Outside Training & Conferences
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Questions and Answers

What is the minimum requirement for SFD personnel to be eligible for benefits outlined in the guidelines?

  • Approval from the Deputy Chief of Operations
  • At least one calendar year of service (correct)
  • Completion of an advanced training course
  • At least two years of service
  • What must personnel do to attend training not regularly scheduled by the Spring Fire Department?

  • Complete advanced certification first
  • Request approval from the Chief of Operations
  • Fill out a 'Training Request' form (correct)
  • Submit a proposal to the training committee
  • How many hours per year are members provided for the Professional Development Bank (PDB)?

  • 200 hours
  • 180 hours
  • 120 hours
  • 144 hours (correct)
  • What is a requirement for using PDB hours?

    <p>They must be used in 12-hour blocks</p> Signup and view all the answers

    How many days in advance must a Shift Training Request form be submitted?

    <p>45 days</p> Signup and view all the answers

    What happens if a 'Training Request' form is incomplete?

    <p>It will be denied and returned for completion</p> Signup and view all the answers

    What is the timeframe for submitting receipts for reimbursement after completing outside training?

    <p>Within 30 days</p> Signup and view all the answers

    Can PDB hours roll over to the next year?

    <p>No, they cannot roll over</p> Signup and view all the answers

    What must members submit to be reimbursed for expenses?

    <p>Itemized receipts</p> Signup and view all the answers

    Which category includes training that is necessary for performing job responsibilities?

    <p>Category 1 - department required training</p> Signup and view all the answers

    What happens if a member fails a course for which they seek reimbursement?

    <p>They will be responsible for the incurred charges</p> Signup and view all the answers

    Which training category allows members to use available PDB hours during training?

    <p>Category 2 and Category 3</p> Signup and view all the answers

    What type of training does not qualify for any financial support from the department?

    <p>Non-approved training</p> Signup and view all the answers

    What is required when using a Spring Fire Department credit card for official business?

    <p>Submit an itemized receipt</p> Signup and view all the answers

    What type of employees will be compensated at their normal hourly rate?

    <p>Administrative Non-Exempt Employees</p> Signup and view all the answers

    What happens if a member cancels attendance to a department-sponsored training course?

    <p>They are responsible for all associated costs incurred</p> Signup and view all the answers

    What is the minimum service requirement for personnel to be eligible for outside training benefits?

    <p>One year of service</p> Signup and view all the answers

    Which document must be submitted to apply for outside training courses?

    <p>Training Request form</p> Signup and view all the answers

    How many hours annually are personnel provided for Category 2 and Category 3 outside training?

    <p>144 hours</p> Signup and view all the answers

    What must personnel submit to request reimbursement for expenses incurred during outside training?

    <p>Documentation and itemized receipts</p> Signup and view all the answers

    Do volunteers receive any credit while attending an approved sponsored training course?

    <p>Yes, they receive credit for required monthly staffing shifts</p> Signup and view all the answers

    Who has the authority to grant exceptions to the eligibility requirements for outside training?

    <p>The Deputy Chief of Training</p> Signup and view all the answers

    What is the purpose of this guideline regarding outside training?

    <p>To establish eligibility and reimbursement processes</p> Signup and view all the answers

    Which group is the scope of this guideline applicable to?

    <p>All members</p> Signup and view all the answers

    What percentage of reimbursement is disbursed at the end of the first calendar year?

    <p>50%</p> Signup and view all the answers

    What documentation is required for reimbursement after course completion?

    <p>A course completion certificate, commissioned certificate, and itemized receipts</p> Signup and view all the answers

    Who has the authority to approve reimbursement for non-approved certification classes?

    <p>The Deputy Chief of Training</p> Signup and view all the answers

    Under what condition will expenses be reimbursed for certification courses?

    <p>Only upon successful completion of the course, testing, and certification</p> Signup and view all the answers

    Which of the following is NOT a requirement for reimbursement eligibility?

    <p>Paying for the course out of pocket</p> Signup and view all the answers

    What happens if a volunteer personnel fails a certification attempt?

    <p>They will not be eligible for reimbursement</p> Signup and view all the answers

    How often will reimbursements be made for approved training courses?

    <p>At the end of each calendar year</p> Signup and view all the answers

    Which organizations are recognized for reimbursement of certification expenses?

    <p>SFFMA, HCFFA, IFSAC, TCFP, TEEX, and Pro Board</p> Signup and view all the answers

    What is the requirement for mileage reimbursement in terms of distance?

    <p>It must exceed twenty-five miles one-way.</p> Signup and view all the answers

    What type of vehicle must be used for mileage reimbursement to be eligible?

    <p>Privately owned vehicle (POV)</p> Signup and view all the answers

    What must be approved by the Deputy Chief of Training before reimbursement can occur?

    <p>Requests to use vehicles other than department-owned vehicles</p> Signup and view all the answers

    Under what condition is driving time compensated?

    <p>When driving time occurs during normal work hours</p> Signup and view all the answers

    What expenses can the Spring Fire Department reimburse for rental vehicles?

    <p>Otherwise authorized expenses</p> Signup and view all the answers

    What is the official resource for mileage reimbursement rates?

    <p>GSA website</p> Signup and view all the answers

    What is required to qualify for reimbursement when using a rental vehicle?

    <p>Itemized receipt(s) of payment(s)</p> Signup and view all the answers

    Who is the appropriate contact for questions regarding this SOG?

    <p>District Chief</p> Signup and view all the answers

    Study Notes

    Outside Training & Conferences

    • SFD personnel must have at least one year of service with the department, be in good standing, and have completed all necessary training requirements to be eligible for outside training benefits.

    • The Deputy Chief of Training may make exceptions to these requirements based on the needs of the member, department, or community.

    • To be eligible for outside training benefits, personnel must complete and submit the Training Request form electronically, with complete and adequate information, prior to being accepted into the course.

    • Incomplete forms will be denied and returned to the individual making the request for completion.

    • Members will be provided with 144 hours (annually) to be used for Category 2 and Category 3 outside training and conferences.

    • These hours are used for tracking and accountability only, have no cash value, are not transferable, do not roll over year-to-year, and must be used in 12-hour blocks.

    • The Shift Training Request form must be completed and submitted electronically to the Deputy Chief of Training forty-five (45) days prior to attending the event.

    • This allows the SFD Training Division enough time to make the necessary arrangements for the outside training.

    • After training is completed, personnel may request reimbursement for expenses incurred by submitting documentation and itemized receipts.

    • Members must submit itemized receipts through the reimbursement process available in the Paycom application.

    • Members must return all itemized receipts and requested documentation to the SFD Training Division within thirty (30) days of completing the outside training.

    • Members are responsible for incurred charges if an itemized receipt is not received.

    • SFD will only reimburse expenses for conferences, certifications, and classes that are successfully completed and/or passed.

    • SFD does not reimburse for failed courses.

    Training Approval Categories

    • Category 1 - department required training – training that supports the professional qualifications a member needs to perform the duties and responsibilities of the job.

    • The department will cover the training cost according to SFD guidelines and will perform the time balancing necessary for the outside training.

    • Category 2 – department supported training – training that supports the ongoing certification efforts, increased professional qualifications, and other training pertinent to one’s duties and responsibilities.

    • The department will cover the training cost according to department guidelines, and members will be able to use available PDB hours to cover the time off while attending the training.

    • Category 3 – department approved training – high priority training that supports the professional development of members, but does not qualify as required or supported training.

    • Members will be able to use available PDB hours to cover the time off while attending the training.

    • Category 4 - non-approved training – training that is neither required, supported, nor approved by the department.

    • The department will offer no financial support for the training, and members will not be able to use PDB hours.

    • If a member fails to attend any department-funded, required, or sponsored training course or conference, the individual shall be responsible for all associated costs incurred by SFD secondary to the cancelation.

    Compensation

    • Administrative Non-Exempt Employees will be compensated at their normal hourly rate.

    • Upon successful completion of the course, reimbursement will be disbursed over a two-year period; at the rate of fifty percent (50%) at the end of the first calendar year and the remaining fifty percent (50%) at the end of the second calendar year.

    • Personnel will be required to submit a copy of the course completion certificate, commissioned certificate, and itemized receipts for reimbursement.

    • It will be the responsibility of the individual to maintain all required documentation and to request reimbursement upon completion of the first and second calendar years.

    • The SFD Training Division will reimburse course, certification, and testing expenses only for Training Division approved TDSHS or National Registry Emergency Medical Technician Certification Course for Volunteer personnel that successfully complete all requirements of the accredited agency.

    • Volunteer personnel will have to be in good standing with SFD for consideration of course approval.

    • Personnel will be required to submit a copy of the course completion certificate, certification, and itemized receipts for reimbursement.

    • The SFD Training Division will reimburse course, certification, and testing expenses only for Training Division approved SFFMA, HCFFA, IFSAC, TCFP, TEEX, or Pro Board certification courses.

    • Reimbursement of expenses will only be dispersed after receipt of successful completion of the course, testing, and certification.

    • Personnel will be required to submit a copy of the course completion certificate, certification, and itemized receipts for reimbursement.

    • Unsuccessful attempts will not be eligible for reimbursement.

    • The Deputy Chief of Training has the authority to approve reimbursement for any fire or EMS certification class that is not included in the approved list of courses.

    Certification Upgrade and Renewal

    • The SFD Training Division will reimburse certification expenses incurred for upgrading any SFFMA, HCFFA, IFSAC, TCFP, TEEX, or Pro Board certification.

    • Personnel will be required to submit a copy of the upgraded certification and an itemized receipt of payment for reimbursement to qualify.

    • The SFD Training Division will reimburse certification expenses incurred for renewing any SFFMA, HCFFA, IFSAC, TCFP, TEEX, or Pro Board certification.

    • Personnel will be required to submit a copy of the renewed certification and an itemized receipt of payment for reimbursement to qualify.

    Mileage Reimbursement

    • SFD members driving personal vehicles to outside training will be reimbursed based on the recommended rate per mile for Privately Owned Vehicles on the GSA website.

    • Mileage allowance is paid in lieu of fuel reimbursement.

    • Requests for driving and to use vehicles other than department-owned vehicles must be approved by the Deputy Chief of Training.

    • Employees will not be compensated for driving time unless the driving time is during normal work hours.

    • To qualify for mileage reimbursement:

    • The class must exceed twenty-five (25) miles one-way, calculated from starting location or from Spring Fire Department Administration, whichever is least.

    • Personnel must be utilizing a personally owned vehicle (POV).

    Rental Vehicle and Ride Sharing

    • SFD will coordinate and/or reimburse for expenses incurred for an approved rental vehicle or ride sharing (UBER, Lyft, etc.) while attending outside training.
    • When authorized for a rental vehicle, no added rental vehicle protections, coverages, prepaid fuel, or equipment will be reimbursed, unless specifically authorized by the Deputy Chief of Training.
    • Personnel will be required to submit itemized receipt(s) of payment(s) to qualify for reimbursement.

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    Description

    This quiz covers the eligibility requirements and procedures for SFD personnel seeking outside training benefits. It details the necessary steps, including the submission of the Training Request form and the allocation of training hours. Understand the exceptions and accountability measures related to outside training and conferences.

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