Outside Training & Conferences (Hard)

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Questions and Answers

What is the minimum time SFD personnel must be in their position to be eligible for training benefits?

One calendar year (correct)

Eighteen months

Six months

Two calendar years

What must personnel do prior to applying for training that is not regularly scheduled by SFD?

Attend a mandatory orientation session

Obtain verbal approval from their supervisor

Complete a certification course

Fill out a “Training Request” form (correct)

How many PDB hours are provided annually to members for outside training?

120 hours

144 hours (correct)

180 hours

160 hours

What happens to PDB hours if they are not used within the calendar year?

They expire and are lost Signup and view all the answers

When must the Shift Training Request form be submitted before attending an event?

Forty-five days prior Signup and view all the answers

Which of the following statements about PDB hours is NOT true?

They are transferable between members Signup and view all the answers

Who has the authority to approve deviations from the training benefits eligibility guideline?

The Deputy Chief of Training Signup and view all the answers

What is the time frame for personnel to submit documentation for reimbursement after completing outside training?

Within thirty days Signup and view all the answers

What is required for a member to receive reimbursement for incurred charges?

An itemized receipt submitted through the reimbursement process Signup and view all the answers

Which category of training does not qualify for reimbursement from Spring Fire Department?

Category 4 - non-approved training Signup and view all the answers

What happens if a member fails to attend a department-funded training course?

They will be responsible for all associated costs incurred Signup and view all the answers

What type of training is classified under Category 3?

High priority training supporting professional development Signup and view all the answers

Which statement is true regarding itemized receipts submitted for credit card usage?

Itemized receipts must be submitted through the expense reimbursement process Signup and view all the answers

In which scenario are members allowed to use available PDB hours for training?

For Category 2 and Category 3 training Signup and view all the answers

What will happen if a member does not submit an itemized receipt?

The member will be responsible for the incurred charges Signup and view all the answers

What is the compensation structure for Administrative Non-Exempt Employees?

They are compensated at their normal hourly rate Signup and view all the answers

What is the compensation method for a member attending a training course that exceeds forty hours in one week?

Compensated at the normal hourly overtime rate for hours exceeding forty. Signup and view all the answers

Which of the following accurately describes the calculation of travel compensation time for driving?

Calculated off actual time traveling to the destination or administration location, whichever is least. Signup and view all the answers

What does the program require for a volunteer to receive reimbursement of certification expenses?

Maintaining membership for two years and completing required certification. Signup and view all the answers

How is compensation time calculated for flying to an approved training course or conference?

Two hours before the flight, total flight time, and one hour after the flight. Signup and view all the answers

What incentive do volunteers receive when attending an approved sponsored training course?

Credit for their required monthly staffing shifts. Signup and view all the answers

Who determines how many staffing shifts are covered for volunteer attendance?

The SFD Training Division. Signup and view all the answers

What is the maximum amount reimbursed for Training Division approved certification courses?

$2500. Signup and view all the answers

When determining compensation time for training course attendance, what factor is most critical?

Participation in the course and actual travel time. Signup and view all the answers

What will happen if a member's outside training is cancelled after the per diem has been issued?

An amount equivalent to the per diem will be deducted from the member’s next paycheck. Signup and view all the answers

What must members submit to qualify for reimbursement of meals and incidentals during outside training?

Itemized receipts for every meal and incident related to the training. Signup and view all the answers

How will the per diem amount be determined for members traveling outside for training?

It will be based on the GSA Website rates for the destination of travel. Signup and view all the answers

What is required for members to receive reimbursement for parking expenses incurred during outside training?

An itemized receipt of payment. Signup and view all the answers

What is the reimbursement policy for members who prefer to book their own airline travel?

They will be reimbursed based on the Airline City Pairs database on the GSA website. Signup and view all the answers

Under what condition will the per diem be made available prior to attending outside training?

If the submission for approval occurs outside of the 45-day Training Division window. Signup and view all the answers

What type of class accommodation can members expect when the SFD Training Division coordinates airline travel?

Economy class accommodations will be provided. Signup and view all the answers

Which of the following receipts will be rejected when submitting for meal reimbursement?

Receipts for meals with alcoholic beverages. Signup and view all the answers

What is the minimum one-way distance required for mileage reimbursement from the starting location?

Twenty-five miles Signup and view all the answers

Which of the following is NOT reimbursable when renting a vehicle for outside training?

Itemized receipt submission Signup and view all the answers

When can employees be compensated for driving time?

Only during normal work hours Signup and view all the answers

Who must approve requests for utilizing vehicles other than department-owned vehicles?

The Deputy Chief of Training Signup and view all the answers

Which organization provides the recommended mileage rate for privately owned vehicles?

GSA (General Services Administration) Signup and view all the answers

What must personnel do to qualify for reimbursement for renting a vehicle?

Obtain prior authorization Signup and view all the answers

When is the mileage allowance paid to employees?

In lieu of fuel reimbursement Signup and view all the answers

What is the proper action if a personnel member wants to use a rental vehicle for training?

Obtain prior approval from the Deputy Chief of Training Signup and view all the answers

Study Notes

Eligibility

SFD personnel must be employed or a volunteer in good standing for at least a year and have completed all necessary training requirements to be eligible for benefits outlined in the guideline.
The Deputy Chief of Training can authorize exceptions on a case-by-case basis based on the member's, department's, or community's needs.

Training

Personnel who wish to attend training not regularly scheduled by the Spring Fire Department must complete a training request form and submit it electronically through their chain of command to the Deputy Chief of Training for final approval.
Incomplete forms will be denied and returned to the individual for completion.

Professional Development Bank (PDB)

Members have 144 hours annually for Category 2 and 3 outside training and conferences.
PDB hours are used for tracking and accountability only and have no cash value.
PDB hours are not transferable or accumulated year-to-year.
PDB hours must be used in 12-hour blocks.

Shift Training Request Form

The form must be completed and submitted electronically to the Deputy Chief of Training 45 days before attending the event.
Members must submit itemized receipts and documentation for reimbursement within 30 days of completing the outside training using the Paycom application.
Members are responsible for the incurred charges if itemized receipts aren't provided.
Spring Fire Department only reimburses expenses for conferences, certifications, and classes successfully completed/passed.

Training Approval Categories

Category 1 (Department Required Training): Supports professional qualifications needed to perform job duties and responsibilities. The department covers training costs and balances time for outside training.
Category 2 (Department Supported Training): Supports certification efforts, increased professional qualifications, and duties-related training. The department covers training costs, and members can use PDB hours for time off.
Category 3 (Department Approved Training): High-priority training that supports professional development but doesn't qualify as required or supported. Members can use available PDB hours for time off.
Category 4 (Non-Approved Training): Training not required, supported, or approved by the department. The department offers no financial support, and members can't use PDB hours.

Training Costs

Members are responsible for all costs associated with department-funded, required, or sponsored training courses/conferences if they fail to attend.

Credit Card Usage

Itemized receipts for official business expenses must be submitted via expense reimbursement procedures.
The SFD.025 Department Credit Card Usage policy applies.

Compensation

Administrative Non-Exempt Employees are compensated at their normal hourly rate, with overtime pay for hours exceeding 40 per week.
Operational Employees are compensated at their normal hourly rate, and compensation for training exceeding their scheduled hours is based on their 7k cycle.
Member's compensation time is calculated based on the actual time spent participating in the approved training course or conference.

Travel Time

Driving: Compensation time is calculated based on the actual travel time from the starting location or Spring Fire Department Administration, whichever is shorter.
Flying: Compensation time is calculated as two hours before departure, total flight time, and one hour after arrival.

Volunteer Staffing Stipend Incentive

Volunteer's monthly staffing shifts are credited when attending an approved sponsored training course/conference.
Volunteers receive the normal incentive amount based on attendance during outside training.
The SFD Training Division determines the number of shifts covered for volunteer attendance and notifies the volunteer of remaining shifts to maintain the minimum staffing requirement.

Certification

The SFD Training Division reimburses course, certification, testing, and gear rental expenses up to $2,500 for approved TCFP Basic Firefighter, TEEX, or Pro Board Firefighter I & II certification courses for volunteers who successfully complete the requirements.
Volunteers must be members in good standing for two years to be reimbursed for basic firefighter certification.
The Training Division also reimburses expenses for the renewal of SFFMA, HCFFA, IFSAC, TCFP, Pro Board, TDSHS, or National Registry certifications.
A copy of the renewed certification and itemized receipt are required for reimbursement.

Meals

Members are provided per diem to cover meal costs and incidentals during overnight training.
The per diem is based on GSA Website rates for the travel destination.
A prorated percentage of the per diem rate is provided based on the designated travel days.
The per diem is made available before attending if the approval request occurs outside of the 45-day window; otherwise, it's provided in the next available pay period.
If training is canceled and per diem has been issued, an equivalent amount is deducted from the member's paycheck.
In approved circumstances, members must submit itemized receipts for meal reimbursements.
Receipts with alcoholic beverages are summarily rejected.

Parking

The Training Division reimburses parking expenses for outside training with itemized receipt submissions.

Airfare

The Training Division coordinates airline travel for members meeting the criteria for airline travel.
Members receive economy class accommodation and baggage fees when applicable.
Members who book their own travel are reimbursed at a rate based on the Airline City Pairs database on the GSA website for the travel destination.
Itemized receipts are required for reimbursement.
Employees are not compensated for travel time unless it's during their normal work hours.

Mileage Reimbursement

SFD members driving personal vehicles to training over 25 miles one-way (from the starting location or Spring Fire Department Administration, whichever is shorter) are 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 using vehicles other than department-owned vehicles must be approved by the Deputy Chief of Training.
Employees are not compensated for driving time unless it's during their normal work hours.

The Spring Fire Department coordinates or reimburses expenses for approved rental vehicles or ride-sharing services while attending outside training.
No additional rental vehicle protections, coverages, pre-paid fuel, or equipment are reimbursed unless specifically authorized by the Deputy Chief of Training.
Itemized receipts are required for reimbursement.

Applicable laws, standards, internal policies, or guidelines include NFPA, Applicable State or Federal Statutes, OSHA, Spring Fire Department, TCFP, CPSE PI, ISO, TFCA, GSA Website, Airline City Pairs Database, Privately Owned Vehicles Mileage.

Contact Office

The appropriate contact office for questions or comments on this SOG is:
- Company Officer
- District Chief

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Description

This quiz covers the eligibility criteria, training request procedures, and Professional Development Bank (PDB) policies for personnel in the Spring Fire Department. Understand the requirements for attending training and utilizing PDB hours effectively to enhance your professional development.