Chicago Police DepartmentUniform and Property U02-01-08
Operation of Department Vehicles Beyond City Limits
Issue Date:26 June 2019Effective Date:26 June 2019
Rescinds:
Index Category:Department Vehicles
I.Purpose
To establish procedures governing the use and operation of Department vehicles for travel beyond the City Limits.
II.General Information
  • A.The City of Chicago has established travel and vehicle operation guidelines which apply to all City Departments and Bureaus, including the Department of Police.
  • B.The City of Chicago Travel Policy identifies the Chicago Metropolitan Area as the following bordering counties: Cook, DuPage, Will, Kane, Lake, McHenry.
    • 1.Any travel within the defined Chicago Metropolitan Area, and under 90 miles beyond the City limits is considered "Intrastate Travel".
    • 2.Any travel outside the defined Chicago Metropolitan Area, or 90 miles or more beyond the City limits, regardless of county location, is considered "Interstate Travel." All travel, including within the defined Chicago Metropolitan Area, that requires overnight lodging or any reimbursement will require procedures under this directive, section III-C, "Interstate Travel" to be followed.
  • C.Under specific guidelines, members may operate Department vehicles beyond Chicago City Limits when:
    • 1.Conducting an investigation of a police related matter.
    • 2.Performing another assignment of official Department business.
  • D.Forms required for travel are available on-line, under the Bureau of Technical Services Home Page and within the Department Directives System under "Resources"
  • E.The City of Chicago is self-insured, which includes City-owned vehicles assigned to the Chicago Police Department. Leased and rented vehicles have insurance coverage provided through lease and rental contracts. As such, only City-owned vehicles require the completion of an Out-of-City Insurance Request (CPD-61.307).
III.Procedures, Non-Emergencies
  • A.When a City vehicle becomes necessary for use during non-emergency travel beyond the defined Chicago Metropolitan Area, or 90 miles or more beyond the City limits, the Fleet Section, Unit 173, will assign an appropriate vehicle. In addition, members may be required to prepare certain forms/reports to be approved through their Bureau chain-of-command.
    NOTE:
    The Fleet Section, Unit 173, can be contacted Monday-Friday, 0600-1500 hours and at CPDFleetLiaison@chicagopolice.org.
  • B.Intrastate Travel
    All Intrastate Travel requests will be submitted no less than 16 days prior to the departure date, unless an exigent circumstance exists.
    • 1.The requesting member will be identified as the vehicle operator and will direct a To-From-Subject Report to his ro her Unit Commanding Officer documenting: dates of departure and return, brief justification for the trip, identify additional Department members and any person(s) not employed by the Department that will be a passenger in the assigned vehicle, and the official law enforcement purpose for them to accompany the vehicle operator. Any request for a gasoline credit card and/or tollway transponder to be issued will be documented.
      • a.Requestors will notify the Fleet Section for assignment of a vehicle immediately when it is learned that travel is necessary and the specific dates of departure and return are established.
      • b.Once the trip has been approved, the requestor will forward a copy of the approved report to the Fleet Section.
      • c.Once a vehicle is assigned, if a tollway transponder or gasoline credit card must be issued, the vehicle operator will contact and forward a copy of the approved request to the Finance Division, Travel Section, for issuance of the tollway transponder and gasoline credit card.
      • d.Vehicle operators will follow any additional instructions issued by the Fleet Section and Finance Division.
      • e.Vehicle operators are responsible for obtaining their own travel directions to and from their destination.
    • 2.Requestor's Unit Commanding Officer will review and approve or deny all requests for Intrastate Travel, ensuring:
      • a.the request meets the definition of Intrastate Travel.
      • b.absent an exigent circumstance, requests are submitted no less than 16 days prior to the departure date.
      • c.ensure any additional vehicle passengers provide a necessary law enforcement function for the trip.
      • d.only approve requests made fewer than 16 days from the departure date when a legitimate exigent circumstance exists which prevents the 16 day notice requirement.
      • e.ensure only necessary requests for a gasoline credit card and/or tollway transponder are made.
      • f.retain the original approved request in the Unit pursuant to current retention guidelines.
      • g.ensure supervisors correctly document vehicle assignments for all travelers on the Automated Attendance and Assignment Record in the CLEAR system during the members' dates of travel.
    • 3.Bureau Chief responsibilities:
      • a.Review and approve or disapprove all requests for Intrastate Travel.
      • b.Return signed, original documents to the requestor's Unit Commanding Officer.
      • c.Forward one copy of all signed documents, whether approved or disapproved to the Fleet Section and Finance Division, Travel Section.
    • 4.Fleet Section Responsibilities:
      • a.Verify the required travel approval.
      • b.Assign an appropriate vehicle and, when necessary, provide the requestor with information on how to obtain the vehicle. For any travel requiring overnight lodging or extending beyond the defined Chicago Metropolitan Area, Department leased vehicles will be given priority consideration, unless other specific equipment needs exist. Leased vehicles from with the requestor's unit of assignment will be considered before directing the loan of a vehicle from another unit.
      • c.In the event another unit must provide the vehicle, assist the traveler to coordinate the pick-up and return of the vehicle from the lending unit.
      • d.If the lending unit requires a temporary replacement vehicle, ensure the vehicle operator is ordered to temporarily exchange a suitable vehicle from his/her unit to replace the vehicle being borrowed.
      • e.Provide the vehicle operator any additional instruction needed.
      • f.Document the vehicle assignment according to current unit protocols.
  • C.Interstate Travel
    All Interstate Travel Requests will be submitted no less than 16 days prior to the departure date, unless an exigent circumstance exists.
    • 1.Requesting member will be identified as the vehicle operator and will:
      • a.consult with the Fleet Section for the assignment of a vehicle immediately upon the destination and dates of departure/return being established.
      • b.complete all required forms and reports and submit the entire package for approval through their bureau chain-of-command, including their Bureau Chief. The requesting member will:
        • (1)submit a To-From-Subject Report to their Unit Commanding Officer documenting: dates of departure and return, brief justification for the trip, identify additional Department members and any person(s) not employed by the Department that will be a passenger in the assigned vehicle and the official law enforcement purpose for them to accompany the vehicle operator. Document any request for a gasoline credit card and/or tollway transponder to be issued.
        • (2)complete a Travel Request Form (CPD-61.306).
        • (3)if necessary or otherwise directed, complete an Out of City Vehicle Insurance Request Form (CPD-61.307).
        • (4)submit the entire package to their Unit Commanding Officer for approval.
        • (5)at least 5-days prior to the departure date, follow up with their Unit Commanding Officer regarding any travel request packages that have not yet been returned with all required approvals.
        • (6)forward copies of all documents that have completed the approval process to the Commanding Officer, Fleet Section—Unit 173. Copies can be emailed to CPDFleetLiaison@chicagopolice.org
        NOTE:
        The requesting member will consult with the Fleet Section for questions regarding the completion of necessary forms, prior to completing the forms.
    • 2.Vehicle operators are responsible for obtaining their own travel directions to and from their destination.
    • 3.Requestor's Unit Commanding Officer will review and approve or deny all requests for Interstate Travel, ensuring:
      • a.the request meets the definition of Interstate Travel.
      • b.absent an exigent circumstance, requests are submitted no less than 16 days prior to the departure date.
      • c.any additional vehicle passengers provide a necessary law enforcement function for the trip.
      • d.to only approve requests made fewer than 16 days from the departure date when a legitimate exigent circumstance exists which prevents the 16 day notice requirement.
      • e.only necessary requests for a gasoline credit card and/or tollway transponder are made.
      • f.all signed original documents are forwarded via the affected bureau chain-of-command, including the Exempt Rank Commander and Bureau Chief.
      • g.one copy of all documents is returned to the requestor and advisethe requester that further approval is pending.
      • h.upon receiving a travel request package that has completed the approval process, to retain the original copies in the unit files and provide the requestor with one copy of all approved documents.
      • i.supervisors correctly document vehicle assignments on the Automated Attendance and Assignment Record in the CLEAR system on the member's dates of travel.
    • 4.Bureau Chief responsibilities:
      • a.Review and approve or disapprove all requests for Intrastate Travel.
      • b.Return signed, original documents to the requestor's Unit Commanding Officer.
      • c.Forward one copy of all signed documents, whether approved or disapproved to the Fleet Section and Finance Division, Travel Section.
    • 5.Fleet Section Responsibilities:
      • a.Verify the required travel approval.
      • b.Assign an appropriate vehicle and, when necessary, provide the requestor with information on how to obtain the vehicle. For any travel requiring overnight lodging or extending beyond the defined Chicago Metropolitan Area, Department Leased vehicles will be given priority consideration, unless other specific equipment needs exist. Leased vehicles from with the requestor's unit of assignment will be considered before directing the loan of a vehicle from another unit.
      • c.In the event another unit must provide the vehicle, coordinate the pick-up and return of the vehicle between the lending unit and the vehicle operator.
      • d.If the lending unit requires a temporary replacement vehicle, ensure a suitable replacement vehicle is provided, if available.
      • e.Provide the vehicle operator any additional instruction needed.
      • f.Document the vehicle assignment according to current unit protocols.
    • 6.Finance Division Responsibilities:
      • a.Verify the assigned vehicle with the Fleet Section.
      • b.If issuance of Out-of-City Vehicle Insurance is required, the Finance Division, Travel Section will issue the insurance and provide proof of the insurance to the approved vehicle operator and a copy will be forwarded to the requestor’s Unit Commanding Officer.
      • c.If necessary, issue a gasoline card and/or tollway transponder.
IV.Procedures for Emergency Responses Requiring Intrastate and Interstate Travel
Emergency travel beyond the City limits will be considered as: “any travel requirement that arises without warning, and requires a Department member to immediately respond beyond the corporate limits of the City of Chicago, and the circumstances prevent prior notice or authorization beyond that of an immediate supervisor.”
  • A.Responding members will:
    • 1.obtain authorization from their immediate supervisor, prior to leaving the City Limits.
    • 2.when departing the City Limits, notify his or her primary Office of Emergency Management and Communications (OEMC) Zone or Citywide dispatcher of their assigned beat, jurisdiction destination, and beat number of the approving supervisor. The vehicle operator will again notify their primary OEMC Zone or Citywide dispatcher immediately upon re-entering the City Limits.
      NOTE:
      If identifying the jurisdiction destination via radio may present safety issues or otherwise compromise an investigation, the member will ensure the approving supervisor is notified of the location and the OEMC dispatcher will be informed the location is confidential. Any location responded to will be specifically documented in subsequent reports.
    • 3.complete all reports required in sections III-B and III-C of this directive according to the type of travel made, no later than the next business day.
      NOTE:
      The vehicle operator’s To-From-Subject Report will include the approving supervisor’s name/star/beat, OEMC Event Number, a brief justification for the travel, and the Department vehicle utilized. This information will also be documented on any other forms as required.
    • 4.adhere to any other Department, bureau, and unit directives or procedures regarding responding to jurisdictions outside the City limits will also such responses.
  • B.Approving Supervisor Responsibilities
    • 1.If multiple units are responding beyond the City limits, the supervisor granting approval will make the notification to the OEMC dispatcher and will provide the jurisdiction destination and beat numbers of all units responding.
      NOTE:
      If identifying the jurisdiction destination via radio may present safety issues or otherwise compromise the investigation, the OEMC dispatcher will be informed the location is confidential. Any location responded to will be specifically documented in subsequent reports.
    • 2.As incident circumstances allow, the supervisor will provide prompt notification to the Fleet Section. The notification will be made via email to CPDFleetLiaison@chicagopolice.org no later than the next business day. The email will document the date of travel, utilized vehicle number(s), vehicle operator's name(s)/star(s)/beat(s), approving supervisor's name/star/beat, the OEMC Event Number, RD Number, and jurisdiction destination
    • 3.The supervisor granting approval will notify the responding members' Unit Commanding Officer.
    • 4.Unit supervisors approving an emergency response outside the Chicago City Limits will ensure the most reliable unit vehicle available is assigned for the trip.
  • C.Unit Commanding Officer’s Responsibilities
    • 1.Follow-up with the supervisor by whom the emergency travel was approved and ensure all required reports and forms were completed as required.
    • 2.Review all submitted emergency travel packages for accuracy and consistency. Approve if appropriate or return to the submitting member to reconcile any errors.
    • 3.Forward all signed original documents via the affected bureau chain-of command, including the Exempt Rank Commander and Bureau Chief.
    • 4.Upon receiving the package after it has completed the approval process, forward one copy of the completed package to the original submitting member and retain the original copy in the Unit files.
    • 5.If Out-of-City Vehicle Insurance was issued, upon receipt of the insurance coverage, attach with the original package retained in the unit.
  • D.Bureau Chief Responsibilities
    • 1.Review all emergency travel packages submitted within their respective bureaus and approve if appropriate.
      NOTE:
      If the emergency travel conducted does not meet the criteria of this directive, the reviewing Bureau Chief will return the package to the affected Unit Commanding Officer, identifying the corrections or additional information needed.
    • 2.Return original approved packages to the submitting member’s Unit Commanding Officer.
    • 3.Forward one copy of the approved package to the Fleet Section, Unit 173, and one copy to the Finance Division, Travel Section.
  • E.Fleet Section Responsibilities
    Record any vehicles assigned for Emergency Intrastate or Interstate Travel per unit policies.
  • F.Finance Division Responsibilities
    • 1.Review the approved emergency travel package.
    • 2.Issue Out-of-City Vehicle Insurance if the coverage was required and forward a copy of the coverage to the submitting member and the submitting member’s Unit Commanding Officer.
    • 3.Attempt to determine if any tollway violations may have been incurred upon the Department vehicle and consult with the affected toll authority to resolve.
    • 4.Review submitted reports and receipts and determine if any out-of-pocket expenses may be reimbursable to the submitting member.
V.Special Circumstances
  • A.Certain units of the Department conduct covert investigations involving mobile surveillance. At times, these actions will require members to travel beyond the City limits without forewarning or the ability to previously obtain authorization from a supervisor. These instances shall be handled as special circumstances and the following procedures will apply.
  • B.Bureau Chiefs overseeing units that engage in such investigations will establish reporting procedures to document such incidents. When developing such procedures, Bureau Chiefs will be mindful of the confidentiality of these investigations while being aware that in addition to the Fleet Section, certain authorities within 2FM and/or the Office of Budget Management monitor vehicle usage and may request certain records or documentation of travel beyond the City Limits.
VI.Use of the Tollway System
Use of the Illinois or other tollway systems is restricted to necessary Department-related functions only when there is no feasible travel alternative.
  • A.At any time a member must utilize the tollway system and the member believes they may have incurred a toll violation upon a Department vehicle, the member will notify their immediate supervisor as soon as practicable and submit to their unit commanding officer a To-From-Subject Report documenting the circumstances and any related RD, CB, CR/CL, or other investigation number. Immediately upon receipt and approval, Unit commanding officers will forward copies of the To-From-Subject Report to the Fleet Section—Unit 173.
  • B.Any time a Department member is notified a Department vehicle under their control was issued a toll violation, they will follow the procedures in section VI-A and any other instruction given by the Finance Division and Fleet Section.
  • C.The Fleet Section—Unit 173 will be responsible to ensure appropriate Department vehicles are entered into the Department's tollway account.
Eddie T. Johnson
Superintendent of Police
19-056 RWN