Seattle Police Manual

9.050 – Reimbursement for Personal Property

Effective Date: 11/9/207

I. Definitions

A. Anniversary: That date twelve calendar months following the date of hire.

B. Date of Hire: The date employment begins as a Police Officer, Parking Enforcement Officer, or Police Recruit.

C. Month: Fifteen (15) or more calendar days which shall constitute one month for purposes of prorating time of service.

D. Parking Enforcement Officer: A non-sworn employee enforcing parking regulations.

E. Police Officer: A person who, having taken the oath of office, is charged with the obligation to maintain peace and order.

F. Recruit: A non-sworn employee of the Department who, upon successful completion of the Police Academy, may become a sworn police officer.

II. Annual Uniform Allowance

A. All the employees described above are entitled to an annual clothing allowance for the maintenance and purchase of uniform clothing as established by collective bargaining agreements or policy.

B. All entitled employees terminating employment shall be paid a prorated share of their annual clothing allowance. Prorating may be used by payroll, as necessary to alter the anniversary, when an employee changes status.

C. Unpaid absence from the Department for one to twelve months shall alter the anniversary by the amount of time absent. The allowance shall be prorated if the absence exceeds one year.

D. Former Seattle police officers who have been separated from the Department for more than 24 consecutive months shall be eligible for an initial clothing allowance in the amount required by City ordinance, collective bargaining agreement or Department policy upon being sworn as a police officer. Under no circumstances shall an individual be eligible for additional clothing allowance by further separation and re-hire.

III. Initial Uniform Allowance

A. The Education & Training Section shall conduct an equipment inspection during Department orientation training for the following:

1. Newly commissioned officers,

2. Lateral transfers from other police departments, and

3. Former Seattle police officers who have been re-hired.

B. Upon satisfactory completion of the inspection, the Education & Training Section shall conduct an Initial Clothing Inventory and forward the results to the Fiscal, Property, and Fleet Management Section.

C. The Fiscal, Property, and Fleet Management Section shall authorize payment of an initial uniform allowance upon receipt of the clothing inventory in the amount authorized by City ordinance, collective bargaining agreement, or Department policy.

IV. Claims for Damaged, Destroyed, Stolen, or Lost Uniforms or Equipment (Personal Property)

A. Policy

1. The City maintains a fund for the purpose of paying, in vouchers approved by the Chief of Police, costs of repair or replacement of Police Officers’ and Parking Enforcement Officers’ clothes or personal equipment damaged, destroyed, stolen, or lost in the line of duty.

2. An item is considered damaged if, as a result of some action, its usefulness is substantially reduced.

3. The City shall not pay repair or replacement costs for those uniform or equipment items which are damaged, destroyed, stolen, or lost through officer negligence.

NOTE: Department personnel are responsible for the cleaning costs of their uniforms and personal clothing items which become dirty or soiled during the course of duty. Payment for repair or replacement of equipment shall only be made for items which are damaged, destroyed, stolen, or lost in the line of duty.

B. Procedures

1. Damaged items shall be inspected by the concerned officer’s immediate sergeant during the shift when the damage occurred.

2. Requests for reimbursement shall be submitted to the concerned officer’s immediate sergeant and must include:

a. Personal Property Request for Reimbursement - Damaged, Destroyed, Stolen, or Lost, Uniforms or Equipment (form 13.18, Side B),

(1) Personal equipment not specifically required or authorized by Department policy:

(a) Indicate in the “Explain the Circumstances” section of the form if a letter of authorization from a Bureau Chief was obtained for the item before it was damaged, destroyed, stolen, or lost, and

(b) Attach a copy of the letter.

b. Receipt(s) for repairs or replacement costs,

c. Receipts or other proof which would indicate the date and price of the original purchase. In the event that the officer is unable to obtain the original receipt, a Memorandum indicating the date of purchase, item(s) purchased, and cost of each item(s) shall be submitted with the claim form,

d. Where appropriate, a copy of the General Offense Report.

3. The immediate sergeant shall indicate their recommendations for approval or disapproval of the reimbursement request and forward it through the employee’s chain of command to their Section or Precinct Captain for recommendations.

4. Approved requests shall then be forwarded to the Director of the Fiscal, Property, and Fleet Management Section where the amount of reimbursement is determined. A check is then issued by the Fiscal Management Unit for the approved amount.

C. Conditions of Reimbursement

1. Reimbursement for damaged, destroyed, stolen, or lost uniform items, or other equipment required by the Manual shall be made upon proof of purchase of the replacement item. See B2c. of this section.

2. Items of personal property which officers elect to use on-duty, but which are not required by the Manual, shall be used at the officer’s own risk and may not be subject to reimbursement.

3. Uniform and equipment items that may be considered for reimbursement:

a. All non-issue uniform and equipment items required by the Manual,

b. Prescription and safety eyeglasses,

c. Timepieces,

d. Personal equipment such as cameras and binoculars which are used with prior approval of Section/Precinct Captains, and

e. Any electronic device used to aid an employee in their performance duties.

f. Other equipment or clothing may be considered, such as items worn by plainclothes personnel, and shall be approved on an individual basis by the concerned officer’s Section/Precinct Captain.

4. Uniform and clothing items shall be prorated on the following basis:

a. For the first year--100% of original price,

b. For the second year--75% of original price,

c. For the third year--50% of original price, and

d. For the fourth year--25% of original price.

5. Reimbursement for any non-uniform item shall be as follows:

a. Prescription eyeglasses shall be repaired or replaced at a cost not to exceed $125,

b. Safety eyeglasses and non-prescription sunglasses shall be repaired or replaced at a cost not to exceed $25,

c. Timepieces shall be repaired or replaced at a cost not to exceed $70,

d. Flashlights damaged, destroyed, or lost in the line of duty shall be replaced at 100% of original purchase value, and

e. Electronic devices shall be repaired or replaced at a cost not to exceed $100.00.

f. Reimbursement requests for non-uniform items other than the above shall be approved on an individual basis.

V. Specialized Clothing / Equipment (One-Time Reimbursement)

A. Police officers and sergeants who are assigned to the Motorcycle Unit, Mounted Patrol Squad, or the Harbor Unit as divers are eligible (after one year of service in said assignment) for a one-time reimbursement of $500.00 for the purchase of required items of clothing or equipment unique to those assignments.

B. Requests shall include:

1. A copy of the personnel order assigning the employee to one of the above units,

2. A Memorandum requesting reimbursement, and

3. Copies of purchase receipts for equipment / clothing.

C. Requests shall be forwarded through the employee’s chain of command to Deputy Chief of Operations for approval.

D. Approved requests shall be forwarded to the Fiscal, Property, and Fleet Management Section for reimbursement of funds.

VI. Conflicts with Collective Bargaining Agreements and City Ordinances

A. In the event of a conflict between the provisions of this manual section and those of a properly authorized collective bargaining agreement, the provisions of the agreement shall prevail insofar as members of the bargaining unit are concerned, and for the duration of the time covered by the agreement.