I. Personnel shall be guided by this directive when seeking
reimbursement for personal items that are damaged/ lost/ or
stolen as a result of duty-related incidents .

II . Reimbursements for losses incurred shall be only for those
employees and items authorized under collec tive bargaining
agreements and provisions adopted for excluded employees.

REIMBURSEMENT PROCEDURES

A. The employee seeking reimbursement shall initiate a
“Request for Reimbursement of Damaged/ Lost/ or Stolen
Items” e-form and attach the supporting documents
(e.g./ detailed invoices/ paid receipts/ and related
police reports).

1. An officer seeking reimbursement of qualifying
e xpenses for repairs to a police subsidized
vehicle shall attach a police report/ itemized
receipt of repairs/ and proof of deductible
payment not covered by insurance.

2. The completed e-form shall be routed to his or her
immediate supervisor for review.

B. The employee’s immediate supervisor shall review the
e-form for completeness/ accuracy/ and applicability .
The supervisor shall:

1. Check the employee’s collective bargaining
agreement to ensure coverage under the agreement;

2 . Describe any negligence on the part of the
employee that may have contributed to the damage
or loss; and

3. Add his or her comments and forward the e-form to
the element commander for review.

C. The element commander or designee shall:

1. Review the e-form request for completeness;

2. Determine if negligence, as defined in the
employee’s bargaining unit agreement, contributed
to the damage or loss;

3. Approve or deny the request; and

4. Forward the approved request to the “HPD Fiscal
Mailbox-Admin” mailbox.

D. The commander of the Finance Division or designee shall
review the e-form and approve, deny, or modify the
request. If approved, the Finance Division shall
process the request, and reimbursement shall be made in
accordance with the employee’s collective bargaining
agreement.
REIMBURSEMENT TO THE CITY

An employee who is compensated for damaged or lost items
through civil action or any other means shall repay any
reimbursement received from the city.