Section E - Reimbursement Procedures
Commission Procedure E-1
Requirements for Reimbursement
1-1. Reimbursement Procedures/Requirements
The purpose of this Commission procedure is to provide departments participating in the POST Reimbursement Program with general information about reimbursement procedures.
Eligibility for Reimbursement
As provided in Penal Code sections 13507, 13510, and 13522, departments participating in the POST Reimbursement Program may be reimbursed from the Peace Officer Training Fund for allowable expenditures incurred for the training of their personnel in POST certified courses.
Requirements Relating to Reimbursement
1-3. Specific Requirements
Requirements relating to reimbursement for the courses specified below are described in the Commission Regulations as indicated:
(a) Basic Course As specified in Commission Regulation 1005(a).
(b) Supervisory Course As specified in Commission Regulation 1005(b).
(c) Management Course As specified in Commission Regulation 1005(c).
For approval of reimbursement for non‑sworn middle managers or higher attending a Management Course, see Commission Procedure E‑1‑4(a)(4).
(d) Continued Professional Training As specified in Commission Regulation 1005(d).
(e) Executive Development Course As specified in Commission Regulation 1005(e).
For approval of reimbursement for non‑sworn personnel occupying an executive position and attending an Executive Development Course, see Commission Procedure E‑1‑4(a)(5).
(f) Field Management Training As specified in Commission Procedure D-9.
(g) Team Building Workshops A condition of certification of Team Building Workshops is the development by participants of an Action Plan for implementing results of the course. A copy of the Action Plan must be received by POST within 90 days of completion of the Team Building Workshop before reimbursement for training expenses can be authorized.
1-4. General Requirements
General requirements relating to reimbursement are as follows:
(a) Training for Non‑sworn and Paraprofessional Personnel
Reimbursement is provided for the training of non‑sworn personnel performing police tasks and for paraprofessionals attending a certified Basic Course.
(1) The training shall be specific to the task currently being performed by an employee or may be training specific to a future assignment which is actually being planned.
(2) Non‑sworn personnel may attend the courses identified in Regulation 1005(a), (b), (c), (d), and, (e), but reimbursement shall not be provided except as indicated in sub‑paragraphs 3, 4, and 5 below.
(3) Paraprofessional personnel in, but not limited to, the classes listed below may attend a certified Basic Course and reimbursement shall be provided to the employing jurisdiction in accordance with the regular reimbursement procedures. Prior to training paraprofessional personnel in a certified Basic Course, the employing jurisdiction shall complete a background investigation and all other provisions specified in Regulation 1953.
Eligible job classes include the following:
- Police Trainee
- Police Cadet
- Community Service Officer
- Deputy I (non-peace officer)
(4) A full‑time, non‑sworn employee assigned to a middle management or higher position may attend a certified management course and the jurisdiction may be reimbursed the same as for a regular officer in an equivalent position. Requests for approval shall be submitted in writing to POST, Management Counseling and Projects, at least 30 days prior to the start of the concerned course.
Request for approval must include such information as specified in Regulation 1014. Approval will be based on submission of written documentation that the non‑sworn manager is filling a full‑time position with functional responsibility in the organization above the position of first‑line supervisor.
(5) A full‑time non‑sworn employee assigned to an executive position as described in Regulation 1001 may attend a certified executive development course and the jurisdiction may be reimbursed the same as for a regular officer in an equivalent position. Requests for approval shall be submitted in writing to POST, Management Counseling and Projects, at least 30 days prior to the start of the concerned course. Request for approval must include such information as specified in Regulation 1014. Approval will be based on submission of written documentation that the non‑sworn executive is filling a full‑time position with the functional responsibility in the organization equivalent to the rank of captain or above.
Reimbursement, when requested by the department head, will be paid the same as for a regular officer, provided the non‑sworn employee has satisfactorily completed the training requirements of the Management Course.
(6) Non‑sworn persons performing police tasks who are to be assigned or are assigned to the following job classes are eligible, without prior approval from POST, to attend training courses, as provided by Regulation 1014, that are specific to their assignments. Job descriptions shall be used to determine those positions eligible:
- Administrative Positions
- Community Service Officer
- Evidence Technician
- Fingerprint Technician
- Identification Technician
- Jailer and Matron
- Parking Control Officer
- Polygraph Examiner
- Records Clerk
- Records Supervisor
- School Resource Officer
- Traffic Director and Control Officer
(7) Reimbursement for training which is not specific to one of the job classes enumerated in the above paragraph, must be approved by the Commission on an individual basis prior to the beginning of the course, providing such information is specified in Regulation 1014.
(8) A full‑time public safety dispatcher, as defined in Regulation 1001, who is employed by a department or jurisdiction authorized to participate in the Public Safety Dispatcher Program by statute, and which is participating, may attend the POST‑certified Public Safety Dispatchers' Basic Course required by Regulation 1018, and the jurisdiction may be reimbursed for allowable training expenses up to the maximum hours listed in PAM Procedure E‑4‑3. Eligible public safety dispatchers, as specified above, without prior approval from POST may attend POST‑certified seminars and technical courses, which are specific to their assignments and the jurisdiction, may by reimbursed. If such seminars and courses are not specific to public safety dispatcher assignments, reimbursement must be approved by the Commission prior to attendance of the course. Training expenses shall be reimbursed only for full‑time employees as defined in Regulation 1001.
(b) Reimbursement Will Be Approved Only Once for Repeated Training
When a trainee has attended a course certified by the Commission, for which reimbursement has been legally paid, the employing jurisdiction may not receive reimbursement for repetition of the same course unless the course is authorized to be repeated periodically; for example, Seminars or Advanced Officer Courses and selected Technical Courses which deal with laws, court decisions, procedures, techniques, and equipment which are subject to rapid development or change. Exceptions or special circumstances must be approved by the Executive Director prior to beginning the training course.
(c) On‑Duty Status
Regulation 1015(c) of the Regulations provides that reimbursement will be made only for full‑time employees attending certified courses in an on‑duty status or when appropriate overtime or compensatory time off is authorized. This does not preclude attendance of a POST‑certified course, for which reimbursement is not claimed, on the employee’s own time.
(d) Federal or Other Funding Programs
A jurisdiction which employs a trainee full‑time, whose salary is paid by a source other than the employing jurisdiction, such as a federal grant or other outside funding source, is not eligible to receive POST reimbursement for expenditures covered by the grant.
(e) Trainee Must Complete the Course
Within the provisions established by the Commission, a jurisdiction may receive reimbursement for travel, subsistence, commuter lunch and tuition only when the trainee satisfactorily completes the POST‑certified training course. Exceptions are the Basic Course, Motorcycle Training and courses designed to train the trainer.
The Executive Director is authorized administrative discretion to resolve situations of equity for partial completion of POST‑certified courses (for example, allowing reimbursement when a trainee successfully completes a major portion of a course but for some reason, such as injury, is prevented from completing the entire course).
(f) A department requesting reimbursement of training expenditures shall, upon request of POST or the State Controller’s Office, provide records that will demonstrate the agency incurred the requested expenditures for employees trained and that the expenses generally equated to on an annual basis the amount reimbursed by POST. These records must be retained for three fiscal years (current, plus two prior).
When records of a department indicate a gross disparity in the amount reimbursed annually versus the amount of expenses incurred annually for training, the head of that department should notify POST immediately to make adjustments.
Subparagraph 1-4 (a) was adopted and incorporated by reference into Commission Regulation 1014 on April 15, 1982, and amended on May 31, 1987, August 1, 2005, and August 26, 2006.
Subparagraph 1-4 (c) was adopted and incorporated by reference into Commission Regulation 1015 on April 15, 1982, and amended on January 21, 1994.
Subparagraph 1-4 (e) was adopted and incorporated by reference into Commission Regulation 1015 on April 15, 1982.
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