standard operating procedure - home | hillsborough area

SOP NUMBER REVISION EFFECTIVE DATE PAGE

VSOP-0001 May 6 , 2015 1 of 9

STANDARD OPERATING PROCEDURE

HILLSBOROUGH TRANSIT AUTHORITY FLEET MAINTENANCE

FUEL LANE PROBING AND CASH BOX VAULTING

REV DATE DESCRIPTION RLSE NO. INIT

ORIGINATED BY:___original signature on file in MDC________

Robert Andis, Manager of Technical Services

DATE: _____________

REVIEWED BY: ___ original signature on file in MDC ________ Dale Smith, Manager of Facility & Streetcar

Maintenance

DATE: _____________

REVIEWED BY: ____original signature on file in MDC _______ Joan Brown, Director of Financial Operations

DATE: _____________

APPROVED BY: ____original signature on file in MDC _______ Vasti Amaro, Director of Maintenance

DATE: _____________

SUBJECT: FUEL LANE PROBING AND CASH BOX VAULTING

SOP NUMBER

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VSOP-0001 2 of 9

TABLE OF CONTENTS

SECTION PAGE

1.0 SCOPE ............................................................................................ 3

2.0 PURPOSE ....................................................................................... 3

3.0 DEFINITIONS / ABBREVIATIONS ................................................. 3

4.0 REFERENCES ................................................................................ 3

5.0 FORMS ............................................................................................ 3

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS ................ 3

7.0 PROCEDURE ................................................................................. 3

ATTACHMENTS

ATTACHMENT A – PROBING SHEET REPORT …………………….. 6 ATTACHMENT B – HOLIDAY SCHEDULE …………………….. 7 ATTACHMENT C – CALL LEVEL PHONE LIST …………………….. 8 ATTACHMENT D – DEPARTMENT CONTACTS …………………….. 9


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1.0 SCOPE

This Standard Operating Procedure (SOP) pertains to all HART personnel involved with Fuel Lane Probing and Cash Box Vaulting.

2.0 PURPOSE

There are 3 vaulting bins in the Count Room. In order to keep the Count Room bins from filling up and jamming the vaulting of subsequent cash boxes in the fuel lane, the following procedures will be followed.

3.0 ABBREVIATIONS

Abbreviations

MDC Maintenance Document Control

SOP Standard Operating Procedure

4.0 REFERENCES

None

5.0 FORMS None 6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS

None

7.0 PROCEDURE

7.1 Monday through Thursday

A. Monday through Thursday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted in vault #1 (unless there is a problem with vault #1), up until midnight. After midnight, the fuel lane will switch to vault #2. The goal is to more evenly distribute the bills that fall into the Count Room bins so that the level of the bills remains lower in the bins. This should help prevent jamming in the fuel lane vaults.

7.2 Friday

A. On Friday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted, in vault #1 (unless there is a problem with vault #1), up until midnight. After midnight, the fuel lane will switch to


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vault #2. The goal is to more evenly distribute the bills that fall into the Count Room bins so that the level of the bills remains lower in the bins. This should help should prevent jamming in the fuel lane vaults. This is the same procedure as Monday through Thursday.

7.3 Saturday

A. On Saturday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted in vault #2, unless there is a problem. If there is a problem, use vault #3.

7.4 Sunday

A. On Sunday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted in vault #3.

NOTE:

ALL VAULTS NOT IN USE SHALL BE LOCKED

7.5 Vault Jams

A. If vault #1 jams on the weekend on Friday, send an e-mail to the Manager of Revenue/Retail Sales and Facility Manager. If after midnight, continue to vault using vault #2.

B. On Saturday, if two vaults jam after midnight, the Fuel Lane Supervisor/Maintenance Supervisor needs to send an e-mail to the Manager of Revenue/Retail Sales and the Facility Manager. The Facilities Department will need to come in on Sunday to repair the vault receiver before Sunday service begins at 7:00pm. The contact person from Finance call tree will need to come in as well to open the Count Room and adjust the money level in the bins. There will need to be two people present in the Count Room.

C. If Monday is a holiday, use Vault #3.Finance staff will work on Sunday to empty the bins.

D. The portable vault is only to be used as a last resort. On Sunday night or early Monday morning the portable vault is to be used in case of jams and a phone call is to be made to the Manager of Revenue/Retail Sales and Facility Manager. (The portable vault shall remained locked


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at all times. The Fuel Lane Supervisor and Shop Supervisors have the key to the portable vault.)

E. All cash boxes must be probed and vaulted before taking them away from the fuel lane. Never probe without vaulting the money. This creates a cash variance between the cash counted and the GFI probing reports.

F. If a bus is towed back to 21st Avenue, the fare box must be probed and vaulted before parking the bus in the lot.

G. All money that jams and does not go into the vault must be documented and placed in the safe. Immediately call the fuel lane supervisor when money jams. The money will be counted in front of two people – the supervisor and the person who removed the money. Place the money in an envelope. On the outside of the envelope, record the date, bus #, Payroll ID number of the employee holding the money, and total amount of the money. The two people will place the money in the safe on the wall. This safe will be checked daily by the Count Room staff and added to the Count Room bins.

H. The GFI probing software allows 3 minutes between Probing to putting the Cashbox back in the Farebox of the bus. So, Probe a Farebox and the 3 minute counter starts…Vault the Cashbox in the Receiver…then insert Cashbox back into Farebox…Close the Farebox door…the timer stops. If over 3 minutes, there is a silent alarm showing up on the Security Report. In addition, when the cashbox is in the vault receiver, the dumping process takes about 12 seconds to make sure all of the currency falls into the bin.

NOTE:

CALL FACILITIES PRIOR TO USING PORTABLE VAULT AT ANY TIME


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ATTACHMENT A – Probing Sheet Report

V:\Maintenance\Fuel Lane Probe Sheets


SOP NUMBER

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VSOP-0001 7 of 9

ATTACHMENT B – Holiday Schedule

HTTP://CONNECT/ANNOUNCEMENTS

http://connect/Announcements


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VSOP-0001 8 of 9

ATTACHMENT C – Call Level Phone List

FINANCE FIRST LEVEL SECOND LEVEL THIRD LEVEL

Luis Rosa 813-309-1619

Judy Bright 813-477-7807

Joan Brown 813-215-5463

FACILITIES

FIRST LEVEL SECOND LEVEL THIRD LEVEL

On Duty Cell Phone 813-309-0255

Michael Hunt 813-309-1604

Dale Smith 813-526-1302


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ATTACHMENT D – Department Contacts

CONTACT NAME DEPARTMENT NAME MOBILE NUMBER DESK NUMBER

WILLIAM CARPENTER, FUEL LANE SUPERVISOR

VEHICLE SERVICING N/A 813-384-6269

MAINTENANCE SUPERVISOR FLEET 813-404-8251 813-384-6415 813-384-6441

DALE SMITH, MANAGER OF FACILITIES

FACILITIES 813-526-1302 813-384-6436

MICHAEL HUNT, FACILITY MASTER TECHNICIAN

FACILITIES 813-309-1604 813-384-6377

MAINTENANCE TECHNICIAN ON DUTY

FACILITIES 813-309-0255 N/A

LUIS ROSA , MANAGER OF REVENUE/RETAIL SALES

FINANCE 813-309-1619 813-384-6306

JUDY BRIGHT, FINANCE ASSISTANT

FINANCE 813-477-7807 813-384-6516

COUNT ROOM- 21ST FINANCE N/A 813-384-6516

COUNT ROOM- YBOR FINANCE N/A 813-384-6616


VSOP-0001 May 6 , 2015 1 of 9

STANDARD OPERATING PROCEDURE HILLSBOROUGH TRANSIT AUTHORITY

FLEET MAINTENANCE

FUEL LANE PROBING AND CASH BOX VAULTING

REV DATE DESCRIPTION RLSE NO. INIT 1 10/13/15 UPDATED CALL TREE, HOLIDAY SCHEDULE VSOP-0001 CM

ORIGINATED BY:___original signature on file_______________

Richard Morris, Manager of Fleet Maintenance

DATE: _____________

REVIEWED BY: ___original signature on file _______________ Dale Smith, Manager of Facility Maintenance

DATE: _____________

REVIEWED BY: ___original signature on file _______________ Joan Brown, Director of Financial Operations

DATE: _____________

APPROVED BY: ___original signature on file _______________ James Fetzer, Director of Maintenance

DATE: _____________


SOP

NUMBER REV PAGE

VSOP-0001 2 of 9

TABLE OF CONTENTS

SECTION PAGE

1.0 SCOPE ............................................................................................ 3 2.0 PURPOSE ....................................................................................... 3 3.0 DEFINITIONS / ABBREVIATIONS ................................................. 3 4.0 REFERENCES ................................................................................ 3 5.0 FORMS ............................................................................................ 3 6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS ................ 3 7.0 PROCEDURE ................................................................................. 3

ATTACHMENTS

ATTACHMENT A – PROBING SHEET REPORT …………………….. 6 ATTACHMENT B – HOLIDAY SCHEDULE …………………….. 7 ATTACHMENT C – CALL LEVEL PHONE LIST …………………….. 8 ATTACHMENT D – DEPARTMENT CONTACTS …………………….. 9


SOP

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VSOP-0001 3 of 9

1.0 SCOPE

This Standard Operating Procedure (SOP) pertains to all HART personnel involved with Fuel Lane Probing and Cash Box Vaulting.

2.0 PURPOSE

There are 3 vaulting bins in the Count Room. In order to keep the Count Room bins from filling up and jamming the vaulting of subsequent cash boxes in the fuel lane, the following procedures will be followed.

3.0 ABBREVIATIONS

Abbreviations MDC Maintenance Document Control SOP Standard Operating Procedure

4.0 REFERENCES

None

5.0 FORMS None 6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS

None

7.0 PROCEDURE

7.1 Monday through Thursday

A. Monday through Thursday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted in vault #1 (unless there is a problem with vault #1), up until midnight. After midnight, the fuel lane will switch to vault #2. The goal is to more evenly distribute the bills that fall into the Count Room bins so that the level of the bills remains lower in the bins. This should help prevent jamming in the fuel lane vaults.

7.2 Friday

A. On Friday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted, in vault #1 (unless there is a problem with vault #1), up until midnight. After midnight, the fuel lane will switch to


SOP

NUMBER REV PAGE

VSOP-0001 4 of 9

vault #2. The goal is to more evenly distribute the bills that fall into the Count Room bins so that the level of the bills remains lower in the bins. This should help should prevent jamming in the fuel lane vaults. This is the same procedure as Monday through Thursday.

7.3 Saturday

A. On Saturday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted in vault #2, unless there is a problem. If there is a problem, use vault #3.

7.4 Sunday

A. On Sunday, the fuel lane personnel will probe the fare boxes and the cash boxes will be vaulted in vault #3.

7.5 Monday Holiday

A. If Monday is a holiday, the fuel lane personnel will use vault #3. Finance staff from the call tree will come in on Saturday of the 3-day weekend to empty the bins.

NOTE:

ALL VAULTS NOT IN USE SHALL BE LOCKED

7.6 Vault Jams

A. If vault #1 jams, the fuel lane personnel will switch to using vault #2. The Fuel Lane Supervisor/Maintenance Supervisor will send an e-mail to the Facility Manager and the Manager of Retail Sales and Revenue.

B. If vault #2 jams, the fuel lane personnel will switch to using vault #3. The Fuel Lane Supervisor/Maintenance Supervisor will send an email to the Facility Manager and the Manager of Retail Sales and Revenue.

C. If vault #3 jams, the fuel lane personnel will switch to using the portable vault. The portable vault is only to be used as a last resort if all 3 vaults are jammed. If the portable vault has to be used, The Fuel Lane Supervisor will make a phone call to the Facility Manager to notify him that the portable vault is being used. The Fuel Lane Supervisor will also follow this up with an email to the Facility Manager and the


SOP

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Manager of Retail Sales and Revenue. The Facility Manager will have his staff assess the situation to determine if the vaults can be unjammed without entering the count room. If this does not fix the jammed vaults, the Facility Manager will make a phone call to the Manager of Retail Sales and Revenue in order to make arrangements for a person from Finance to come in and open the count room so that a Facility employee can enter in order to unjam the vaults. If the Facility Manager is not able to get a response from the Manager of Retail Sales and Revenue, he will work his way down the Finance call tree.

D. The portable vault shall remain locked at all times. The Fuel Lane Supervisor and Shop Supervisors have the key to the portable vault.

NOTE:

There will need to be two people present in the Count Room at all times.

(1 Finance employee and 1 Facility employee)

E. All cash boxes must be probed and vaulted before taking them away from the fuel lane. Never probe without vaulting the money. This creates a cash variance between the cash counted and the GFI probing reports.

F. If a bus is towed back to 21st Avenue, the fare box must be probed and vaulted before parking the bus in the lot.

G. All money that jams and does not go into the vault must be documented and placed in the safe. Immediately call the fuel lane supervisor when money jams. The money will be counted in front of two people – the supervisor and the person who removed the money. Place the money in an envelope. On the outside of the envelope, record the date, bus #, Payroll ID number of the employee holding the money, and total amount of the money. The two people will place the money in the safe on the wall. This safe will be checked daily by the Count Room staff and added to the Count Room bins.

H. The GFI probing software allows 3 minutes between Probing to putting the Cashbox back in the Farebox of the bus. So, Probe a Farebox and the 3 minute counter starts…Vault the Cashbox in the Receiver…then insert Cashbox back into Farebox…Close the Farebox door…the timer


SOP

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stops. If over 3 minutes, there is a silent alarm showing up on the Security Report. In addition, when the cashbox is in the vault receiver, the dumping process takes about 12 seconds to make sure all of the currency falls into the bin.

NOTE:

CALL FACILITIES PRIOR TO USING PORTABLE VAULT AT ANY TIME


SOP

NUMBER REV PAGE

VSOP-0001 7 of 9

ATTACHMENT A – Probing Sheet Report

V:\Maintenance\Fuel Lane Probe Sheets


SOP

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VSOP-0001 8 of 9

ATTACHMENT B – Holiday Schedule

HTTP://CONNECT/ANNOUNCEMENTS

http://connect/Announcements


SOP

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VSOP-0001 9 of 9

ATTACHMENT C – Call Level Phone List

FINANCE FIRST LEVEL SECOND LEVEL THIRD LEVEL THIRD LEVEL

Emmanuel Nunez 813-394-6279

Judy Bright 813-477-7807

Gregory Mitchell 813-309-1619

Joan Brown 813-215-5463

FACILITIES

FIRST LEVEL SECOND LEVEL THIRD LEVEL

On Duty Cell Phone 813-309-0255

Michael Hunt 813-309-1604

Dale Smith 813-526-1302


SOP

NUMBER REV PAGE

VSOP-0001 10 of 9

ATTACHMENT D – Department Contacts

CONTACT NAME DEPARTMENT NAME MOBILE NUMBER DESK NUMBER

WILLIAM CARPENTER, FUEL LANE SUPERVISOR

VEHICLE SERVICING N/A 813-384-6269

MAINTENANCE SUPERVISOR FLEET 813-404-8251 813-384-6415 813-384-6441

DALE SMITH, MANAGER OF FACILITIES

FACILITIES 813-526-1302 813-384-6436

MICHAEL HUNT, FACILITY MASTER TECHNICIAN

FACILITIES 813-309-1604 813-384-6377

MAINTENANCE TECHNICIAN ON DUTY

FACILITIES 813-309-0255 N/A

EMMANUEL NUNEZ , INTERIM MANAGER OF REVENUE/RETAIL SALES

FINANCE 813-394-6279 813-384-6434

JUDY BRIGHT, FINANCE ASSISTANT

FINANCE 813-477-7807 813-384-6516

COUNT ROOM- 21ST FINANCE N/A 813-384-6516

COUNT ROOM- YBOR FINANCE N/A 813-384-6616


VSOP-0002 December 23, 2015 1 of 3

STANDARD OPERATING PROCEDURE HILLSBOROUGH TRANSIT AUTHORITY

FLEET MAINTENANCE

FUELING OF HART VEHICLES

SAFETY PROCEDURES REV DATE DESCRIPTION RLSE NO. INIT

ORIGINATED BY:__original signature on file_______________

Richard Morris, Manager of Fleet Maintenance

DATE: _____________

REVIEWED BY: __original signature on file _______________ Robert Andis, Manager of Technical Services

DATE: _____________

APPROVED BY: __original signature on file _______________ James Fetzer, Director of Maintenance

DATE: _____________

1

SUBJECT: FUELING OF HART VEHICLES- SAFETY PROCEDURES

SOP NUMBER REV PAGE

VSOP-0002 2 of 3

TABLE OF CONTENTS

SECTION PAGE

1.0 SCOPE ............................................................................................ 3 2.0 PURPOSE ....................................................................................... 3 3.0 DEFINITIONS / ABBREVIATIONS ................................................. 3 4.0 REFERENCES ................................................................................ 3 5.0 FORMS ............................................................................................ 3 6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS ................ 3 7.0 PROCEDURE .................................................................................. 3

2

SUBJECT: FUELING OF HART VEHICLES- SAFETY PROCEDURES

SOP NUMBER REV PAGE

VSOP-0002 3 of 3

1.0 SCOPE

This Standard Operating Procedure (SOP) describes the procedures for the safety fueling of HART vehicles.

2.0 PURPOSE

The purpose of this SOP is to comply with Florida Department of Transportation Rule-14-90 F.A.C., and outlines procedures for safely fueling vehicles.

3.0 DEFINITIONS / ABBREVIATIONS

Originator Normally the Subject Matter Expert (SME); or the individual sponsor for the SOP

MDC Maintenance Document Control

HART Hillsborough Area Regional Transit Authority

SOP Standard Operating Procedure

4.0 REFERENCES

None

5.0 FORMS

None

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS

None

7.0 PROCEDURES

A. Vehicles must be in park, with ignition turned off prior to vehicle being fueled.

B. Vehicles cannot be fueled inside of buildings.

C. Passengers are not permitted to be inside of vehicles while being fueled.

3

OPERATIONS AND MAINTENANCE DEPARTMENT VSOPs

NUMBER REVISION NUMBER

DOCUMENT NAME EFFECTIVE DATE

ORIGINAL SIGNED

(Y/N)

ORIGINAL FILED (Y/N)

VSOP-0001 Fuel Lane Probing and Cash Box Vaulting 05/06/2015 Y Y

OPERATIONS AND MAINTENANCE DEPARTMENT VSOPs

NUMBER REVISION NUMBER

DOCUMENT NAME EFFECTIVE DATE

ORIGINAL SIGNED

(Y/N)

ORIGINAL FILED (Y/N)

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