PRINTER'S NO. 3
No. 3 Session of 2001
INTRODUCED BY BRIGHTBILL AND MELLOW, JANUARY 2, 2001
INTRODUCED AND ADOPTED, JANUARY 2, 2001
A RESOLUTION
1 Providing for the adoption of Financial Operating Rules of the
2 Senate.
3 RESOLVED, That Financial Operating Rules of the Senate be
4 adopted for the government of the 185th and 186th Regular
5 Session until amended, repealed or otherwise altered or changed.
6 (2001-2002)
7 FINANCIAL OPERATING RULES OF THE SENATE
8 I. PERSONNEL
9 1. Central Office.
10 The office of the Chief Clerk of the Senate shall serve as
11 the central office of the Senate for all personnel and payroll
12 matters.
13 2. Employees of the Senate.
14 (a) Personnel Files.
15 Before any person is placed on any payroll of the Senate,
16 there must be in the office of the Chief Clerk a payroll file
17 containing:
1 (1) Full name of employee.
2 (2) Full address including county.
3 (3) Date of employment/termination/or job transfer.
4 (4) Actual functional job title or description to
5 include general hours of work, general job responsibilities
6 and job location.
7 (5) The name of the Senator or Officer responsible for
8 monitoring the employee's performance.
9 (6) Letter of appointment signed by the authorizing
10 Senator or Officer including a delineation of the account
11 from which the employee is to be paid.
12 (7) The current compensation level with signature
13 approval of the authorizing Senator or Officer. Overtime
14 payments may be authorized only in emergency maintenance and
15 security situations with the signature approvals of the
16 Senator or Officer responsible for monitoring performance,
17 the authorizing Senator or Officer and the President Pro
18 Tempore.
19 (8) All information necessary for tax withholding and
20 benefit eligibility.
21 (9) Employment Eligibility Verification Form.
22 (b) Maintenance of the Personnel Files.
23 It is the responsibility of the Chief Clerk to develop
24 procedures necessary to maintain this payroll file information
25 on a current basis. All payroll changes shall be reflected by
26 the next appropriate payroll period providing said change is
27 received in the office of the Chief Clerk prior to processing of
28 the payroll.
29 (c) Reclassification of Employees.
30 Any reclassification of employees under the Senate of
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1 Pennsylvania Pay Plan and Job Classifications shall be submitted
2 by the Member or Officer authorizing such reclassification to
3 the Committee on Management Operations for approval or
4 disapproval. The Committee on Management Operations established
5 a bi-partisan subcommittee of the members of the Committee on
6 Management Operations to consider and approve or disapprove all
7 such requests subject to an appeal by the Member or Officer for
8 consideration of the reclassification by the Committee on
9 Management Operations.
10 3. Personal Service Contracts.
11 (a) Personal Contract Files.
12 For any person retained on a contractual basis by any Officer
13 or Member of the Senate, there shall be in the office of the
14 Chief Clerk a file containing:
15 (1) A copy of the contract signed by the authorizing
16 Senator or Officer including:
17 (i) Full name, address, including county and social
18 security number of person (or Federal tax identification
19 number) from whom the services are contracted.
20 (ii) Duration of the contract. No contract may
21 extend beyond the expiration of the term of the Member or
22 Officer.
23 (iii) Cost of the contract and terms of payment.
24 (iv) Clear, detailed description of the type of
25 service to be performed or product to be delivered.
26 (2) The name of the Senator or Officer responsible for
27 monitoring the contractor's performance.
28 (b) Contract Review.
29 All personal service contracts shall be submitted to the
30 Chief Clerk for review and approval regarding conformity with
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1 applicable laws and rules.
2 (c) Payment.
3 Payments under contract shall be made in accordance with
4 provisions of the contract provided that a voucher for such
5 payment is received in the office of the Chief Clerk before the
6 applicable deadline date. Contractor performance shall be
7 reviewed by the monitoring individual so named in the file (Rule
8 I.3.(a)(2)), who under conditions of satisfactory performance
9 and conformity to the contract shall approve the voucher prior
10 to processing.
11 4. Authorized Accounts.
12 Salaries, wages and related benefits shall be paid from
13 accounts so authorized by the General Appropriation Act. Such
14 accounts also may pay expenses related to personal service
15 contracts.
16 II. TRAVEL ALLOWANCES AND REIMBURSEMENTS
17 1. Member Travel.
18 Travel allowances or reimbursements may be paid to a Member
19 who is engaged in travel in the performance of legislative
20 duties. Travel payments may be claimed in connection with the
21 following:
22 (1) One round trip between home district and Harrisburg
23 for each week a Member is in actual attendance at a session
24 of the Legislature ("Session Mileage").
25 (2) Round trip travel between home district and
26 Harrisburg for other legislative activities.
27 (3) All travel on intradistrict and interdistrict
28 legislative business.
29 (4) All travel to attend committee meetings, hearings,
30 conferences and seminars.
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1 2. Employee Travel.
2 Travel reimbursement may be paid to employees engaged in
3 travel from their work place to the place of legislative
4 business provided that the travel is necessary for the
5 performance of official business. Except as provided in Rule
6 II.3.(c), employees are not authorized to lease vehicles on a
7 long-term basis, and no payments will be made with respect to
8 long-term lease vehicle expenses incurred by employees. When
9 away from the Harrisburg area and from their work place,
10 employees may rent cars on a short-term basis for a period not
11 in excess of that needed to carry out official business.
12 3. Rental of Vehicle or Conveyance.
13 (a) Long-Term Rental.
14 A Member who leases a vehicle or conveyance on a long-term
15 basis may be reimbursed for an amount, not to exceed 95% of the
16 cost of such lease payments, a net amount not to exceed such
17 amount as may be authorized by the Senate Committee on
18 Management Operations. Expenses attributable to insurance and
19 operation of the vehicle or conveyance are not included in
20 determining the cost of the lease. No lease reimbursements will
21 be made for any period after a Member has left office. For rules
22 regarding reimbursement of expenses of operation, see Rule
23 II.4.(a)(3). No reimbursement is permitted for lease purchase
24 agreements.
25 (b) Short-Term Rental of Vehicle or Conveyance.
26 A Member whose long-term rental is unavailable may be
27 reimbursed for an amount, not to exceed 95% of actual expenses
28 for a short-term rental. A Member or employee who rents a
29 vehicle or conveyance on a short-term basis (other than a
30 Member's temporary replacement of a long-term rental) may be
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1 reimbursed only on an actual cost basis for the cost of the
2 rental payments and expenses of operation.
3 (c) Vehicle Rental by Chief Clerk.
4 The Chief Clerk is authorized to lease no more than three
5 vehicles for the operation of the Senate. The actual expenses of
6 the lease and operation shall be paid by the Senate's Incidental
7 Expense Account. The Chief Clerk is also authorized to enter
8 into a master lease agreement with the Department of General
9 Services for the long-term lease of automobiles to be used by
10 Members of the Senate. Rules relating to the payment of expenses
11 relating to vehicles leased through the Department of General
12 Services to be used by Members of the Senate shall be
13 promulgated by the Senate Committee on Management Operations.
14 4. Allowable Transportation Expenses.
15 (a) General.
16 (1) Common or Chartered Carrier. A Member or employee
17 may be reimbursed for reasonable actual costs of carriage
18 when traveling by common or chartered carrier, including
19 expenses for parking, taxis, limousines and tolls. Claims for
20 payment based on miles traveled cannot be paid.
21 (2) Personal Vehicle and Noncommercial Conveyance. A
22 Member or employee who uses a personal vehicle may be
23 reimbursed on such mileage basis as may be established by the
24 Senate Committee on Management Operations. Reimbursement for
25 use of other noncommercial vehicles or noncommercial aircraft
26 shall be made on such basis as may be established by the
27 Senate Committee on Management Operations.
28 (3) Leased Vehicle other than Department of General
29 Services Vehicles. A Member who uses a vehicle leased on a
30 long-term basis other than one provided through the
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1 Department of General Services may elect to be reimbursed
2 either on a mileage basis (Rule II.4.(a)(2)) or an actual
3 cost basis. However, having elected to receive reimbursement
4 on a mileage basis after having been reimbursed on an actual
5 cost basis, the Member shall offset against future expense
6 claims an amount equal to the paid but unused portion of
7 automobile insurance for that vehicle. Such Member may be
8 reimbursed for an amount, not to exceed 95% of the actual
9 vehicle operating expenses. Actual vehicle operating expenses
10 shall include gasoline, oil, lubrication, repairs, tires,
11 supplies, insurance, maintenance and other reasonable
12 incidental items necessary to the operation of the vehicle. A
13 Member may not be reimbursed for the use of a personal
14 vehicle during any period of time that the Member is being
15 reimbursed for a leased vehicle, except when the leased
16 vehicle is unavailable for reasons beyond the control of the
17 Member.
18 (4) Session Mileage. The mileage rate for Session
19 Mileage payments under Rule II.1.(a) shall be as set forth by
20 law.
21 (5) Out-of-State Travel.
22 (i) Nonmember Officers of the Senate and their
23 employees may claim expenses for travel outside the
24 Commonwealth, provided that such travel is approved in
25 the manner described in Rule XI. All claims for Members'
26 and employees' travel outside the Commonwealth shall be
27 filed with the Office of the Chief Clerk in the manner
28 described in Rule XI.
29 (ii) Members of the Senate may claim expenses for
30 travel outside the Commonwealth provided that the travel
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1 is necessary to attend a conference, seminar or meeting
2 regularly or specially scheduled by an organization which
3 conference, seminar or meeting has a legislative purpose.
4 Members shall submit a copy of a registration and agenda,
5 in addition to any other documentation required by these
6 rules.
7 (iii) Members of the Senate may also claim expenses
8 for travel outside the Commonwealth when the travel has a
9 legislative purpose, but is not for attending a
10 conference, seminar or meeting, provided the purpose is
11 approved by the Committee on Management Operations, and
12 provided further that approval is not required for
13 legislative business in Washington, DC.
14 (b) No Duplication.
15 (1) Session Mileage. Members claiming reimbursement for
16 actual expenses of leased vehicle operation shall reduce such
17 claim by an amount equal to the "session mileage" entitlement
18 for the same period. Likewise, a Member electing to travel to
19 the session by common carrier shall reduce such claim by an
20 amount to the "session mileage" entitlement.
21 (2) Reimbursement From One Source. If a Member or
22 employee is entitled to reimbursement from more than one
23 source for legislative business performed on behalf of more
24 than one committee or group, payment shall be received from
25 only one source.
26 5. Documentation.
27 (a) Expense Voucher.
28 All requests for travel payments must be made on an expense
29 voucher showing:
30 (1) Dates of travel.
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1 (2) Legislative purpose of travel described in
2 reasonable specificity. For all claims involving out-of-state
3 travel, the voucher must be supported by sufficient
4 documentation to describe the legislative purpose of the
5 travel. Claims for out-of-state travel shall also include
6 such information as may be required under Section 4.(a).
7 (3) The number of miles traveled when claiming
8 reimbursement on a mileage basis. Such mileage claims also
9 should reflect an itinerary including point of origin,
10 furthest destination, and intermediate points and the
11 legislative purpose of the trips.
12 (b) Receipts.
13 Receipts must be submitted to support the cost association
14 with claims for:
15 (1) Travel by common or chartered carrier.
16 (2) Leased vehicle or conveyance operation. Receipts for
17 gasoline and maintenance shall include the license number of
18 the vehicle and the location of the purchase. In addition, a
19 copy of such lease and vehicle registration certificate must
20 be on file with the Office of the Chief Clerk.
21 (3) Parking, limousine, toll charges and other
22 miscellaneous incidental items when any of these items exceed
23 $10.
24 6. Authorized Accounts.
25 Travel payments can be made from any of the following
26 accounts. Long-term vehicle or conveyance rental payments may be
27 made from all accounts except (3) and (6). Authorized accounts
28 are:
29 (1) Leadership Operations Accounts.
30 (2) Appropriations Committee Accounts.
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1 (3) Legislative Management Committee Accounts, exclusive
2 of expenses for leased car.
3 (4) Senators' Legislative Accountable Expense Accounts.
4 (5) Contingent Accounts.
5 (6) Senators' Mileage and Expense Accounts for "session
6 mileage" travel.
7 (7) Incidental Expense Account.
8 (8) Senators' District Office Expense Account.
9 III. MEALS AND LODGING
10 1. General.
11 A Member may receive payments attributable to ordinary and
12 necessary expenses for meals, lodging and incidental items
13 provided that the Member is engaged in the performance of
14 legislative duties. Depending on the nature and location of the
15 activity, as explained below, payments may be made in one of the
16 following forms: per diem allowance; reimbursement for actual
17 costs incurred; or, in the case of lodging rental payments, a
18 combination of partial per diem allowance and reimbursement of
19 the cost of lodging rental.
20 2. Lodging Rental in the Harrisburg Area.
21 A Member who resides outside of Harrisburg and who rents
22 lodging in the Harrisburg area may claim payments for the cost
23 of the lodging lease and related expenses. No lodging rental
24 payments will be made for any period after a Member's term
25 expires.
26 3. Per Diem Allowance.
27 (a) Per Diem Entitlement.
28 A Member is entitled to receive a per diem allowance for each
29 day the Member is in the performance of legislative duties while
30 in the Harrisburg area (defined as within Dauphin County or
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1 otherwise within a 10-mile radius of the Capitol) or elsewhere
2 in the Commonwealth but away from home. Specific legislative
3 duties include attendance at sessions of the Senate, attendance
4 at official committee meetings and participation in all other
5 activities necessary or appropriate to the carrying out of the
6 responsibilities of the Member.
7 (b) Types of Per Diem Allowance.
8 (1) Full Per Diem. A full per diem allowance not to
9 exceed such amount as maybe established by the Senate
10 Committee on Management Operations may be claimed as an
11 allowance for meals and lodging.
12 (2) Partial Per Diem. A Member who claims the cost of
13 lodging rental as provided in Rule III.2., may not receive a
14 full per diem allowance except when the per diem entitlement
15 derives from attendance at official committee meetings
16 outside of the Harrisburg area. When the per diem entitlement
17 derives from the performance in the Harrisburg area of the
18 specified legislative duties defined in Rule III.3.(a), a
19 Member may receive a partial per diem allowance up to an
20 amount established by the Senate Committee on Management
21 Operations for meals and incidentals.
22 4. Actual Costs.
23 A Member may claim actual costs for lodging, meals and other
24 incidental items incurred in the performance of legislative
25 duties. Expense claims for costs of lodging, meals and other
26 incidental expenses incurred in the performance of legislative
27 duties outside of the Commonwealth may be reimbursed on an
28 actual expense basis or through a per diem allowance.
29 5. Employees' Travel.
30 If an employee is engaged in travel away from the normally
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1 assigned place of work necessary for the performance of official
2 business, the employee may be reimbursed for reasonable actual
3 cost of lodging, meals and other incidental items. For rules
4 regarding Out-of-State travel, see Rule XI.
5 6. Payment From One Source.
6 If a Member is entitled to a meal and lodging claim from more
7 than one source for legislative business performed on behalf of
8 more than one committee or group, payments shall be received
9 from only one source.
10 7. Review.
11 All authorized and approved meals and lodging claims shall be
12 reviewed for inadvertent duplication by the Office of the Chief
13 Clerk prior to processing and payment.
14 8. Record Keeping.
15 Where a per diem allowance or reimbursement is paid by a
16 legislative service agency cofunded between both Houses of the
17 General Assembly, a copy of the approved claim shall be
18 furnished to the Office of the Chief Clerk.
19 9. Documentation.
20 (a) Per Diem Allowance.
21 For payment of a per diem allowance, a Member must submit a
22 voucher showing the date, the legislative activity in which the
23 Member was engaged on that date, and the location of the
24 activity.
25 (b) Actual Expenses of a Member or an Employee.
26 For payment of actual expenses, a Member or employee must
27 submit a voucher showing the date, amount, place and the
28 legislative activity in which the Member or employee was engaged
29 and must submit a vendor or credit card receipt or invoice for
30 each item exceeding $10.
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1 (c) Lodging Rental.
2 A copy of each lease must be on file with the Office of the
3 Chief Clerk. A Member must submit a voucher and, if appropriate,
4 an invoice or receipt for any related expenses.
5 10. Authorized Accounts.
6 (a) Attendance at Sessions.
7 Payments shall be made from the Incidental Expense Account
8 for authorized Per Diem Allowances only for attendance at
9 sessions of the Senate during which roll call votes are
10 recorded.
11 (b) Lodging Rental Payment.
12 Payments shall be made from Senator's Legislative Accountable
13 Expense Account for lodging rental payment.
14 (c) Authorized Accounts.
15 Payment may be made from the following accounts for other
16 authorized per diem meal and lodging claims:
17 (1) Leadership Operations Accounts.
18 (2) Appropriations Committee Accounts.
19 (3) Legislative Management Committee Accounts.
20 (4) Senators' Legislative Accountable Expense Accounts.
21 (5) Contingent Accounts.
22 (6) Incidental Expense Account.
23 (7) Senators' District Office Expense Account, meals
24 only.
25 IV. EQUIPMENT AND FURNISHING CONTROL AND INVENTORY
26 1. Purchases, Improvements, Renovations.
27 The Office of the Chief Clerk shall act as the sole agent for
28 improvements or renovations to Senate facilities at the Capitol
29 Complex and for the purchase, rental, control and inventory of
30 durable equipment, furniture and furnishings with a useful life
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1 of one year or more and a cost greater than the limit
2 established by the Committee on Management Operations for
3 utilization in both the Capitol and District Offices.
4 Nonrecoverable items including, but not limited to, carpeting,
5 draperies and air conditioners for use in and improvements or
6 renovations to district office facilities shall be purchased
7 pursuant to standards developed by the Senate Committee on
8 Management Operations. The Chief Clerk shall serve as the sole
9 agent for the purchase of United States and Pennsylvania flags.
10 2. Approval of Purchase or Rental.
11 All requests for the purchase or rental of such equipment,
12 furniture and furnishings must be reviewed and approved by the
13 Chief Clerk.
14 3. Member/Officer Inventory.
15 All approved requests shall be processed by the office of the
16 Chief Clerk, which shall maintain a full and current inventory
17 of all durable equipment, furniture and furnishings secured on
18 behalf of a Member, Officer or employee of the Senate.
19 4. Pricing and Service.
20 The Chief Clerk shall take all necessary and reasonable steps
21 to ensure that the purchase or rental of durable equipment,
22 furniture and furnishings with a useful life of one year or more
23 and a cost greater than the limit established by the Committee
24 on Management Operations shall be transacted at the lowest
25 available price for the quality, compatibility, availability and
26 service of the items being purchased or leased.
27 5. Dissemination of Literature.
28 The Secretary of the Senate shall provide for the publication
29 and dissemination of educational or informational literature
30 pertaining to the Senate of Pennsylvania, the Commonwealth of
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1 Pennsylvania or the Government of the United States.
2 6. Public Inspection of Records.
3 The records of the Secretary of the Senate and the Chief
4 Clerk shall be considered public records and be available for
5 public inspection in the manner similar to that provided in
6 these Rules.
7 7. Documentation Required.
8 (a) Request for Purchase or Rental Showing:
9 (1) Date of request.
10 (2) Item requested.
11 (3) By whom request made.
12 (4) Purpose.
13 (5) Signature approvals.
14 (6) Record of Rule IV.4. actions taken.
15 (b) Vendor's invoice or receipt detailing:
16 (1) Date of purchase or rental.
17 (2) Vendor's identity.
18 (3) Description of item purchased or rented.
19 (4) Length of rental contract when applicable.
20 (5) Cost and payment terms of the purchase or rental.
21 8. Authorized Accounts.
22 (a) Legislative and Printing Expense Account as provided in
23 General Appropriations Act.
24 (b) The account as provided in the General Appropriations
25 Act for the purchase of flags.
26 (c) Senators' Legislative Accountable Expense Accounts for
27 the purchase of flags and for the rental of durable equipment,
28 furniture and furnishings.
29 (d) Senators' District Office Expense Account for the
30 purposes set forth in subsection (c).
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1 V. DISTRICT OFFICE EXPENSES
2 1. Authorized Expenses.
3 Expenses authorized shall include:
4 (a) Aggregate office rental, utilities and telephone in
5 accordance with policies as may be established by the Senate
6 Committee on Management Operations. Whenever a Member or any of
7 his immediate family has an equity interest in a district
8 office, the Chief Clerk shall obtain an independent appraisal of
9 the office rental cost.
10 (b) Insurance
11 (c) Printing services.
12 (d) Telephone and answering services.
13 (e) Postage and mailing services.
14 (f) Publications and subscriptions.
15 (g) Nondurable supplies.
16 (h) Member, employee and visitor parking.
17 (i) Janitorial maintenance and cleaning services.
18 (j) Other items authorized for expenses as defined in the
19 General Appropriations Act and policies of the Senate Committee
20 on Management Operations.
21 2. Documentation Required.
22 A copy of the district office lease indicating the amount and
23 payment terms shall be filed with the office of the Chief Clerk.
24 Such copy may be referenced on the voucher and serve as
25 appropriate documentation of the expense. Vouchers appropriately
26 documenting expenses and legislative purpose for each
27 expenditure. Receipts or invoices shall be included for all
28 expenditures in excess of $25 per occurrence.
29 3. Authorized Accounts.
30 Accounts authorized include:
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1 (1) Senators' Legislative Accountable Expense Accounts.
2 (2) Chief Clerk Employees' Salary and Expense Account.
3 (3) Legislative and Printing Expense Account.
4 (4) Senators' District Office Expense Account.
5 VI. CAPITOL OFFICE EXPENSES
6 1. Types of Expenses Authorized.
7 Expenses authorized shall include:
8 (1) Utility services.
9 (2) Insurance.
10 (3) Printing services.
11 (4) Telephone and answering services.
12 (5) Postage and mailing services.
13 (6) Publications and subscriptions.
14 (7) Nondurable supplies.
15 (8) Employee parking.
16 (9) Janitorial maintenance and cleaning services.
17 (10) Other items authorized for expenses as defined in
18 the General Appropriations Act.
19 2. Documentation Required.
20 Documentation required shall include vouchers appropriately
21 documenting expenses and legislative purpose for each
22 expenditure. Receipts or invoices shall be included for all
23 expenditures in excess of $25 per occurrence.
24 3. Authorized Accounts.
25 Accounts authorized include:
26 (1) Legislative Printing and Expense Account.
27 (2) Postage Account of Chief Clerk (for postage only).
28 (3) Senators' Legislative Accountable Expense Accounts.
29 (4) Contingent Accounts and Incidental Expense Accounts.
30 (5) Leadership Operations Accounts, exclusive of office
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1 rental.
2 (6) Appropriations Committee Accounts, exclusive of
3 office rental.
4 (7) Legislative Management Committee Accounts, exclusive
5 of office rental.
6 VII. OFFICIAL EXPENSES
7 1. General.
8 While engaged in the performance of legislative duties, a
9 Member, Officer or employee expressly authorized by a Member may
10 claim actual expenses as set forth below.
11 2. Participation in Conferences and Seminars.
12 Expenses, such as registration fees, incurred in
13 participating in legislative conferences and seminars may be
14 claimed. Related travel expenses incurred are discussed in Rule
15 II. Related meals and lodging expenses incurred are discussed in
16 Rule III.
17 3. Conducting Meetings.
18 Expenses attributable to conducting legislative meetings may
19 be claimed. Such expenses may include: food and refreshment,
20 meeting room rental, and incidental items.
21 4. Official Entertainment.
22 Expenses incurred in connection with official entertainment
23 may be claimed. Such expenses may include: meals, refreshments,
24 and related items which are ordinary to the performance of a
25 Member's legislative duties, and for which there is a
26 legislative purpose. In general, these entertainment expenses
27 will be incurred during, immediately preceding or immediately
28 following a substantial and bona fide legislative business
29 discussion.
30 5. Documentation.
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1 (a) Participation in Conferences and Seminars.
2 Vouchers shall show the amount, date, place and legislative
3 purpose. Registration or other receipts must be attached.
4 (b) Conducting Meetings.
5 Vouchers shall show or reference to records which show the
6 amount, date, place and legislative purpose. Restaurant, hotel,
7 or credit card receipt or invoices must be attached.
8 (c) Official Entertainment.
9 Vouchers shall show or reference to records which show the
10 amount, date, place, legislative purpose and if claimed by a
11 Member, the portion of the amount attributable to his
12 entertainment expense. Restaurant, hotel or credit card receipt
13 or invoices must be attached.
14 (d) Claims by Nonofficer Employees.
15 Vouchers involving any official expenses claimed by
16 nonofficer employees shall reflect the formal authorization by a
17 Member.
18 6. Authorized Accounts.
19 Payments shall be made from the following accounts:
20 (1) Leadership Operations Accounts.
21 (2) Appropriations Committee Accounts.
22 (3) Legislative Management Committee Accounts.
23 (4) Senators' Legislative Accountable Expense Accounts.
24 (5) Contingent Accounts.
25 (6) Incidental Expense Account.
26 (7) Senators' District Office Expense Account.
27 VIII. SPECIAL EXPENSES
28 1. Authorized Expenses.
29 Expenses authorized include:
30 (a) Flowers, baskets of fruit or other appropriate items or
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1 memorial contributions to designated charities not to exceed $35
2 or such other amount as may be established by the Senate
3 Committee on Management Operations. Recipients are limited to
4 instances of death or illness for Members, Officers, employees
5 or their immediate families, or former Members or their
6 immediate families or dignitaries including both incumbent or
7 former elected or appointed officials or their immediate
8 families.
9 (b) Rental of common carrier and other expenditures inherent
10 thereto for attendance at funerals of a Member or members of a
11 Member's immediate family, former Members, dignitaries, or
12 Officers.
13 2. Documentation Required.
14 Documentation required shall include receipt, vendor invoice
15 and general invoice showing: recipient, instance, description of
16 items delivered, date delivered and cost.
17 3. Authorized Accounts.
18 Payment shall be made only from Contingent Accounts or the
19 Incidental Expense Account.
20 IX. MISCELLANEOUS EXPENSES OF STANDING AND SPECIAL COMMITTEES
21 1. Committee Proceedings.
22 Rental of meeting rooms and hearing facilities and payments
23 to qualified court reporters or stenographers to record the
24 proceedings authorized by the chairman of a standing or special
25 committee of the Senate, including the cost of transcripts.
26 Witnesses served with a subpoena to testify before such
27 proceedings shall be paid witness fees and travel expenses as
28 provided by Section 5903 of the Judicial Code.
29 2. Printing and Mailing.
30 Committee printing and mailing costs for mailings relating to
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1 legislative business.
2 3. Publications and Subscriptions.
3 Publications and subscriptions.
4 4. Documentation Required.
5 Vouchers or vendors receipts or invoices stating vendor's
6 name, services or amount of postage, date, place, and total
7 amount due or paid. Postage purchases shall require a receipt
8 stamped by the Postmaster.
9 5. Authorized Accounts.
10 Accounts authorized include:
11 (1) Legislative Management Committees Accounts.
12 (2) Leadership Operation Accounts.
13 (3) Appropriations Committee Accounts.
14 X. COMMITTEE ON MANAGEMENT OPERATIONS
15 1. Duties.
16 In addition to duties imposed by law or otherwise by these
17 rules, the duties of the Senate Committee on Management
18 Operations shall be:
19 (1) To arbitrate a decision of the Secretary or Chief
20 Clerk of the Senate relating to these Rules, in the event
21 that a Member, Officer or employee shall disagree with a
22 decision of the Secretary or Chief Clerk of the Senate.
23 (2) To make a final decision in case of a dispute on a
24 question of legislative intent or legislative purpose
25 regarding an expenditure.
26 (3) To make a continuing review of these Rules as to
27 expenditures and the reporting of expenditures, and, from
28 time to time, to make such recommendations as are
29 appropriate.
30 2. Records.
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1 A record of the committee's decisions shall be maintained.
2 The Chief Clerk shall be responsible for maintaining such
3 records.
4 XI. OUT-OF-STATE TRAVEL
5 1. Request for Approval.
6 No nonmember Officer of the Senate or any employee of any
7 nonmember Officer shall be reimbursed nor shall any of his or
8 her expenses be paid for any travel outside the Commonwealth
9 unless such travel has been approved by a majority of the
10 membership of the Committee on Management Operations. All
11 requests for such approval shall be made to the Chief Clerk, and
12 shall include information relating to the destination, the
13 estimated cost of such travel, the number of days involved, and
14 the relationship that the travel has to the duties of the
15 Officer or employee making the request. In the case of an
16 employee, the request shall also be approved by the Officer.
17 2. Filing of Request.
18 All such requests, whether approved or disapproved, shall be
19 filed with the office of the Chief Clerk and shall be made
20 available for public information on request to the Office of the
21 Chief Clerk.
22 3. Time Limit for Filing.
23 A copy of any request for reimbursement or for the payment of
24 any expenses relating to out-of-state travel by a Member or
25 employee assigned to a Member shall be filed with the Office of
26 the Chief Clerk within 30 days of such travel. Copies of these
27 requests shall be made available for public information on
28 request of the Office of the Chief Clerk.
29 XII. LIST OF EMPLOYEES; DOCUMENT ACCESS
30 1. Publication and Distribution.
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1 (a) The Chief Clerk shall have published quarterly and shall
2 mail to each Member's residence a listing of all employees of
3 the Senate or any of its Officers, Committee Chairmen, and
4 Members and all persons holding purchase of service contracts
5 with the Senate or any of its Officers, Committee Chairmen and
6 Members. The list for employees shall contain the full name of
7 the employee, county of residence, the job title of the
8 employee, the compensation of the employee, and the name of the
9 Member or Officer for such employee. For individuals holding
10 purchase of service contracts with the Senate, the list shall
11 contain the name of the contractor, the address of the
12 contractor, a statement of the nature of the duties of the
13 contractor, and the fee of the contractor as well as the name of
14 the Member or Officer responsible for monitoring the performance
15 of the contractor.
16 (b) The list shall be submitted by February 1, for the
17 quarter ending December 31; by May 1, for the quarter ending
18 March 31; by August 1, for the quarter ending June 30; and by
19 November 1, for the quarter ending September 30. Said list shall
20 also be updated on a monthly basis including additions and
21 deletions and shall be available for public inspection in the
22 office of the Chief Clerk.
23 2. Public Inspection of Vouchers and Requisitions.
24 All vouchers and requisitions relating to all expenditures,
25 expenses, disbursements and other obligations out of all
26 appropriated funds of the Senate shall be available for public
27 inspection during regular business hours in the Office of the
28 Chief Clerk or at such other location within the Capitol as the
29 Chief Clerk shall prescribe.
30 3. Request to Review Vouchers and Requisitions.
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1 All requests to review payroll and independent contractor
2 records of the Senate or any other vouchers or requisitions for
3 funds appropriated to the Senate shall be made to the Chief
4 Clerk, in writing, at least three working days prior to the date
5 on which the review is requested. The request shall be signed by
6 the individual who will be making the review and it shall
7 indicate the name of the person, organization or entity the
8 individual is representing. The request shall also include the
9 address and telephone number of the individual submitting the
10 request. The Chief Clerk shall establish a time during normal
11 business hours for the review to occur and he shall provide that
12 the review shall not interfere with the necessary functioning of
13 the Chief Clerk's Office.
14 4. Photocopies of Records.
15 Photocopies of financial records maintained in the Office of
16 the Chief Clerk shall be limited to the vouchers which are
17 normally submitted by the Members on a monthly basis. Cost of
18 copies will be determined by the Chief Clerk.
19 5. Monthly Accounting of Other Disbursements.
20 For any appropriation to any Officer or Member for which the
21 records are not maintained in the office of the Chief Clerk, the
22 Officer or Member receiving the appropriation shall monthly file
23 with the Chief Clerk an accounting of all disbursements made
24 from the fund which shall include a separate listing for each
25 expenditure and the address of the payee and which shall include
26 as a minimum the information required for public review by this
27 section. Such accounting shall be filed monthly in the office of
28 the Chief Clerk not later than 15 days after the end of the
29 month. Such accounting shall be open for public inspection as in
30 the case of other records provided for herein.
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1 XIII. PERSONNEL POLICIES
2 1. Preparation of Rules and Regulations.
3 The Senate Committee on Management Operations created
4 pursuant to Section 1.1 of Act No. 417 of 1967 is authorized to
5 prepare and adopt rules and regulations for uniform personnel
6 policies and procedures, job specification and pay plans
7 including periodic increments for Senate Officers and employees.
8 2. Approval of Rules and Regulations.
9 Each such rule or regulation or any amendment thereto shall
10 be prepared in resolution form and shall be placed on the Senate
11 calendar for final approval or disapproval. The committee may
12 when approved by at least five Members of the committee and by
13 both Floor Leaders implement such rules and regulations pending
14 final Senate consideration of them. Such resolution shall have
15 the force and effect of law in accordance with its terms when it
16 has been approved by the full Senate.
17 XIV. ACCOUNTING AND OPERATIONS MANUAL
18 1. Preparation and Approval.
19 The Chief Clerk shall prepare an Accounting and Operations
20 Manual with separate sections applicable to Members and their
21 employees and fund custodians. This Manual shall be submitted to
22 the Senate Committee on Management Operations for its approval.
23 2. Distribution.
24 Upon approval applicable sections of the Accounting and
25 Operations Manual shall be distributed to all Members and
26 Officers. A complete manual shall be forwarded to the
27 Legislative Audit Advisory Commission.
28 3. Maintenance and Updating.
29 The Chief Clerk shall be responsible for maintaining and
30 updating this manual as a result of revisions or amendments
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1 promulgated by the Senate Committee on Management Operations.
2 XV. DURATION TO RULES
3 These rules shall be in full force and effect until altered,
4 changed, amended or repealed as provided herein.
5 XVI. CHANGES TO RULES
6 The consent of a majority of the Senators elected shall be
7 necessary to alter, change or amend these rules.
8 XVII. PROCEDURE FOR CHANGING RULES
9 All alterations, changes or amendments to these rules shall
10 be by resolution which shall not be considered until first
11 referred to and reported from the Committee on Rules and
12 Executive Nominations.
13 XVIII. EXPIRATION
14 The provisions of Rules II.6(8), III.10(7), IV.8(d), V.3(4)
15 and VII.6(7) shall expire on June 30, 2001, unless the Committee
16 on Management Operation shall by resolution provide for their
17 continued application.
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