PROCEDURE FOR RETIREE SERVICE LETTER
Purpose:
To codify the procedure for issuing a letter to retired members of the uniformed force verifying their status as Peace Officers and the dates of appointment and retirement that they may present in order to obtain a retiree pistol carry permit from the New York City Police Department or other law enforcement agency having jurisdiction.
Procedure:
A member of the uniformed operations force (i.e., Bridge and Tunnel Officer, Sergeant or Lieutenant) who desires to obtain a pistol carry permit in accordance with Section 400 of the Penal Law will initiate the process by completing and submitting a Request for Service Letter for Application for Pistol Carry Permit (see attachment) to the Manager of Staffing, Deployment and Support in the Operations Dept, Robert Moses Building, Randall’s Island, New York 10035 no sooner than their last tour of duty and no later than one year after their retirement date.
Definitions:
Retirement Date: Official date of retirement as provided by NYCERS when employee is no longer on payroll.
Last Tour of Duty: The last block of hours comprising a work day (whether straight time or overtime) actually worked at a B&T facility prior to retirement.
Retiree Service Letter: A document addressed “To Whom It May Concern,” confirms that the employee is in retired status from their employment with the Authority, their appointment and retirement dates as well as date of birth and social security number. The letter also states that there were no pending disciplinary charges at time of retirement; that the employee was a Peace Officer in accordance with and as defined by the Criminal Procedure Law of New York; that the employee was authorized to carry a firearm on and off duty during the course of such employment; and provides the date of the most recent annual firearms re-qualification and completion of deadly physical force re-training. The letter also states the make, model, caliber and serial number of authorized firearms possessed by the retiree at the time of retirement. Additionally, the letter states that at the time of retirement the employee has never had his/her firearm privileges suspended for reasons of mental illness.
Letter of Declination: Letter addressed to the retiree advising him/her that the Authority has declined to issue a service letter as requested. A service letter is generally declined under the following circumstances:
· Pending disciplinary charges
· Untimely surrender or disposal of firearms
· Retirement is other than ordinary retirement
· Employee is not firearms qualified or authorized on the last tour of duty.
Following a review of relevant facts, the final determination to issue a retiree service letter is at the sole discretion of the Vice President, Operations.
Premature Request: The review of applications for retiree service letters will only occur after the last tour of duty.
Procedure:
Retiring member of the Uniformed Operations Force must:
1. Depose of firearms in accordance with the Authority’s Firearms Policy. If the applicant’s last tour of duty is during non-business hours, he/she must receive prior approval from ISD to surrender their firearm(s) at the facility where the last tour of duty is worked.
2. Return shield and hatpiece to ISD.
3. Obtain the Request for Retiree Service Letter form from the Human Resources Department upon notice of retirement, and supply all required information.
4. Submit completed form to Manager, Staffing Deployment and Support, Operations no earlier than the last tour of duty.
5. Obtain an unauthorized to carry firearm ID from ISD.
Manager, Staffing, Deployment and Support, Operations:
1. Ensure application is complete.
2. Time stamp the application.
3. Confirm date of retirement with the Human Resources Department and print email notification of retirement date for the application file.
4. Prepare schedule document that includes due dates for all elements of the application review to enable the retiree service letter to be produced for signature by the official retirement date. These due dates will then be used for all requests for information necessary for the review process. Document all pieces of information not received by the due date and follow up both verbally and in writing with the department responsible for providing the information. Obtain commitment for a new due date, enter into the schedule document with the department’s explanation, and follow up as described above if the new due date is not met.
5. Request via e-mail that Labor Relations provide information on any pending disciplinary charges against the applicant.
6. Email Human Resources Department requesting EEO-TER report to ensure that dates of appointment, promotions, and other information are accurate.
7. If request indicates firearms were vouchered at ISD for safeguarding, confirm by checking against monthly ISD inventory report to verify timely compliance. If request indicates firearms were otherwise disposed of, contact Firearms Range to obtain copies of “C” forms confirming such disposition.
8. Obtain most recent firearms qualification date from Firearms Range.
9. Email the General Manager and Operations Superintendent at the applicant’s last facility worked and solicit for information relevant to the request for a retiree service letter.
10. Email ISD to determine if the applicant is the subject of any current investigations.
11. If member is in compliance with all requirements (i.e., timely surrender and/or disposal of firearms, no disciplinary charges and actual date of retirement has occurred), prepare retiree service letter for signature of Vice President, Operations and forward to Director of Scheduling and Training, Operations, with cover memo and all back-up documentation.
12. If member is not in compliance, prepare letter of declination for signature of Vice President, Operations and forward to Director of Scheduling and Training, Operations, with a cover memo and all back-up material, highlighting the reason that service letter is being declined.
13. Applications should be reviewed within ten business days of the retirement date or the date the application was received, whichever is later. Notify the Director of Scheduling and Training, Operations if the review process will extend to beyond the ten business day due date.
14. Upon receipt of signed service letter or letter of declination from the Vice President, Operations:
- Mail original letter to retired member of the uniformed Operations force.
- Mail/fax copy of the service letter to BTOBA or SOBA.
- File one copy of signed letter and all back-up documentation in Operations’ Scheduling and Training Division files.
Director of Scheduling and Training, Operations:
1. Review service letter or declination letter and all supporting documentation.
2. If approving the recommendation, initial the cover memo and forward to the Chief of Staff, Operations for cover memo signature. If changes are necessary, return all documentation with comments to Manager, Staffing Deployment and Support, Operations.
Chief of Staff Operations:
1. Review service letter or declination letter and all supporting documentation.
2. If approving the recommendation, sign the cover memo and forward to the Vice President, Operations for signature. If changes are necessary, return all documentation with comments to Director of Scheduling and Training, Operations.
Vice-President, Operations:
1. Review service letter or declination letter and all supporting documentation.
2. If approving the recommendation, sign the letter and forward it to the Manager, Staffing Deployment and Support, Operations for distribution. If changes are necessary, return all documentation with comments to the Chief of Staff, Operations.
Instructions FOR APPLYING FOR A RETIREE SERVICE LETTER
A member of the uniformed Operations workforce (i.e,. Bridge and Tunnel Officer, Sergeant or Lieutenant) who desires to obtain a retiree service letter which may lead to the issuance of a pistol carry permit in accordance with Section 400 of the Penal Law should initiate the process by completing and submitting a Request for Service Letter for Application for Pistol Carry Permit to the Operations Department Manager of Staffing, Deployment and Support, Robert Moses Building, Randall’s Island, New York 10035. This form can be obtained from the Human Resources Department upon notice of retirement. The following instructions will serve as a guide in preparing your application.
You must:
- Surrender all firearms owned by you to ISD for safeguarding or transfer ownership as per the requirements of the Authority’s Firearms Policy. If your last tour of duty is during non-business hours, you must receive prior approval from ISD to surrender your firearm(s) at the facility where the last tour of duty is worked.
- Return shield and hatpiece to ISD.
- Obtain the appropriate request form and legibly print all required information.
- Submit the completed form to the Operations Department, Room 112, Randall’s Island, after the completion of the last tour of duty.
Based on a thorough review of the service record, the Authority will issue to you either a Service Letter that may prove helpful in applying for a firearms permit) or a Letter of Declination, which is a notification that the application has been denied. The review of service letter applications considers factors including the following:
· Timely surrender or disposal of firearms according to policy
· Timely surrender of shield and hatpiece
· Firearms qualified and authorized on last tour of duty
· Subject to pending disciplinary charges or current investigations
Please make sure that you are in compliance with these requirements!
A request for a service letter may be submitted at any time after the last tour of duty.
Reviews of all applications received will commence immediately after the last tour of duty, and barring any issues in the review that delay processing, the letters will be issued no later than one week after the official retirement date.
This instruction may be modified at any time
by the Vice-President, Operations.
MTA BRIDGES AND TUNNELS
(LEGAL NAME: TRIBOROUGH BRIDGE AND TUNNEL AUTHORITY)
REQUEST FOR RETIREE SERVICE LETTER
Complete this form (except for shaded area) and return to MTA B&T Operations Dept.
Robert Moses Bldg., Room 112, Randall’s Island N.Y. 10035______
Last Name:______First Name:______M.I.______
Social Security Number:______Date of Birth:__ / /______
Appointment Date: / / Last Tour of Duty: / / Retirement Date: / /
Mailing address:
Home Phone # ______Rank:______Shield #______
Disposition of Firearms upon Retirement:
( ) Vouchered at ISD ( ) Vouchered with NYPD Property Clerk
Voucher No. ______
( ) Ownership transferred to: ______
“C” form filed on (date): ______
( ) Surrendered after last tour at facility during non-business hours (date & time)______
Type of Retirement: ( ) Service ( ) Disability
Were there any pending disciplinary charges at time of retirement?
( ) YES ( ) NO
Signature:______Date: ______