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Questions and Answers
What happens to incomplete forms submitted for training requests?
How many hours are provided annually for the Professional Development Bank (PDB)?
Which of the following is true about PDB hours?
What is the minimum notice period for submitting the Shift Training Request form before attending an event?
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What is necessary for personnel to request reimbursement after completing training?
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Which category of training is covered by the department according to SFD guidelines?
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Which of the following is NOT eligible for reimbursement?
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What does Category 2 training support?
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What is the minimum requirement for personnel to be eligible for outside training benefits?
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Who has the authority to grant exceptions to the eligibility requirements for outside training?
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How many hours annually can SFD personnel utilize for Category 2 and Category 3 outside training?
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What must personnel submit to request reimbursement for expenses incurred during outside training?
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Who coordinates air, lodging, and travel requests for outside training?
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What is required for volunteers attending an approved training course or conference?
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What form must be filled out prior to applying for outside training courses?
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What classification does this guideline apply to?
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What is the maximum reimbursement amount for volunteers for approved firefighter certification courses?
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How long must volunteer personnel be members in good standing before receiving reimbursement for basic firefighter certification?
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What is included in the time calculated for volunteer attendance at an approved training course?
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When will volunteers receive reimbursement after completing a course?
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What must volunteers submit to receive reimbursement for certification expenses?
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Which of the following courses are eligible for reimbursement under SFD Training Division?
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How often must a volunteer request reimbursement after completing their qualifying course?
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What condition must volunteer personnel meet for their EMT course expenses to be reimbursed?
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What type of accommodation is provided for members attending outside training?
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Under what condition will members be reimbursed for booking their own airline travel?
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What is required to qualify for reimbursement of travel expenses?
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When will members not be compensated for travel time?
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What is the requirement for lodging when attending a one-day training course?
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What is the preferred vehicle for personnel to use when traveling?
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What must personnel request to ensure they receive the best rate when booking hotels?
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What must be submitted when using a Spring Fire Department owned vehicle for travel?
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What is the reimbursement rate for members driving personal vehicles to outside training based on?
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Which condition must be met to qualify for mileage reimbursement?
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Under what circumstance will employees not be compensated for driving time?
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What must personnel submit to qualify for reimbursement of rental vehicle costs?
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Which of the following will not be reimbursed unless specifically authorized by the Deputy Chief of Training?
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Which document should be referenced for Privately Owned Vehicles mileage?
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If an employee wants to use a vehicle other than a department-owned vehicle, what is required?
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What type of transport expenses can the Spring Fire Department reimburse when attending outside training?
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What is the consequence of not submitting itemized receipts for reimbursement within thirty days after completing outside training?
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How many hours must Professional Development Bank (PDB) hours be used in for training purposes?
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Which of the following is NOT a characteristic of PDB hours?
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What must personnel do if they want to attend an event requiring outside training?
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Which category of training involves the department covering training costs according to specific guidelines?
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What happens to PDB hours at the end of the year?
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Which training category is focused on supporting ongoing certification efforts and increased qualifications?
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Which statement accurately reflects reimbursement for failed courses?
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What is the minimum requirement for SFD personnel to be eligible for outside training benefits?
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What action must personnel take before applying to attend outside training?
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Who has the authority to grant exceptions to the eligibility requirements for outside training?
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What benefit do volunteers receive when attending an approved sponsored training course?
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What is necessary for personnel to submit to request reimbursement for expenses incurred during outside training?
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Which group does this guideline apply to?
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How many hours annually can SFD personnel utilize for Category 2 and Category 3 outside training?
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What may the Training Division do regarding travel requests for outside training?
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What is required for SFD personnel to qualify for reimbursement of certification upgrade expenses?
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Under what circumstance will the per diem for meals be deducted from a member's next paycheck?
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Which of the following certifications is not eligible for reimbursement for renewal expenses?
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What type of expenses can SFD Training Division coordinate for members attending outside training?
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What type of receipts will be considered for reimbursement when it comes to meal expenses?
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What authority does the Deputy Chief of Training have regarding course reimbursements?
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How can SFD members receive the per diem prior to attending outside training?
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Which of the following does NOT need to be submitted for parking reimbursement?
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What is the maximum amount that SFD Training Division will reimburse for approved firefighter certification courses?
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How long will reimbursement for basic firefighter certification be disbursed after successful completion?
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What documentation must personnel submit to qualify for reimbursement?
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Which certification courses are eligible for reimbursement under SFD Training Division guidelines?
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What is the requirement for volunteer personnel to be eligible for reimbursement for EMT course expenses?
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What condition must be met for volunteers attending approved training to receive credit for staffing shifts?
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How will time be calculated for a volunteer attending an approved training course?
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What is the reimbursement rate for volunteers completing their certification in terms of disbursement timing?
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What is necessary for personnel to qualify for mileage reimbursement when using a personal vehicle for outside training?
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What must personnel submit to receive reimbursement for expenses incurred while using a rental vehicle for approved outside training?
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When will employees not be compensated for their driving time?
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Which of the following travel expenses is NOT reimbursed unless specifically authorized by the Deputy Chief of Training?
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What is the reimbursement rate based on for members driving personal vehicles to outside training?
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Which of the following must personnel do to utilize vehicles other than department-owned vehicles?
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What happens if someone is found to have inaccurately submitted documentation for reimbursement?
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Which aspect is specifically excluded from the reimbursement for rental vehicles?
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What is required for SFD personnel to be eligible for outside training benefits?
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Who is responsible for coordinating travel requests for approved outside training?
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What document must personnel submit to initiate a request for outside training?
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What happens if itemized receipts are not submitted for reimbursement?
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What is the annual limit of hours allocated for Category 2 and Category 3 outside training?
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Who has the authority to authorize exceptions to the eligibility requirements for outside training?
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What classification does the Outside Training & Conferences guideline apply to?
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What specific requirements must be met for volunteers attending an approved training course or conference to receive credit?
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What must personnel submit to qualify for reimbursement after upgrading their certification?
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Under which scenario will personnel receive their per diem prior to attending outside training?
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What expenses are eligible for reimbursement when attending outside training regarding personal vehicles?
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Which of the following is NOT required for personnel to receive meal reimbursement for outside training?
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What happens to the per diem if the outside training is cancelled after being issued?
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To qualify for reimbursement of certification renewal expenses, which documents must personnel submit?
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Who has the authority to approve reimbursement for training not included in the approved list of courses?
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What is the requirement for itemized receipts for parking reimbursements while attending outside training?
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What mileage condition must be met for members traveling to outside training to qualify for reimbursement?
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Under what circumstance is lodging provided for members attending a one-day training course?
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What is required when members book their own airline travel for outside training?
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What will not be reimbursed unless specifically authorized by the Deputy Chief of Training?
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What must be submitted to qualify for reimbursement when using department-owned vehicles for travel?
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Which of the following is true regarding travel time compensation for employees?
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What must personnel do to request reimbursement for hotel bookings while attending outside training?
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What is the primary purpose of recommending the use of a Spring Fire Department owned vehicle?
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Which requirement must be met for reimbursement of mileage when using a personal vehicle for outside training?
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What conditions apply regarding rental vehicles for outside training reimbursements?
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Under which circumstance will compensation for driving time not be offered?
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What must personnel provide to qualify for reimbursement of ride-sharing expenses?
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Which of the following expenses incurred during outside training will NOT be reimbursed by the Spring Fire Department?
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For requests involving vehicles not owned by the department, what is required?
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What is the effective date for the revised language regarding compensated travel time in airfare?
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Which statement accurately reflects the guidelines regarding itemized receipts for reimbursement?
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What is the total reimbursement amount available for volunteers who successfully complete approved firefighter certification courses?
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What is the timeline for reimbursement after completing an approved firefighter certification course?
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What documentation must volunteer personnel submit to receive reimbursement after completing a training course?
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What must a volunteer personnel do to be eligible for reimbursement of certification expenses for EMT courses?
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What factors are included in the time calculated for attendance at an approved training course?
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How long must a volunteer be a member in good standing before qualifying for reimbursement of the basic firefighter certification?
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What certification types can be reimbursed by the SFD Training Division?
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Which of the following statements correctly describes the reimbursement process for unsuccessful course attempts?
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Study Notes
Eligibility for Outside Training & Conferences
- Spring Fire Department (SFD) personnel must have at least one year of service, be in good standing, and have completed all necessary training requirements to be eligible for outside training benefits.
- Exceptions may be granted by the Deputy Chief of Training.
- Personnel interested in attending outside training must fill out and submit the Training Request form electronically, with complete and adequate information, prior to applying or being accepted into the course.
Professional Development Bank
- Members will be provided with 144 hours (annually), to be used for Category 2 and Category 3 outside training and conferences.
- PDB hours are used for tracking and accountability only and have no cash value.
- PDB hours are not transferable, do not roll over year-to-year, and must be used in 12-hour blocks.
Expense Reimbursement for Outside Training and Conferences
- Personnel must submit documentation and itemized receipts within thirty (30) days of completing the outside training through the Paycom application to receive reimbursement.
- Spring Fire Department 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.
- 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.
Volunteer Staffing Stipend Incentive
- Volunteers will receive credit for their required monthly staffing shifts when attending an approved sponsored training course or conference.
- Volunteers will receive the normal incentive amount based on their attendance during outside training.
- The SFD Training Division will determine how many staffing shifts are considered covered for volunteer attendance and will notify the volunteer of how many shifts remain to maintain the minimum staffing requirement. Time will be calculated off actual time participating in the approved sponsored training course or conference and travel time.
Certification Reimbursement
- SFD Training Division will reimburse course, certification, testing and gear rental expenses up to $2500, for Training Division approved TCFP Basic Firefighter, TEEX or Pro Board Firefighter I & II Certification Courses for Volunteer personnel that successfully complete all requirements of the accredited agency.
- Volunteer personnel must be a member in good standing for two years to be reimbursed for basic firefighter certification.
- 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.
Travel Reimbursement
- Members will be reimbursed at a rate based on the Airline City Pairs database on the GSA website for the destination of travel.
- Employees will not be compensated for travel time unless the travel time is during their normal work hours.
- Members are encouraged to fly when the cost of a flight is less than the per mile rate and/or compensation time.
Lodging Reimbursement for Outside Training
- One Day Training Courses or Conferences: must be 65 miles or more from the starting location or from Spring Fire Department Administration whichever is least, one-way. Lodging will be provided for the night prior to the start date only if the course begins early enough that a day trip is not possible.
- Two or More Days Training Courses or Conferences: must be 65 or more miles from the starting location or from Spring Fire Department Administration, whichever is least, one-way. Lodging will be provided for the night prior to the start date, only if the course begins early enough that travel is not possible, and for each night thereafter, until the last day of required attendance. If the last day of required attendance ends too late in the evening, then an additional night will be provided at the discretion of the Deputy Chief of Training.
- Members that would like to book their own hotels for outside training will be reimbursed at a rate based on the per diem rate on the GSA website.
- A government rate shall always be requested. A Spring Fire Department ID will be required upon check in when utilizing government rates.
Mileage Reimbursement
- Personnel utilizing a Spring Fire Department owned vehicle will submit an itemized fuel receipt(s) for the purchase of regular unleaded gasoline or diesel fuel only.
- 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.
- 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.
- The class must exceed twenty-five (25) miles one-way, calculated from starting location or from Spring Fire Department Administration, whichever is least.
Rental Vehicle and Ride Sharing Reimbursement
- Spring Fire Department will coordinate and/or reimburse for expenses incurred for an approved rental vehicle or ride sharing (UBER, Lyft, etc.) while attending outside training.
- Personnel will be required to submit itemized receipt(s) of payment(s) to qualify for reimbursement.
References & Related Policies
- NFPA, CPSE PI, ISO, TFCA, GSA Website, Airline City Pairs Database, Privately Owned Vehicles Mileage
Contact Office
- Company Officer
- District Chief
- Deputy Chief of Health, Safety, and Professional Development
- Assistant Chief
- Fire Chief
List of Changes
- Revision 7: Updated compensated travel time language in airfare
- Revision 6: Wide scope revision and updates.
Outside Training Eligibility
- SFD personnel must have at least one year of service and be in good standing to be eligible for outside training benefits.
- The Deputy Chief of Training can grant exceptions based on the needs of the individual, department, or community.
Training Request Process
- Personnel must complete and submit a Training Request form electronically with comprehensive information before applying or being accepted into a course.
- The form must be submitted with adequate information, as incomplete forms will be denied and returned to the individual for completion.
- The Training Request form is submitted through the member's chain of command and requires final approval from the Deputy Chief of Training.
Professional Development Bank (PDB)
- Members are provided with 144 hours annually to be used for Category 2 and Category 3 outside training and conferences.
- PDB hours are for tracking and accountability only and have no cash value.
- PDB hours are not transferable, do not roll over year-to-year, and must be used in 12-hour blocks.
Shift Training Request
- The Shift Training Request form must be completed and submitted electronically to the Deputy Chief of Training 45 days before attending the event.
- This allows the SFD Training Division time to make necessary arrangements for the outside training.
Outside Training Reimbursement
- After completing training, personnel can request reimbursement for eligible expenses by submitting documentation and itemized receipts.
- All itemized receipts and necessary documentation must be returned to the SFD Training Division within 30 days of completing the training.
- Members must submit itemized receipts through the reimbursement process available in the Paycom application.
- If an itemized receipt is not received, the member is responsible for the incurred charges.
- Spring Fire Department will only reimburse expenses for conferences, certifications, and classes that are successfully completed.
Training Approval Categories
- Category 1 – Department required training: Covers training supporting the professional qualifications a member needs to perform their job. The department will cover the training cost and handle the necessary time balancing for the outside training.
- Category 2 – Department supported training: Supports ongoing certification efforts, increased professional qualifications, and other training pertinent to a member's duties.
Volunteer Staffing Incentive
- Volunteers receive credit for their required monthly staffing shifts when attending an approved sponsored training course or conference.
- They will receive the normal incentive amount based on their attendance during outside training.
- The SFD Training Division determines how many staffing shifts are covered for volunteer attendance and will notify the volunteer of how many shifts remain to maintain the minimum staffing requirement.
Certification Reimbursement
- Basic Firefighter Certification: The SFD Training Division will reimburse up to $2500 for approved TCFP Basic Firefighter, TEEX, or Pro Board Firefighter I & II Certification courses for volunteer personnel who successfully complete the requirements.
- EMT Certification: SFD Training Division will reimburse course, certification, and testing expenses for approved TDSHS or National Registry Emergency Medical Technician Certification Courses for volunteer personnel who successfully complete the requirements.
- Other Certifications: SFD Training Division will reimburse course, certification, and testing expenses for approved SFFMA, HCFFA, IFSAC, TCFP, TEEX, or Pro Board certification courses for volunteer personnel who successfully complete all requirements.
- Unsuccessful Attempts: Attempts that do not result in successful completion are not eligible for reimbursement.
Certification Upgrade
- The SFD Training Division will reimburse certification expenses incurred for upgrading any SFFMA, HCFFA, IFSAC, TCFP, TEEX, or Pro Board certification.
Certification Renewal
- The SFD Training Division will reimburse expenses incurred for renewal of any SFFMA, HCFFA, IFSAC, TCFP, Pro Board, TDSHS, or National Registry certification.
Meal Reimbursement
- SFD members are provided with a per diem to cover the cost of meals and incidentals during outside training requiring an overnight stay based on GSA Website rates for the destination of travel.
- Members receive a prorated percentage of the per diem rate for designated travel days based on the GSA Website.
- In the event of a cancellation, any pre-issued per diem will be deducted from the member's next paycheck.
- Under approved circumstances, members are required to submit itemized receipts for reimbursement. Meal receipts with alcoholic beverages are summarily rejected.
Parking Reimbursement
- The SFD Training Division will reimburse expenses incurred for parking while attending outside training.
Airfare
- The SFD Training Division coordinates airline travel for members attending outside training that meets the criteria for airline travel.
- 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.
- 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 occurs during normal work hours.
- To qualify for mileage reimbursement, the class must exceed 25 miles one-way from either the starting location or Spring Fire Department Administration, whichever is less.
Rental Vehicle and Ride Sharing
- Spring Fire Department will coordinate and/or reimburse expenses for an approved rental vehicle or ride sharing (UBER, Lyft, etc.) while attending outside training.
- No added rental vehicle protections, coverages, pre-paid fuel, or equipment will be reimbursed unless specifically authorized by the Deputy Chief of Training.
References and Related Policies
- This section provides references to applicable laws, standards, or other related internal policies or guidelines.
- The document includes a list of relevant organizations such as NFPA, CPSE PI, ISO, TFCA, OSHA, and various GSA Website links.
Contact Office
- The appropriate contact office for questions or comments on this SOG is:
- Company Officer
- District Chief
- Deputy Chief of Health, Safety, and Professional Development
- Assistant Chief
- Fire Chief
List of Changes
- The document includes a table detailing revisions made to the SOG along with the description of changes, approver, and effective date.
Errors
- The document provides a QR code and a link to submit any errors or inconsistencies.
Outside Training & Conferences
- SFD personnel must have at least one year of service, be in good standing, and have completed all necessary training requirements to be eligible for outside training benefits.
- Personnel interested in attending outside training must fill out and submit the Training Request form, with complete and adequate information, prior to applying or being accepted into the course.
- Members will be provided with 144 hours (annually) to be used for Category 2 and Category 3 outside training and conferences.
- Personnel may request reimbursement for expenses incurred by submitting documentation and itemized receipts.
- Volunteers will receive credit for their required monthly staffing shifts, and the normal incentive amount, when attending an approved sponsored training course or conference.
Eligibility
- SFD personnel must be with the department for at least one (1) calendar year, as an employee, or volunteer in good standing, and have completed all necessary training requirements.
- The Deputy Chief of Training may authorize deviation from this guideline on a case-by-case basis.
Volunteer Staffing Stipend Incentive
- Volunteers will receive credit for their required monthly staffing shifts when attending an approved sponsored training course or conference.
- Volunteers will receive the normal incentive amount based on their attendance during outside training.
- The SFD Training Division will determine how many staffing shifts are considered covered for volunteer attendance and will notify the volunteer of how many shifts remain to maintain the minimum staffing requirement.
Certifications
- SFD Training Division will reimburse course, certification, testing and gear rental expenses up to $2500, for Training Division approved TCFP Basic Firefighter, TEEX or Pro Board Firefighter I & II Certification Courses for Volunteer personnel that successfully complete all requirements of the accredited agency.
- Volunteer personnel must be a member in good standing for two years to be reimbursed for basic firefighter certification.
- 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.
- 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.
- 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.
Certification Upgrade and Renewal
- SFD Training Division will reimburse certification expenses incurred for upgrading any SFFMA, HCFFA, IFSAC, TCFP, TEEX or Pro Board certification.
- SFD Training Division will reimburse for expenses incurred for renewal of any SFFMA, HCFFA, IFSAC, TCFP, Pro Board, TDSHS or National Registry certification.
Meals
- SFD members will be provided with a per diem to cover the cost of meals and incidentals during outside training requiring an overnight stay based on the GSA Website rates for the destination of travel.
- Members will receive a prorated percentage of the per diem rate for designated travel days based on the GSA Website.
- In the event the outside training is cancelled and the per diem has already been issued, an amount equivalent to the per diem will be deducted from the member's next paycheck.
- Members will be required to submit itemized receipt(s) for reimbursement to cover meal(s) and incidental(s), excluding alcoholic beverages.
Parking
- SFD Training Division will reimburse for expenses incurred for parking while attending outside training.
- Personnel will be required to submit itemized receipt(s) of payment(s) to qualify for reimbursement.
Airfare
- SFD Training Division will coordinate airline travel for members attending outside training that satisfies the criteria for airline travel.
- Members can expect to receive economy class accommodation and baggage fees when applicable.
- Members that would like to book their own airline travel for outside training will be reimbursed at a rate based on the Airline City Pairs database on the GSA website for the destination of travel.
- Employees will not be compensated for travel time unless the travel time is during their normal work hours.
Lodging
- SFD Training Division will coordinate lodging for members attending outside training that satisfies the criteria for overnight stays.
- One Day Training Courses or Conferences – must be 65 miles or more from the starting location or from Spring Fire Department Administration whichever is least, one-way.
- Two or More Days Training Courses or Conferences – must be 65 or more miles from the starting location or from Spring Fire Department Administration, whichever is least, one-way.
- Members that would like to book their own hotels for outside training will be reimbursed at a rate based on the per diem rate on the GSA website.
- A government rate shall always be requested.
Mileage
- It is preferred that personnel utilize a Spring Fire Department owned vehicle, when available and authorized for use.
- 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.
- 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.
Rental Vehicle and Ride Sharing
- Spring Fire Department will coordinate and/or reimburse for expenses incurred for an approved rental vehicle or ride sharing while attending outside training.
Contacts
- The appropriate contact office for questions or comments on this SOG is:
- Company Officer
- District Chief
- Deputy Chief of Health, Safety, and Professional Development
- Assistant Chief
- Fire Chief
List of Changes
| Revision No. | Description of Changes | Approved by | Effective Date |
|---|---|---|---|
| 7 | Updated compensated travel time language in airfare | King | July 1, 2024 |
| 6 | Wide scope revision and updates. | King |
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This quiz covers the eligibility criteria for Spring Fire Department personnel regarding outside training and conferences. It details the professional development bank hours available annually and the process for submitting expense reimbursement. Test your knowledge on these essential training protocols!
