ILEAS



Overtime Backfill Agency InstructionsOverall View of SystemThe team commanders “build” their teams online by entering their names and home agencies.The team commanders enter basic data about each training event to include the date, a short narrative description and each attendee’s number of hours trained.Once that is finalized, the system automatically emails the chief, sheriff and any other command officer registered on the ILEAS system informing them that member(s) of their department have trained. The email provides a link for them to review the training entries and to request overtime backfill.The agency enters the number of hours of overtime, backfill and the pay rates.Once that data is submitted, the software notifies the ILEAS Administrative Office of the request and the budgetary process is started to send the funds to the officer’s agency.In order for the financial processing to be timely, team commanders must enter training events within7 days of the training and agencies must enter it within 60 days of the training.It usually takes at least 60 days from the time of the request until the state releases the funds to make the payment to the agency.Personnel CostsHours WorkedAgencies will be reimbursed for overtime incurred by the officer actually undergoing training OR for backfill overtime by another officer filling in for the officer doing the training. However, it should be noted that there are three constraints on this policy:The overtime-hourly rate cannot exceed $58 hour.The number of hours of overtime and backfill paid in any training event cannot exceed the number of hours the team member trained.The third constraint is that there must be payroll documentation as to all of these hours worked. You must be able to identify (if there is ever a Federal audit on this) who the backfill officer was, the hours worked and his/her pay rate.A special note regarding command officers who are salaried and do not receive overtime. Their agencies are not eligible to collect overtime reimbursement for salaried employees. How many hours of work the deployed officer/deputy performed is determined by your work and union rules. ILEAS will not intercede or become involved in management/labor issues in any department as to what is and is not considered work for purposes of reimbursement.Specific Agency Reimbursement ProcessThe Team Commander for your region completes the online data entry documenting the training. Once he finalizes that documentation, the system automatically sends the following message to your registered email:An officer or deputy on your department has trained or participated in an activation of an ILEAS WMD Special Response Team or an ILEAS Mobile Field Force. His or her time or any backfill that resulted may qualify for reimbursement. Please go to and login with your password. Then follow the 'Apply for Reimbursement' link under the 'ILEAS WMD Special Response Team/Mobile Field Force Reimbursement' heading. From there you may complete the online reimbursement request form. You have 58 days from the completion of the training to request reimbursement. Illinois Terrorism Task Force regulations require that an agency apply for reimbursement no later than 60 after the training event took place. Questions can be directed to the ILEAS office at 217-328-3800 or email sgfrost@Once you logon to the website, Find the section entitled, Reimbursement, see below:REIMBURSEMENTMobile Field Force / Special Response Team Unsubmitted Requests: 3?Apply for Reimbursement (Opens in a new window)View Active Training MembersSpecial Events Create New / View Existing Requests (Opens in a new window)Click on “Apply for Reimbursement”This is where you will see the pending training events. See below. Click the Edit link on each event to see the details that the Team Commander entered and request reimbursement.By clicking the Edit button, the screen below will appear. This is where you enter your reimbursement request. Note the due date in the upper right of the window.Hours Trained – this is a fixed number entered by the team commander.OT Hours- Overtime hours worked by officer/deputy who attended training.OT Rate- Team member’s OT rate.BF Hours- Overtime hours worked by officer/deputy called back to fill in during absence of officer attending training.BF Rate- Overtime rate of pay for the backfill officer or deputy.Once you have completed this form, click the “Review” button. The software will conduct edits to ensure that the correct data is entered and move your to the last screen.Rules and Guidelines for ReimbursementThere must be a number entered into every open field – even if it is zero.The rate of OT pay cannot exceed $58 an hour. This is an ITTF limit on training overtime.The OT Hours and the BF Hours totaled together cannot exceed the Hours Trained. An agency cannot “earn” hours or submit for more hours than was trained. If the software catches this, it will return an error message.Do not use spaces and dollar signsCommand officers who are salaried and do not receive overtime are not eligible for overtime reimbursement. There should be no backfill for salaried command officers.The next screen as shown below provides you the opportunity to review and make any changes necessary to get the submission correct. Click the “Make Changes” button to make any corrections. Place a checkmark in the “I assert that all information entered is correct and that our agency possesses supporting documentation sufficient to withstand an audit.” Then click the “Finalize” button when you are finished.By selecting the “Finalize” button, the software electronically notifies ILEAS that a reimbursement request has been made and it will be processed from there. You should print this page as a record of your request for accounting purposes. ................
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