Seattle Police Manual

3.080 – Education & Travel Procedures

Effective Date: 1/28/2004

POLICY

There are different procedures that employees need to take depending upon the type of training and the location of the training. Training, conferences and seminars are divided into four types of sponsorship:

• Seattle Police Department

• City of Seattle

• State (Washington State Criminal Justice Training Commission)

• Other

I. Employee Procedures

A. If an applicant for training is sworn personnel then that employee should send any appropriate approved paperwork through the applicant’s chain of command. The paperwork is forwarded to the Training Committee. If an applicant for training is civilian, then the appropriate approved paperwork is forwarded to the A/C of the Field Support Bureau.

B. The employee must establish who is sponsoring the training (SPD, City, State or Other)

1. If the training is SPD sponsored then a memo is required.

2. If the training is City sponsored and a fee is required:

a. Link to the City’s In-Web page and retrieve a copy of the registration form from the TDE Unit. The Training, Development and EEO (TDE) Unit offer centralized training services for City Employees. Complete the form.

b. Complete a Travel Request and Approval Form.

c. Route through applicant’s chain of command. Attach a memo from the chain of command authorizing the time off.

(1). If the applicant is sworn, the request is forwarded through the chain of command of the Training Committee, c/o the Training Section Captain.

(2). If the applicant is civilian, the request is forwarded through the chain of command of the A/C of the Field Support Bureau.

3. If the training is City sponsored and no fee is required:

a. Complete a memo.

b. Link to the City’s In-Web page and retrieve a copy of the registration form from the TDE Unit. The Training, Development and EEO (TDE) Unit offer centralized training services for City Employees. Complete the form.

c. Complete a Travel Request and Approval Form.

d. Route through the applicant’s chain of command.

e. Forward to the Fiscal Unit (Training/Travel).

4. If the training is State (Washington State Criminal Justice Training Commission) sponsored and a fee is required, all paperwork must be forwarded to the Captain of Training.

a. Complete an electronic Travel Request and Approval Form along with the WSCJTC application and route through the chain of command through the level of Captain (Civilian Manager). Attach a memo from the chain of command authorizing the time off.

(1) If the applicant is a sworn employee then it is forwarded to the Training Committee.

(2) If the applicant is civilian the request is forwarded through the chain of command of the A/C of the Field Support Bureau.

5. If the training is State (Washington State Criminal Justice Training Commission) sponsored and no fee is required, all paperwork must be forwarded to the Captain of Training.

a. Complete the WSCJTC application.

b. Complete a memo.

c. Route the form through the applicant’s chain of command through the level of Captain.

d. Forward it to the Captain of the Training Section. The Captain of the Training Section will forward applications to WSCJTC. Do not fill in the “Agency Authorization” portion of the application. By agreement with the WSCJTC, only applications signed by the SPD Training Captain will be accepted.

6. If the training is sponsored by another agency or company (Other) and a fee is required:

a. Complete an electronic Travel Request and Approval Form.

b. Complete a registration form.

c. Route through applicant’s chain of command.

(1) If the applicant is sworn, the request is forwarded through the chain of command of the Training Committee, c/o the Training Section Captain.

(2) If the applicant is civilian, the request is forwarded through the chain of command of the A/C of the Field Support Bureau.

7. If Other and no fee is required:

a. Complete the registration form.

b. Route through the applicant’s chain of command.

c. Forward to the sponsoring agency/school.

II. Responsibilities

A. Supervisor - applicant’s supervisor shall review and sign the applicant’s Travel Request and Approval Form.

B. Fiscal Unit - shall register the employee for the training, process any payments or advances and notify the applicant when a cash advance is ready for release, if the training is approved.

C. Employee - Contact the Fiscal Unit if all the necessary documents are not included (such as an airline ticket or meal allowance prior to the trip).

III. Post-Training requirements

A. Employees returning from any seminar, convention or school that required Department funds shall submit to the Training Section a completed Individual Course Attendance Record (Form 31.0). In addition, an employee may be required to forward a written summary of the training acquired, including any written materials, to the Training Section for review and duplicating.

B. The employee shall complete the expense claim portion of the Travel Request and Approval Form.

1. Sign the form, certifying the accuracy of the costs and verifying the costs were incurred while on Department business and attach the original receipts.

2. Return any unexpected portion of the advanced funds on or before the fifteenth calendar day following the close of the authorized event period, in compliance with the provisions of RCW 42.24.150.

C. The employee’s Lieutenant or Manager shall then review the claim and ensure that the claim receipts and any unexpended funds are submitted to the Fiscal Unit.