Employees of the Honolulu Police Department (HPD) shall operate
police vehicles in accordance with this directive.
DEFINITIONS
A. Collision: Any impact between a motor vehicle and
another vehicle or object that results in injury,
death, or property damage.
B. Division-level commander: Refer to Policy 2.01,
DEPARTMENTAL ORGANIZATION AND CHAIN OF COMMAND.
C. Motorized: A private vehicle that is in accordance
with Policy 4.14, POLICE SUBSIDIZED VEHICLES.
D. Police executive: An officer at the rank of captain
or above who is excluded from any collective
bargaining unit in accordance with Section 89-6(c),
Hawaii Revised Statutes (HRS).
E. Police vehicles: This term includes:
1. All city-owned vehicles used solely for police
duties by the police department;
2. All vehicles owned by members of the police
department for use of which the prescribed car
allowance is granted (subsidized vehicles); and
3. All vehicles owned by civilian employees of the
police department for use of which the
prescribed mileage allowance is granted.
POLICY ON NONMOTORIZED, MOTORIZED, AND POLICE EXECUTIVE
POSITIONS
A. An officer who accepts an assignment or transfer
from a nonmotorized position to a motorized position
or police executive position shall purchase a
vehicle (if he or she does not already own one) that
meets the standards of the department.
B. An officer who accepts an assignment or transfer
from a nonmotorized position to a motorized position
or police executive position for which automobile
allowance is prescribed shall be responsible for the
maintenance of the subsidized vehicle. The
SUBSIDIZED VEHICLE (NEW/EXTENSION/REPLACEMENT)
e-form shall be completed at the time the officer
accepts the assignment or transfers to motorized
status.
C. An officer who is unable to maintain a police
subsidized vehicle shall be subject to reassignment
or transfer to a nonmotorized position.
INSTALLATION, TRANSFER, OR REMOVAL OF RADIO EQUIPMENT-SUBSIDIZED
VEHICLES
A. Authorization must be obtained from the Finance
Division before any radio equipment is installed in
or transferred from a subsidized vehicle.
B. Information relating to the vehicle (such as the
year, make, serial number, license number, weight,
date first sold, and the registered owner) shall be
submitted to the Finance Division on a completed
SUBSIDIZED VEHICLE (NEW/EXTENSION/REPLACEMENT)
e-form. Proof of registration shall be presented at
the time the request for the installation of radio
equipment is submitted.
C. The officer requesting the installation or transfer
of equipment must attest on the e-form that the
vehicle meets the specifications governing
subsidized vehicles.
D. The officer shall call the Telecommunications
Systems Section (TSS) to schedule an appointment for
the installation, transfer, or removal of the siren;
blue lig ht; and radio.
E. The TSS shall determine the type and location of
radio to be installed in each vehicle. No
alterations, change in location, changes in radio
program, or repairs to any radio, blue light, or
siren equipment shall be made without the p rior
approval of the TSS. Exa mples of prohibited changes
and repairs are: splicing intc cables, rerouting
wires, tying in additiona l devices (e.g., lights and
switches) to original wiring, and reprogramming
equipmen t ( 1 ight pa t terns and radios) . No em ployee
shall permit others to violate these prohibitions on
his or her behalf.
G. The radio unit may, at the discretion of the element
commander, be removed from the subsidized vehicle of
an officer who has been on authorized leave for more
than 30 days. The radio unit must be removed upon
expiration of the six-month allowance for authorized
leave.
H. Division-level commanders shall ensure that all
police equipment, including the wiring for the
radio, is removed immediately when a vehicle is no
longer an authorized subsidized vehicle.
REQUIRED EQUIPMENT
A. Each subsidized vehicle shall carry the following
standardized equipment:
l. Radio receiving and transmitting set;
2. Siren;
3. Stroller meter;
4. First aid kit;
5. Fire extinguisher;
6. Fingerprint kit;
7. Emergency highway flares;
8. Blanket;
9. Blue rooftop light and blue light rooftop
adapter band (as prescribed by the Chief of
Police) . These are not required for officers
with plainclothes assignments; and
10. Portable, visor-mounted blue light. This is
required only for officers with plainclothes
assignments and officers at the rank of captain
and above.
Officers at the rank of captain and above are
not required to carry the blue rooftop light,
blue light rooftop adapter band, stroller
meter, fingerprint kit, and blanket in their
subsidized vehicles.
B. Installaticn of Rooftop Blue Light and Adapter Band
2. The TSS is responsible for installing all
electrical wiring necessary for operation of
the blue rooftop light on the adapter band.
c. Officers and employees are responsible for the use,
replenishment, and security of all required
equipment.
SPEEDOMETER CALIBRATION
A. The automotive equipment superintendent shall have
the speedometer calibration of all city-owned,
marked vehicles (that are used to pace vehicles) checked at least once
every 12 months. The superintendent shall forward
the certificate of inspection for each vehicle to
the appropriate division commander and retain a copy
for the Vehicle Maintenance Section’s (VMS) files.
B. Each officer below the rank of captain with a
subsidized police vehicle shall have the speedometer
calibration checked within 30 days of the vehicle’s
entry into police service. Officers required to
have a speedometer calibration check shall keep a
current copy of the certificate in their subsidized
vehicles at all times.
C. Officers below the rank of lieutenant who are
assigned to a patrol district or the Traffic
Division shall have their speedometer calibration
checked at least once every 12 months. If the
calibration has not been checked within the
12 months prior to the officer’s transfer to the
district patrol command or the Traffic Division, the
officer shall have the calibration checked within
30 days after the transfer.
D. All officers below the rank of captain with
subsidized vehicles shall ensure that their
speedometers are accurate within a range of plus or
minus five miles per hour and that certificates of
inspection are in their possession. An officer who
has reason to question the accuracy of his or her
speedometer may have it checked after obtaining the
approval of the Finance Division commander.
Similarly, a supervisor may require an officer to
have his or her speedometer checked after obtaining
the approval of the Finance Division commander.
E. Speedometer calibration checks of subsidized
vehicles are paid for by the department; resetting
the calibration of an inaccurate speedometer in a
subsidized vehicle is paid for by the officer.
FUEL, OIL, AND MILEAGE
A. Fuel and Oil Subsidy
1. Motorized Officers
Gasoline shall be allowed at the rate
established in the Unit 12 bargaining agreement
for work-related driving as specified in
section VI D 1 below.
a. An officer who overdraws the prescribed
allotment for the month will be allowed to
make up for the overdrawn gasoline in the
succeeding month. If the overdrawn
gasoline is not made up by the end of the
succeeding month, the officer shall be
required to pay the cost of the overdrawn
gasoline balance and may be subject to
disciplinary action. (There is one
exception–see section VI F 2 c below).
Each division-level commander shall
receive a copy of the overdrawn gasoline
charges for the month report from the
Finance Division listing all officers who
have payments due. Each commander shall
ensure that these officers pay the Finance
Division by the deadline on the report and
return a copy of the receipt for the
payment to the commander.
b. Gasoline shall be put directly into the
tank of the motorized vehicle for which it
is drawn. Officers shall not put gasoline
into a separate container (e.g., gasoline
can) or a vehicle that is not motorized or
otherwise granted specific approval.
c. With two exceptions, officers shall not
draw gasoline after the fifth day of any
continuous period of nonwork days.
(“Nonwork days” include all holidays, days
off, compensatory days off, suspensions,
administrative leaves, funeral leaves,
military leaves, sick leaves, vacations,
and all other authorized leaves.)
Exceptions:
(1) Personnel on industrial sick/ injured
leave may draw gasoline for the
mileage driven in obtaining medical
treatment, as authorized by
Policy 3.06, INDUSTRIAL INJURY/
ILLNESS AND WORKERS’ COMPENSATION.
(2) In addition, individual exceptions to
the general restriction spelled out
above may be granted by the Finance
Division commander so that officers
can draw gasoline for the mileage
driven in duty-related activities
performed during nonwork periods.
Each request for an exception must be
approved by the Finance Division
commander before the gasoline is
drawn.
An officer who draws gasoline without
proper authorization shall be required to
pay the cost of the gasoline and may be
subject to disciplinary action and/or
criminal prosecution.
d. Officers may not draw gasoline during any
unauthorized leaves.
e. Officers shall draw gasoline only from the
pumps at the police facility to which they
are assigned. The one exception is when
officers are on special assignment for
more than two days. In this case,
officers may draw gasoline from the pumps
of their special assignment facility after
the second day and with prior written
permission from that facility’s commander.
Each element commander shall keep a record
of special assignment officers who are
authorized to use the pumps.
2. Oil for motorized vehicles shall be provided by
the department. No more than seven quarts
shall be provided for each 1,500 miles.
B. Recording Fuel Withdrawals
1. Elements at the Alapai Headquarters
a. An officer withdrawing gasoline shall use
the Automated Fuel Management System.
(1) The officer shall initiate the
process by entering the appropriate
pump number.
(2) When prompted, the officer shall
utilize his or her departmental
access card to identify the
subsidized vehicle and enter the
current mileage from his or her
vehicle odometer.
(3) The gasoline pump attendant shall
then activate the pump and dispense
the gasoline.
(4) The system will produce a receipt
with the amount of gasoline drawn.
b. An officer drawing gasoline or oil shall
immediately record the amount on his or
her Daily Auto Record, HPD-26 form.
Gasoline shall be recorded to the nearest
tenth of a gallon.
2. Elements Outside of the Alapai Headquarters
a. The desk sergeant is responsible for
controlling all gasoline and oil
distribution. The sergeant of the
Emergency Vehicle Operations Course (EVOC)
shall have this responsibility for pumps
at the Training Division.
b. Officers shall obtain the key to the
gasoline or oil pump, along with the daily
gasoline record log, from the desk
sergeant or designated personnel.
c. Officers withdrawing gasoline or oil shall
complete the daily gasoline record log.
d. An officer drawing gasoline or oil shall
immediately record the amount on his or
her daily auto record slip.
C. Drawing Fuel for the First Day of the Month
On the last day of each month, between 2100 and
2400 hours, first watch officers will be allowed to
draw gasoline for the first day of the following
month.
D. Recording Mileage
1. Motorized officers shall record the mileage,
amount of gasoline and oil drawn, and other
related information on a daily auto record
slip. Officers shall record work-related
mileage as follows:
a. On each workday, (1) record the odometer
reading before leaving their place of
residence for work; (2) record the
odometer reading after returning from
work to their place of residence; and
(3) record the accumulated mileage.
Officers should travel the most direct
route to and from work.
b. Record odometer readings and mileage on
the daily auto record slip on the day that
the travel occurred.
The ending mileage on the last working day
of the month may be estimated from work to
home, traveling the most direct route.
2. Police executive officers shall perform
inspectional, enforcement, administrative, and
other related responsibilities over all police
and community activities while operating their
subsidized vehicles on their scheduled work
days.
3. Each motorized officer shall submit an Auto
Record Summary e-form at the end of each month
and no later than the fourth calendar day of
the succeeding month.
a. The daily auto record slip(s) for the
month shall be scanned and attached to the
e-form as a portable document format (PDF)
attachment.
b. The daily auto record slip(s) for the
month shall be scanned and attached to the
e-form as a portable document format (PDF)
attachment.
The e-form shall be submitted to the
officer’s supervisor to verify the
information and ensure functionality of
the PDF. The supervisor shall then
approve and close the e-form.
c. If incapacitated, the employee shall
arrange with the immediate supervisor or
element commander to have the e-form
submitted on the employee’s behalf.
d. The daily auto record slip(s) should be
retained by the officer as documentation
for tax purposes.
4. Elements outside of the Alapai headquarters
shall submit the following each month:
a. The Monthly Gas Issuance Record,
HPD-214 form;
b. The monthly HPD Gasoline, Oil, and Mileage
Report, HPD-214A form;
c. The District Master Work Sheet for the
Month, HPD-2148 form; and
d. The Summary of Gasoline Delivered and
Drawn During the Month, HPD-214C form.
5. Each division-level commander will receive a
monthly delinquent auto records report from the
Finance Division listing all officers whose
Auto Record Summary e-forms have not been
received. The commanders shall ensure
submittal of the delinquent e-forms no later
than the date specified in the report.
6. If an officer rewrites a daily auto record
slip, the officer shall resubmit the original
along with the amended version using the Auto
Record Summary e-form.
E. Verifying Reports
1. Upon receipt of the Auto Record Summary e-forms
from the various elements, the Finance Division
shall review all records and advise the element
commanders of any discrepancies.
2. Police vehicles and mileage records shall be
subject to random inspections.
a. All supervisors shall physically check the
accuracy of their immediate subordinates’
daily auto record slips against odometer
readings no later than the fifteenth
calendar day of each month and another
randomly selected date later in the month.
Supervisors shall certify each inspection
by writing the date, odometer reading, and
their initials on the bottom of the Daily
Auto Record, HPD-26 form.
b. If supervisors are certifying a copied or
amended slip, they shall check the
duplicate version against the original
slip that is submitted. They shall also
transfer all information for any spotchecks
made (section VI E 2 a above) to
the copied or amended slip.
F. Mileage Overage or Deficit
When there is a mileage overage or deficit at the
end of the month, the following procedures shall
apply:
1. Mileage Overage Carried Forward
In general, mileage overage shall be carried
forward and applied only to deficits incurred
within the month following the month accrued.
If no deficit is incurred following the month
of accrual, the overage is forfeited.
a. No forfeiture of overage shall occur when
the officer is on scheduled vacation
during the entire calendar month following
the month of the accrued overage.
However, the overage must be used during
the month the officer returns from
vacation and applied only to deficits
incurred during that calendar month.
b. Individual exceptions to the forfeiture
requirement may be granted by the Finance
Division commander for other periods of
authorized leave.
No gasoline shall be drawn for mileage overage
during any vacation period or any nonwork days
immediately preceding or following a vacation
period. Mileage overage shall be used only for
recorded official mileage.
2. Mileage Deficit
Mileage deficit (shortage) may be made up in
the month following the month of the deficit.
a. If an officer is on scheduled vacation the
entire month following the month of the
deficit, the deficit shall be made up
during the month the officer returns from
vacation.
b. If the deficit is not made up by the end
of the month following the month of the
deficit or during the month the officer
returns from vacation, the officer shall
be required to pay the cost of the
deficit.
c. If the deficit is not made up by the end
of the month following the month of the
deficit or during the month the officer
returns from vacation, the officer shall
be required to pay the cost of the
deficit.
If an employee has a deficit and goes on
industrial sick or injured leave, the
mileage accrued in trips to the doctor’s
office or in pursuit of medical treatment
may be applied to the deficit. All
mileage accrued must be authorized as
provided by this directive and
Policy 3.06, INDUSTRIAL INJURY/ILLNESS AND
WORKERS’ COMPENSATION.
G. Fuel and Insurance When on Special Assignment
1. The use of privately owned vehicles,
must be cleared through the Finance Division before
element commanders are
Special Assignment Fuel Access Cards (SAFAC).
Privately owned vehicles shall not be operated
for official purposes unless approved and
authorized.
2. The requesting elements’ commanders shall
contact the Finance Division to obtain an SAFAC
and provide pertinent information requested by
the division.
To issue an SAFAC, the Finance Division shall
register the pertinent information into the
Fuel Management System.
4. The commanding officer or designee of an
element that is assigned an SAFAC shall ensure
that:
a. He or she receives a request each time
anyone in the element wishes to use an
SAFAC;
b. Each person who uses an SAFAC returns it
to the commanding officer or designee
immediately after each use;
c. An SAFAC log is maintained and controlled
with all of the information filled for
each use along with the fuel pump receipt
for that use;
d. The applicable information is entered for
each oil withdrawal;
e. The blank log sheets obtained from the
Finance Division are photocopied to
perpetuate the log;
f. He or she validates the log using fuel
pump receipts and approves it; and
g. The original and filled log sheets and
daily pump receipts for each entire
calendar month are sent to the Finance
Division by the first week of the
following month.
5. Vehicles and mileage records shall be subject
to random inspections by the supervisor(s)
and/or administrative personnel.
VEHICLE OPERATIONAL PROCEDURES
A. On-Duty Operation–City-Owned and Subsidized
Vehicles
1. Safety belts shall be worn and securely
fastened by the operator and passengers.
2. The vehicle shall be operated in a reasonable
and prudent manner.
3. No person shall be permitted to ride or operate
the vehicle except for some direct police
purpose or with the permission of the Chief of
Police or a designee.
4. In any vehicle with an air conditioning unit in
operation, the driver’s door window shall be
open at least one inch from the top.
6. The use of tobacco products is prohibited in
all vehicles owned or leased by the city.
Whenever a vehicle is parked and a blue light
is used to enhance traffic safety for the
officer or vehicle, the officer should also
turn on the vehicle’s hazard warning lights.
7. Roof-Mounted Blue Light
a. Identification
With two exceptions, the blue rooftop
light shall be mounted and illuminated
during on-duty hours.
(1) At the discretion of watch
commanders, patrol vehicles operating
in certain localities under special
circumstances need not have the blue
identification light illuminated.
b. Emergency Responses
(1) The revolving or flashing blue lights
and siren shall be turned on for the
following:
(a) While responding to an emergency
call as an emergency vehicle; or
(b) While initiating and while
engaged in a motor vehicle
pursuit.
(2) Emergency vehicles shall be operated
in accordance with Section 291C-26,
HRS, and Section 15-4.4, ROH.
(3) The field supervisor shall determine
how many units should be assigned.
c. Nonemergency Responses
(1) The revolving or flashing blue lights
shall be turned on for the following:
(a) While stopped or parked at the
scene of any traffic collision;
and
(b) During any traffic stop.
(2) No emergency equipment shall be used
in responding to routine assignments.
Officers shall proceed in a timely
fashion and by the most direct route,
and they are responsible for abiding
by all traffic regulations.
8. Visor-Mounted Blue Light
a. The visor-mounted blue light shall be used
only on duty with the siren and only when:
(1) There is cause to believe that a
delay in response will likely result
in serious bodily injury; or
(2) Police units are mobilized for
natural disasters or civil
emergencies.
b. The visor-mounted light shall not be used
to stop vehicles for situations outside
the scope of sections 8 a (1) and (2)
above. In such situations, only a marked
vehicle or a vehicle illuminating a
mounted roof light can make the stop.
c. Refer to Attachment 1 for cautionary
statements about the visor-mounted blue
light.
d. Officers shall be guided by Sections
291c-26, HRS, and 15-4.4 of the ROH, any
time the visor-mounted blue light is used.
B. Off-Duty Operation–Subsidized Vehicles
1. When off duty, officers shall remove their blue
rooftop lights and adapter bands and store them
for safekeeping. This requirement does not
apply when officers are on special duty or any
other department-authorized off-duty
assignment.
2. Officers operating their vehicles, both off and
on duty, shall observe all traffic laws and
regulations and ensure that their spouses,
sons, daughters, and friends who use their
vehicles while off duty also observe correct
driving standards in order to avoid
embarrassment to the department.
3. Any officer selling, transferring, or otherwise
disposing of a tax-exempt vehicle shall
communicate with the Finance Division before
accomplishing the transaction.
TRAFFIC COLLISIONS AND SETTLEMENT OF COLLISION CLAIMS
A. City-Owned and Privately Owned Vehicles Subsidized
for Official Use
1. Officers
a. Whenever a police officer is involved in a
major or minor motor vehicle collision, an
official report of the investigation shall
be completed. In all cases, the Traffic
Division shall send a copy of its closing
report fixing responsibility for the
collision to the officer’s bureau chief.
For the purposes of fixing responsibility,
“at fault” means a specific violation of
the traffic code.
b. If the officer is deemed not at fault in
the collision, the bureau chief shall have
the copy of the closing report from the
Traffic Division filed in the officer’s
divisional personnel folder.
c. If the officer is deemed at fault in the
collision and serious injury or death was
involved, the following shall apply:
(1) Upon completion of its investigation,
the Traffic Division shall forward a
copy of its complete report to the
Professional Standards Office (PSO);
(2) The PSO shall review the
investigation for applicable charges
and forward its report to the
Administrative Review Board (ARB);
and
(3) The ARB shall review the investigation
and, when applicable, recommend
appropriate action to the Chief of
Police.
d. If the officer is deemed at fault in the
collision but was off duty and serious
injury or death was not involved, the
bureau chief shall have the closing report
from the Traffic Division filed in the
officer’s divisional personnel folder.
e. If the officer is deemed at fault in the
collision while on duty and serious injury
or death was not involved, the following
shall apply:
(1) The bureau chief shall send the copy of
the Traffic Division’s closing report
to the officer’s division-level
commander for investigation;
(2) The commander shall have the officer’s
supervisor conduct an investigation;
(3) The supervisor shall:
(a) Review the officer’s driving
record, concentrating on the
previous 12 months;
(b) Charge the officer with
violation of the appropriate
section of the Standards of
Conduct;
(c) Conduct the investigation; and
Take appropriate action.
(4) In taking corrective or disciplinary
action for the first, second, or
third collision in which the officer
is deemed at fault, the supervisor
shall include the completion of EVOC
training within 60 calendar days
after the officer is notified and
returns to work. The loss of
automobile allowance cannot be a part
of the corrective/disciplinary
action.
The commander’s findings and
corrective action(s) shall be
recorded on the Bureau Review of MVC,
HPD-332A form, and filed in the
officer’s element personnel folder;
(5) The fourth collision in which the
officer is found at fault shall
include the completion of EVOC
training within 60 days after the
officer is notified and returns to
work and the loss of automobile
allowance for one year or loss of
eligibility for automobile allowance
for one year; and
(6) A fifth collision in which the
officer is at fault shall be
termination.
The EVOC sergeant shall determine the
extent of each EVOC training session on a
case-by-case basis after reviewing the
circumstances of the collision. If an
officer has a collision before completing
the EVOC training for an earlier incident,
the EVOC session(s) for the previous
collision(s) may be consolidated into an
EVOC training for the most recent
incident;
The solo motorcycle master instructor
shall conduct the EVOC training for solo
motorcycle officers and determine the
content of each EVOC training session on a
case-by-case basis after reviewing the
circumstances of the collision;
(7) If an officer is found in violation
of the Extended Action rule because
of disciplinary action resulting from
collisions, he or she will be charged
accordingly and the case will be
submitted to the ARB or higher
authority for review. In all cases,
disciplinary action resulting from
collisions shall be considered
separately from other disciplinary
actions in applying the Extended
Action rule;
f. When the investigation is completed, the
reports shall be processed in accordance
with Policy 5.01, COMPLAINTS AND INTERNAL
INVESTIGATIONS.
g. Officers who are disciplined via this
process can appeal the disciplinary action
through the established grievance
procedure.
h. If damage to any city-owned vehicle is
incurred as a result of gross negligence
on the part of the officer, the officer
may be held financially responsible.
2. Other Personnel
Any collision involving a reserve police
officer, either on or off duty, shall be
handled in the same manner as spelled out in
section VIII A 1 above.
3. Civilian Personnel
When a collision involves a civilian employee
of the department operating a police vehicle,
the investigation and subsequent action shall
be in accordance with the appropriate
collective bargaining agreement and with
section VIII A 1 above, except that section
VIII A 1 e (4) on corrective or disciplinary
action does not apply–there is no schedule of
collision-related corrective or disciplinary
action specified for civilian personnel.
4. Collision Reports
The Traffic Division shall keep on file
statistical reports on department-related
traffic collisions.
B. Personal Settlement of Collision Claims–City-Owned
Vehicles
1. The city’s fleet insurance carrier has pointed
out a problem created by certain employees
involved in collisions while using city-owned
vehicles. In several cases, these employees
have not only admitted liability but have also
made payments for damages to private vehicles.
2. This practice places the insurance carrier in
an untenable position in negotiating any
settlement of a claim resulting from such
collisions, since both the admission of
liability and the prepayment made by the city
employee are prejudicial to the carrier.
Further, the city may be held liable for
substantial payment for damages if the private
party subsequently sues for bodily injury,
which may not have been evident at the time of
the collision. Under the terms of the
insurance contract, the insurance carrier is
not liable until the amount of the city’s
obligation to pay has been determined either by
judgment against the city after actual trial or
by written agreement of the city. Therefore,
personnel shall never attempt to settle any
collision claim.
3. Personnel involved in collisions while
operating city-owned or subsidized vehicles
shall not voluntarily admit liability nor make
any payment, assume any obligation, or incur
any expense at the time of the collision.
INSURANCE COVERAGE FOR AUTHORIZED VEHICLES
A. Public liability and property damage insurance shall
be provided for the following police vehicles:
1. All city-owned vehicles and privately owned
vehicles subsidized for the official
performance of duty; and
2. Other vehicles that may be temporarily required
for official duty (e.g., loaners and other
privately owned vehicles).
B. The use of all noncity-owned vehicles must first be
cleared through the Finance Division. Such vehicles
may not be operated for official purposes unless
approved or authorized.
C. Personnel are cautioned that, in cases where a
vehicle is temporarily approved for subsidization,
coverage will be extended only to the following:
1. The insured police officer who will operate the
vehicle on or off duty; and
2. Authorized members of the insured police
officer’s immediate family residing in the same
household and any other person who has received
permission or approval to operate the vehicle.
D. Termination of Insurance Coverage
1. Promotions, demotions, or transfers to
positions without automobile allowance will
automatically terminate coverage.
2. When coverage is terminated, the officer must
provide his or her own insurance. (The state
no-fault law requires that all vehicles be
insured and that a copy of the auto insurance
identification card be carried in the vehicle.)
3. Upon expiration of the six-month automobile
allowance for authorized leave, the public
liability and property damage insurance will
continue for the remainder of the current
policy year. The tax-exempt status of the
vehicle will remain in effect until the end of
the taxable year for that vehicle.
4. When a vehicle has reached the maximum age for
subsidized vehicles, the department-provided
insurance will be canceled and the tax-exempt
status of the vehicle will be revoked.
E. Provisions of Insurance Coverage
1. Pursuant to Section 2-5, ROH, the city provides
public liability insurance to cover any loss
arising from the operation, maintenance, or use
of vehicles owned by the city or owned by
employees of the department and regularly used
in the performance of their duties.
2. Liability insurance provided by the city offers
protection for property damage and bodily
injury incurred as a result of a collision
while on or off duty. The limits of liability
for insurance are described in an annually
updated notice.
3. The same coverage and protection are extended
to the insured police officer and to any other
person who has received the officer’s
permission to operate the vehicle.
4. In the interest of obtaining the best
protection available, personnel are urged to
provide themselves with additional coverage.
Those interested in obtaining optional coverage
with the present departmental insurance carrier
should contact the Finance Division for the
necessary information. Those interested in
other coverage should contact their own
insurance agencies.
F. Reimbursement for Damages to Police Subsidized
Vehicles
1. The city may reimburse an officer for the
expense of repairs to a police subsidized
vehicle to the extent that the officer is not
compensated by insurance as a result of the
deductible provision and in accordance with the
collective bargaining agreement.
2. The request for reimbursement shall be
submitted in accordance with Policy 2.16,
REQUEST FOR REIMBURSEMENT OF DAMAGED, LOST, OR
STOLEN ITEMS.
3. No claim shall be filed with the city whenever
civil action is pending against another
individual.
AUTOMOBILE ALLOWANCE
A. Prescribed Automobile Allowance Positions for
Officers
1. The prescribed automobile allowance for
motorized positions of officers included in
Unit 12 of the Collective Bargaining Act shall
be in accordance with Article 18 of the Unit 12
collective bargaining agreement.
2. The automobile allowance for motorized
positions of officers excluded from Unit 12 of
the Collective Bargaining Act shall be as
prescribed by the Chief of Police.
B. Vehicle Status
1. On-Duty Damages
a. An employee whose subsidized automobile
needs repair as a result of on-duty
damages shall suffer no loss of automobile
allowance for a period not to exceed six
months.
b. At the discretion of the employer, the
officer may be permitted to use a
city-owned vehicle for police work until
the officer’s vehicle is repaired without
any loss of automobile allowance.
c. Commanders shall make necessary checks on
the progress of repair work on the
officer’s damaged subsidized vehicle to
ensure its return to police service as
soon as reasonably possible.
2. Off-Duty Damages
a. Each officer is responsible for providing
an acceptable replacement vehicle whenever
the officer’s automobile is being repaired
as a result of off-duty damages.
b. At the discretion of the employer, the
officer may be permitted to use a
city-owned vehicle for police work until
the officer’s vehicle is repaired. The
officer’s monthly automobile allowance
will be adjusted according to the number
of days the city-owned vehicle was used
for police service.
3. Others
Automobile allowance shall not be authorized
during the period when a motorized officer’s
vehicle is not available for official use.
C. Authorized Leave With Pay, Injury Leave
1. Automobile allowance shall be continued during
any authorized leaves of absence with pay.
This includes industrial injury leaves not
exceeding a continuous period of six months.
2. When an officer’s eligibility for automobile
allowance expires due to a continuous
authorized leave of absence exceeding six
months, the officer’s element commander shall
immediately notify the commander of the Finance
Division and the officer in writing.
3. If an officer receives automobile allowance to
which the officer is not entitled, the officer
shall immediately notify the commander of the
Finance Division in writing and attach a refund
check (payable to the City and County of
Honolulu) for the overpayment amount. Officers
should direct questions about refund amounts
and related issues to the Finance Division.
D. Regular Movements
An employee moved on a permanent basis from one
element to another shall have the monthly automobile
allowance adjusted to the amount allowed for the
element to which the employee is transferred on the
effective date of such movement.
E. Special and Temporary Assignments
An employee who receives a special assignment or
temporary assignment to another element or position
shall continue to retain the monthly automobile
allowance of the employee’s permanent assignment.
F. Interim Changes Caused by Reorganization or
Organizational Change
If a reorganization or organizational change in the
department results in the shift of an entire element
or certain positions from one element to another,
the following shall apply:
1. When an element (function, positions, and
incumbents) is transferred to or consolidated
with another element but retains its original
functional identity as an element, it shall
also retain its monthly automobile allowance as
designated in contract. This provision shall
apply whether the receiving element has a
higher or lower monthly automobile allowance;
or
2. When the identity of the original element is
lost through consolidation, the affected
incumbents who continue to perform the same
work of the positions in the original element
shall retain the monthly automobile allowance
of the original element while they remain in
those positions. This provision shall apply
whether the receiving element has a higher or
lower monthly automobile allowance.
USE OF TEMPORARY VEHICLE FOR OFFICIAL DUTY
A. When a motorized officer 1 s subsidized vehicle is not
available for official use, a temporary vehicle may
be used providing it meets the specifications for
subsidized vehicles as set forth in departmental
directives.
B. The vehicle must also be properly equipped with a
siren and blue light and have the capability to
communicate on the police radio network.
(Plainclothes officers as well as captains and above
are exempt from the requirement for a blue light and
siren.)
C. Should an automobile not meet the specifications, a
city-owned vehicle shall be used.
D. Requests for Use of a Temporary Vehicle
1. Officers requesting the use of a temporary
vehicle shall submit a SUBSIDIZED VEHICLE
(NEW/EXTENSION/REPLACEMENT) e-form to the
Finance Division within two working days from
the date that his or her subsidized vehicle is
not available for use:
a. Click on the 11 Temporary Replacement 11
button;
b. Complete the appropriate sections (e.g.,
status of subsidized vehicle, request use
of city-owned vehicle, request use of
temporary vehicle that is approved, duty
status at the time damage was sustained,
length of time temporary vehicle will be
used, and type and description of vehicle
to be used); and
c. Submit the e-form via proper channels with
the commander’s findings and
recommendations.
2. Whenever a temporary vehicle must be used, the
officer concerned shall immediately contact his
or her supervisor during normal hours of
business or immediately upon the next working
day and provide a description of the vehicle to
be used.
VMS OPERATIONS
A. Responsibilities
1. The operation of the VMS shall be the
responsibility of the automotive equipment
superintendent.
2. The VMS shall be responsible for the
maintenance and preventive maintenance of all
police vehicles owned by the city and for the
issuance of fuel to police vehicles owned
and/or subsidized by the city.
B. Restrictions and Safety Procedures
1. The areas of the VMS shall not be used to
process evidence or store evidence without
prior verbal authorization from the automotive
equipment superintendent.
2. Police officers shall not congregate in the
areas of the VMS. Additionally, they will not
park their vehicles in such a manner as to
hinder the operation of the section.
3. There shall be positively no smoking within the
gasoline pump area at any time. Personnel
shall discard or extinguish their cigarettes,
cigars, and/or pipes prior to entering the
area.
4. Restrictions on Work Done on Privately Owned
Vehicles
Employees shall not work on nor shall they
permit nonpolice personnel to work on private
vehicles on the department’s premises except to
jump start a battery, change a flat tire,
unlock a door, fill a radiator with water, or
allow a tow truck to remove a vehicle.
C. Vehicular Repairs
1. The repair of any city-owned vehicle shall be
processed with a written work request submitted
via channels to the VMS.
2. The work request will normally be prepared at
the vehicle operator’s, divisional office and
not at the VMS. However, when work request
forms are not available at these offices due to
nonoperation, the vehicle operator may prepare
a work request at the VMS.
EXCEPTION: When a vehicle is repaired on the
road (trouble call), the VMS mechanic who
attends the trouble call will prepare the work
request upon returning to the garage, or the
officer will prepare the work request if the
officer returns with the mechanic.
a. The watch commander of the second watch
shall see that the first, second, and
fourth copies of the request form are
received and signed by VMS personnel.
b. The third copy shall remain in the request
form book to be retained at the requesting
divisional office.
3. Elements Outside of the Alapai Headquarters
a. City vehicles shall be transferred to the
VMS with the required copies of the
request forms.
b. A request for service of motor vehicle
form book shall be retained by each
element.
4. To facilitate any prosecution that may result,
city-owned vehicles that suffer criminal
property damage or damage due to a motor
vehicle collision shall be handled in the
following manner:
a. The officer in charge at the crime or
collision scene shall ensure (1) that the
damage to the vehicle is photographed so
that photographs are included in the
incident report and (2) that the incident
report is prepared as soon as possible;
b. The vehicle operator shall prepare a
written work request before the end of the
tour of duty in which the damage occurred.
The operator shall attach to the request
a copy of the incident report, if it has
been completed. Otherwise, the operator
shall ensure that the request includes the
case number, the classification of the
incident, and a specific list of the
damages received by the city-owned vehicle
in the incident; and
c. The VMS shall obtain three written
estimates of repair costs from private
repair facilities for inclusion in the
incident report.
EMERGENCY ROAD SERVICE FOR A CITY-OWNED VEHICLE
A. In the event of a mechanical failure while in the
field, the operator of the vehicle shall notify the
Communications Division of the breakdown by radio or
by telephone. Whenever practicable, the VMS shall
be contacted directly.
B. The Communications
information of the
charge of the VMS.
mechanic on standby
Division shall relay the
breakdown to the supervisor in
If the garage is closed, the
duty shall be notified.
C. Nature of Breakdown
In order to expedite emergency service repairs, the
cause or nature of the mechanical breakdown should
be relayed by the operator of the vehicle. For
example:
1. Flat tires (for motorcycles, indicate whether
it is the front or rear tire);
2. Broken motorcycle drive train, clutch, or
control cables;
3. Brake system (hydraulic fluid leak, master or
wheel cylinder failure, frozen brakes, etc.);
4. Power steering failure;
5. Radiator malfunctions (damaged water hose,
defective water pump, leaking radiator, etc.);
or
6. Engine failure (engine will not start or dies
out after starting; dead battery or problem
with the electrical system, carburetor, fuel
line or fuel pump; out of gasoline; etc.).
PROCEDURES FOR HANDLING CITY-OWNED VEHICLES INVOLVED IN
MOTOR VEHICLE COLLISIONS
A. Definition
For this article, the term “city-owned vehicle”
shall apply to all city-owned vehicles used by the
department except motorcycles, Cushmans, G0-4s,
all-terrain vehicles (ATVs), and utility-terrain
vehicles (UTVs).
B. Procedures
1. All city-owned vehicles involved in traffic
collisions and rendered inoperable shall be
towed to the police garage by the contracted
tow wagon for the district in which the
collision occurred.
2. The investigating officer at the scene shall
determine whether the vehicle is inoperable.
3. The concerned division commander or a designee
shall ensure that both the automotive equipment
superintendent and radio engineer are notified
at the earliest possible time to facilitate the
removal of the police equipment. The TSS shall
be responsible for the removal of all necessary
radio equipment. The VMS shall be responsible
for the removal of all other police equipment
(e.g., light, sound system, and siren).
4. The driver of the city-owned vehicle shall be
responsible for removing all unsecured police
equipment within the damaged vehicle. However,
in the event of injury to the driver, the
investigating officer at the scene shall be
responsible.
USE OF MOTORCYCLES AND ASSIGNMENT OF ESCORTS
A. Motorcycle officers of the Traffic Division may use
their assigned motorcycles for the following
purposes:
1. Travel between their officially recorded place
of residence and authorized assignment or
official duty by the most direct route
available;
2. Performance of authorized off-duty employment
that may require the use of the motorcycle
(e.g., escort duty);
Note: See Policy 6.09, POLICE ESCORT, for
on-duty and special duty escort assignments and
procedures; and
3. Travel to and from authorized police functions,
the route taken from point of origin to
destination being the most direct route
available.
B. The motorcycle shall not be used as a mode of
transportation for personal business (e.g., visiting
acquaintances, going to special functions, or any
off-duty assignment that does not require the use of
a police motorcycle).
C. The motorcycle shall, whenever stored at the place
of residence, be in a secure area and sheltered from
the weather. All precautions shall be taken to
prevent or minimize the opportunity for theft or
damage to the equipment. Maximum security for the
motorcycle shall be maintained at all times. In
cases of prolonged absence from the residence, the
motorcycle shall be stored at the police garage.
D. The authorized police uniform shall be worn by the
officer while operating the motorcycle on public
highways.
REIMBURSEMENT TO CIVILIAN EMPLOYEES AUTHORIZED TO USE
PRIVATELY OWNED VEHICLES FOR OFFICIAL BUSINESS
A. Policy
1. Civilian employees of the department who are
authorized to use privately owned vehicles on
official business shall conform to a mileage
allowance system, which allows reimbursement
only for travel actually accomplished in the
performance of public duties.
2. The Chief of Police must authorize mileage
reimbursement for the employee. Also, the
employee must provide his or her own
automobile.
3. Any employee whose position or class requires
him or her to drive in the performance of duty
is subject to the applicable provisions of this
directive and all other applicable directives.
4. To be eligible for reimbursement, the employee
shall obtain and continue in force insurance
coverage that at least meets the requirements
of state law on a conventional automobile in
good operating condition. More than one
qualifying vehicle may be used by the employee
who is authorized to receive mileage allowance.
5. Reimbursement to an employee for the use of a
privately owned vehicle shall be in conformance
with established rates.
6. Travel accomplished on official business shall
be by the most direct route feasible.
7. No reimbursement shall be made for travel to
and from an employee’s residence and regular
and permanent place of employment. Mileage
attributable to travel on official business
shall be computed from the time the employee
arrives at the regular and permanent place of
employment to the time the employee leaves that
place of employment at the end of the work day.
(See section XVI A 9 below for exceptions.)
8. No reimbursement shall be made for travel to
and from an employee’s residence and the
regular and permanent place of employment for
overtime work. (See section XVI A 9 below for
exceptions.)
9. The following are exceptions to policies set
forth in the two preceding sections:
a. When an employee is authorized to report
directly to a job site or is authorized to
leave directly for home from a job site
other than the regular and permanent place
of employment, mileage shall be allowed
only for the lesser distance between the
employee’s home and the job site or
between the regular and permanent place of
employment and the job site;
b. When an employee is required to report for
emergency work during off-duty hours,
mileage shall be allowed only for the
lesser distance between the employee’s
home and the job site or between the place
of origin and the job site; and
c. When an employee is specifically
authorized to attend hearings or meetings
after the normal working hours, mileage
shall be allowed only for the lesser
distance between the employee’s home and
the place of hearing or meeting or between
the place of origin and the place of
hearing or meeting.
B. Procedures
1. Each civilian employee authorized to use a
privately owned vehicle on official business
shall keep a daily record of the mileage on the
MILEAGE AND PARKING CHARGES STATEMENT,
DF-36 city e-form.
The following information shall be entered on
the e-form:
a. Employee’s telephone number, home address,
city, and zip code;
b. Vehicle type (e.g., car or motorcycle);
c. Vehicle’s license number, year, make,
model, and insurance information and
expiration date. If the employee uses an
alternate vehicle, that vehicle’s
information shall also be included;
d. Employee’s regular and/or permanent place
of employment; and
e. Employee’s point of travel, which shall be
clearly indicated in the columns provided.
Include whether the employee used their
primary vehicle or alternate vehicle. A
row indicates a day in the report month
(i.e., five rows indicates five days of
mileage claims). All travel for emergency
work, after-hour hearings, and after-hour
meetings shall also be indicated. If
parking charges were paid by the employee,
that amount shall be included.
2. Each civilian employee who uses their privately
owned vehicle for business purposes shall
ensure the following:
a. The odometer on each employee’s vehicle
shall be maintained in good working order
at all times;
b. On the last working day and at the end of
the employee’s tour of duty each month,
the employee shall submit the mileage
statement e-form to their section
supervisor;
c. Any employee who may be on vacation or
leave of absence on the last day of the
month, other than sick leave, shall turn
in the mileage statement e-form on the
last working day prior to such vacation or
leave; and
d. In the event an employee is sick or
injured on the last day of the month, the
section supervisor shall be responsible
for obtaining that employee’s mileage
statement.
3. It shall be the duty of each element commander
or designee to conduct periodic inspections of
mileage statements and vehicles of subordinate
civilian employees.
4. It shall be the responsibility of each
commander to review all claims for
reimbursement and, upon approval, forward all
mileage statement e-forms to the Finance
Division no later than the third day of the
following month.
5. Refer to the Department of Budget and Fiscal
Services’ Policies and Procedures Manual, City
and County of Honolulu.
REMOVAL OF POLICE EQUIPMENT FROM SUBSIDIZED VEHICLES
A. Whenever a subsidized vehicle is damaged to the
point of being unusable for further police service
or is permanently removed from service for other
reasons, all police equipment shall be removed at
the earliest opportunity.
B. The officer authorized to use the vehicle for police
service shall immediately notify the division
commander or a designee of the need to remove the
police equipment from the vehicle. If injury or
other cause prevents the officer from providing this
notification, it shall be provided by the officer in
charge at the scene.
C.The division commander or designee shall ensure that
the radio engineer is notified at the earliest
possible time to remove the necessary equipment from
the vehicle. Verbal notification shall be followed
by written confirmation in all cases. The TSS shall
remove all police radio equipment, sirens, and sound
systems.
D. The officer authorized to use the vehicle for police
service shall remove all other police equipment
(blue light, Cheetah bar, first aid kit, and so
forth) and any personal equipment or weapons. If
injury or other cause prevents the officer from
removing this equipment, it shall be removed by the
officer in charge at the scene.
VEHICLE COMMITTEE
The Vehicle Committee’s mission is to ensure that the
department provides all employees with the best possible
transportation for their jobs, taking into account
safety, operational requirements, cost, image, employee
satisfaction, and any special conditions. The committee
shall review and examine all changes in appearance,
equipment, standards, policy, and any other issue related
to police vehicles.
A. Committee Membership
1. Management Analyst 6, Office of the Chief,
chair.
2. The executive officer or higher of the Finance
Division; Traffic Division; ITD; TSS; VMS; and
a division from each of the Central Patrol,
Regional Patrol, and Investigative Bureaus
(bureau representatives to be appointed)
3. The Training Division’s EVOC sergeant.
4. A secretary and a research analyst from the ITD
shall be attached to the committee as support
personnel.
The analyst and secretary are not voting
members of the committee.
5. Six voting members shall constitute a quorum
for a committee meeting.
B. Proposing Changes
1. To initiate any change or new idea that is
within the purview of the Vehicle Committee as
described in section XVIII above, a proposal
shall be submitted via the chain of command to
the committee’s chair. The submittal should
include:
a. A detailed statement of the proposal,
including the personnel/element(s) to
which the proposal will apply;
b. A justification for the proposal;
c. Estimated costs, particularly if equipment
is being proposed, and source of funding
for the proposal; and
d. The name of the person making the
proposal.
2. The chair shall determine if a proposal should
be presented to the committee for review and
examination.
C. Meetings and Decisions
1. Meetings shall be held as needed and at dates
and times determined by the chair.
2. A majority vote shall determine approval or
disapproval of a proposal.
3. The department shall consider decisions from
the committee and proceed as the department
deems appropriate.
SPECIAL PURPOSE VEHICLES
A. Special purpose vehicles are marked by vehicles used by
the department
This definition includes, but is not
limited to, ATVs, boats, bomb disposal vehicles,
mobile command vehicles, motorcycles, personnel and
prisoner transport vehicles, trailers, etc.
B. Currently authorized special purpose vehicles are
li sted in Attachment 2.
C. Any element wishing to put a new special purpose
vehicle into service shall submit an amendment to
Attachment 2 that covers all of the following:
1. A statement of the objectives of the vehicle’s
operation, including authorized users,
conditions, instructions, and limitations of
usage;
2. Qualifications and t raining for personnel
assigned to operate the vehicle;
3. Designation of the person or position
responsible for the condition and maintenance
of the vehicle; and
4. A list of equipment, if any, to be kept on file
with the element.
D. Element manuals of operations shall further describe
specific uses for special purpose vehicles.