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B05 Administration

1. Security protective marking

1.1 Not protectively marked.

2. Summary of changes

2.1 The following changes listed below were made to this policy on 1 March 2013:

  • Policy fully reviewed;
  • Terminology amended to reflect KPM departments, roles and responsibilities;
  • Section 5. The requirement for inventories has been simplified and exclusions added for IT equipment and PFI buildings;
  • Section 9. Details of the arrangements for booking of facilities and catering have been simplified;
  • Previous section 14 (now section 12) has been updated re exceptions to eligibility criteria for the provision of spectacles and with revised and simplified claims process for sight tests;
  • Previous sections 12 (Civil proceedings) and 13 (Claims involving Police Officers) are covered by policies E02 and I03 and have been removed to avoid duplication;
  • Previous section 17 removed as reference to drowning reports not valid in the context of this policy.

    2.2 This policy is due for review in March 2016.

3. Application

3.1. The policy applies to all police officers and police staff employees (PSE).


4. Purpose

4.1. This policy covers a number of administrative procedures that are of relevance to many different departments, but are administrated via centralised Business Services.


5. Inventories 

5.1.  The keeping of inventories is an audit requirement. Inventories for police stations and offices will be maintained on form 3150 for each room individually and should contain of office equipment and furniture items with an individual value of £200 or more.

5.2.  Divisional Commanders and Heads of Departments are responsible for the control of such items within their area of command.

5.3.  Completed forms will be displayed in the relevant room and kept on file and must be checked against the contents and signed in January each year.


5.4. Any item being added to or removed from that location on a permanent basis should as soon as practicable be added to or struck from form 3150 identifying the key date and if necessary reason for disposal.


5.5.  Exemptions from the inventory are:

  • Tagged Information Technology (IT) equipment for which the IT Directorate keep an inventory;
  • PFI buildings where an eletronic inventory is kept by the service provider.


6. Personal issue assets

6.1. Individuals responsibility:

6.1.1. Any individual who is issued equipment for their exclusive use e.g. laptop computer, mobile phone, body armour shall as soon as practicable ensure that their line manager updates their personal SAP account using 'objects on loan'. When that personal issue asset is no longer required the member of staff will return the asset to their line manager with a short report detailing change of circumstances and the entry will be removed from SAP.

6.2. Line management or other issuing department responsibilities:

    • when issuing personal equipment (as described above) they will within one week of issue ensure that the asset has been recorded on objects of loan;
    • when conducting PDRs, appraisers will check with the appraisee the current accuracy of objects on loan entry and on ad hoc basis request sight of the asset(s) in question.

6.3. Budget managers responsibility:

6.3.1. Each January draw down from SAP a complete asset manifest of personal issued assets and conduct a dip test of 10% of total holding.


7. Vehicles parked on or near police property - insurance cover

7.1.  All vehicles including cars, caravans, trailers, motorcycles and pedal cycles on or near police authority property are parked at the owner’s risk.

7.2.  It is recommended that staff ensure adequate insurance of their own and family vehicles kept at police authority owned property including police authority owned accommodation.

7.3.  Claims for damages arising from a lack of insurance cover will not be entertained. In clear cases of wilful attack, where a claim against an insurance policy would result in an excess payment and / or an increase in premium, reimbursement of this amount will be considered by the Chief Finance Officer for the Chief Constable. A report detailing the circumstances and amounts should be forwarded as soon as possible to the Chief Finance Officer for the Chief Constable at FHQ. This action should not delay the prompt submission of the insurance claim.


8. Flying flags at police stations 

8.1.  Force Headquarters (FHQ) will fly the union flag at all times apart from the following exceptions:

  • On St Georges Day FHQ will fly the flag of St George.


8.2. The union flag may only be flown at half mast (one flag length down the pole) on the day of the funeral of:

  • a member of the Royal family

8.3. The Chief Constable may authorise the substitution of the union flag with that of the corporate flag to be flown at half mast (one flag length down the pole) when a member of Kent Police dies or in other circumstances that warrant the force showing its respects.

8.3.1. In the event of the death of a member of Kent Police, the corporate flag around the County should be flown at half mast only on the day of death and the day of the funeral.

8.3.2. In the event of the death of a member of the Police & Crime Commissioner's office, Special Constabulary or a Kent Police volunteer whilst on duty, the corporate flag at FHQ will be flown at half mast on the day of death and the day of the funeral.

8.3.3. At all times the Chief Constable's staff officer will be responsible for notifying and directing divisions regarding the lowering of the corporate flag.

8.4.  All other locations will fly the corporate flag every day except royal birthdays and other high days.

Date National occasion
6th February Her Majesty's accession
19th February Birthday of Prince Andrew
10th March Birthday of Prince Edward
21st April Birthday of Her Majesty The Queen
23rd April St. Georges day
June Day appointed for Her Majesty's official birthday (as announced in the press)
2nd June Coronation day
10th June Birthday of His Royal Highness (HRH) Duke of Edinburgh commonwealth day
21st June Birthday of Prince William
26th June Armed Forces day
15th August Birthday of Princess Anne
15th September Birthday of Prince Harry
2nd Sunday in November Remembrance day
14th November Birthday of Prince Charles
20th November Wedding anniversary of HM The Queen and HRH The Duke of Edinburgh


9. Use of Police facilities 

9.1.  A number of facilities are available at FHQ and other locations around the County for meetings, events, etc, including:

    • Clift Room;
    • County Room;
    • pavilion;
    • sports field;
    • bowls green;
    • Divisional conference rooms.

9.1.1.  To book any of these facilities contact the Facilities Service Desk at the Business Centre, North Kent on short dial 830 to check availability and make a booking.

9.2.  A number of facilities are available at the Kent Police Training School: -

    • lecture theatre;
    • conference room;
    • classrooms;
    • sports facilities;
    • assault course;
    • skid pan;
    • firearms range.

9.2.1.  To book any of these facilities contact the appropriate Training Administration section at the Kent Police Training School to check availability and make a booking.

9.3.  To book catering facilities and / or meals and refreshments contact the caterer directly to check availability and make a booking.  Authorisation from the budget manager and the appropriate budget code infomation will be required at the time of booking.  Details for the catering providers can be found on the catering inSite page.

9.4.  All applications must be submitted in sufficient time before the event and any cancellations notified immediately.

9.5. Private hire of facilities:

9.5.1. Consideration will be given to any request for the private use of any facilities by individuals or external agencies. Any such requests should be forwarded, in writing, to the Facilities & Administration Services Manager at the Business Centre, North Kent.


10. Police & Crime Commissioner's Office motor insurance 

10.1.  All vehicles owned, leased or hired by the Police & Crime Commissioner's Office are covered by their insurance for use by officers and staff with the appropriate permit and training.

10.2.  The certificate of insurance will be published annually and will be kept at police stations and be readily available for inspection by officers should the need arise. Because of this, notwithstanding the powers given to constables, there is no need to require the production of the certificate of insurance.


11. Damage to personal property 

11.1.  The taking or wearing, on duty, of valuable personal articles (e.g. expensive clothes, watches etc.) which might be lost or damaged is imprudent and the loss or damage of such items will not be met by the Police & Crime Commissioner's Office. If such items are taken or worn on duty, staff do so at their own risk and are advised to arrange suitable insurance cover.

11.2.  In some instances the Chief Finanace Officer to the Chief Constable is authorised to approve payment, in respect of loss of or damage to personal property sustained by members of the force. Loss of cash will not be considered.

11.3.  Any claim must be made under an existing private insurance policy or against a third party wherever reasonable grounds allow. Failure to do so will influence any claim against the Police & Crime Commissioner's Office.

11.4.  If nothing is recovered by way of private insurance policies or third party claims, an application in writing should be submitted via the division/department command team to the Chief Finance Officer to the Chief Constable at FHQ.

11.5.  Any claims accepted for payment will be subject to the wear and tear formula.


12.  Official spectacles 

12.1.  A member of staff will qualify for spectacles providing:

The prescription is clinically necessary for either

    • Use on police duty; or
    • Use with display screen equipment (DSE) where that individual is deemed a DSE user;
    • Under normal circumstances a claim has not been made in the previous two years.
      Provision of free spectacles is a taxable benefit and will attract an additional tax payment.

12.2.  A “user” means an employee who habitually uses display screen equipment as a significant part of their normal work. Local management will therefore identify who are users of police authority DSE, in accordance with the following guidelines.


a) use of DSE is more or less continuous on most days;


b) where use is less continuous or frequent, it will generally be appropriate to classify as a user if they: -

        • normally use DSE for continuous or near continuous spells of an hour or more at a time; and
        • use DSE in this way more or less daily; and
        • have to transfer information quickly to or from the DSE and also one or more of the following:
          • need to apply high levels of attention and concentration; or
          • are highly dependent on DSE; or
          • have little choice about using it; or
          • need special training or skills to use DSE.

12.3.  Employees/officers who consider they fall into category B should submit a report, in writing, to their line manager detailing how each of the criteria is met. Line managers will endorse and submit the report to the Head of Business Services at the Buesiness Centre, North Kent for consideration.

12.4.  Employees / officers are advised not to seek eyesight tests or spectacles before a decision is forthcoming.

12.4.1.  Police officers are eligible for the specification of lens (e.g. bifocals etc.) required to allow them to conduct the full range of their duties.

12.5.  With the exceptions of the Force Control Room and Investigation Management Unit at FHQ and the control room, Longport, Police Staff DSE users are generally only eligible for the provision of single vision spectacles.

12.5.1.  It is the responsibility of managers to identify those individuals who are regular users of DSE and ensure that they have regular risk assessments performed on their workstations. Where a DSE user requires an eyesight test, permission must be sought from the local budget manager to attend an optician for such a test. All assessments conducted should be logged and appropriate comments made.

12.6.  Recompense for eyesight tests should be submitted via SAP mileage and expenses self-service and the receipt submitted to the Finance Services Team at the Business Centre, North Kent.

12.6.1.  Police officers and approved DSE users may have an eyesight test at any optician and obtain a prescription (if required).

12.7.  Any individual requiring spectacles will obtain authroisation from the approprate line manager or budget manager before reporting to their local administration team with the prescription and selecting a style of frame from the approved range. Having ascertained the validity of the claim the local administration team will complete the relevant form supplied by Uvex (UK) Ltd., handing two copies to the individual, retaining the file copy.

12.8.  The individual may then attend a participating optician of their choice with the Uvex form and prescription. After taking any necessary measurements for fitting purposes, the optician will complete the form and send it to Uvex for the spectacles to be made up.

12.8.1.  The spectacles will be sent direct to the optician who will advise the member of staff that they are ready for fitting and collection. No payment is required by the member of staff.

12.8.2.  The individual must then inform the local administration team that the spectacles have been received. The local administration team will sign the green copy of the form and forward it to HQ Central administration team.

12.8.3.  An individual who chooses ‘extras’, e.g. vari-focal or tinted lenses, that are not clinically necessary, or not essential for police duty, or are not covered by other stated exemptions in this policy, will be required to meet any cost involved. The HQ central administration team will liaise with the Finance Department, HQ to make appropriate arrangements for the recovery of the cost of 'extras' by ensuring an invoice is raised to the individual and provide any information necessary for payroll to adminsiter benfit in kind taxation.

12.8.4.  Invoices from Uvex Ltd will be authroised by the relevant budget manager via the SAP automated invoice process.

12.9.  Damaged spectacles that require minor remedial work can be repaired by any optician and any expenses incurred claimed using the SAP mileage and expenses self-service and the receipt submitted to the Finance Services Team at the Business Centre, North Kent. Before any such repair is undertaken consideration must be given to the following:

    • extent of damage;
    • age of spectacles;
    • date next eyesight test is due;

as it may be more cost effective to seek authoisation for new spectacles by following this policy.


13. Contact lenses 

13.1.  If, for clinical reasons, an individual cannot wear spectacles and contact lenses are the only option, the full cost of purchases will be met providing section 13 above has been complied with.

13.2.  If contact lenses are a personal preference, a maximum of £50 will be paid by Kent police.

13.3.  Claims for payment are to be made via the Finance Services Team at the Business Centre, North Kent.


14. Official spectacles - exceptions 

14.1.  The majority of eyesight prescriptions can be catered for using the principles in section 12 and 13 above. Where there is a requirement not catered for within this policy it must be submitted in writing for consideration of alternative arrangements to the Head fo Business Services before any costs are incurred.

14.2.  Any costs arising from the purchase of spectacles or contact lenses outside of the guidelines contained in sections 14 and 15 of this policy will not be met unless written authorisation for an exceptional arrangement has been obtained from the Head of Business Services as at section 14.1.


 15. Indemnity for use of premises and facilities

15.1.  In all cases where it is planned or required to use non-police premises / facilities for police purposes, consideration must be given to applying for a form of indemnity.

15.2.  Where outside organisations or individuals are to use police premises / facilities similar consideration must be given.

15.3.  All applications for form of indemnity must be made in writing giving at least ten working days notice (wherever possible) to the Legal Services department, FHQ.

15.4.  Further information and guidance is available from the Legal Services department at FHQ.

16. Retention and disposal of records

16.1. Documents mentioned in the above policy will be retained for the period specified in the  disposal schedule.

17. Equality impact assessment

17.1. This policy has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment the policy has been graded as having a low potential impact.
The equality impact assessment is attached.

Policy reference: B05 Administration
Policy owner: Head of Business Services
Contact point: Policy Unit
Date last reviewed: 01 March 2013
Document last saved: 03 May 2013