BUSINESS SERVICES - POLICY INDEX A/BUS-106 ADMINISTRATION OFFICE HOURS... 2 A/BUS-201 CONDUCTING BUSINESS AT FIRE ADMINISTRATION... 2 A/BUS-202 CORRESPONDENCE FOR THE FIRE CHIEF / LETTER & MEMORANDUM WRITING... 2 A/BUS-203 TUITION REIMBURSEMENT PROCEDURES... 9 A/BUS-204 TRAVEL POLICY... 10 A/BUS-205 INTEREST IN CITY CONTRACTS... 12 File: CSM_A_BUS.doc 1 Timestamp: 8/23/2017 8:06:00 AM
A/BUS-106 ADMINISTRATION OFFICE HOURS UPDATED 1/1/2012 Regular office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Administrative Services will be closed in accordance with City policy to observe the following holidays: New Year's Day Martin Luther King's Birthday Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day and the day after Christmas Eve Christmas Day A/BUS-201 CONDUCTING BUSINESS AT FIRE ADMINISTRATION UPDATED 1/15/2003 In an effort to maintain a professional atmosphere and to allow staff to have meetings in their offices or complete a phone call without unnecessary interruption, the following guidelines are set forth. Anyone entering Administrative Services will check in with the receptionist. If the visiting party needs to see a staff member, the receptionist will call the receiving party to announce the visiting party. If the receiving party is not in, the receptionist will take a message and/or information from the visiting party. If the receptionist is unavailable or busy for a moment, the visiting party will wait in the lobby A/BUS-202 CORRESPONDENCE FOR THE FIRE CHIEF / LETTER & MEMORANDUM WRITING UPDATED 6/26/2017 Generally, the Administrative Assistant will prepare all correspondence requiring the Fire Chief's signature. However, occasionally another work section will have a need to prepare correspondence for the Fire Chief. The attached format will be used for all correspondence requiring the Fire Chief's signature. If there is a question about the format, contact the Fire Chief s Office. The document can be e-mailed to the Administrative Assistant to be prepared for the Fire Chief's signature. The examples on the following pages are to assist you writing letters and memorandums. These samples are to be followed in general for correct written communications. Before you write a letter or memorandum, plan what you are going to say and how to say it. The letter must convey your message because you will not be there to explain it. A letter or memorandum represents you and the department and both are judged by it. The letter or memorandum should be neat, have correct spelling, use proper grammar and be typed. If you have any questions about correct format or contents for letters or memorandums contact one of the Administrative Assistants at Administrative Services. File: CSM_A_BUS.doc 2 Timestamp: 8/23/2017 8:06:00 AM
Date (8th line down from the top margin) Name of Addressee (5th line down from date) Company Street Address City, State Zip Dear Name: (2nd line down from address) Subject: Letter Format (If necessary, 2nd line down from salutation) Do not indent paragraphs. Paragraphs are separated by a blank line between. Make sure you proofread carefully for typos and grammar errors. In WordPerfect 6.0 the spell check and grammar check options can be very helpful. The subject line is optional, however, when it is used it is placed below the salutation, NOT above. The subject line is part of the body of the letter; the salutation is not. The enclosure line and copy distribution lines are only used if enclosures are included or copies are distributed. If there is an attachment, "attachment" would replace "enclosure". If more than one attachment or enclosure is included, use "attachments" or "enclosures". Please make sure the attachments or enclosures are included when indicated on the letter. Preceding the distribution list is "pc:" which means photocopy or printed copy. The initials below the signature line belong in the following order: person signing the letter, the author of the letter, and the typist. All initials are capitalized except the typist's initials. A colon separates each person s initials. If the letter is longer than one page, a heading is placed at the top of the subsequent pages. The first line of the heading will have the name of the addressee, second line will have the page number and the third line will have the date. Typing on the second page will begin on the third line down from the heading. To utilize a second page, at least three lines from the body of the letter must continue to the second page before the closing begins. The second page must be printed on paper of the same quality as the letterhead. File: CSM_A_BUS.doc 3 Timestamp: 8/23/2017 8:06:00 AM
Name of Addressee Page 2 Date If a letter is mailed certified or registered, the words CERTIFIED MAIL or REGISTERED MAIL can be centered at the top of the first page above the date. If you have a letter that cannot be put in the format described, contact the Fire Chief s Administrative Assistant for assistance. Sincerely, (2nd line down from body of letter) Name of Fire Chief (4th line down from closing) Fire Chief enclosure (2nd line down from signature block) pc: Name (2nd line down from enclosure line) Name File: CSM_A_BUS.doc 4 Timestamp: 8/23/2017 8:06:00 AM
TO: FROM: 680D Battalion Chief Lieutenant Jane Doe Engine 50D DATE: January 24, 2002 SUBJECT: Memorandum for Information This memorandum format is used for information to anyone in our organization or City office. The pink memo can be used for less formal communications for inter-departmental mail. This memorandum format should be used whether or not you have the memorandum letterhead. The memorandum format can be used to transmit any information in writing to anyone. For example, this format could be used for running late, to inform the District Officer of lost equipment, or any other reason you would need to pass information. Any letter should answer the questions: 1. Who? 2. What? 3. Where? 4. When? 5. Why? 6. How? A signature is not required on this memorandum. You should initial just to the right of your name on the "FROM" line. File: CSM_A_BUS.doc 5 Timestamp: 8/23/2017 8:06:00 AM
SAMPLE VEHICLE ACCIDENT MEMORANDUM TO: Battalion Chief, 650A (8 th line down from the top margin) FROM: Lieutenant Jane Doe Engine 50A DATE: January 24, 2002 SUBJECT: Vehicle Accident Memorandum In any letter concerning Oklahoma City Fire-Rescue vehicles, A/SAF-204 should be consulted. Items that should be covered in the letter concerning the accident are: 1. Facts that led to the accident 2. Your version of what happened 3. Steps taken after the accident Any letter should answer these questions: 1. Who? 2. What? 3. Where? 4. When? 5. Why? 6. How? A signature is not required on this memorandum. You should initial just to the right of your name on the FROM line. File: CSM_A_BUS.doc 6 Timestamp: 8/23/2017 8:06:00 AM
SAMPLE TO: John Doe (8 th line down from the top margin) Fire Chief FROM: Jane Doe, Lieutenant Truck 123 A Shift DATE: January 24, 2002 SUBJECT: A request for New Equipment A New Procedure To Correct an Existing Problem (This is an Example) The first paragraph should point out the situation as it exists. Be truthful about the problem. The second paragraph should relate to the problem you have with the apparatus, station, equipment or etc. The third paragraph should identify a solution to the problem. This is very important. The last paragraph should contain justification for the changes. Justification is necessary even if it is obvious. Captain Jane Doe Truck 123 A Shift Captain John Smith Truck 122 B Shift Captain Jane Smith Truck 123 C Shift pc: John Smith, Battalion Chief 650A (pc = personal copy, printed copy, or photo copy) APPROVED: DENIED: Date: (The employee to whom the memo was written will sign on the appropriate line as to approving or denying, and the date that it was signed) File: CSM_A_BUS.doc 7 Timestamp: 8/23/2017 8:06:00 AM
SAMPLE Date (8 th line down from the top margin) John Doe, Fire Chief (5 th line down from the date) Oklahoma City Fire Department 123 Nowhere Street Oklahoma City, Ok 67894 Dear Chief Doe: (2 nd line down from address) This business letter is written on department letterhead using the full block format. The inside address is typed at the left margin and will contain the name and address of the addressee and their title. After the salutation, a colon will be used. The body of the letter begins 2 spaces below the salutation. The letter should be single-spaced. Write to your reader, avoid sexism and offensive language. The letter should be understandable, clear and void of technical jargon. If the letter runs more than one page, the following format should be used at the top left hand corner of the second page: Name of Addressee Page 2 Date Sincerely, (2 nd line down from the body of the letter) John Smith (4 th line down from the closing) Assistant Fire Chief pc: Name (pc = personal copy, printed copy, or photo copy) Name Enclosure (If applicable, 2 nd line down from personal copy) File: CSM_A_BUS.doc 8 Timestamp: 8/23/2017 8:06:00 AM
A/BUS-203 TUITION REIMBURSEMENT PROCEDURES UPDATED 2/25/2016 To establish procedures to administer the tuition reimbursement program and process requests for tuition reimbursement. The procedures will ensure compliance with the Agreement with the International Association of Fire Fighters Local 157. These procedures work in concert with the Tuition Reimbursement Policy. The Tuition Reimbursement Policy provides guidelines and direction to employees eligible to participate in the program. GENERAL PROCEDURES A. The Fire Chief may designate a program administrator to oversee the day to day activities of the tuition reimbursement program. B. Eligible employees must have a minimum of twelve months of service to participate in the tuition reimbursement program. C. The employee will be reimbursed the cost of tuition and mandatory fees for up to $1,250 per semester. The courses taken must be at an accredited institution of higher learning or Vocational- Technical School District. D. Following completed reimbursement, the documentation for each employee will be placed in the files of completed purchasing transactions. REIMBURSEMENT A. Employees must submit required documentation to the Chief s Office within 60 days from the end of the semester. Documentation will be date stamped upon receipt. Required documentation will consist of: 1. An original transcript or official letter from the institution (copies are not accepted) which declares the degree program currently being worked toward. 2. Statement of student account which is an itemized receipt from the educational institution indicating tuition and other fees paid. 3. A grade report or letter from the instructor indicating the grade awarded (must receive a grade of C or better). Classes not offering letter grades must indicate so and receive some sort of satisfactory completion notation. 4. Proof of payment indicating the employee incurred the cost of the course(s). Proof shall consist of: a. If payment is made with cash, a receipt indicating the cash payment prepared by the institution must be submitted. b. If payment is made by check, copy of the canceled check (front and back) must be submitted, unless receipt shows paid. If the employee does not receive canceled checks from their financial institution, the employee must provide a letter from the financial institution stating the check cleared; or copy of the bank statement on which the payment is noted. Employees can cover other items on their bank statement, but must show the check clearing the account. c. If payment is made with a credit card, a receipt indicating the payment, copy of credit card statement (where charge is applied) and a signed and notarized Tuition Reimbursement Affidavit (Fireweb Forms), must be submitted. File: CSM_A_BUS.doc 9 Timestamp: 8/23/2017 8:06:00 AM
d. If the tuition is covered by a loan which the employee will repay, a copy of the loan contract or promissory note indicating the employee s obligation to repay the loan must be submitted. B. All of the documentation will be reviewed and once complete will be attached together and evidenced for completeness. C. Each employee s reimbursement request will be entered into Peoplesoft. D. The program administrator or another employee with approval authority for purchasing transactions will verify the amount of the purchase order against the amount shown on the documentation. E. Copies of all of the required documentation will be sent to Accounts Payable in Procurement. F. Tuition reimbursement checks are mailed to the employees mailing address on file unless claimant has signed a form to have it electronically deposited. The employee Reimbursement Claim Form is located on Fireweb Forms. This form must be submitted with your paperwork if this is the first time you are submitting a reimbursement OR if you have moved since the last time you submitted a reimbursement OR if you choose to receive the reimbursement electronically and your banking information needs updated. This will ensure the payment is mailed to your correct address or deposited in the correct account. G. Copies of the purchase order and the required documentation will be placed in the file of completed purchasing transactions. A/BUS-204 TRAVEL POLICY UPDATED 2/24/2017 These procedures are designed to implement the policy on travel in the Fire Department. The most recent Travel Policy adopted by the City Council is incorporated herein. A copy of the City s most recent Travel Policy is located on the City s Intranet site http://insideokc/purchasing under the Purchasing Policies and Procedures Manual. GENERAL REQUIREMENTS 1. The Fire Chief, or his designee, will approve travel outside the Metropolitan area of Oklahoma City. Requests for travel will be made in writing by submitting a Travel and Training Request form (Fireweb Forms), to the Fire Chief, through the appropriate Deputy Chief, one month in advance of the trip. The request form must include the dates of travel, destination, purpose of the trip and an itemized list of expected expenses to include registration, meals, transportation and lodging. The use of a rental car must be justified and approved in advance as a separate request memo. If an employee plans to use their private vehicle, they must submit a copy of their driver's license and vehicle insurance security verification with the Travel/Training request form. Mileage will be reimbursed only up to an amount equal to the lowest available airfare and should be submitted on the City of Oklahoma City Council/Employee Travel Policy Expense Documentation form - (Fireweb Forms). If an employee intends to use a City vehicle for travel, the request form should include this information. Use of a City vehicle outside of the Metropolitan area requires the approval of the Fire Chief in advance. The use of a rental car must be justified and approved in advance. If approved, rental cars are paid by the employee and reimbursed along with the other travel expenses. 2. Any expenses related to a spouse accompanying an employee on a trip are the employee's responsibility and are not reimbursable by the City. 3. Multiple employees on the same trip are expected to share rooms when practical. Exceptions can be approved by the Fire Chief or his designee. File: CSM_A_BUS.doc 10 Timestamp: 8/23/2017 8:06:00 AM
4. The City will not reimburse for personal items, services, or entertainment, such as toiletries, medicine, clothing, grooming, movies, or liquor. 5. Receipts are not required for tips, bus/taxicab fare, business telephone calls, or other related expenses; however, they must be itemized on the Travel Expense Voucher (http://insideokc/purchasing). Unusual expenses must be justified and accompanied with a receipt. 6. Administrative Services will process all travel-related expenses with the exception of Fire Maintenance. This employee will assist other employees with travel arrangements or questions to ensure compliance with this policy and the procedures. 7. Reimbursement for expenses will be made in accordance with the City's most recent Travel Payment and Reimbursement Procedures. 8. Meal expenses will be reimbursed up to the Per Diem rate. Receipts will be required for all meals to verify actual expense amounts. These receipts will be kept on file in Fire Administration. Itemized restaurant receipts should be submitted in lieu of credit card receipts. Submission of receipts does not provide for reimbursement exceeding Per Diem amounts. Travel departing Oklahoma City after 1:00 p.m. or arriving in Oklahoma City before 5:00 p.m. is reimbursed as half-day. The employee should take a Travel Expense Voucher with them on the trip to use as a worksheet. The IRS Meal Allowance Table, found on http://www.gsa.gov, lists cities and counties with the amount of per diem reimbursement. 9. Cash advances for travel related expenses are not available except in situations of extreme emergency. Cash advances, if used, will be made in accordance with the City's Travel Payment and Reimbursement Procedures. PROCESSING TRAVEL RELATED EXPENSES 1. Purchase orders for any travel related expense will be generated by Administrative Services with the exception of Fire Maintenance. The approved Travel and Training Request form (Fireweb Forms), will be required to initiate any purchase order. Administrative Services will process purchase orders in advance of the travel dates for registration fees and airfare, if required. 2. A Travel Expense Voucher (http://insideokc/purchasing) must be submitted to Administrative Services within five working days following an employee s return from a trip. The initials of the Deputy Chief should appear in the lower left-hand corner of the Travel Expense Voucher indicating a review and agreement with the reimbursement expenses. The Travel Expense Voucher shall reflect all expenditures even if some were prepaid. a. The Per Diem method: Meal expenses will be reimbursed for the actual expenditure, (a log should be kept to assist you when filling out the Travel Expense Voucher at a later date) up to the IRS maximum per day as shown in the IRS Meal Allowance Table. Reimbursement will be based upon the amounts itemized on the Travel Expense Voucher, accompanied by a receipt. The actual expense may be greater than the per diem amount, however, the reimbursement will only be for the IRS allowable amount. b. Miscellaneous expenses must be itemized but do not require receipts. Gasoline expenses for City vehicles require receipts. Note: Fire Administration will review all Travel Expense Vouchers for accuracy and reasonableness. Any unusual or questionable expense will be forwarded to the Fire Chief for review. File: CSM_A_BUS.doc 11 Timestamp: 8/23/2017 8:06:00 AM
EXCEPTIONS Exceptions may be granted by the Fire Chief to those parts of this procedure particular to the Fire Department. No exceptions will be made that are contrary to the City-wide Travel Policy and Travel Payment and Reimbursement Procedures. A/BUS-205 INTEREST IN CITY CONTRACTS UPDATED 2/25/2016 An employee shall not have an interest, directly or indirectly: in a contract, service, materials, supplies, or profits thereof; or in any purchase made for or sales made by, to, or with the City; or own stock or otherwise have a direct financial interest in a corporation having a contract or subcontract for doing work for the City. Mutual funds or retirement funds invested in corporations but managed by a third party do not apply here. File: CSM_A_BUS.doc 12 Timestamp: 8/23/2017 8:06:00 AM