Spring Fire Department Outside Training & Conferences Guideline PDF

Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline Effective SFD.007 Revision No. 07 Issue Date 1 July. 2024...

Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline Effective SFD.007 Revision No. 07 Issue Date 1 July. 2024 1 July. 2024 Date Review Date 1 May. 2025 Approved by: ADMIN Health, GUIDELINE Reviewed by Safety, and Professional Scott C. Seifert Development Outside Training & Conferences 1. Executive Summary a. 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. b. 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. c. Members will be provided with 144 hours (annually) to be used for Category 2 and Category 3 outside training and conferences. d. Reimbursement of expenses: Personnel may request reimbursement for expenses incurred by submitting documentation and itemized receipts. e. Volunteers will receive credit for their required monthly staffing shifts and the normal incentive amount when attending an approved sponsored training course or conference. SFD.007 Uncontrolled if printed Page 1 of 7 2. Purpose a. To provide specific guidance to personnel that attend training courses or conferences sponsored by Spring Fire Department (SFD). To establish a process for eligibility and reimbursement of expenses incurred while attending an approved sponsored training course or conference. 3. Scope a. This guideline applies to all members. 4. Definitions a. See Glossary. 5. Procedures and Responsibilities a. 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 to be eligible for the benefits in this guideline. The Deputy Chief of Training may authorize deviation from this guideline on a case-by-case basis based on the needs of the member, department, or community. b. The Training Division will coordinate air, lodging and travel requests for any outside training requests submitted and approved in accordance with this guideline. Personnel interested in attending training not regularly scheduled by Spring Fire Department, must fill out the proper “Training Request” form prior to applying or being accepted into the course. This form is to be submitted electronically and will proceed through the member’s chain of command to the Deputy Chief of Training for final approval. It is the individual’s responsibility to fill the form out completely. Incomplete forms, or forms with inadequate information, will be denied and will be returned to the individual making the request for completion. c. Professional Development Bank (PDB) – Members will be provided with 144 hours (annually), to be used for Category 2 and Category 3 outside training and conferences. i. PDB hours are used for tracking and accountability only. ii. PDB hours have no cash value. iii. PDB hours are not transferable. iv. PDB hours do not roll over year-to-year. v. PDB hours must be used in 12-hour blocks. d. 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 will provide the SFD Training Division with enough time to make the necessary arrangements for the outside training. Once training is completed, personnel may request reimbursement for expenses incurred by submitting documentation and itemized receipts that are eligible for reimbursement. Personnel must return all itemized receipts and requested documentation to the SFD Training Division Uncontrolled if printed Page 2 of 7  within thirty (30) days of completing the outside training. Members must submit itemized receipts through the reimbursement process available in the Paycom application. If an itemized receipt is not received, the member will be responsible for the incurred charges. 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. e. Training Approval Categories i. 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. ii. 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 the department guidelines and members will be able to use available PDB hours to cover the time off while attending the training. iii. Category 3 – department approved training – high priority training that supports the professional development of our 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. iv. 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 the members will not be able to use PDB hours. f. 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. g. When a Spring Fire Department credit card is authorized and/or issued for official business, an itemized receipt must be submitted through our expense reimbursement procedures. SFD.025 Department Credit Card Usage shall be followed. h. Compensation i. Administrative Non-Exempt Employees will be compensated at their normal hourly rate. Members attending an approved training course or conference that requires more than forty (40) hours within one week will be compensated at their normal hourly overtime rate for the hours that exceed the forty (40) hours weekly. ii. Operational Employee will be compensated at their normal hourly rate. Members attending an approved training course or conference that exceeds their weekly scheduled hours will be compensated according to their 7k cycle. iii. A member’s compensation time will be calculated by the actual time participating in the approved training course or conference. i. Employee Travel Time i. Driving – Compensation time will be calculated off actual time it takes to travel from starting location or Spring Fire Department Administration whichever is least to the destination. Uncontrolled if printed Page 3 of 7  ii. Flying – Compensation time will be calculated starting two (2) hours prior to flight departing, total flight time and one (1) hour after flight arrives. The additional time prior to a flight departure and arrival is due to security measures that are taken at all airports. j. Volunteer Staffing Stipend Incentive i. 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. k. Certification i. 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. 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. ii. 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. iii. 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. iv. 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. l. Certification Upgrade i. 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. Uncontrolled if printed Page 4 of 7 m. Certification Renewal i. SFD Training Division will reimburse for expenses incurred for renewal of any SFFMA, HCFFA, IFSAC, TCFP, Pro Board, TDSHS or National Registry certification. Personnel will be required to submit a copy of the renewed certification and an itemized receipt of payment for reimbursement to qualify. n. Meals i. 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. The per diem will be made available to the member, prior to attending the outside training, if the submission for approval occurs outside of the 45-day Training Division window. If the submission for approval occurs within the 45-day window, the per diem will be made available to the member in the next available pay period. 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. ii. Under approved circumstances, members will be required to submit itemized receipt(s) for reimbursement to cover meal(s) and incidental(s). Meal receipts with alcoholic beverages will be summarily rejected. o. Parking i. 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. p. Airfare i. 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 will include baggage fees when applicable. ii. 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. Members will be required to submit itemized receipt(s) of payment(s) to qualify for reimbursement. iii. Employees will not be compensated for travel time unless the travel time is during their normal work hours. iv. Members are encouraged to fly when the cost of a flight is less than the per mile rate and/or compensation time. q. Lodging i. SFD Training Division will coordinate lodging for members attending outside training that satisfies the criteria for overnight stays (below). 1. 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. Uncontrolled if printed Page 5 of 7  2. 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. ii. 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. Click to access the GSA website for the destination of travel. Personnel will be required to submit itemized receipt(s) of payment(s) to qualify for reimbursement. iii. A government rate shall always be requested. A Spring Fire Department ID will be required upon check in when utilizing government rates. r. Mileage i. It is preferred that personnel utilize a Spring Fire Department owned vehicle, when available and authorized for use. If a Spring Fire Department owned vehicle is used, then an itemized fuel receipt(s) shall be submitted for the purchase of regular unleaded gasoline or diesel fuel only. SFD.029 Department Owned Vehicle Use shall be followed. ii. 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. iii. Requests for driving and to use vehicles other than department owned vehicles must be approved by the Deputy Chief of Training. iv. Employees will not be compensated for driving time unless the driving time is during normal work hours. v. To qualify for mileage reimbursement: 1. The class must exceed twenty-five (25) miles one-way, calculated from starting location or from Spring Fire Department Administration, whichever is least. 2. Personnel must be utilizing a personally owned vehicle (POV). s. Rental Vehicle and Ride Sharing i. 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. When authorized for a rental vehicle, no added rental vehicle protections, coverages, pre- paid 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. 6. References & Related Policies a. This section provides references to applicable laws, standards, or other related internal policies or guidelines. NFPA Applicable State or Federal Statutes OSHA Spring FD Uncontrolled if printed Page 6 of 7  TCFP CPSE PI ISO TFCA GSA Website: https://www.gsa.gov/travel?topnav=travel Airline City Pairs Database: https://www.gsa.gov/plan-book/transportation-airfare-pov- etc/airfare-rates-city-pair-program Other: Privately Owned Vehicles Mileage: https://www.gsa.gov/travel?topnav=travel#tab--pov- mileage 7. Contact Office a. The appropriate contact office for questions or comments on this SOG is: i. Company Officer 1. District Chief a. Deputy Chief of Health, Safety, and Professional Development i. Assistant Chief 1. Fire Chief 8. List of Changes Revision Approved Effective Description of Changes No. by Date 7 Updated compensated travel time language in airfare King July 1, 2024 6 Wide scope revision and updates. King 9. Errors See something wrong? Click here or use this QR code to submit an error or inconsistency. This policy is for internal use only and does not enlarge a member’s legal duty or civil liability in any way. This policy should not be construed as creating a duty to act or a higher duty of care, with respect to third-party civil claims against members or the department. A violation of this policy, if proven, can only form the basis of a complaint by this department for non-judicial administrative action in accordance with the laws governing member discipline. Uncontrolled if printed Page 7 of 7