Records

Field Reporting Procedures

I. INCIDENT REPORTS

The following guidelines have been set forth for the completion, forwarding, and retention of incident reports for the Field Enforcement Bureau.

  1.  An Incident Report (IR) must be written when any of the following occur:
    1. Physical arrest is made for any violation.
    2. Criminal citation is issued, and evidence is seized.
    3. Sales and Use Tax investigations where purchases are made in an undercover capacity.
    4. Damage, loss or theft of any state vehicle, property, or equipment.
    5. Requested by a supervisor.
    6. Injury to Field Enforcement Bureau personnel.
    7. Upon order from the Director or Deputy Director.
  2. When an Incident Report (IR) is written a FEB case number will be issued.
  3. The following information is required on all Incident Reports:
    1. Date and time of initial report.
    2. Name and address of complainant, if applicable.
    3. Nature of incident.
    4. Date, time, and actions taken by the reporting FEB personnel.
  4. Incident Reports are to be completed and forwarded to the writer’s supervisor within five (5) business days of taking the initial report.
  5. Supervisors will review reports for accuracy and forward to the office administrator for processing.
  6.  Administrative personnel will remove all Criminal History Record Information (CHRI), prior to processing.
  7. Incident reports are to be forwarded to the State’s Attorney, Liquor Board, or other prosecutorial or administrative units who retain jurisdiction over the offense. Reports should be forwarded within ten (10) business days of the incident date.
  8. A copy of the completed incident report and any pictures, receipts, etc., will be forwarded to the appropriate section, and will be filed in a case folder, by case number. The documents will also be scanned into the appropriate computer storage file.

II. AGENT/INSPECTOR ACTIVITY REPORTS

The following reports are required for all members of the Field Enforcement Bureau.

  1. Bi-weekly Time Sheets:
    1. Employees will submit their time sheet through Workday, by 12:00 p. m. on the last reporting day (Tuesday) for the bi-weekly pay period or as directed by their supervisors or CPB.
    2. Employees earning overtime or compensatory time will fill in the appropriate fields on Workday to their completed time sheet.
    3. All time sheets are to be forwarded to the employee’s immediate supervisor by the required time regardless of duty or leave status.
    4. Sworn personnel that are working out-of-state on the time sheet reporting date are to submit their time sheets through Workday and any other documentation to their supervisors prior to the out-of-state assignment.
    5. Supervisors are to review all subordinates time sheets for accuracy and completeness. If modifications need to be made to correct entries, they may only be done by a Field Enforcement Bureau supervisor. Supervisors will approve all time sheets in Workday by 4:00 p.m. on the last day of the pay period or as directed by their supervisors or CPB.
    6. If a supervisor is unavailable on the day that time sheets are due, the appropriate manager or administrator is responsible for time sheets to be submitted and processed timely.

III. MILEAGE AND MONTHLY STATISTICAL REPORTS

All Field Enforcement Bureau personnel that operate state owned vehicles are required to submit the monthly mileage forms for the vehicle they are assigned and/or operating by the fifth day of the following month. Agents and inspectors are also required to complete monthly statistical reports of daily activity.

  1. When the fifth day of the month falls on a Saturday, Sunday or Holiday, the report is due the first working day after the fifth of the month.
  2. Bureau drivers that are on any type of leave on the day that the mileage reports are due must turn their report in prior to going on leave.
  3. The Agent in Charge or designee will forward all mileage reports to the Comptroller’s Fleet Manager.
  4. Monthly statistic reports are to be submitted to immediate supervisors by the first business day of the following month.
  5. All statistic reports are to be reviewed by the immediate supervisor for accuracy and completeness. The Agent in Charge will conduct the final review of the monthly reports and forward to the appropriate office associate.
  6. The designated office administrator will record the monthly statistical data and forward reports to the Director and Deputy Director. At the discretion of the Director, the reports may be forwarded to the Comptroller, Deputy Comptroller, or other senior leadership of the Comptroller’s Office as required.

IV. FIELD INTELLIGENCE REPORTS (FIRS)

These reports document criminal activities, possible criminal activities, or suspicious activities.

  1. The FIR should be printed in ink or typed.
  2. If a vehicle tag number is a part of the report, a computer check of the vehicle registration should be attached to the report.
  3. Agents should check the PSIsafe system for prior reports and any information should be cross-referenced.
  4. All completed reports should be forwarded to the agent’s immediate supervisor within five (5) working days.
  5. Supervisors reviewing FIR reports should check for clarity and content and forward to the Agent in Charge within seven (7) working days of the initial report. The designated office administrator will scan all FIR reports into the appropriate computer file.

V. CANCELLATION

None