PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.7

Transcription

1 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 11.7 Issued Date: Effective Date: Updated Date: SUBJECT: REIMBURSABLE OVERTIME PROGRAM 1. PURPOSE A. The Reimbursable Overtime Program has been established to provide the opportunity for the Philadelphia Police Department to contract out sworn police personnel, not scheduled for district/unit assignment, and equipment at established rates to serve as an additional deterrent to crime through their presence. B. Policies and procedures outlined in this directive will serve to ensure accountability and outline responsibilities of all Philadelphia Police Department personnel. 2. POLICY A. The Police Finance Unit will establish the billing rates charged to the private sector for police personnel and equipment. This information will be updated quarterly or as needed. These rates will ensure that the City is fully reimbursed for the service provided which will include all administrative overhead costs. No special rates or discounts will be afforded to any business participating in this program without the explicit approval of the Police Commissioner and Managing Director. B. Accounting procedures will ensure that payments are received on a timely basis and that delinquent accounts are denied future service until full payment is made. All clients are to forward payments directly to Police Finance. District/unit commanders are prohibited from receiving any payments. C. Officers will intercede in any incident requiring a police response whether it is connected to their assignment or not. An officer has the same responsibility to act against any criminal activity while assigned to this type of detail as they would at any other time while on duty. Nothing in this policy should undermine the Department s ability to provide citywide security or detract from our obligation to protect and service the citizen s of Philadelphia. D. Officers will not be assigned to work inside an establishment unless approved by the Divisional Inspector. E. Commanding Officers will verify that the requesting business, organization or group is involved in a legitimate, lawful activity and the request presents an appropriate use of Police Department resources. DIRECTIVE

2 3. PROCEDURES A. District/Unit Commanding Officers: 1. All Commanding Officers receiving a request for sworn personnel and/or equipment will prepare the Request for Services form provided by Police Finance. This form lists the hourly rates for personnel and equipment. Requesting agencies must be made aware of the total cost for the services requested and are required to sign an agreement before any such service is provided. *1 a. Commanding Officers will check with Police Finance to ensure that the request for service is a new first-time account. Commanding Officers will inform new first-time private industry accounts that they must pre-pay 50% of the estimated cost of the detail(s) for up to thirty days in advance. The pre-payment amounts should be submitted to Police Finance, Room 307, Police Headquarters, 8 th and Race Streets with the initial Request for Services form by the applicant. Upon satisfactory payment of the balance owed, the account will longer be required to pre-pay and will be invoiced according to standard procedures. Accounts that do not pay the balance owed according to terms will be ineligible for further service. *1 b. The Police Finance Unit will require a pre-payment of 100% of the estimated cost if an applicant requires a one-time only detail. *1 c. The Police Department will decline to provide service until any deficiencies are corrected. If service is mandatory (some Traffic Unit situations, e.g. truck escort detail), prepayment in full will be required. 2. This form is mandatory for all requests. All costs incurred for the event to be staffed must be reflected on one Request for Services form. Commanding Officers must charge for all equipment as well as all personnel costs. EXAMPLE: A detail calls for three police officers as well as a tow truck and operator. The Commanding Officer will prepare one Request for Services form including the costs for the tow truck, tow truck operator and three officers. Commanders will coordinate with Tow Squad to ensure that only one bill is prepared. The Commander initially contacted by a customer is responsible for this form even if officers from another district/unit are used for the detail. DIRECTIVE

3 a. Officers on a scheduled day off (SDO) assigned to work a detail of this nature are required to be paid a minimum of eight (8) hours overtime. The customer must be made aware of this provision of the current labor contract. The customer is also responsible for the payment of meal money for any officer who is required to work more than eleven (11) consecutive hours in one day. This is true even if the total time includes the officer s normal tour of duty. EXAMPLE: Officer scheduled to work the 4 x 12 tour of duty is assigned a private security detail from 12 noon to 4 p.m. The requesting agency will be billed for four (4) hours overtime for the officer s service as well as the current meal money allowance. b. If the detail is for a limited time (four (4) hours or less), an officer scheduled to work that day will be offered this overtime detail. Longer details will require a SDO officer. If a request is made for a detail of four (4) hours or less and it cannot be staffed by an officer working that day, the customer will be notified that he will be replaced by an SDO officer necessitating additional charges. The higher rate, if approved by the customer, must be noted on a new Request for Services form. 3. The customer must sign the Request for Services form in the authorized signature space. Ensure the customer is aware that the officer assigned to the detail has a responsibility to respond to any situation brought to their attention requiring the immediate assistance of a police officer. If this situation requires the officer to leave the detail a replacement will not be provided. An adjustment to the required payment will be made and noted on the Commander s memorandum to Police Finance. a. The customer will be told that requests involving several officers may require that a supervisor also be hired as part of the total. This will be at the discretion of the Commanding Officer preparing the request for services form. If a supervisor is deemed necessary, this will result in a slightly higher cost to the customer due to the supervisor s higher hourly salary. Customer must be made aware of this higher amount. For large details, the Commanding Officer will determine if additional supervisors are necessary. 4. The Commanding Officer will obtain a manpower projection for the date and time of the detail to ensure that sufficient manpower will be available. If manpower is insufficient or a sufficient number of volunteers cannot be obtained, contact another commander within the division to obtain sufficient manpower. Once sufficient manpower is obtained ensure that only one Request for Services form is completed to ensure that the customer receives only one invoice. Other Commanders supplying manpower will not complete a Request for Services form. DIRECTIVE

4 5. Have a duplicate copy of the form made for the district/unit file and send the original copy to Police Finance, marked: Attention: Fiscal Officer. A third copy will be given to the customer. The customer will be told that cancellation must be made forty eight (48) hours in advance or the customer will be charged for the full amount. 6. Police Finance will be contacted to ensure that the requesting agency s account is current prior to sending the Request for Services form, time permitting. If the account is delinquent the service will be denied until full payment is made. If Police Finance personnel are unavailable, the list of 60 day delinquent accounts prepared by Police Finance and distributed monthly will be reviewed prior to approval. If the requesting agency is not on the delinquent list the request will be approved. 7. If approved by Police Finance, ensure that the requested service is provided and the district/unit supervisors are made aware of the detail. Instruct the Operations Room Supervisor (ORS) to ensure the correct overtime code, 53, is utilized. 8. At the conclusion of the detail, the Commanding Officer will forward a verification memorandum to Police Finance, within five (5) business days, Monday through Friday, noting the date of the detail, the number of officers involved, their total hours, and the total amount to be billed. Extended details will require a weekly memorandum. If the detailed officer was required to leave the detail area for any reason unrelated to the customer s business, this information will be included on the memorandum so that an adjustment to the bill can be made. This memorandum will also note if any of the officers involved were from another district or unit. B. Police Finance 1. Police Finance will prepare and update the Request for Service form used for this program. This form will be updated quarterly or as needed depending on labor contract changes, etc. 2. All forms received will be checked to ensure proper billing. Any corrections needed will be noted on the invoice sent to the customer with an explanation provided. A numerical identifier will be assigned to each invoice 3. When corrections are necessary, the Commanding Officer submitting the form will also be notified to ensure proper billing in the future. *1 4. An Accounts Receivable Activity List will be reviewed prior to approval of any request to ensure accounts are up to date. Clients with delinquent accounts will be denied service until accounts are paid in full. Any deviations from this policy must be approved by the Deputy Commissioner, Organization Services, Strategy and Innovations. DIRECTIVE

5 5. A notice listing delinquent accounts will be sent to the respective district and special units. 6. Ninety (90) day delinquent accounts will be referred to the Law Department for action. *1 7. Police Finance will credit pre-payments to a revenue escrow account. The appropriate adjustment to the account balance will be made by Police Finance when it receives the detail from the district/unit. 4. POLICE OFFICER S RESPONSIBILITIES A. All personnel assigned to a detail as part of this program will report to their place of assignment, in the uniform of the day, and contact their district or unit by phone to notify the ORS of their arrival and to request any necessary equipment (e. g., radio, etc) be sent to their location. B. Officers are reminded that they are expected to carry out their duties as a police officer first. An officer is not a security guard for the client, but rather a deterrent to crime through their presence. Personnel are instructed to intercede as a police officer when needed. This is true even if the action requires leaving the location of the detail. C. An officer will maintain a Patrol Activity Log (75-158) during the detail. D. Upon arriving at the detail, the officer will let the store owner/manager know that they are on location. If the officer is told that the detail has been canceled and the customer does not need the officer s services, they will report back to the district/unit for assignment. 5. PATROL SUPERVISOR RESPONSIBILITIES A. Supervisors will: 1. Obtain from the ORS a list of the locations of any officers working a detail during their tour of duty. A radio and any other necessary equipment will be taken to the detail without delay. 2. Sign the officer s log at least once during the tour of duty. 3 Not replace an officer who has left the detail for any reason. The officer s Commanding Officer will be notified of the reason and the amount of time the officer was away from the detail. DIRECTIVE

6 4. Not reassign a detail officer except in an extreme emergency. 6. DATA PROCESSING UNIT A. Will generate a list of all 53 overtime codes and send a copy to all pertinent districts/units on a monthly basis. BY ORDER OF THE POLICE COMMISSIONER FOOTNOTE # GENERAL # DATE SENT REVISION * ADDITIONS DIRECTIVE