Mississippi Administrative Code › Title 31 - Public Safety › Part 301 - Board on Law Enforcement Officer Standards and Training Professional Certification Policy and Procedures › Chapter 6 - Reimbursement of Training Costs › Rule 31-301-6.3 - Procedure

Current through June 25, 2024
1. The board staff shall review all the
				information available on each academy class and determine the eligibility and
				amount of reimbursement to each agency.
A.
				The staff shall maintain a running balance of available funds. The estimated
				training demand and funds available shall be utilized to compute the
				reimbursement percentage.
B. The
				students enrolled in training shall provide the academy staff either a copy of
				a payroll voucher or a letter documenting the base salary for the month
				preceding enrollment. Students who fail to provide this salary or any other
				requested information will not be processed for certification or reimbursement
				until the information is received.
C. The academies shall provide the staff an
				official roster of students within five working days of the day the class
				begins. The roster shall include the name, social security number and agency of
				each student. Along with the roster, the academy shall also provide the staff
				the training packets (medical evaluation) and entry physical fitness test
				scores for each student enrolled.
D. The academies shall notify the staff of
				any withdrawals or dismissals from training during the course of the program.
				The notification shall include whether the officer withdrew or was dismissed
				and the reason (i.e. - deficiency in academics, firearms, physical fitness or
				skill areas). If the officer was dismissed for a violation of academy rules and
				regulations, the academy staff must provide a written report of the
				investigation into the incident and the disposition of any charges.
E. Once the class graduates, the academy
				shall prepare a graduation roster and score sheets. The graduation roster shall
				positively indicate that all students have met the basic course requirements.
				Any students who have not completed the requirements because they have been
				medically excused from physical activities due to injury or illness sustained
				while enrolled in the academy should be listed on a separate sheet. Once the
				student completes the requirements, the academy shall notify the staff in
				writing. This notification must be received prior to any further certification
				processing or reimbursement.
F. The
				staff will determine the amount of the reimbursement based on the total of:
				board-approved training costs, the applicant's documented base monthly salary,
				and round trip mileage from the agency to the academy. This total shall then be
				multiplied by the reimbursement percentage factor to determine the dollar
				amount of the reimbursement. Eligibility will be determined by presence of all
				required forms, information, photographs and compliance with the Act.
G. After determining eligibility
				and amount of reimbursement, the board staff shall complete a
"Claim for
				Reimbursement"
form and submit the form to the agency head for review.
				The form shall contain the name and other personal data of the trainee, course
				attended, tuition, salary and travel costs. The agency head shall review the
				form, sign and return the form within five working days of receipt. Any
				discrepancies or misinformation on the form should be annotated and corrected,
				and the form should be returned unsigned. The staff shall correct the form and
				return it to the agency. It is imperative that this form be processed without
				delay as it is the basis for any funds the agency receives.
H. The staff will submit the
"Claim for
				Reimbursement"
to the Department of Finance and Administration for
				payment after the board members approve the graduates for certification. The
				board will maintain a copy of the claims and the warrants of payment in the
				board files.
I. Agencies should
				receive payment within forty-five days of receipt of the graduate's
				Professional Certificate. Normally the certificates are mailed the same date
				the claims are submitted for payment. If the payment is not received in
				forty-five days, notify the board staff in writing.