Applicable To: All employees

Approval Authority:  Chief George N. Turner

Signature:  Signed by GNT

Date Signed: 5/9/12

1.                PURPOSE

To establish collection procedures for the reimbursement of salary and training expenses pursuant to O.C.G.A 35-8-22.

2.                POLICY

The Atlanta Police Department shall seek reimbursement for all or part of a sworn employee’s salary, training, and/or miscellaneous expenses from any Georgia state, county or city law enforcement agency when that employee resigns from the Atlanta Police Department prior to the completion of two years (24 months) of sworn service and is subsequently employed as a peace officer by another agency.

3.                RESPONSIBILITIES

3.1              The Support Services Division (SSD) Commander or his/her designee is responsible for seeking reimbursement for training expenses as provided herein. 

3.2              The Management Support Office (MSO) and the Recruitment Unit Commanders shall implement this directive.

4.                ACTION

4.1              The Recruitment Unit Commander or his/her designee shall provide applicants who are seeking employment with the Atlanta Police Department as sworn peace officers Form APD 257 Recruit Training Reimbursement Agreement prior to their initial employment with the department and place the signed copy in the applicant’s background file.

4.2              All applicants seeking employment with the Atlanta Police Department as sworn peace officers shall sign Form APD 257 Recruit Training Reimbursement Agreement prior to their initial employment with the department.

4.3              The Recruitment Unit Commander or his/her designee shall provide a copy of Form APD 257 Recruit Training Reimbursement Agreement to the Personnel Services Unit Commander. Upon the applicant’s employment with the department, this form shall be placed in the employee’s personnel file.

4.4              The MSO director or his/her designee shall monitor sworn Atlanta Police Department employee resignations to determine those employees who resign from the department prior to completing two years of sworn service.

4.4.1           The MSO Director or his/her designee shall check the POST records of the former employee to determine if the employee has been hired by another law enforcement agency in Georgia.  If the former sworn officer has been hired by another law enforcement agency in Georgia, the MSO director or his/her designee shall prepare an informative memorandum and provide the following information to the SSD commander within five business days of discovery:

1.    Name of employee;

2.    A copy of the letter of resignation with the effective date;

3.    Completion date of peace officer mandated and formalized training;

4.    Officer’s salary scale before entering the academy and during academy training;

5.    Signed Recruit Training Reimbursement Agreement;

6.    Name, address and Chief Executive Officer of the hiring agency; and

7.    An itemized statement of salary and training expenses using Form APD 262 Recruit Training Reimbursement Agreement Worksheet (the automated worksheet is located on the network).

4.4.2           If the initial check of POST records does not disclose the former Atlanta Police Department officer is employed by another law enforcement agency in Georgia, the MSO director shall run biannual status checks until the two year time requirement expires on each affected former employee.

4.5              The MSO Director or his/her designee shall send a letter by certified return receipt mail to the subsequent hiring agency.  If, after 60 days, the department is unable to collect on the account, the MSO and SSD Commander shall notify the City of Atlanta Law Department that it has been unable to collect on the account and submit the account to them for further collection activity. 

4.5.1           The MSO and SSD commander shall forward to the City of Atlanta Law Department the following:

1.    An itemized listing of the training costs.

2.    The salary paid to officer while in training.

3.    A copy of the initial demand letter with certified postal receipt.

4.    A copy of the signed Employee Agreement Letter referencing the reimbursement policy as required in O.C.G.A. § 35-8-22.

4.5.2           If the former Atlanta Police Department employee has less than 15 months of sworn service with the department, the total expense of training, including salary paid during training, must be reimbursed to the Atlanta Police Department. 

4.5.3           If the former Atlanta Police Department employee has at least 15 months, but less than 24 months of sworn service with the department, one-half of the total expense of training, including salary paid during training, must be reimbursed to the Atlanta Police Department.

4.6              Reimbursement payments shall be deposited with the Department of Finance.

5.                DEFINITIONS

                  N/A

6.                CANCELLATIONS

                  APD.SOP.2081 “Training Reimbursement and Collection Procedure,” effective December 1, 2008

7.                REFERENCES

                  Georgia Code (O.C.G.A. 35-8-22)

                  Form APD 257: Recruit Training Reimbursement Agreement

                  Form APD 262: Training Reimbursement Agreement Worksheet

                  (automated worksheet is on the network)