cents per page.

364
Q

can we provide an arrest report to a law enforcement agency of an arrest made of one of their officers PRIOR to conviction

A

Labor Code Section 432.7 allows a law enforcement agency to request from or provide to another law enforcement agency, a copy of an arrest report pertaining to the arrest of a peace officer employee prior to conviction.

365
Q

can we provide the arrest report to an employer of a non-peace officer (civilian) employee prior to conviction

A

Labor Code Section 432.7 prohibits law enforcement agencies from providing copies of arrest reports pertaining to employees who are not peace officers to the employing agency prior to conviction.

366
Q

Release of arrest information to the public or media shall be limited to:

A
Full name of arrestee 
Current address 
Physical description (includes sex,eye and hair color, height and weight)
Date of Birth
Occupation
Date/time/location of arrest 
Date/time/location of booking 
Charges on which person held 
Facts surrounding arrest
Time and manner of release 
Amount of bail set 
Outstanding warrants 
on Parole/probation holds
Date, time, and location of occurrence 
Time and date of report
Facts surrounding the crime or incident
General description of any injuries, property, or weapons involved
367
Q

can juvenile arrest information be released to the public and/or media

A

Normally, juvenile arrest information is confidential and can only be disclosed pursuant to an order of the juvenile court.

368
Q

what is the exception to the prior card

A

only the name and offense(s) allegedly committed by a juvenile 14 years or older taken into custody for a serious felony may be disclosed to the public if it can be determined that a “ward of the court” hearing has commenced

369
Q

certain information on registered sex offenders is public. can we provide a citizen with information on a sex offender?

A

Information on registered sex offenders obtained from Investigative Services Section should be used by departmental personnel for official purposes only.

Requests received from the public or other agencies should be referred to DOJ, the local sheriff or police department, or the district attorney’s office.

370
Q

who is responsible for the development of all of the Department’s facilities and coordinating the activities of the CHP with other entities involved in the development process.

A

The Office of the Assistant Commissioner, Staff (ACS), has basic responsibility for development of all of the Department’s facilities and coordinating the activities of the CHP with other entities involved in the development process.

371
Q

generally, how long is The procurement cycle, that is the time between the identification of a need for a new state-owned facility and the date of occupancy of the completed facility

A

4.5 years

372
Q

true or false: All personnel at the rank of Captain and above, equivalent non-uniformed classes, and all commanders are authorized to install, at their own expense, carpeting and wall coverings in their immediate work areas in state-owned facilities and Leased space?

A

false - All personnel at the rank of Captain and above, equivalent non-uniformed classes, and all commanders are authorized to install, at their own expense, carpeting and wall coverings in their immediate work areas in state-owned facilities. Leased space cannot be decorated without the written consent of the lessor. Facilities will assist with negotiations with lessors.

373
Q

can carpet installed by a commander by permanently affixed?

A

Carpeting may be wall-to-wall, but shall not be permanently affixed to the floor.

Approvals for carpet installation must be obtained from Division.

374
Q

true or false: Once installed, paneling and wall coverings will be considered part of the building and may not be removed.

A

true

375
Q

The dedication ceremony of a new facility is coordinated by who?

A

The dedication ceremony is coordinated by the commander of the new facility, the Division chief and Facilities.

376
Q

once invitations to the ceremony are printed, when should they be mailed

A

Invitations will be forwarded to the Division/Area commander and should be mailed at least two weeks prior to the dedication ceremony.

377
Q

can state funds be used to hold ceremony or open house of new facility

A

No state funds are available to meet any expenses incurred for a dedication ceremony or open house. All state agencies are specifically prohibited from soliciting or accepting donations of any kind.

378
Q

what are the max heat and AC temps

A

Interior air shall not be heated above 68° nor cooled below 78°.

379
Q

what are gas tank emergency procedures

A

In the event of an earthquake (4.0 and above), all offices within a 50 mile radius of the epicenter must inspect the lines, tanks, and monitoring systems for possible leaks or damage.

If the facility is being evacuated due to fire, civil disobedience, or acts of nature, Facilities shall be notified and commanders shall begin shutting down and securing the fueling system.

380
Q

what happens to property that is seized by the Dept or allied agencies under the Asset Forfeiture Program

A

any property seized by the Department or allied agencies and awarded to the Department through the State Asset Forfeiture Program (SAFP) shall be sold and the proceeds of the sale shall be placed into the departmental asset forfeiture fund.

381
Q

who administers and coordinates all activity and expenditure of funds awarded to the Department through the Asset Forfeiture Program.

A

AC, Staff

382
Q

what happens to Conveyances seized by the Department and awarded to the Department through the SAFP?

A

Conveyances seized by the Department and awarded to the Department through the SAFP shall be sold by Fleet Operations Section (FOS), and the proceeds of the sale shall be placed into the departmental asset forfeiture fund.

383
Q

how long does an Area have to make notification when Area personnel intend to seize a conveyance

A

When Area personnel intend to seize a conveyance, they shall within
48 hours notify the Division AFC of their intent.

384
Q

can asset forfeiture funds be used to supplant or replace the existing Departmental budget?

A

Asset forfeiture funds awarded to law enforcement agencies are to increase or supplement the resources of the receiving law enforcement agency. Asset forfeiture funds cannot be used to supplant or replace the receiving law enforcement agency’s budget.

385
Q

where are funds seized from asset forfeiture cases held?

A

It is preferable to have seized cash stored by the district attorney.

If the district attorney requests the Area AFC to hold seized cash, authorization shall be obtained from the district attorney to convert the cash into a cashier’s check for deposit into the Department’s asset forfeiture interest bearing account

386
Q

can the Dept consolidate currency from separate forfeitures on one check?

A

no - a separate check for each asset forfeiture case is required. AFCs shall not consolidate currency from separate forfeitures on one check.

387
Q

with respect to the DUI Cost recovery program, what is the max amount the Dept can charge an arrestee

A

driver’s maximum liability of $12,000 for the reimbursement of public agency response costs related to incidents caused by a driver who is under the influence of an alcoholic beverage and/or drug.

388
Q

Will the Department attempt to recover DUI response costs when assisting an allied agency during an incident covered by the law

A

the Department will not attempt to recover DUI response costs when assisting an allied agency during an incident covered by the law.

389
Q

Can a PAS test be used as the supporting evidential test for the DUI cost recovery program

A

no - A supporting evidential (Preliminary Alcohol Screening is insufficient) test with a Blood Alcohol Concentration (BAC) result of at least .08% or greater (breath tests must have two readings of at least .08%)

390
Q

a conviction for CVC Sections 23152, 23153, or greater offense is required when one of the following applies:

A

(1) A BAC test returns under .08%.
(2) A chemical test is positive for drugs only.
(3) There is no supporting BAC test or drug test (i.e., a refusal).

391
Q

Is it considered a conviction for DUI cost recovery reasons if the subject pleads no contest?

A

It is considered a conviction in this program when a case results in a plea of nolo contendre (no contest) to the original arrest charges of DUI

392
Q

Is it considered a conviction in this program when a case is plea bargained to a lesser offense?

A

no - It is not considered a conviction in this program when a case is plea bargained to a lesser offense

393
Q

how long does an Area have to forward a CHP 735 to FMS

A

Completed CHP 735s shall be forwarded to Fiscal Management Section (FMS), Reimbursable Services Unit, within ten business days of the BAC results (.08% or more)

394
Q

how does an Area record a DUI cost recovery if the defendant is a transient

A

If the defendant is a transient, log on the CHP 735A, Case Log, but DO NOT forward CHP 735, Incident Response Reimbursement Statement, to FMS.

395
Q

can a defendant be billed for supervision (sergeant’s activity at a scene)?

A

Include time expended for incident investigation, vehicle storage, or in-custody activity by officers-in-charge, sergeants, lieutenants, or captains. Do not include their supervision time for these activities.

396
Q

is an Area required to use the 735A - DUI Case Log?

A

CHP 735A, Case Log – DUI Cost Recovery Program, is available to assist Area offices in tracking cases. The use of this form is optional.

397
Q

One-time, short-term, occasional, or annual (single state fiscal year) services under $5,000 from any source within one state fiscal year, may be initiated using what process?

A

The X-Number process

398
Q

A CHP 78R, Reimbursable Services Contract Request, shall be used to initiate reimbursable service agreements with another state entity regardless of the estimated dollar value, or with a local government entity, or private sector with an estimated dollar value in excess of??

A

$50,000

399
Q

how is Traffic control reimbursable agreements with local government entity or private sector with an estimated dollar value of $50,000 or less initiated

A

Traffic control reimbursable agreements with local government entity or private sector with an estimated dollar value of $50,000 or less may be initiated by completing a CHP 465, Reimbursable Letter of Agreement

400
Q

Here are certain items that are prohibited from using an X Number to purchase

A
  1. Purchasing commodities only.
  2. Obtaining an X Number for a service that is covered by the terms and conditions of an existing maintenance contract or rental contract.
  3. Using the same X Number for more than one invoice.
  4. Issuing more than one X Number or splitting an invoice when the total amount the service or repair exceeds $4,999.99.
  5. Services costing $5,000 or more.
  6. Rental of any type of equipment for longer than one month.
  7. Consultant service, e.g., instructor, speaker.
401
Q

what type of approval is needed if an X Number is requested after-the-fact

A

Approval is required from the appropriate Assistant Commissioner or designee to obtain an after-the-fact X Number.

402
Q

what type of approval is needed when Issuing an X Number for Services that Require a Contract.

A

Advance approval is required from the appropriate Assistant Commissioner or designee for an X Number when there is a lapse in service (e.g., range use, tow service, janitorial, landscaping).

403
Q

what is the expenditure cap for for the rental of commercial meeting conference rooms?

A

An expenditure cap of $500 (excluding applicable taxes) per day has been established for the rental of commercial meeting conference rooms.

404
Q

can X Numbers be used for rental of a storage facility ?

A

yes - X Numbers may be used for rental of a storage facility for less than one month.

A request for additional storage exceeding one month or in excess of $4,999.99 must be submitted to Facilities Section

405
Q

Can X Numbers be used For hazardous material pick-up or pest control?

A

yes - but For hazardous material pick-up or pest control, contact Contract Services Unit (CSU).

406
Q

what type of approval is needed to use X numbers for Transcription Services

A

X Number requests for transcription services shall be forwarded through channels to the appropriate Assistant Commissioner for approval.

407
Q

how are X Number requests for Computer-Related Services handled?

A

X Number requests for computer-related repairs shall be forwarded via e-mail to the Help Desk for approval.

408
Q

how many quotes are necessary when requesting an X Number

A

Two quotes are required from certified businesses. Three quotes are required from non-certified business.

409
Q

how does an Area notate that only one vendor is available to perform services

A

In cases where vendors are limited and only one vendor is available to provide the service, commands shall include a justification on the CHP 78X, X Number Service Order.

410
Q

are commands required to obtain an additional quote In cases of telephone quotes and only one vendor responds

A

In cases of telephone quotes and only one vendor responds, commands are still required to obtain an additional price quote (e.g., price comparison, catalog or market pricing, controlled pricing, historical pricing or cost/benefit analysis)

411
Q

are commands required to provide quotes for an emergency X Number approval

A

no - they are exempt from obtaining competitive quotes

An “Emergency” service which is a sudden, unexpected occurrence that creates a clear and imminent danger requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

412
Q

how long does a command have to notify the X Number Coordinator if an emergency occurs after hours or on weekends

A

For incidents occurring after normal work hours or on weekends, commands shall contact the appropriate X Number coordinator on the next business day.

413
Q

are competitive quotes required for Conference/meeting room rentals to conduct training or examinations

A

no- they are exempt from obtaining competitive quotes

414
Q

can an X Number be used to rent a booth at a job fair?

A

yes - Booths may be rented for recruitment/job fair purposes. no competitive quotes are required

415
Q

how does a requestor obtain an X Number

A

Requestor is required to obtain prior e-mail approval from the commander and forward approval to the X Number coordinator, who issues the X Number.

416
Q

can a price quote worksheet be used as the invoice when submitting final paperwork on an X Number service contract

A

The requestor shall advise the vendor that estimates, statements, or price quotation worksheets are not considered an invoice and do not authorize payment.

417
Q

what type of Advance approval must be received prior to the issuance of an X Number for services to continue due to a lapsed contract

A

If an X Number is issued for services which normally require a contract (e.g., range use, tow service, janitorial, landscaping), comment must be noted on the CHP 78X stating that written approval had been received from the appropriate Assistant Commissioner, as well as any written documentation. The comment must include the name of the approver and the date of approval.

418
Q

how long does the Dept have to pay an invoice>

A

Government Code Section 927 requires the Department to pay invoices within 45 days of receipt. Failure to meet the provisions of the legislation will result in the Department paying interest penalty charges.

419
Q

where do commands tell vendors to mail invoices for payment?

A

Commands shall inform vendors to bill directly to the command’s billing address to expedite invoice approval

420
Q

what is the command required to attach to invoices received ?

A

Invoices shall be date stamped by commands upon receipt. Additionally, the envelope in which the invoice arrived shall be attached to the invoice. Some vendors mail their invoices several days after the invoice date; therefore, it is necessary to identify the postmark date

421
Q

how long does a command have to send approved invoices to Fiscal Management Section

A

Commands shall forward approved invoices to FMS within three (3) business days of receipt

422
Q

when does The payment period on invoices start?

A

The payment period on invoices starts with the postmark date; therefore, commands receiving invoices directly shall date stamp all invoices and verify that envelopes are retained and attached to the invoice before forwarding to FMS.

423
Q

how does a command submit an invoice that is smaller than 8x11

A

Invoices and receipts that are smaller than one-half the size of an 8 1⁄2” x 11” sheet of paper shall be mounted on an 8 1⁄2” x 11” sheet of paper prior to being mailed to FMS.

424
Q

if partial shipment of good is received, does the receiver sign the invoice still ?

A

no - only Indicate what items were received on the “Received Copy” of the purchase document. DO NOT SIGN OFF YOUR COPY OF THE PURCHASE DOCUMENT.

425
Q

when is the original “Received Copy” of the purchase document signed and forwarded to FMS.

A

Only upon completion of order is the original “Received Copy” of the
purchase document signed and forwarded to FMS.

426
Q

how are Invoices for lost/damaged items processed

A

Invoices for lost/damaged items must indicate the responsible employee’s
name and ID number on the invoice copy. Fiscal Management Section will bill the responsible employee

427
Q

what is needed if If the invoice is not imprinted with the vendor’s name

A

If the invoice is not imprinted with the vendor’s name, it must be signed by the vendor before it can be paid.

428
Q

how long does a command have to send an automotive repair invoice

A

The original invoice and a copy must be stapled together and forwarded to FMS within three (3) business days.

429
Q

what is the max amount that an X Number can be used to pay for services

A

The service/repair shall not exceed $4,999.99 including tax.

430
Q

how does a command process an invoice that requires an additional level of approval before sending it to FMS for payment

A

The original invoice approved by the command and a copy shall be forwarded within three (3) business days to the next appropriate approving section/Division. The approving section/Division will forward the invoice within three (3) business days to FMS.

Invoices that require approvals from two different sections/offices shall indicate a routing sequence, with FMS as the final destination.

431
Q

is the Dept responsible for medical charges incurred by an in-custody

A

Medical invoices for arrested individuals and victims must be disputed; such charges are the responsibility of the county

432
Q

who approves Utility invoices and telephone invoices?

A

no one!! Utility invoices and telephone invoices do not require any approvals. These invoices should be mailed by the vendor directly to FMS

433
Q

what does the command do when Partial shipment is received, and the purchase document indicates partial shipments will not be accepted.

A

dispute the invoice

434
Q

what is the command required to do when it receives an invoice and the goods have not passed a quality control test

A

It is the responsibility of the approving command to notify the vendor in writing that the goods have not passed quality control and no payment will be issued until the goods have passed through inspection.

435
Q

how long does a command have to dispute an invoice

A

The vendor must be notified in writing of a disputed invoice within 15 business days of receipt of the invoice

436
Q

in CALATERS, how quick is a travel advance issued

A

Travel Advances (TA) are issued the next business day

437
Q

in CALATERS, how quick are reimbursements issued

A

Expense Reimbursements (ER) are issued within 3-5 business days

438
Q

how many trips can be added to a single CalATERS expense reimbursement claim

A

Up to four trips can be added to a single CalATERS expense reimbursement claim

439
Q

how many expense reimbursement claims can be submitted per month

A

no more than two expense reimbursement claims shall be submitted per month

440
Q

can CalATERS be used for relocation expenses

A

CalATERS shall not be used for relocation expenses

441
Q

what is the definition of classified material

A

Materials which include information that could reasonably be expected to cause damage to personal and/or departmental security if disclosed shall be considered “classified”

442
Q

what are the five levels of classification

A

Law Enforcement Sensitive, Confidential, Sensitive, Secret, or Top Secret.

443
Q

what are examples of “law enforcement sensitive” materials.

A

(1) Criminal identification and investigation reports.
(2) Internal intelligence information.
(3) Operationalplans.

444
Q

what is the definition of confidential material

A

Any material that contains information which is exempt by statute, regulation, or court ruling from public disclosure.

445
Q

what are examples of confidential material

A

(1) Arrest reports.
(2) Applicant investigations.
(3) Citizen’s complaints.
(4) Designee forms.
(5) Censurable incident reports.
(6) Medical/injury/psychological reports.
(7) Performance reports and evaluations.
(8) Internalinvestigations.
(9) Adverseactions.
(10) Miscellaneous investigations.
(11) Reinstatement requests/denials.
(12) Rejections during probation.
(13) Grievances/discrimination complaints.
(14) Items specifically designated by authorized command levels.

446
Q

what is the definition of sensitive material

A

Items not identified under “confidential” that contain personal identification information of employees or citizens such as Social Security Numbers, personal telephone numbers, or home addresses shall be considered “sensitive” materials.

447
Q

what is the definition of Secret material

A

Information or material designated by state or federal statute or regulation as secret which requires a substantial degree of protection and that could reasonably be expected to cause serious damage to national security, citizens/personnel, or the Department if disclosed.

448
Q

what is the definition of Top Secret material

A

Information or material designated by state or federal statute or regulation as top secret which requires the highest degree of protection and that could reasonably be expected to cause exceptionally grave damage to national security, citizens/personnel, or the Department if disclosed.

449
Q

how is classified information marked when packaged for transmittal

A

The classification text of the CHP 26, Classified Document Notice, shall reflect the highest classification level of information contained anywhere within the material or assembled package as specified by the author.

450
Q

Chain of possession entry(ies) are required for what type of classified material

A

Chain of possession entry(ies) are required for Confidential, Secret, and Top Secret material.

451
Q

Chain of possession entry(ies) are not required for what types of classified material

A

Chain of possession entry(ies) are not required for Sensitive and Law Enforcement Sensitive material.

452
Q

how is Classified material to be transmitted by US mail packaged?

A

Classified material to be transmitted by US mail shall be placed in two envelopes. An outer envelope shall be prepared for mailing in the usual manner with no indication of content. A sealed inner envelope addressed to a specific recipient shall be marked with the appropriate classification.

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