HPM 11.2

Question 1

What is the maximum petty cash purchase limit per transaction?

Answer 1

$50.00

This limit excludes sales tax and is for minor purchases necessary for daily operations.

Question 2

What is the total limit for the petty cash fund?

Answer 2

$300.00

The change fund is limited to $100.00.

Question 3

Where should petty cash and change funds be stored?

Answer 3

In a locked, metal cash box

This is to maintain the funds and receipts securely.

Question 4

List three authorized purchases using petty cash.

Answer 4

• Payment of postage due
• Key making
• Payment of money orders

Receipts are required for these transactions.

Question 5

What form must be completed for reimbursement requests of the petty cash fund?

Answer 5

CHP 264

A list of receipts and/or STD. 439s must be prepared at least monthly.

Question 6

What is the role of the Approving Official in the P-Card Program?

Answer 6

• Reviews monthly P-Card packets
• Verifies compliance with program requirements
• Ensures training for cardholders

The AO must not be a cardholder to maintain separation of duties.

Question 7

What is the single purchase limit for traditional office supplies using a P-Card?

Answer 7

$2,499.99

This limit may vary based on cardholder status.

Question 8

What must be done if a P-Card is lost or stolen?

Answer 8

Contact U.S. Bank and the approving official

This must be done within 48 hours to limit liability.

Question 9

What is the annual cut-off date for P-Card purchases?

Answer 9

Between June 1st and June 15th

This is to ensure all purchases post by June 30th, the fiscal year end.

Question 10

What must be included in the CHP 41 requisition for ammunition?

Answer 10

A separate CHP 41 for receipt confirmation

This is due to processing requirements.

Question 11

What is required for the annual physical inventory of equipment?

Answer 11

Conducted by each commander

Documentation must explain the location/status of items not found.

Question 12

What must be reported for missing/lost/stolen equipment?

Answer 12

Quarterly to the appropriate Commissioner

This includes discrepancies not resolved by the commander.

Question 13

What is the retention period for inventory documents for ‘R’ numbered equipment?

Answer 13

Five preceding years plus current year

Regular numbered equipment must be retained for three preceding years plus current year.

Question 14

True or false: The P-Card can be used for purchasing food and beverages.

Answer 14

FALSE

All food and beverages beyond water are prohibited from purchase on the P-Card.

Question 15

What must be done if an employee damages departmentally issued equipment?

Answer 15

Reimbursement may be sought

This applies to employees in Bargaining Unit 5 and others.

Question 16

What must an employee do if they are aware of lost, damaged, or destroyed California Highway Patrol-owned equipment or property?

Answer 16

Notify their commander as soon as practical

The commander decides if a memorandum is required and ensures the involved employee’s rights are preserved.

Question 17

True or false: An employee can be subjected to adverse action for loss or damage of departmentally issued equipment if they agree to reimburse the Department.

Answer 17

FALSE

The Department shall not initiate adverse action against the employee for the loss or damage if reimbursement is agreed upon.

Question 18

What is the time frame for preparing a memorandum after reporting lost, damaged, or destroyed equipment?

Answer 18

Within five business days

The memorandum should include the description, status, CHP tag number, and serial number of the item.

Question 19

What should be done if CHP-owned equipment is stolen?

Answer 19

• Notify their commander as soon as practical
• Contact local law enforcement and file a crime report
• Complete a CHP 51 memorandum

The commander decides if a memorandum is required and must consider POBR in cases where the employee’s actions contributed to the theft.

Question 20

If an employee disagrees with the requirement to reimburse the Department for stolen equipment, what can they do?

Answer 20

Utilize the grievance procedure outlined in their bargaining unit’s Memorandum of Understanding

Collection activities should be suspended until the issue is resolved.

Question 21

What methods of payment are acceptable for reimbursement of lost or damaged equipment?

Answer 21

• Cash
• Check
• Money order
• Credit card (VISA, MasterCard, Discover)

Payment is due within 30 days from the date of the invoice.

Question 22

What form is used for black and white print jobs in the California Highway Patrol?

Answer 22

CHP 117

It must be accompanied by a hard copy and electronic PDF of the product to be reproduced.

Question 23

What is the primary small parcel shipping carrier for commands?

Answer 23

United Parcel Service (UPS)

Federal Express Ground (FedEx) is used only if UPS is not available.

Question 24

What should be done if a state-issued badge is determined to be unrepairable?

Answer 24

• The employee may retain the badge as a memento
• The badge will be disposed of by the Department if not retained

If the employee is not at fault, the badge will be replaced at state expense.

Question 25

What is the expected return time frame for a badge submitted for repair?

Answer 25

60-90 days ## Footnote Replacement badges for lost or stolen badges take approximately four to six months after approved documentation.