3.080 - Travel Training System

Effective Date: 3/20/2013

3.080-POL

This policy applies to all employees requesting training and travel that requires Department funds.

1. Employees Will Use the Department's Electronic Travel Training System to Request Training and Travel That Require Department Funds

See 3.080-PRO-1 Employee Requesting Training and Travel Funding

Employees may access the system through this link:

Travel Training Request System Application

Employees may access the Travel Training User Guide through this link:

Users Guide

Employees may access the City Travel and Training Policy and Procedures for detailed information about travel and training.

2. Employees Must Submit Requests 30 Days Prior to Travel

3. Employee Requests Through the Travel Training System Are Reviewed Through Their Chain of Command

The chain of command through the rank of Chief of Staff will review all requests for employee travel/training requiring Department funds.

4. Employees Will Not Use the Travel Training System to Request Training That Does Not Require Funding

Employees will submit travel/training requests which do not require Department funds through their chain of command, so that captains/directors may authorize training days.

5. The Captains Training Committee Will Review Funding Requests from Sergeants and Officers

The Captains Training Committee, chaired by the Training Captain, will review and approve or disapprove all training requests from sergeants and officers that require Department funds.

Exception: If the requested training costs less than $500 or is funded through a specific source such as a grant, then the Travel/Training System will not route the request through the Captains Training Committee.

6. Employees Returning from Non-Department Training Will Complete an Individual Course Attendance Record (Form 31.0)

3.080-PRO-1 Employee Requesting Training and Travel Funding

Employee (With a Sergeant or Supervisor as a Direct Report)

NOTE: Employees with a Lieutenant/Manager or above as a Direct Report will proceed to step 4.

1. Emails their Sergeant/Supervisor outlining the details, costs and time required for requested travel/training.

Sergeant/Supervisor

2. Approves or denies the request and informs the requesting employee. If approved:

Employee (With a Sergeant or Supervisor as a Direct Report)

3. Enters the name of the approving Sergeant/Supervisor in the Travel Justification/Comments field when completing the Travel/Training Request and Approval Form.

Employee (All)

4. Follows the Users Guide to complete the required fields in the Travel/Training Request and Approval Form.

5. Enters the reason/need for the travel/training in the Travel Justification/General Comments field.

6. Attaches a PDF of the completed registration form for the specific training in the Travel Training System. (Reference 2.2.4 in the Users Guide)

7. Selects the funding source from the drop down menu with the Org or Project Number. (Reference 2.2.8 in the Users Guide)

If an Officer or Sergeant is requesting Department funds, checks the routing box for the Captains Training Committee. See 3.080-POL-5 (Reference 2.7 in the Users Guide)

8. Submits the Travel/Training Request and Approval Form.

Chain of Command

9. Approves or denies the request through the rank of Chief of Staff. If approved:

Fiscal Unit

10. Verifies the funding source and registers the employee for the training.

11. Issues a "PT#" to the requesting employee.

Employee (All)

12. Uses the "PT#" to make travel reservations.

13. Sends an Individual Course Attendance Record (form 31.0) to the Education & Training Section at the completion of the training.

14. Completes and submits the Expense Claim Form in the Travel Training System.

15. Sends original receipts to the Fiscal Unit.