4-300 Travel and Expenses
When requesting time off for business-related travel, MPD employees shall complete a Special Duty Approval form (MP-1002) that includes an accurate estimate of costs and appropriate signatures. All travel costs must be pre-approved and funding source identified by the employee’s Commander. All out of town training or conferences, paid for by the department, must be approved by the Chief or Assistant Chief.
If an employee attends training, conferences, meetings, or any other work-related event that involves air travel, and a Saturday stay is required to reduce airline costs, the extra day(s) will be marked as worked and the MPD will pay for the hotel and per diem for those days. Any days that are not considered travel, training, conference, meeting or other work days, will be marked as off (unpaid) or the employee may use vacation or compensatory time.
A travel expense form (FD-2800) must be completed for reimbursable expenses and itemized receipts must be attached. The receipts for the following items shall be attached to the reimbursement form:
- Original itemized hotel bill showing how the bill was paid
- Postage and mailings
- Any transportation costs – taxi, shuttles or parking
- Rental car – must be pre-approved prior to travel
- Gas receipts
- Airline tickets
- Registration fee – if the employee paid, a receipt showing how it was paid
Expenses for alcoholic beverages will not be reimbursed.
In addition, the following items are required to claim reimbursement:
- A copy of the class certificate and/or a copy of the agenda from the training; or
- A brief explanation of what the training consisted of and the approximate dates and times (if no agenda or certificate is available).
The expense form must be returned to the Training Unit. For further information, see MPD Travel Procedures form (MP-8858).
The hotel reservations can be made either by the Training Unit or by the employees themselves. Department credit card may be used for hotel reservations. Employees may use their own credit cards and get reimbursed later or call the Training Unit for changing the billing to department credit card.
- If the conference/training/meeting is at a hotel, room reservations shall be made at that hotel.
- If rooms are not available at the conference hotel, reservations shall be made elsewhere at hotels with comparable rates.
Any questions regarding hotel reservations may be directed to Training Unit staff.
Employees shall contact the Training Unit at 673-2937 prior to making air travel arrangements.
Meals and incidental expenses are calculated on the basis of what event the employee is traveling to. Per diem amounts will be adjusted if meals are included in the training. No receipts are needed for meals and miscellaneous expenses.
For FBI and SPI training, per diem amount will be determined and advance will be issued to the employees. All meals and miscellaneous receipts will be submitted to the Training Unit. Employee attending the FBI Academy Training will receive a check from FBI for expenses and the employee will submit this check to the Training Unit.
Any questions concerning travel and reimbursements should be directed to the Training Unit at 673-2937.
Traveling outside the seven county metro area is considered "out of town."
Written authorization for utilization of police vehicles for out of town travel while on police business shall be obtained from the respective precinct or division commander and forwarded to the Fleet Manager. (04/01/93)
Officers using a police vehicle for out of town travel must make arrangements to obtain a spare tire and jack from the Police Garage.
Authorization for use of police vehicles for extended travel (over 150 miles and for over 24 hours) shall require a written request and authorization. Vehicle requests will be sent to the Fleet Manager. Requests for training will be submitted through the Training Unit and shall include:
- Name of traveling employee and destination.
- Purpose, mode, and dates of travel.
- Statement documenting who is financing trip.
- Complete cost breakdown: travel, tuition, per diem, etc.
Requests, when possible, shall be submitted at least thirty days in advance. The Training Unit may forward the request for final approval to the appropriate Bureau Head. The Training Unit will coordinate further paperwork. (04/01/93)
When available, pool cars may be allocated to employees for extended travel and/or training needs, usually over fourteen days. Prior written permission is required from the Chief or a Deputy Chief of Police. (10/11/05)
An employee who for personal reasons desires an interruption of travel or deviation from direct route shall:
- Mention the leave in the travel request.
- Figure expenses for an uninterrupted trip (expenses during the leave will be paid by the employee).
- Time involved during the leave will be off-duty time.
- City vehicles shall not be used during a leave en route.
The Transportation Security Administration (TSA) has instituted procedures for sworn personnel who have an official MPD business need to fly while carrying their firearm (flying while armed). Employees shall follow all TSA, airline and Departmental policies while traveling on official MPD business.
While in transit at airports and onboard aircraft, sworn employees are required to carry with them the following:
1. A Letter of Authorization from the Chief of Police (Form MP-9053).
- Sworn employees should draft a Letter of Authorization to be signed by the Chief, and e-mail the word.doc to the Chief’s secretary for his/her review and approval. If approved, the signed letter will be returned to the employee via inter-office mail.
- In situations requiring an immediate need to fly, the CID Captain or Homicide Unit Lieutenant may sign the Letter of Authorization for their commands.
2. A TSA code (Form MP-9054).
- Two of these forms are needed, one each for the departure and return trips. Sworn employees should complete the forms and submit them to Records Information Unit (RIU). RIU staff will process the information via the National Law Enforcement Telecommunications System (NLETS) and return the LEO codes to the employee via inter-office mail. Incomplete forms will not be processed and will be returned to the employee.
- MECC may assist sworn employees to obtain LEO codes in an emergency situation when travel codes are needed and the Records Information Unit is closed.
3. Two forms of photo identification, one of which shall be MPD photo identification.
Employees are encouraged to begin the process of obtaining the Letter of Authorization and LEO codes as soon as airline reservations have been made.
From the TSA: "Unless coordinated with US State Department or for the purposes of an extradition with the US Marshals Service, LEOs are not permitted to fly armed internationally."
Sworn employees must have completed the Flying While Armed class prior to carrying their firearm on the plane. Contact the Training Unit for further information regarding this requirement.
Sworn employees flying on official MPD business may check their firearms in their luggage. TSA and NLETS codes are not required for checked luggage.
Sworn employees who are not on official MPD business as well as civilian employees will not be authorized to fly while armed. These employees shall follow the TSA and airline regulations on checking firearms for personal use.
Last updated May. 14, 2013