The Chair of the Ottawa Police Services Board and the
Executive Director possess the authority to bind the Police Services Board
legally in a variety of agreements, contracts and undertakings. This authority,
however, extends only to the formal aspects of signing a document in the name
of the Board. Of greater importance is the underlying approval process that
must be followed before a document can be presented to the Chair and Executive
Director for signing.
As a general rule, any contract or expenditure may be
carried out only with the permission of the Board. However, the Board can
delegate authority to persons or bodies, either complete or restricted, to
approve a contract or expenditure.
.1 Budget
Approved by the Board
Except as otherwise provided, no contract shall be entered
into or any expenditure incurred unless provided for in the budget which has
been approved by the Board and Council of the City of Ottawa.
.2 Authority of
Chief of Police
The Chief of Police shall have authority to incur
expenditures to meet the day‑to‑day operating service needs and
capital project needs of the Police Service as per the procedures and delegated
authorities contained in this manual.
.3 Appropriation
Prior to Contract
No contract shall be entered into until the necessary
appropriation has been made for it, unless it has been approved by the Board as
a pre-commitment against the following year's budget.
.4 Estimates
Required
No work or improvement shall be authorized without an
estimate of the amount payable for it or, in the absence of an estimate,
without a limit on the amount payable.
.1 Board Approval
No contract shall be entered into nor any expenditure
incurred involving an amount larger than that provided in the budget without
the prior approval of the Board, except as otherwise provided herein.
.2 Increases in
Operating Budgets
The Chief of Police and the Director General may jointly
approve increases to authorized amounts in the operating budget provided that:
(a)
All such increases are offset by
corresponding decreases in other Police Service activities so as to remain
within the total budget provisions; and
(b)
In no case shall the total budget for
personnel salary and benefits costs be increased or decreased under this
section without the approval of the Chief of Police.
The Director-General will advise the City Treasurer of
these changes.
.3 Increases to
Capital Budgets
Where authority has been given in the budget for a
particular capital project, the Chief of Police and Director General may
jointly approve increases to such authorized amounts provided that the total
amount of the increases:
(a)
Does not exceed the lesser of 10% of
the applicable capital budget or $100,000.00;
(b)
Such increases are offset by
corresponding decreases in other projects with like funding sources.
The Director-General will advise the City Treasurer of
these changes.
.4 Closure of
Capital Projects
Where an
approved capital project has been completed, and all financial commitments
cleared, the Director General may close the project, as follows:
(a)
By
returning any remaining balance proportionately to the originating source of
the funding, or;
(b)
If the
project is overspent, by identifying the additional funding source to offset
the deficit.
The Director-General will advise the Board and City
Treasurer of these closures through the Quarterly Financial Status Report.
.1 Application
This policy applies when, as a result of unforeseen
circumstances, the Police Service was not able to complete specific projects or
acquire fixed assets during the year for which the budget was approved.
.2 Procedure
Items and amounts may be carried forward into the next
budget year as Reserve for Deferred Cost provided they meet the following
criteria:
(a)
Value shall be a minimum of $10,000
on an individual item basis; and
(b)
The amount may not represent an
accumulation of individual items; and
(c)
Funds must be available in the
account from which funds are to be deferred and the deferral must not produce
or increase an overall Police Service annual deficit.
.3 Only One
Deferral
All deferred items that remain unspent at the end of the
deferral year will lapse unless a special request is prepared by the Director
General and approved by the Chief of Police.
The role and authority of the Supply Branch of the Finance
Department at the City of Ottawa in purchasing on behalf of the Board shall be
as determined by the Chief of Police and the Director General. In instances
where the Supply Branch acts on behalf of the Board, the Supply Branch shall be
subject to the procedures set out in the City of Ottawa Purchasing By-Law,
except as varied by this manual.
As a general rule, materials, goods, or services estimated
to cost more than $50,000 shall be procured on behalf of the Board by the
Supply Division with Police Service management as per delegated authorities in
this manual.
All purchases of less than $50,000 by way of Request for
Quotation and Departmental Purchase Order shall be in accordance with the
delegated authorities contained in this manual, and the instructions,
procedures and forms established by the Director General.
No contract or purchase shall be divided or awarded in
series at constant or varied time intervals to avoid the requirements of this
Manual.
.1 Amount not
exceeding $1,000
Purchases not exceeding $1,000, including Travel Claims may
be paid from a petty cash fund (See Annex 1), procurement card or corporate
card, or payment request document.
.2 Amount not
exceeding $10,000
Purchases not exceeding $10,000.00 may be made through the
use of a Departmental Purchase Order, procurement card or corporate card, or
payment request document.
Wherever applicable, employees of the Ottawa Police Service
will make use of the Standing Offer Schedule maintained by the City of Ottawa
Supply Branch.
.3 Amount
exceeding $10,000 - less than $50,000
Where a requirement is estimated to cost more than $10,000
and less than $50,000, employees of the Ottawa Police Service shall:
(a)
Review with Supply Branch the approved
Standing Offer listing;
(b)
If necessary subject to part (a),
issue a minimum of three (3) Requests for Quotations on such terms and
conditions as are deemed fit;
(c)
Issue a Purchase Order or make a
payment without reference, which means that no purchase order is issued but the
invoice must be approved for payment by the requester prior to processing.
.4 Amount in
excess of $50,000
Requirements estimated to exceed $50,000 shall be procured
under the guidelines for Tenders and Requests for Proposal as set out in the
City of Ottawa Purchasing By-Law, with the exception of those noted in Sections
3.2.3.5 and 3.2.3.6.
Corporate Supply shall award a Purchase Order to the
selected vendor.
.5 Cooperative
Purchasing Groups
Procurement may be completed and contract awarded in
accordance with the specifications of a cooperative purchasing group of which
the Ottawa Police Service is a member. Such award can occur without further
procurement effort from OPS Finance staff or Supply Branch staff.
.6 Consultants
and Legal Services
Notwithstanding the guidelines noted in Sections 3.2.3.1 to
3.2.3.4, the OPS is authorized to retain outside consulting and legal services,
and to exercise discretion in the choice and the selection of their duties.
The OPS shall select the most qualified candidate based
upon such terms and conditions as are deemed fit under the circumstances. In
selecting the candidate, the following factors shall be considered:
(a)
Completeness of the proposal;
(b)
Degree of similar work experience;
(c)
Knowledge of the Ottawa area;
(d)
Knowledge of policing;
(e)
Successful completion of the
appropriate security clearance;
(f)
Any factors peculiar to the project
being considered.
.1 The delegated authority to
purchase requirements of the Ottawa Police Service shall include the delegation
of spending authority, to execute contracts and any other related documents on
behalf of the Board.
OPS Management will identify which employees are to be
awarded delegated authority, within the maximum limits established in section
3.2.4.2. A written instrument setting down such delegation shall be filed with
the Director General, who shall have discretion to revoke such delegation.
.2 Delegated
Spending and Competitive Contract Authority
Delegated authority for competitive procurement as defined
in Section 3.2.3 shall be in accordance with the maximum limits set out below:
|
Rank/Position
|
Authority Limit
|
|
Constable
|
Not to exceed $1,000
|
|
Sergeant / Civilian Supervisor
|
Not to exceed $10,000
|
|
Staff Sergeant/ Civilian Manager
|
Not to exceed $25,000
|
|
Inspector (if not specified) / Civilian Director (if not specified)
|
Not to exceed $50,000
|
|
Inspector Material Management/Director of
Finance/Director of Facilities/Director of Business Information Systems
|
Not to exceed $75,000
|
|
Superintendent / General Counsel/ Board Executive
Director
|
Not to exceed $75,000
|
|
Deputy Chief / Director General
|
Not to exceed $200,000
|
|
Chief of Police / Board Chair
|
Not to exceed $500,000
|
.3 Delegated
Spending and Non-Competitive Contract Authority
Delegated authority for non-competitive sole source or
direct negotiation procurement of greater than $10,000 shall be in accordance
with the maximum limits set out below:
|
Rank/Position
|
Authority
Limit
|
|
Superintendent
/ General Counsel
|
Not
to exceed $50,000
|
|
Deputy
Chief / Director General
|
Not
to exceed $75,000
|
|
Chief
of Police / Board Chair jointly with Supply Branch
|
Not
to exceed $100,000
|
.4 Exceptions to
Maximum Limits
The Chief of Police must approve any
variances from the maximum OPS staff authority limits listed in Section 3.2.4.2
and 3.2.4.3 and such must be reported to the Board.
.5 Reporting to
the Board
All contracts awarded under delegated authority that exceed
$25,000 shall be presented for the information of the Board in the Quarterly
Financial Status report.
.6 Procurement
Card / Corporate Card
The Chief of Police may designate the Police Services staff
authorized to use a procurement card or corporate card. The Financial Services
Section will issue guidelines for the use of the procurement card and corporate
card. Authorized users shall adhere to these guidelines.
.7 Service Level
Agreements with the City of Ottawa
Where projects are administered by
City of Ottawa partners through a Service Level Agreement with the Ottawa
Police Service, delegated authorities shall be in accordance with those of the
City of Ottawa service provider under the City of Ottawa Purchasing By-Law.
.8 Special
Circumstances
Where, in the opinion of the Chief of Police, special
circumstances exist requiring action beyond that prescribed by the delegated authorities
and procedures of this manual, and time is not sufficient to proceed in
accordance with such procedures, the Chief of Police shall take such action as
is necessary to obtain the required supplies or service, and shall report such
action to the Board in the next Quarterly Financial Status report.
Where a capital project contract has been approved, the
Chief of Police may approve cumulative increases for volume, new or
substitution changes up to a maximum of the lesser of 10% of the contract
amount or $100,000.
Such increases may apply to the original capital project
contract amount or to a subsequent revised amount approved by the Board.
.1 OPS Employee
Travel outside Canada
Prior authorization of funds for travel outside Canada by
OPS employees and advance payments or a corporate card for such travel must be
approved by the Chief of Police.
.2 OPS Member
Travel within Canada
Senior Officers may authorize funds for travel within
Canada by Police Service members and advance payments or a corporate card for
such travel, within the limits of the approved Operating Budget.
.3 Travel by
Board Members
The Board Chair has authority to approve travel by Members
of the Board, and the Executive Director to advance payments for such travel,
within the limits of the approved Operating Budget.
.4 General Travel
Expenses
In addition to the specific provisions of individual
collective agreements, persons authorized to travel are entitled to
reimbursement for travel expenses as follows, subject to the restrictions or
special provisions set out in Annex 2:
(a)
Transportation including ground
travel;
(b)
Living expenses;
(c)
Accommodation; and
(d)
Registration for conferences and
seminars.
The Chief of Police has authority to permit Police
Service staff to use their own vehicles on Police Service business. Unless the
collective agreement specifies a different rate, reimbursement for the use of
personally owned vehicles will be made in accordance with the rates outlined in
Annex 2.
.1 Mileage Reimbursement Guidelines
Mileage reimbursement is
based on the principle that a member, while on duty, should be reimbursed for
all official business mileage accumulated in a privately owned vehicle that is
beyond the normal round trip mileage incurred from the employee’s home to the
assigned location for that day (the “Assigned Office”).
.2 Request for Reimbursement
Members are expected to
submit their request for reimbursement on the form provided by the OPS, within
a reasonable time from the occurrence. In order to be considered for
reimbursement, all requests must be submitted to Finance on or before the 15th
of January of the following year.
The
Director General has authority to apply to the Provincial and Federal
governments for subsidies and grants for all Police Service programs and
projects.
3.3.5 INSURANCE
.1 Role of the
City Treasurer
The Treasurer of the City of Ottawa has general authority
to supervise the Board’s Risk Management Program. The City Treasurer will
assume responsibility for purchasing all appropriate insurance coverage,
adjusting services and other related professional services to provide for the
risk management needs of the Board within the guidelines and policies
established by the Board.
.2 Report to the
Board
The Board Solicitor shall report to the Board, not less
frequently than on an annual basis, all expenses related to insurance claims
paid in the current year and any known outstanding insurance claims.
3.3.6 PAYMENT
OF GRANTS BY BOARD
.1 Role of the
Director General
The Director General has authority to pay grants to any
person or body without passing a by-law, where provided for in the Operating
Budget.
.2 Delegation
(a)
Once the Board approves the payment
of a grant to any person, institution or association in the Operating Budget,
or in an individual or supplementary estimate in any year, the Director General
shall immediately pay the authorized grant to the person, institution or
association in accordance with normal financial management and subject to
whatever conditions have been imposed by the Board in the approval of the
estimate.
(b)
Where the payment of a grant includes
the purchase of service or otherwise requires an agreement between the person,
institution or association and the Board, the Executive Director and Chair are
authorized to execute such agreements in the name of the Board and to affix the
seal of the Board to them.
The Chief of Police, Deputy Chiefs or
Director General have the authority to lend to and borrow equipment from other
agencies as required to meet operational needs.
3.3.8 OFFERING OF PUBLIC REWARDS
The Chief of Police has the authority to approve the offering of a
public reward up to a limit of $100,000 provided that funds are available
within the existing approved budget, in accordance with the Board’s policy
CR-10 on Public Rewards. Rewards over $100,000 shall require the approval of the
Board.
The Chief of Police has the authority to
approve secondment agreements involving Ottawa Police Service members, and
shall report all such approvals to the Board in the quarterly Workforce
Management Report.
3.4 CONFLICT
OF INTEREST
No Board Member or employee of the Ottawa Police Service
shall accept any gift, hospitality or other benefits that could be construed as
being received in anticipation of a future vendor relationship, or in
recognition of a past vendor relationship.
No property or material belonging to the Board shall be
delivered to or used by any Board Member or employee of the Ottawa Police
Service for personal or private use.
No Board Member or employee of the Ottawa Police Service
shall receive any sum of money as agent for or on behalf of any person in
relation to a contract with the Board.
No Board Member or employee of the Ottawa Police Service
shall purchase or offer to purchase, on behalf of the Board, any goods or
services except in accordance with this Manual.
The Board or employees of the Ottawa Police Service, at
public expense, shall make no personal purchases.
3.4.6 UNDISCLOSED
INTERESTS
No Board Member or employee of the Ottawa Police Service
shall have any undisclosed financial or personal interest, either direct or
indirect, in any contract with the Board.
No Board Member or employee of the Ottawa Police Service
may bid on purchases of goods and services authorized by the Board.
No Board Member or employee of the Ottawa Police Service
may bid on the sale of Board property or goods disposed of by public auction.
The Chief of Police must approve the sale of goods and
services on Board premises or through any Board sponsored medium.
.1 Approval of
Accounts / Payment Document
Every account and payment document for material, goods or
services shall be certified as having been received to the satisfaction of the
person who personally received such material, goods or services.
Every account and payment document for material, goods or
services supplied to the Ottawa Police Service shall be examined and certified
for payment by direction of the Chief of Police or other officer under whose
supervision the material, goods or services were purchased.
.2 Payment
Document Authorization
The appropriate employee of the Board or the Ottawa Police
Service shall authorize the payment document required.
.3 Authority of
Director of Finance
All payment documents shall be forwarded to the Director of
Finance. The Director of Finance or delegate shall examine the payment
document, certify it for availability of funds and submit the account for
payment by the City of Ottawa Finance Department.
.4 Payment by
Director of Finance
(a)
Subject to the provisions governing
financial accountability procedures in this manual, the Director of Finance or
delegate, shall submit for payment by the City of Ottawa Finance Department any
account for goods or services supplied to the Police Service except those
accounts that should, in the opinion of the Director of Finance, be referred to
the Board for determination of the appropriateness of the expenditure.
.1 Issuance
The Director of Finance shall arrange with the City of
Ottawa Finance Department for the issuance of all cheques in payment of
salaries or wages and of accounts for work done or material supplied, that the
Ottawa Police Service is authorized to pay.
.2 Payment by
Cheque or Electronic Funds Transfer
Subject to the provisions concerning petty cash or imprest
funds, all sums of money due to any person for goods supplied or services
rendered shall be paid by cheque or electronic funds transfer through the City
of Ottawa Finance Department.
The provisions of these regulations do not apply to persons
employed by the Ottawa Police Service who are required in the normal course of
carrying out their duties to travel throughout or to destinations within the
limits of City of Ottawa.
1 TRANSPORTATION
.1 Mode of
Transportation
The mode of transportation will be at
the discretion of the Senior Officer of the Section and this method of travel
should be the most economical and practical and in the best interest of the
Service. The use of personal vehicles is to be allowed only when it is the
most economical means of transportation.
.2 Alternatives
Subject to scheduling and
time or operational constraints, alternative modes of transportation for travel
between Ottawa and Montreal or Toronto will be considered. When reviewing the
alternatives, the following factors should be considered: mode of travel cost,
travel time (i.e. travel days) and cost of accommodation.
.3 Reimbursement
Reimbursement for transportation will
only be made on the basis of actual expenditures. Receipts must support all
expenditures. If it is deemed a member did not travel in the most economical
means possible per Annex 2.1.1, then the lesser amount will be reimbursed.
.4 Reimbursement for Vehicle Usage
Unless the relevant collective agreement
specifies a different rate, reimbursement for the use of personal vehicles will
be in accordance with Treasury Board of Canada rates effective January 1 of the
calendar year in which the vehicle is used.
.5 Ground Transportation
Actual expenditures for ground
transportation to and from the airport; train or bus stations may be claimed.
.6 Rented Vehicles
The use of rented vehicles for
transportation from location to location may be authorized where, in the
opinion of the Senior Officer of the Section, this method of travel is
economical and practical and in the best interest of the Service.
2 LIVING EXPENSES
.1 Daily Rates
Unless the relevant collective agreement
specifies a different rate, the per diem allowance (daily rate) that may be
claimed for personal living expenses incurred within Canada and outside Canada
will be made in accordance with Treasury Board of Canada rates effective
January 1 of the calendar year in which the travel is claimed.
.2 Conditions for
Claim
Only living expenses incurred outside the City of Ottawa
will be eligible for reimbursement.
3 ACCOMMODATION
.1 Type
The accommodation chosen should be the
most economical and advantageous to the conduct of business.
.2 Receipt Data
Receipts are required in support of all
accommodation expenses and must show the place, date, number of days or part
days and the rate per day for single occupancy.
4 REGISTRATION FEES
.1 Paid by the
Ottawa Police Service
A copy of an application for registration or a brochure
from the sponsoring organization must support requests for an advance to prepay
registration fees.
.2 Paid by Another Organization
A receipt issued by the sponsoring organization must
support registration fees paid.
5 FOREIGN EXCHANGE,
COST OF TRAVELLERS CHEQUES AND MEDICAL INSURANCE
.1 All Claims in
Canadian Funds
All claims shall be submitted in terms
of Canadian funds. The cost of purchasing travelers cheques and currency
conversion charges are allowable expenses provided receipts are submitted.
.2 Medical Insurance Cost Included
The cost of purchasing out-of-country
medical insurance coverage is an allowable expense provided receipts are
submitted in evidence of the expense incurred. The maximum coverage will be
the premium for single coverage for the actual number of days on business.
6 TRAVEL ADVANCE REQUEST
.1 Request
preparation
The requests for travel advances are to be approved by the
Senior Officer of the Section and submitted by the staff member concerned. In
the case of travel by a Board member, the requests for travel advances are to
be approved and submitted by the Executive Director.
.2 Processing
The
Financial Services Section shall process the travel advance.
.3 Requirements
A Statement of Travel Expenses must be
submitted in accordance with the following requirements:
a. Every person who travels must render accounts of expenses incurred and
refund any unused balance of a travel advance. Under normal circumstances,
such statement shall be filed with the Financial Services Section within ten
days after the Board member or employee’s return to the Municipality.
b. All accounts must show separately the individual expenses incurred or
daily allowance provided within these regulations.
7 RECEIPTS
.1 No Receipts
Situation
In the absence of receipts or other substantiation of
expenditures as required by these regulations, specific approval of the account
by the Chief of Police or Board Chair or their delegate will be required before
the account can be processed by the Financial Services Section.
8 UNACCEPTABLE CLAIMS FOR
REIMBURSEMENT
.1 Stopovers
Expenses connected with stopovers at resorts or other
places while not on duty will not be allowed for reimbursement unless the
result is a lower cost to the Service.
.2 Personal Effects and Services
Claims for loss of personal effects, for
medical and hospital treatment, for purchase of trunks, hand luggage, clothing
and other personal equipment, or for personal services such as laundry,
dry-cleaning, shoe shines, valet services and other personal expenses, will not
be allowed for reimbursement.
.3 Long Distance Telephone Calls
With the exception of reasonable
personal calls, charges for long distance telephone calls for matters other
than Service business will not be allowed for reimbursement.
9 OUTSTANDING TRAVEL ADVANCES
AND CLAIMS
.1 Travel Expense
Claim Mandatory
Within 10 days after the planned return to Ottawa, a Board
member or employee of the Ottawa Police Service is required to submit a travel
expense claim and remit any outstanding advance.
Members are expected to
submit their travel expense claim on the form provided by the OPS. In order to
be considered for reimbursement, all requests must be submitted to Finance on
or before the 15th of January of the following year.
.2 Penalty for Non-Compliance
Employees of the Ottawa Police Service with outstanding
travel advances who have not complied with this requirement will not be allowed
further travel advances. In the event that the matter cannot be resolved, the
Director of Finance may deduct the amount owing from the next and subsequent
pay cheques, if necessary.
10 SPECIAL CASES
.1 Expense
Incurred Above Approved Amounts
Where expenses incurred exceed the per diem rates and other
allowable charges, the Director General may, on the recommendation of the
appropriate member of Executive Command, approve the expenses. The approval
will be conditional upon the submission of a statement justifying the
additional expenses and will include a comment from the Director of Finance
with respect to the availability of funds.
11 CORPORATE CARD
.1 Authorized
User
The Chief of Police may designate the Police Services
employees that are authorized to use a corporate card for travel purposes.
.2 Guidelines for
Use
The Financial Services Section will issue guidelines for
the use of the corporate card for travel purposes. Authorized users shall
adhere to these guidelines.
