After recent purchasing card statements from the City of Martinsville sparked a firestorm of public scrutiny of some travel and other expenses, Police Chief Robert Fincher wants to set the record straight.
His department’s travel budget hasn’t increased in 10 years — “and we haven’t gone over it either,” he said.
The $75,000 allocated for travel breaks down to about $1,500 per each of the department’s 50 employees, Fincher said. Of that amount, $500 per person is earmarked for fees to the Piedmont Regional Criminal Justice Training Academy.
The remaining $1,000 per employee is used to pay for required training and travel.
Approval for training follows a four-step process. It begins when an officer or non-certified staff member submits a required Training Request Form to their supervisor. The form details the proposed training.
If approved, it moves on to the captain, who ensures the employee’s absence won’t leave the department short-staffed. Next, the major reviews the request to determine whether the training aligns with the department’s goals and standards, Fincher said.
If it passes those reviews, the request comes to Fincher for final consideration.
“I look at it to see whether we can afford it,” he said, adding that he makes the final decision on whether the training is approved or denied.
Most training costs are reimbursed through state grant funds or other sources, Fincher said. While a city purchasing card may sometimes be used for upfront costs, the expenses are typically reimbursed later.
For example, Fincher recently attended a conference in Dallas, Texas. The cost, he said, was covered by the host agency.
“We have to initially pay for trips and sometimes training,” even if grant funds are used, he explained, noting that those costs are later reimbursed.
Fincher said most training can’t be completed online.
In-person classes are required for certain subjects — such as evidence collection and homicide investigations. “We can’t do all of that online,” he said.
Because many courses are centralized in higher-population areas, officers in southern and western Virginia often must travel to attend them.
Many of these classes are mandatory for officer certification or departmental accreditation, Fincher said of examples that include cultural diversity and legal updates.
After completing training, employees receive certificates which are submitted to the academy. The academy tracks the information and forwards it to the state as required.
When they return from a trip, department employees must submit a full report along with itemized receipts for each expense.
“Every single purchase has to be documented,” Fincher said. If a receipt is lost, “every effort must be made to secure a copy.” If that fails, “then the officer is required to provide a written explanation — ‘this is what happened, this is what it’s for.’”
While an occasional missing receipt can happen, Fincher recalled losing a receipt for parking while in Richmond. He said he would be concerned about potential misuse of that policy if anyone in the department made it a habit.
Fincher noted the department adheres to daily spending limits and follows the U.S. General Services Administration per diem rates. “Alcohol purchases are disallowed,” he added.
Some charges on purchasing card statements — such as fuel — may seem questionable at first glance but are tied to specific duties. For instance, officers must drive individuals under Temporary Detention Orders (TDOs) to mental health facilities in locations like Williamsburg.
Other charges, such as those for paint or rollers, may also raise eyebrows but are tied to facility upkeep — such as ensuring the animal shelter remains in compliance.
If questions arise about specific expenses, Fincher said he’s open to providing context.
“We don’t want there to be questions in the community about the reasons for certain expenses,” he said. “We’re above board. We want people to know our training and travel process.”
