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Section E - Reimbursement Procedures
Commission Procedure E-4

Reimbursement Policies


Purpose

4‑1. Commission Procedure E‑4

This Commission Procedure describes the policies for reimbursement of training for agencies participating in the POST Reimbursement Program.

General Policy

4‑2. Notice of Appointment

Reimbursement will not be approved for training of any sworn peace officer when the agency has not notified POST of the officer’s employment by submitting a Notice of Appointment/Termination form, POST form 2‑114.  After submission of form 2‑114, the training expenses will be paid.

4‑3. Courses with Maximum Reimbursement Limitations

Subsistence, commuter lunch, and travel allowances will not be reimbursed for more than the maximum number of weeks (based on minimum hourly requirement 40 hours) authorized for the following courses:

Course Weeks Hours
Basic Course 16.6 664
District Attorney Inspectors or Investigators Basic Training requirement is a combination of: Basic Course and 12 462
Investigation and Trial Preparation Course 2 80
Specialized Investigators' Basic Course 9 364
Coroners' Death Investigation Course 2 80
Public Safety Dispatchers' Basic Course 3 120
Supervisory Course 2 80
Advanced Officer Course 1 40
Executive Development Course 2 80
Management Course 2.6 104
Management, Supervisory, Executive Seminars 1 40


Subsistence Allowance Policy

4‑4. Eligibility for Subsistence Allowance

A department may receive reimbursement for this category of expense for an employee that satisfies the “Resident Trainee” definition and if reimbursement of the expense has been requested on the Training Reimbursement Request, POST form 2-273.

4‑5. Resident Trainee Definition

A resident trainee is an individual who resides away from his/her normal place of residence and takes subsistence (lodging and meals) at or close to the training site for the entire length of the course.

4‑6. Subsistence Allowance Calculated By POST

If a department is eligible for reimbursement of subsistence, POST will determine the amount to be reimbursed based on the following situations:

(a) If the trainee resided in accommodations arranged by the training institution, the daily subsistence rate charged by the training institution will be reimbursed when the rate is less than the daily subsistence rate established by the Commission.

(b) If the trainee resided in accommodations selected by the trainee, the daily subsistence rate (Commission Procedure E‑3‑2) established by the Commission for the fiscal year will be reimbursed.

4‑7. Subsistence for Course Days

Subsistence will be reimbursed for each instructional day or up to the date the maximum number of weeks is reached for those courses with limited reimbursement as specified in Commission Procedure E‑4‑3.

4‑8. Subsistence for Weekends

Subsistence will be reimbursed for each weekend day that falls between the beginning date and ending date of the course or up to the date the maximum number of weeks is reached for those courses with limited reimbursement as specified in Commission Procedure E‑4‑3.  Travel allowance for one round trip between the trainee’s station assignment and the training site will be reimbursed in lieu of weekend subsistence when travel allowance is less.

4‑9. Subsistence for School Holidays

Subsistence will be reimbursed for each school holiday that falls between the beginning date and ending date of the course or up to the date the maximum number of weeks is reached for those courses with limited reimbursement as specified in Commission Procedure E‑4‑3.  Travel allowance for one round trip between the trainee’s station assignment and the training site will be reimbursed in lieu of holiday subsistence when travel allowance is less.

4‑10. Subsistence for Enroute Travel Time

Subsistence will be reimbursed for enroute time not to exceed 24 hours of subsistence allowance at the daily subsistence established by the Commission for the fiscal year.  The subsistence allowance for enroute travel time will be calculated as a fraction of a day’s subsistence allowance and will be proportional to the distance traveled between the trainee’s station assignment and the training institution.  A round trip of less than 50 miles will not be eligible for any enroute subsistence, and a round trip of greater than 400 miles may receive no more than one day of enroute subsistence.

Effective March 1, 1999, trainees attending the intensive format of the Cultural Diversity - Tools for Tolerance Course are eligible for one full day’s subsistence without respect to mileage.

4-11. Commuter Lunch in lieu of Subsistence

When the course site is less than 25 miles one way from the department or assigned workstation, the agency remains eligible for commuter lunch.

Commuter Lunch Allowance Policy

4‑12. Eligibility for Commuter Lunch Allowance (CLA)

A department may receive reimbursement for this category of expense for an employee that satisfies the “Commuter Trainee” definition and if reimbursement of the expense has been requested on the Training Reimbursement Request, POST form 2-273.

4‑13. Commuter Trainee Definition

A commuter trainee is an individual who attends a training course and travels between his/her agency/station assignment or normal residence and the course site each day.  Trainees who do not meet all the conditions of the resident trainee definition (Commission Procedure E‑4‑5) will be considered a commuter trainee for reimbursement purposes.

4‑14. Commuter Lunch Allowance Calculated by POST

If a department is eligible for reimbursement of CLA, POST will determine the amount to be reimbursed at the daily lunch rate approved by the Commission for the fiscal year as specified in Commission Procedure E-3-2.

4‑15. Commuter Lunch Allowance for Course Days

CLA will be reimbursed for each instructional day attended by the trainee or up to the date the maximum number of weeks is reached for those courses with limited reimbursement as specified in Commission Procedure E-4-3.

Travel Allowance Policy

4‑16. Commuter Lunch Allowance for Weekends, Holidays, and Enroute

CLA will not be reimbursed for any weekend day, school holiday, or enroute travel time before or after the course that is not an instructional day.

4‑17. Eligibility for Travel Allowance

A department may receive reimbursement for travel expenses if reimbursement of the expense has been requested on the Training Reimbursement Request, POST form 2-273, and if the trainee attending the course is not shown as a “Passenger of a Vehicle” on that form.

4‑18. Passenger of Vehicle Definition

A trainee shall be considered a passenger of a vehicle when being transported to a training course by another trainee in a private, agency, or rental vehicle.  If several trainees share the driving of one vehicle to attend training, travel allowance may be requested for only one trainee and the other trainee(s) must be shown as a passenger(s).

4‑19. Travel Allowance Calculated By POST

If a department is eligible for reimbursement of travel expenses, POST will reimburse total mileage at the per mile rate established by the Commission for the fiscal year. Total mileage may include the following: (1) Adjusted straight‑line mileage distance to and from the trainee’s agency/station assignment and the course site, (2) the average daily mileage for transportation between the resident student’s accommodations and the course site, and (3) the mileage incurred by a trainee to attend training away from the main course site.

The travel allowance is intended to cover expenses to and from the course site and some travel at the course site, regardless of the mode of transportation used, i.e., auto, airplane, bus, or train.

4‑20. Mileage Incurred to and from the Training Site

POST will calculate the adjusted straight‑line distance from agency/station assignment to the course site and return.

Resident trainees may be eligible for one round trip of mileage to and from the course site plus one round trip for each weekend during the course period up to the date the maximum number of weeks is reached for those courses with limited reimbursement as specified in Commission Procedure E‑4‑3.  Weekend subsistence will be reimbursed in lieu of travel allowance when weekend subsistence is less.

Commuter trainees may be eligible for one round trip of mileage to and from the course site for each instructional day or up to the date the maximum number of weeks is reached for those courses with limited reimbursement as specified in Commission Procedure E‑4‑3.

4‑21. Daily Travel Allowance

Resident trainees may be eligible for reimbursement of mileage incurred from a resident trainee’s lodging accommodations to the course site at a flat rate travel allowance of ten miles round trip.  Additional mileage will be allowed when the course coordinator has notified POST that the nearest accommodation is greater than five miles one way.  Daily mileage will be reimbursed from the date the course starts to the date the course ends or up to the date the maximum number of weeks is reached for those courses with limited reimbursement, as specified in Commission Procedure E‑4‑3. Daily travel allowance is automatically calculated based on the information supplied by the course presenter.

4‑22. Travel to Other Course Sites

Upon notification by the course presenter that travel expenses will be incurred by the trainees to attend training at a site(s) other than the main site of training, reimbursement will be authorized for the number of miles reported by the course presenter at the per mile rate approved by the Commission for the fiscal year (Commission Procedure E-3-2).

Tuition Policy

4‑23. Tuition Definition

Tuition is the Commission‑authorized amount charged by the training institution for trainees attending POST‑certified courses.  Tuition may include fees charged to departments for driver’s training presented in the Basic Course.  Tuition does not include registration or material fees charged by the training institution.

4.24. Eligibility for Tuition Reimbursement

A department may receive reimbursement for tuition expenses, when tuition is authorized under the reimbursement plan, for each trainee listed on the Training Reimbursement Request, POST Form 2-273.

Salary Policy

4‑25. Eligibility for Salary Reimbursement

A department may receive reimbursement for this category of expense if authorized under the reimbursement plan and if the trainee is listed on the Training Reimbursement Request, POST form 2‑273.  Effective for courses beginning on or after July 1, 1993, salary is not reimbursed.

4-26. Salary Definition

The basic monthly salary is the employee class basic salary that shall not include incentive pay, hazard pay, education subvention, scholarship, insurance premiums, medical benefits, watch differential pay, pension plans, and uniform allowance of other employee benefits. The basic monthly salary will be the salary earned on the starting day of the course.

4-27. Salary Reimbursement Calculated by POST

If a department is eligible for reimbursement of salary, POST will determine the amount to be reimbursed according to the following formula:

Basic
Monthly
Salary
  ÷


173 hours
(monthly average)

X Allowable
Course Hours
X Salary Percentage


* Allowable course hours are the number of hours completed by a trainee as reported on the Course Roster, not to exceed the maximum number of hours for those courses specified in Commission Procedure E‑4‑3.  In cases where a trainee, not employed by a reimbursable agency, begins a Basic Course and then sometime during the course is hired by a reimbursable agency, the agency may only receive reimbursement from the date the trainee is hired.

Back-fill Reimbursement

4-28. Trainee Replacement Reimbursement

Agencies may receive back-fill reimbursement for eligible courses designated as Reimbursement Plans I or II and noted back-fill approved in the Catalog of Certified Courses. Refer to Commission Regulation 1015(d) for requirements.  The approved topical areas are:

  • (a) Basic and update courses on Arrest/Control Methods, Officer Safety, Defensive Tactics, and Use of Force.
  • (b) Instructor Training for: Arrest/Control Methods, Officer Safety, Defensive Tactics, and Use of Force.
  • (c) Tactical Firearms (includes laser).
  • (d) Sexual Assault Investigation.
  • (e) Drug/Alcohol Recognition.
  • (f) Interview and Interrogation.
  • (g) Basic and update courses on Field Training Officer.
  • (h) Domestic Violence.
  • (i) Child Abuse.
  • (j) Canine Handler and Canine Update.
  • (k) Driver Awareness and Driver Training Update.
  • (l) Tactical Communications.


When applying for reimbursement for back-fill costs, the agency must have incurred the expense of paying overtime to fill a position vacated by an officer assigned to training, or to a peace officer who is assigned to training on their regularly scheduled days off; the overtime expense and back-fill claim must be directly connected to release and back-fill for the officer listed on the TRR; and records supporting back-fill claims must be maintained.  Participating agencies are subject to audit by the State Controller.

The Commission has authorized back-fill reimbursement to include the travel release time associated with training, not to exceed a total of 16 hours more than the certified course hours.  Overtime hours for travel release time should be added to course hours for which a back-fill claim is being requested.

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