Loading...
SOP-T12-01 Procedures for Submitting Request to Attend Conference SchoolPOLICE AND FIRE SERVICES DIVISION SOP—T12-01 Issued: July 13, 2012 SUBJECT: PROCEDURES FOR SUBMITTING A REQUEST TO ATTEND CONFERENCE, SCHOOL, OR SEMINAR AND EMPLOYEE EXPENSE ACCOUNT REPORT 1. PURPOSE 1.1 To establish a standardized procedure for completing a Request to Attend Conference, School, or Seminar Form and Employee Expense Report. 2. PROCEDURES 2.1 Every employee will complete the "Request to Attend Training" form located in the S:\Forms Templates\ Administrative folder on the shared drive. 2.1.1 Complete the following areas of the "Request to Attend Training" form (as highlighted below): Note: If no POST Control #is listed on the course flyer/ announcement, please call the course provider to obtain. DEPARTMENT OF PUBLIC SAFETY REQUEST FOR APPROVAL TO ATTEND CONFERENCES, SCHOOLS & SEMINARS (Please attach course information and all supporting documentation) Name: Rank: Dept. ID No: Course Title: Location: No. Hours: POST Control #: Date(s): Departure Date: Return Date: Transportation Mode: ❑ City Vehicle ❑ Private Vehicle ❑ Air Mandated Training for Present Position: ❑ Yes ❑ No ❑ Police Related ❑ Fire Related ❑ Update/Refresher Course Applicant's Signature Date 1 2.1.2 If you enroll yourself, check the "Enrollment Confirmed" box towards the bottom of the page and write the date of confirmation to the right of the box. This will alert the training manager and avoid a double booking. * D© NOT WRITE BELOW THIS LINE UNLESS RESERVATION1 WERE COMPLETED * Enrollment Confirmed: Q 2.1.3 Attach all supporting documents (course flyer/ announcement, registration confirmation, etc.) to the "Request to Attend Training" form. 2.2 Forward the "Request to Attend Training" form to your direct supervisor. 2.2.1 If the supervisor approves the request, it will be forwarded to the lieutenant responsible for oversight of the division in which the officer serves. 2.2.2 Upon command staff approval the form is given to the training manager for final processing. 2.3 If a POST Training Reimbursement Request (TRR) is issued by the training manager, this document must be given to the instructor prior to the last day of the course. This is the means in which the agency will receive reimbursement. If a form is lost, rejected by the instructor or not turned in, the training manager should be notified immediately. 2.4 The following should be completed by the training manager to ensure the best rates are secured; however, if you reserve lodging, air, and/or a rental car, complete the applicable sections found toward the bottom of the form and attach all supporting documentation (reservation confirmation). Lodging Confirmed: ® Hotel: Confirmation #: Travel Confirmed: ® Airline: Confirmation #: Car Rental: Confirmation #: 2.5 Upon returning from the conference, school, or seminar an Employee Expense Account report (Employee Reimbursement form) needs to be completed and turned in. 2.5.1 It's imperative that all receipts for course/ registration fees as well as hotel, airfare, rental car, bridge toll, and/or parking charges be attached to a completed Employee Expense Account report (listed in shared drive as "Employee Reimbursement"). Per Diem receipts don't need to be turned in. 2.5.2 The "Employee Reimbursement' form is also located in the S:\Forms Templates\ Administrative folder on the shared drive. 2.5.3 The Employee Expense Account report must be returned to the training manager. 2.6 In order to have an ample amount of time to make reservations and process check requests, the training manager should, at minimum, receive all approved requests three weeks prior to the start of the conference, school or seminar. 2.7 Use only the "Request to Attend Training" and "Employee Reimbursement' forms found on the shared drive as all others are now obsolete. DATE ISSUED: July 13, 2012 By Order Of: rlb -� L Brian Masterson Director of Public Safety