Kentucky Administrative Regulations
Title 503 - JUSTICE AND PUBLIC SAFETY CABINET - DEPARTMENT OF CRIMINAL JUSTICE TRAINING
Chapter 5 - Law Enforcement Foundation Program Fund
Section 503 KAR 5:100 - Disbursement of salary supplement funds; audits

Universal Citation: 503 KY Admin Regs Service 5:100

Current through Register Vol. 50, No. 9, March 1, 2024

RELATES TO: KRS 15.440, 15.460, 15.470, 15.480, 15.490, 15.500(1)

NECESSITY, FUNCTION, AND CONFORMITY: KRS 15.460, 15.470, 15.490, and 15.500(1) establish disbursement, reporting, and recordkeeping requirements for the Law Enforcement Foundation Program Fund. KRS 15.450(1) authorizes the secretary or the secretary's designee to promulgate administrative regulations necessary to carry out KRS 15.410 through 15.510. This administrative regulation establishes procedures to implement those requirements.

Section 1. Disbursement Procedures.

(1) A participating local unit shall submit to the fund administrator, within five (5) working days of the action, personnel action forms containing the information (such as hirings and firings) needed by the fund administrator or his designee to determine the amount of salary supplement funds to be disbursed to the local unit.

(2) The fund administrator or his designee shall mail fund checks promptly to all eligible local units that have submitted timely personnel action forms.

(3) The local unit shall, upon request from the fund administrator, provide an acknowledgement of receipt of funds in a written correspondence signed by the agency that includes:
(a) The local agency name, month of roster report, check amount, and number of current officers; and

(b) A statement that indicates that:
1. The local agency has reviewed the fund roster for the current month and agrees that the officer status and pay stipend information accurately reflects the agency's most current records in accordance with 503 KAR 5:100, Disbursement of salary supplement funds; audits; and

2. If he or she has received the roster but is not the individual responsible for verifying this information, he or she will contact the fund office (859-622-2224) as soon as possible.

Section 2. Disbursement from Local Unit to Police Officer.

(1) Qualifications for receiving a salary supplement. To receive a salary supplement from a local unit, a person shall be:
(a) A police officer; and

(b) Employed by a local unit of government that is eligible to participate in the fund pursuant to KRS 15.440 and 503 KAR 5:090.

(2) Determining the amount of the salary supplement.
(a) A police officer's salary supplement shall be determined on a monthly basis. If an officer works less than a full month, his salary supplement shall be determined on an hourly basis. The hourly rate shall be determined by dividing the annual supplement by 2,080 (fifty-two (52) weeks multiplied by forty (40) hours per week)..

(b) Salary, for salary supplement purposes, shall include pay for leave (such as annual, sick, compensatory, military, civil or educational leave). Leave without pay shall not be included.

(c) A police officer shall be paid a salary supplement while suspended from duty with pay, but shall not be paid one while suspended without pay.

(d) A police officer shall not be paid a salary supplement for pay for overtime work (hours over forty (40) per week).

(e) A police officer, if qualified to participate in the fund during the period, shall be paid a salary supplement for that period of time during which he is not receiving a salary but is receiving workers' compensation benefits. This salary supplement shall be determined at the same monthly rate and, if a time period of less than a month is involved, hourly rate as is provided for in paragraph (a) of this subsection.

(f) The local unit shall keep hourly employment records to document:
1. That a police officer is full time and thus qualifies for a salary supplement; and

2. The salaried hours (such as work, leave with pay, and suspension with pay) of each officer receiving a salary supplement.

Section 3. Audit of Local Unit.

(1) The cabinet may audit, or authorize an audit of, local units receiving salary supplement funds.

(2) For audit purposes, the local unit shall maintain accurate financial records, which shall include books of original entry, source documents supporting accounting transactions, a general ledger, subsidiary ledgers, personnel and payroll records, cancelled checks, and related documents and records.

(3) These records shall be retained by the local unit until destruction is authorized by the cabinet.

STATUTORY AUTHORITY: KRS 15.450(1)

Disclaimer: These regulations may not be the most recent version. Kentucky may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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