1.090 - Ticket Chain of Custody

Effective Date: 08/01/2018

1.090-POL

This policy applies when tracking the custody of paper tickets through the various channels of custody throughout the Seattle Police Department.

1. The Quartermaster (QM) Shall Maintain the Ticket Supply

The Quartermaster will maintain an adequate supply of Criminal Citations, Notice of Infractions (NOI), Traffic Contact Reports (TCR), and Parking Violations.

2. The Audit Policy and Research Section (APRS) Will Approve All Ticket Orders -See 1.090-PRO-1 Approving Ticket Orders

3. Stationmasters Shall Control Tickets at the Precinct/Section Level -See 1.090-PRO-2 Issuing Tickets to Officers

Only the stationmaster/designee can issue tickets from precincts supplies.

Each precinct shall have a procedure to obtain tickets during non-business hours.

4. Officers Are Responsible For All Tickets Issued to Them

Officers shall retain copies of all tickets issued to them:

- "LEA" copies of NOIs and Criminal Citations

- Copies of Parking Violations and TCRs.

Officers shall turn in LEA and TCR officer copies to their sergeant upon completing a ticket book.

- If the officer cannot account for an LEA copy, they shall submit a memorandum in its place.

- Precincts will file these in the precinct centralized storage location for these documents for

- 3 years plus current year for NOIs and Criminal Citations

- 1 year plus current year for TCRs.

5. Unused Ticket Books and LEA Copies Will Remain at the Precinct Where They Were Originally Assigned

Officers transferring to a new precinct or separating from the Department will leave unused ticket books and LEA copies of used tickets with their immediate supervisor. See 1.090-PRO-3 Submitting a Ticket Book.

New ticket books may be requested and distributed from the stationmaster at the officer’s new precinct assignment.

Exception: Officers transferring to a detective position or a position outside of patrol may keep their assigned ticket books, as needed. Officers transferring to a new assignment will return their assigned ticket books to the originating stationmaster when completed. 

1.090-PRO-1 Approving Ticket Orders

Quartermaster

1. Sends one book selected from a batch order of tickets to APRS

Audit Unit Detective

2. Inspects ticket book for quality.

3. Sends a memorandum to the QM for approval of the order.

4. Retains the ticket book within APRS for 3 years plus the current year.

Quartermaster

5. Generates a Case Lot Roster for the tickets.

6. Creates a Ticket Book Register for each book within the batch.

7. Retains the Case Lot Roster for 5 years plus the current year.

1.090-PRO-2 Issuing Tickets to Officers

Stationmaster

1. Orders tickets from the Quartermaster.

Quartermaster

2. Provides tickets in Case Lots to the Stationmaster.

Stationmaster

3. Signs the Case Lot Roster prior to taking custody of tickets.

4. Returns any non-serviceable tickets to the QM upon discovery with a memorandum of explanation.

5. Issues tickets to officers upon request.

6. Records each book into the Ticket Book Register prior to issuance.

7. Removes the ticket book receipt from book prior to issuance.

8. Provides officer with the ticket book.

9. Sends all ticket receipts along with a copy of the ticket book register to APRS once all ticket books on the register are issued.

1.090-PRO-3 Submitting a Completed Ticket Book

Officer

1. Organizes all LEA copies from their ticket book in numerical order.

2. Writes an SPD Memorandum explaining the reason for any missing LEA copies from the ticket book.

If the ticket book is complete:

3. Gives the original LEA copies and memorandums to their immediate supervisor.

In the event of a transfer between precincts or separation:

3a. Leaves the unused tickets in the book and gives the ticket book and LEA copies to their immediate supervisor before leaving the precinct or unit.

Supervisor

6. Ensures all LEA copies of tickets are accounted for or that the memo exists for any outstanding LEA copies.

7. Sends the original LEA copies, SPD Memorandums and any remaining unused tickets to the precinct stationmaster.

Stationmaster

8.Logs the date, number of LEA copies returned and number of memos returned on the Ticket Register Form.

- Form 27.5a Ticket Register Notice of Infraction or Form 27.5b Ticket Register Criminal Citation located in Word Templates.

9. If unused tickets were returned, sends the unused portion of the ticket book to APRS.

10. Sends the LEA copies and memorandums to the precinct administrator.

Precinct Administrator

11. Files the LEA copies at the precinct.

Audit Unit Detective

12. Purges remaining unused tickets.

13. Retains the ticket book within APRS for 3 years plus the current year.