Policy Text
CATEGORY DATE ADOPTED LAST REVIEW
1 01/24/2011 05/11/2022
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
CP408 - Watch Commander’s Emergency Fund Procedures
1 CP408 WATCH COMMANDER’S EMERGENCY FUND
CP408.1 PURPOSE AND SCOPE
It is the policy of the Tustin Police Department to maintain a $2,000.00 emergency petty cash
fund in the Watch Commander’s office to be utilized for expenditures resulting from critical
incidents, emergency situations, or immediate claim resolutions when City Finance is not
available to provide funding in the form of a check or cash. This emergency fund will be under
the discretion, control, and responsibility of the on -duty Watch Commander per the guidelines and
restrictions of this procedure . Oversight and fiscal responsibilit ies of the fund will be placed with
a designated sergeant.
CP408.1.2 ACCREDITATION STANDARDS
This procedure pertains to the following CALEA Standards: 17.4.2
This p rocedure pertains to the following General Orders: N/A
CP408.2 PROCEDURE
The Watch Commander Emergency Fund is an immediate cash source to be utilized at the
discretion of the on -duty Watch Commander under specific circumstances, strict guidelines, and
direct oversight.
CP408.2.1 ACCEPTABLE USES
a) Claims of accidental destruct ion/damage of personal property of another not exceeding
$500.00 ;
b) Claims of accidental destruction/damage of real property of another not exceeding
$500.00 ;
c) Providing food and beverages to on -duty police personnel during long term emergency
operations and/or critical incidents .
d) At the direction of the Watch Commander, a Division Commander, a Bureau Commander,
or the Chief of Police when deemed appropriate for the immediate needs of the agency
when other resources are unavailable.
CP408.2.2 GUIDELINES
a) The Watch Commander petty cash fund shall be kept in a secure and locked safe within
the Watch Commander’s Office and access to the fund will be limited to the on -duty Watch
Commander . Each patrol sergeant will be issued a unique password to be used, if neede d,
when acting as the Watch Commander. Use of the fund by personnel outside of the
Community Policing Bureau is not allowed unless approved by the on-duty Watch
Commander ;
CATEGORY DATE ADOPTED LAST REVIEW
1 01/24/2011 05/11/2022
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
CP408 - Watch Commander’s Emergency Fund Procedures
2 b) Monies used from the petty cash fund require a petty cash voucher form be fi lled out
including the name of the individual receiving the funds , the signature of the individual
receiving the funds , the amount of funds removed , the purpose of the use and a signature
of the on -duty Watch Commander . In addition, each transaction will be assigned a
sequential transaction number . A receipt for the purchase shall be attached to the voucher;
c) In addition to the petty cash voucher, a ledger shall also be kept chronicling the
expenditu re including the date, the name of the person who issued the funds , the
approving supervisor , amount, transaction number, and fund balance ;
d) All immediate claims shall be completed by the on -duty Watch Commander. The Watch
Commander will complete a ‘General Release of all Claims’ form located on the Intranet
under t he “forms” selection ;
e) All completed claims forms shall be signed by the on -duty Watch Commander completing
the claim and have the form signed by the claimant. Prior to the form being signed , the
Watch Commander will explain the form and its contents ;
f) At no time will a claim be completed when the claimant is receiving medical care/treatment
as a result of their claim.
CP408.2.3 OVERSIGHT
a) The day -to-day responsibility for oversight of the fund lies with the on -duty Watch
Commander ;
b) Audits of the fund will be conducted at regular intervals both internally and externally.
Internal audits will be conducted by the designated sergeant on a monthly basis and audit
results forwarded to the North Area Commander . External audits will be conducted by the
Finance Dep artment bi-annually ;
c) Replenishment of the fund should be considered when the amount reaches $1,500.00, or
at the end of each fiscal year. To facilitate the replenishment of the fund, a check request
in the amount of the deficit needs to be completed and f orwarded to Finance via the chain
of command. The receipts for all expenses will be attached to the request to account for
the expenses and justify the replenishment. The receipts will be kept by Finance for a
minimum of five years. After the check for rep lenishment is issued, it is the responsibility
of the designated sergeant to have the check cashed and deliver the monies to the petty
cash fund.
d) Audits of access to the safe will be performed by the designated sergeant on a quarterly
basis or as needed to ensure the integrity of the fund.
CP408.3 GENERAL RELEASE OF ALL CLAIMS
The General Release of all Claims form is attached for reference and can be found on the Intranet
at:
http://intranet/CityForms/GeneralReleaseOfAllClaims.pdf
CATEGORY DATE ADOPTED LAST REVIEW
1