(a)
Proportionate Reimbursement.
Reimbursements to cities, counties, and districts shall be
granted by the Commission in accordance with Penal Code section
13523. Agencies
participating in the POST Reimbursable Program and/or POST-approved training
presenters shall be reimbursed from the State Penalty Fund or other approved
funding source approved by the state for allowable expenditures incurred for
training in POST-certified courses only as defined in Commission Regulation
1001. Reimbursement is based upon fund availability as approved by the
Commission.
(1) Marshals' and district
attorneys' departments are included in the Regular Program for reimbursement
even though individual officers employed by the agencies have retained
specialized peace officer classification.
(2) An agency participating in the POST
Reimbursable Program that employs limited function peace officers as defined in
Commission Regulation 1001 shall, subject to available funds, be reimbursed for
allowable expenses of these officers that are related to attendance of
POST-certified courses.
(b) General Reimbursement Requirements.
(1) Requests for reimbursement
(A) Agencies participating in the POST
Reimbursable Program who request reimbursement for their employees attending
POST-certified training courses shall do so by means of the web-based Automated
Paperless Training Reimbursement Request (eTRR) system, which is a program
developed from the paper-based POST Training Reimbursement Request (TRR) form.
In exceptional circumstances, with pre-approval by POST, agencies may request
reimbursement utilizing a Training Reimbursement Request (TRR) form, POST 2-273
(Rev. 04/2015), herein incorporated by reference, in lieu of the eTRR. If used,
the TRR form may be submitted to the training course presenter at the time of
the course, or be mailed directly to POST. Upon receipt of the course roster
from the training course presenter verifying successful completion of the
course, reimbursement will be computed and paid to the requesting agency
subject to available funds. Courses such as Field Management Training and Team
Building Workshops require a report to be submitted to POST staff as a
condition of successful completion of the training course. Reimbursement will
occur upon receipt of the report.
(B) POST-approved Training Course Presenter
requests for reimbursement shall be submitted to POST on the
Commission-approved Presenter Reimbursement Request (PRR) form, POST 2-243
(Rev. 2/2021), herein incorporated by reference, along with the course budget
approved during the course certification process attached to the PRR. This form
applies to Plan V, Plan VI, and Plan VII courses only.
(2) Training expenses may be claimed only
once.
Agencies participating in the POST Reimbursable Program shall
not receive reimbursement for subsequent attendance by a trainee in a course if
the trainee has previously attended the same course. Exceptions to this
regulation are courses that are authorized to be repeated periodically such as
seminars and Advanced Officer Courses as defined in Commission Procedure
D-2-2.
(3) Reimbursement
shall, subject to available funds, be provided only for satisfactorily
completed training acquired by full-time employees in an on-duty
status.
(4) Reimbursement for
partial completion of the POST-certified Basic Course shall, subject to
available funds, be made to an agency participating in the POST Reimbursable
Program which terminates a basic course trainee, allows a trainee to resign
prior to completion of a certified basic course, or if the trainee is unable to
complete a certified basic course due to illness, injury, or other physical or
academic deficiency. The remaining reimbursement entitlement for a trainee
eligible to be re-enrolled shall be applied to attendance of any certified
basic course which is subsequently attended by the trainee.
(5) When a peace officer trainee has attended
a basic course for which reimbursement has been provided, an agency
participating in the POST Reimbursable Program shall, subject to available
funds, receive reimbursement for subsequent attendance of a basic course by the
same trainee who has a three-year or longer break in service as a peace officer
and must be retrained (Commission Regulation 1008(b)).
(6) Within the provisions established by the
Commission, an agency participating in the POST Reimbursable Program shall,
subject to available funds, receive reimbursement for travel (mileage),
subsistence (lodging and meals), commuter lunch, and tuition, only when the
trainee satisfactorily completes the POST-certified training course.
Reimbursement for partial completion of a basic course shall, subject to
available funds, be allowed pursuant to subsection
1015(b)(4).
(7) Reimbursement for partial completion of a
certified Motorcycle Training Course may be provided if the trainee fails to
complete the course due to an inability to perform the skills required for
successful completion. The POST Executive Director is authorized administrative
discretion regarding reimbursement involving partial completion of a certified
Motorcycle Training Course.
(8)
Subject to available funds, reimbursement is authorized for California law
enforcement agencies participating in the POST Reimbursable Program in counties
bordering states contiguous to California, and whose officers attend California
POST-certified training courses in those states (Oregon, Nevada, and Arizona).
Agencies in other than contiguous counties may be reimbursed only if the
Executive Director or his designee grants prior approval. Prior approval will
be granted only upon showing a special need.
(9) An agency participating in the POST
Reimbursable Program that employs a trainee on a full-time basis, whose salary
is paid by a source other than the agency, such as a federal grant or other
outside funding source, is not eligible to receive POST reimbursement for
expenditures covered by the grant.
(10) Reimbursement shall not be approved for
training of any peace officer unless the agency participating in the POST
Reimbursable Program has notified POST of the officer's appointment by
submitting a notice of appointment through the POST Electronic Data Interchange
(EDI) system and subject to available funds.
(11) Agencies must submit eTRRs within the
fiscal year the training was completed. The fiscal year for the State of
California begins on July 1 and ends on June 30. POST will accept agency eTRRs
up to 60 days after the end of the fiscal year.
(c) Reimbursement Plans.
(1) POST reimbursement for training
expenditures of agencies participating in the POST Reimbursable Program and/or
POST-approved Training Presenters shall be based on schedules known as "plans."
Each plan varies in the amount and/or category of expenses that may be
reimbursed by POST. The categories of expense/allowances that may be reimbursed
are: subsistence (lodging and meals), commuter lunch, travel (mileage),
tuition, back-fill salary, and training presentation costs. The eight
reimbursement plans that have been adopted by the Commission are designated as
Plan NA (no reimbursement), I, II, III, IV, V, VI, and VII as
follows:
(2) Overview of Plans
(Restrictions as described in subsections (f) (1)-(6)).
|
Reimbursement
|
Plan NA
|
Plan I
|
Plan II
|
Plan III
|
Plan IV
|
Plan V
|
Plan VI
|
Plan VII
|
| Subsistence |
|
X |
X |
X |
X |
X |
X |
X |
| Commuter Lunch |
|
X |
X |
X |
X |
X |
X |
X |
| Travel |
|
X |
X |
X |
X |
X |
X |
X |
| Tuition |
|
X |
|
X |
|
|
|
|
| Back-Fill Salary |
|
X |
X |
|
|
|
|
X |
| Training Presentation Costs [(Per subsections
1015(c)(3);
1015(c)(4); 1015(c)(5)] |
|
|
|
|
|
X |
X |
X |
Each plan is subject to the provisions established by the
Commission.
(3)
Reimbursement for training presentation costs (Plan V)
(A) With the exception of tuition-based
courses, contract courses, and self-paced training, an agency presenter,
college, university, private presenter, other public entity, and joint powers
agency may receive reimbursement for up to the actual course presentation costs
[refer to Commission Regulation 1001] for expenses incurred in training
full-time employees from agencies eligible for POST reimbursement.
POST-approved training presenters submitting a PRR form shall include the
actual course presentation costs as defined in Commission Regulation 1001, to
include subsistence (lodging and meals) and travel (mileage) costs related to
course presentation. Requests for reimbursement related to lodging, travel, and
transportation shall include copies of receipts showing actual expenses per
individual traveler.
(4)
Reimbursement for training presentation and student attendance costs, Regional
Training (Plan VI)
(A) The Executive Director,
or his/her designee, may authorize block allocations not to exceed $25,000 per
course to support training to meet regional needs and course certification
mandates pursuant to Commission Regulation 1052, including projected enrollment
levels. The block allocation will cover, up to the authorized level, costs
associated with presentation of the course, including instructor pay, travel
and per diem, meeting room rental, and necessary instructional supplies as
approved by POST pursuant to Commission Regulation 1054.
(B) Responsibility for specific allocation of
instructor salaries and presentation fees shall be that of the individual
training presenter. Any costs exceeding the amount allocated by POST shall be
borne by the presenter.
(C)
Requests for Plan VI reimbursement shall be submitted to POST on the PRR form,
along with the course budget approved during the course certification process.
Presenter Reimbursement Requests for lodging, travel, and transportation shall
include copies of receipts showing actual expenses per individual traveler.
Selection of the training presenter shall be the responsibility of the
respective agencies requesting the Plan VI course.
(D) Priority for Plan VI (Regional Training)
funds will be given to courses that meet POST Perishable Skills and Continuing
Professional Training mandates (Commission Regulation 1005). Agencies that are
non-compliant with POST mandates pursuant to Commission Regulation 1010 shall
be excluded.
(E) Students attending
an approved Plan VI (Regional Training) course shall be reimbursed via an
eTRR.
(F) The following limitations
on student reimbursement will be in place to incentivize local personnel to
attend at the following rates based on distance from the training site to the
students' agency headquarters.
1. 0 - 150
miles -- full mileage reimbursement
2. Over 150 miles -- no mileage
reimbursement
3. 0 - 50 miles -- no
lodging
4. 51 - 150 miles --
meals/lodging
5. Over 150 miles --
no meals or lodging
(5) Reimbursement for training presentation
costs, student attendance costs, and back-fill, Regional Training (Plan VII).
Plan VII incorporates all Plan VI requirements, and includes an allocation for
back-fill.
(6) Training
presentation reimbursement shall be monitored by the POST program
manager.
(d)
Reimbursement Rates.
(1) Maximum
reimbursement rates.
(A) The maximum amounts
reimbursed for approved expense categories are approved by the Commission.
The maximum amounts reimbursed for approved expense
categories are the following:
|
Expense
|
Reimbursement Rate
|
| Back-Fill Reimbursement |
100% actual salary cost at overtime rate: time and
one-half |
| Basic Course Subsistence |
$75.00 per day |
| Commuter Lunch |
$8.00 per day |
| Subsistence allowance -- by location where expense
occurred |
|
| * All counties not shown below |
$128.00 per day |
| * Alameda County |
$189.00 per day |
| * Los Angeles County |
$156.00 per day |
| * San Diego County |
$156.00 per day |
| * San Francisco County |
$189.00 per day |
| * San Mateo County |
$189.00 per day |
| * Santa Clara County |
$189.00 per day |
| Travel |
Go to
http://www.calhr.ca.gov/employees/Pages/travel-personal-vehicle.aspx
for current mileage rate |
| Tuition |
100% |
(2) Courses with maximum reimbursement
limitations
(A) Subsistence, commuter lunch,
and travel allowances will not be reimbursed for more than the maximum number
of weeks (based on a minimum hourly requirement of 40 hours) authorized for the
following courses:
|
|
Weeks/Hours
|
| Regular Basic Course (Standard Format) |
20/800 |
| Regular Basic Course (Modular Format,
Intensive Presentation Only) |
|
|
|
Module III |
3.9/156 |
|
|
Module II |
5.3/212 |
|
|
Module I |
10.8/432 |
| Specialized Investigators' Basic Course |
14.8/591 |
| District Attorney Investigator Transition
Course |
1/40 |
| Coroners' Death Investigation Course |
2/80 |
| Public Safety Dispatchers' Basic Course |
4/160 |
| Supervisory Course |
2/80 |
| Advanced Officer Course |
1/40 |
| Executive Development Course |
2/80 |
| Management Course |
2.6/104 |
| Management, Supervisory, Executive
Seminars |
1/40 |
(3) Rates established annually or more
frequently as determined by Commission.
The Commission may annually, or more frequently as requested,
and pursuant to the Administrative Procedure Act, establish the reimbursement
rates for the categories of expenses approved for the reimbursement
plans.
(4) Notification of
reimbursement rates.
The Commission shall notify agencies participating in the
POST Reimbursable Program and/or POST-approved training presenters of the
modification of reimbursement rates within 60 days.
(e) Reimbursement for Travel
(Mileage).
(1) Eligibility for travel
(mileage) allowance.
(A) Agencies
participating in the POST Reimbursable Program shall, subject to available
funds, receive reimbursement for travel (mileage) expenses if reimbursement of
the expense has been requested on the eTRR and if the trainee attending the
course is the driver of the vehicle for which reimbursement is
requested.
(B) POST-approved
training presenters shall submit their reimbursement requests for travel
(mileage) expenses on the PRR form. Training presenters shall, subject to
available funds, be reimbursed for actual travel (mileage) expenses not to
exceed the amount approved during the course certification process and as noted
on the approved course budget, which shall be attached to the PRR form. The PRR
form shall include copies of receipts to support the actual travel related
expenses of each individual traveler.
(2) Passenger of vehicle.
(A) A trainee shall be considered a passenger
of a vehicle when being transported to a training course by another trainee in
a private, agency, or rental vehicle. If several trainees share the driving of
one vehicle to attend training, travel allowance shall be requested for only
one trainee and the other trainee(s) shall be designated as a
passenger(s).
(3) Travel
(mileage) allowance calculated by POST.
(A)
In the event that an agency participating in the POST Reimbursable Program
and/or POST-approved training presenter is eligible for reimbursement pursuant
to this regulation, POST shall, subject to available funds, reimburse total
mileage at the per mile rate approved by the Commission. Total mileage shall
include adjusted straight-line mileage distance to and from the trainee's
agency station assignment or headquarters; whichever is the lesser distance,
and the course site, the average daily mileage for transportation between the
resident trainee's accommodations and the course site, and the mileage incurred
by a trainee to attend training at a location different from the main course
site. Travel (mileage) allowance is intended to cover expenses to and from the
course site.
(4) Mileage
incurred to and from the training course site.
(A) POST shall calculate the adjusted
straight-line distance from agency station assignment or headquarters,
whichever is the lesser, to the training course site and the return.
(B) Resident trainees as defined in
Commission Regulation 1001 are eligible for one round trip of mileage to and
from the training course site plus one round trip for each weekend during the
training course time period up to the date the maximum number of weeks is
reached for those courses with limited reimbursement as specified in subsection
1015(d)(2). If
weekend subsistence is less than travel (mileage), the weekend subsistence
amount will be reimbursed.
(C)
Commuter trainees as defined in Commission Regulation 1001 are eligible for one
round trip of mileage to and from the training course site for each
instructional day or up to the date the maximum number of weeks is reached for
those courses with limited reimbursement as specified in subsection
1015(d)(2).
(5) Daily travel (mileage)
allowance.
(A) Resident trainees are eligible
for reimbursement of mileage incurred from a resident trainee's lodging
accommodations to the course site at a flat rate travel allowance of ten miles
round trip. Additional mileage will be allowed when the training course
coordinator has notified POST that the nearest accommodation is greater than
five miles one way. Daily mileage will be reimbursed from the date the course
starts to the date the course ends or up to the date the maximum number of
weeks is reached for those courses with limited reimbursement, as specified in
subsection
1015(d)(2). Daily
travel allowance is automatically calculated based on the information supplied
by the course presenter.
(6) Travel (mileage) to other training course
sites.
(A) Upon notification by the training
course presenter that travel expenses will be incurred by the trainees to
attend training at a site(s) other than the main site of training,
reimbursement shall, subject to available funds, be authorized for the number
of miles reported by the training course presenter at the per mile rate
approved by the Commission.
(f) Reimbursement for Subsistence (Lodging
and Meals).
(1) Eligibility for subsistence
(lodging and meals) allowance.
(A) An agency
participating in the POST Reimbursable Program shall, subject to available
funds, receive reimbursement for this category of expense for an agency
employee that satisfies the "Resident Trainee" definition, as listed in
Commission Regulation 1001, if reimbursement has been requested on the
POST-provided eTRR.
(B)
POST-approved training presenters approved for subsistence reimbursement during
the course certification process shall submit their reimbursement requests for
actual costs on a PRR form. The course budget approved during the course
certification process must be attached to the PRR. The PRR form shall include
copies of receipts to support the actual travel related expenses of each
individual traveler. Meal receipts are not required.
(2) Subsistence (lodging and meals) allowance
calculated by POST
(A) If an agency
participating in the POST Reimbursable Program and/or POST-approved training
presenter are eligible for reimbursement of subsistence, POST shall determine
the amount to be reimbursed based on the following situations:
1. An agency participating in the POST
Reimbursable Program shall, subject to available funds, be reimbursed for
actual lodging costs not to exceed the rates approved by the Commission for a
trainee attending a POST-certified course, regardless of whether that amount is
less than the daily subsistence rate approved by the Commission.
2. Training course presenters shall, subject
to available funds, be reimbursed for actual subsistence (lodging and meals)
costs not to exceed the amount approved during the course certification
process, as noted on the approved training course budget and based upon current
rates established by CalHR. Copies of receipts for subsistence-related expenses
(not including meals) must be attached to the Presenter Reimbursement
Request.
(3)
Subsistence (lodging and meals) for course days.
(A) Subsistence shall, subject to available
funds, be reimbursed for each instructional day or up to the date the maximum
number of weeks is reached for those training courses with limited
reimbursement as specified in subsection
1015(d)(2).
(4) Subsistence (lodging and
meals) for weekends.
(A) Subsistence shall,
subject to available funds, be reimbursed for each weekend day that falls
between the beginning date and ending date of the course or up to the date the
maximum number of weeks is reached for those courses with limited reimbursement
as specified in subsection
1015(d)(2).
Travel allowance for one round trip between the trainee's station assignment
and the training site shall, subject to available funds, be reimbursed in lieu
of weekend subsistence when travel allowance is less.
(5) Subsistence (lodging and meals) for
school holidays.
(A) Subsistence shall,
subject to available funds, be reimbursed for each school holiday that falls
between the beginning date and ending date of the course or up to the date the
maximum number of weeks is reached for those courses with limited reimbursement
as specified in subsection
1015(d)(2).
Travel (mileage) allowance for one round trip between the trainee's station
assignment and the training site shall, subject to available funds, be
reimbursed in lieu of holiday subsistence when travel (mileage) allowance is
less.
(6) Subsistence
(lodging and meals) for enroute travel time.
(A) Except for reimbursement under Plans V,
VI and VII, subsistence shall be calculated as a percentage for reimbursement
for enroute travel of more than 50 miles but less than 400 miles, not to exceed
the maximum rates established by the Commission.
(g) Reimbursement for Commuter
Lunch Allowance.
(1) Commuter trainee
definition (Commission Regulation 1001).
(A) A
commuter trainee is an individual who attends a training course and travels
between his/her agency/station assignment or residence and the course site each
day. Trainees who do not meet the definition of resident trainee as defined in
Commission Regulation 1001 shall be considered a commuter trainee for
reimbursement purposes.
(2) Eligibility for commuter lunch.
(A) An agency participating in the POST
Reimbursable Program shall, subject to available funds, receive reimbursement
for this category of expense for an employee who satisfies the "Commuter
Trainee" definition as described in subsection
1015(g)(1).
Requests for reimbursement of the commuter lunch expense shall be made on a
eTRR.
(B) When the training course
site is less than 25 miles one way from the agency participating in the POST
Reimbursable Program, or assigned work location, the agency shall remain
eligible for commuter lunch.
(C)
Except for reimbursement under Plans VI and VII, one day courses are not
eligible for the commuter lunch allowance.
(3) Commuter lunch allowance calculated by
POST.
(A) An agency participating in the POST
Reimbursable Program and/ or POST-approved training presenter eligible for
reimbursement of commuter lunch allowance shall, subject to available funds, be
reimbursed at an amount calculated by POST based on the daily lunch rate
approved by the Commission.
(4) Commuter lunch allowance for course days.
(A) Commuter lunch allowance shall, subject
to available funds, be reimbursed for each instructional day attended by the
trainee for courses spanning more than one day, or up to the date the maximum
number of weeks is reached as specified in subsection
1015(d)(2).
(5) Commuter lunch allowance for
weekends, holidays, and enroute travel time.
(A) Commuter lunch allowance shall not be
reimbursed for any weekend day, school holiday, or enroute travel time that is
not an instructional day.
(h) Reimbursement for Tuition.
(1) Definition of tuition.
(A) Tuition is the amount charged by the
training institution for trainees attending POST-certified courses.
(2) Eligibility for tuition
reimbursement.
(A) An agency participating in
the POST Reimbursable Program shall, subject to available funds, receive
reimbursement for tuition for each trainee from the agency that attends a
course certified by POST as a Plan I or Plan III course.
(i) Back-fill
(replacement)/Days-Off Reimbursement.
(1)
Reimbursement shall, subject to available funds, be provided to any agency
participating in the POST Reimbursable Program pursuant to Penal Code section
13523, for the
agency's expense of paying salary at the overtime rate for attendance in
designated Plan I, Plan II, and Plan VII courses for:
(A) Peace officers, public safety
dispatchers, or public safety dispatch supervisor;
(B) Supervisors who replace another peace
officer, public safety dispatcher, or public safety dispatch supervisor to
attend training; or
(C) Peace
officers, public safety dispatchers, or public safety dispatch supervisors who
replace another peace officer, public safety dispatcher, or public safety
dispatch supervisor to attend training on his/her days off.
(2) Courses approved as eligible
for backfill reimbursement under POST-certified Plan I and Plan II are:
(A) Developed and presented with Federal
funds, and allocated by Federal law.
(B) Developed and presented with Violence
Against Women Act (VAWA) funds.
(C)
Meet a high priority in-service training need for peace officers, public safety
dispatchers, or public safety dispatch supervisors.
(3) When applying for reimbursement for
back-fill costs, the agency must have incurred the expense of paying overtime
to fill a position vacated by an officer, public safety dispatcher, or public
safety dispatch supervisor assigned to training, or assigned to training on
their regularly scheduled days off. The overtime expense and back-fill claim
must be directly connected to release and back-fill for a trainee, and records
supporting back-fill claims must be maintained. Participating agencies are
subject to audit by the State Controller.
(4) The Commission has authorized back-fill
reimbursement to include the travel release time associated with training, not
to exceed a total of 16 hours more than the certified course hours. Overtime
hours for travel release time shall be added to course hours for which a
back-fill claim is being requested.
(5) Reimbursement shall be paid at 100% of
actual salary cost (refer to subsection
1015(i)(6)) at
the time and one-half overtime rate to keep a position filled while the
incumbent attends training. Payment is subject to availability of
funds.
(6) Actual salary cost as
noted in subsection
1015(i)(5) is
defined as the base monthly salary for the employee's job classification that
shall not include incentive pay, hazard pay, education subvention, scholarship,
insurance premiums, medical benefits, watch differential pay, pension plans,
and uniform allowance or other employee benefits. Actual salary cost is the
base monthly salary earned by the employee on the starting day of the training
course for which reimbursement is being requested.
(j) POST and/or State Controller's Office
Reimbursement Audits.
An agency participating in the POST Reimbursable Program
and/or a POST-approved training presenter requesting reimbursement shall, upon
request of POST or the State Controller's Office, provide records that verify
the accuracy of the amount the agency and/or presenter was reimbursed annually
by POST. Such records shall be retained by the agency and/or training course
presenter for a minimum of three years following the date of reimbursement for
each specific course.