PRINTER'S NO. 3
No. 3 Session of 2005
INTRODUCED BY BRIGHTBILL, JANUARY 4, 2005
INTRODUCED AND ADOPTED, JANUARY 4, 2005
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Operating Rules of the Senate be 4 adopted for the government of the 189th and 190th Regular 5 Session until amended, repealed or otherwise altered or changed. 6 (2005-2006) 7 FINANCIAL OPERATING RULES OF THE SENATE 8 I. PERSONNEL 9 1.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 20050S0003R0003 - 2 -
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 is 5 authorized to establish a bi-partisan subcommittee of the 6 members of the Committee on Management Operations to consider 7 and approve or disapprove all such requests subject to an appeal 8 by the Member or Officer for consideration of the 9 reclassification by the Committee on Management Operations. 10 3. Personal Service Contracts. 11 (a) Personal Service 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 20050S0003R0003 - 3 -
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 processing deadline. Contractor performance shall be 7 reviewed by the monitoring individual designated pursuant to 8 Rule I.3.(a)(2), who under conditions of satisfactory 9 performance and conformity to the contract shall approve the 10 voucher prior 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 Senate ("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. 20050S0003R0003 - 4 -
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 20050S0003R0003 - 5 -
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 four 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 20050S0003R0003 - 6 -
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 20050S0003R0003 - 7 -
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. 20050S0003R0003 - 8 -
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 associated 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), (6) and (9). Authorized 28 accounts are: 29 (1) Leadership Operations Accounts. 30 (2) Appropriations Committee Accounts. 20050S0003R0003 - 9 -
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) Caucus Operations Accounts. 9 (9) Committee and Contingent Expenses Accounts, 10 exclusive of expenses for leased car. 11 III. MEALS AND LODGING 12 1. General. 13 A Member may receive payments attributable to ordinary and 14 necessary expenses for meals, lodging and incidental items 15 provided that the Member is engaged in the performance of 16 legislative duties. Depending on the nature and location of the 17 activity, as explained below, payments may be made in one of the 18 following forms: per diem allowance; reimbursement for actual 19 costs incurred; or, in the case of lodging rental payments, a 20 combination of partial per diem allowance and reimbursement of 21 the cost of lodging rental. 22 2. Lodging Rental in the Harrisburg Area. 23 A Member who resides outside of Harrisburg and who rents 24 lodging in the Harrisburg area may claim payments for the cost 25 of the lodging lease and related expenses. No lodging rental 26 payments will be made for any period after a Member's term 27 expires. 28 3. Per Diem Allowance. 29 (a) Per Diem Entitlement. 30 A Member is entitled to receive a per diem allowance for each 20050S0003R0003 - 10 -
1 day the Member is in the performance of legislative duties while 2 in the Harrisburg area (defined as within Dauphin County or 3 otherwise within a 10-mile radius of the Capitol) or elsewhere 4 in the Commonwealth but away from home. Specific legislative 5 duties include attendance at sessions of the Senate, attendance 6 at official committee meetings and participation in all other 7 activities necessary or appropriate to the carrying out of the 8 responsibilities of the Member. 9 (b) Types of Per Diem Allowance. 10 (1) Full Per Diem. A full per diem allowance not to 11 exceed such amount as maybe established by the Senate 12 Committee on Management Operations may be claimed as an 13 allowance for meals and lodging. 14 (2) Partial Per Diem. A Member who claims the cost of 15 lodging rental as provided in Rule III.2., may not receive a 16 full per diem allowance except when the per diem entitlement 17 derives from attendance at official committee meetings 18 outside of the Harrisburg area. When the per diem entitlement 19 derives from the performance in the Harrisburg area of the 20 specified legislative duties set forth in Rule III.3.(a), a 21 Member may receive a partial per diem allowance up to an 22 amount established by the Senate Committee on Management 23 Operations for meals and incidentals. 24 4. Actual Costs. 25 A Member may claim actual costs for lodging, meals and other 26 incidental items incurred in the performance of legislative 27 duties. Expense claims for costs of lodging, meals and other 28 incidental expenses incurred in the performance of legislative 29 duties outside of the Commonwealth may be reimbursed on an 30 actual expense basis or through a per diem allowance. 20050S0003R0003 - 11 -
1 5. Employees' Travel. 2 If an employee is engaged in travel away from the normally 3 assigned place of work necessary for the performance of official 4 business, the employee may be reimbursed for reasonable actual 5 cost of lodging, meals and other incidental items. For rules 6 regarding Out-of-State travel, see Rule XI. 7 6. Payment From One Source. 8 If a Member is entitled to a meal and lodging claim from more 9 than one source for legislative business performed on behalf of 10 more than one committee or group, payments shall be received 11 from only one source. 12 7. Review. 13 All authorized and approved meals and lodging claims shall be 14 reviewed for inadvertent duplication by the Office of the Chief 15 Clerk prior to processing and payment. 16 8. Record Keeping. 17 Where a per diem allowance or reimbursement is paid by a 18 legislative service agency cofunded between both Houses of the 19 General Assembly, a copy of the approved claim shall be 20 furnished to the Office of the Chief Clerk. 21 9. Documentation. 22 (a) Per Diem Allowance. 23 For payment of a per diem allowance, a Member must submit a 24 voucher showing the date, the legislative activity in which the 25 Member was engaged on that date, and the location of the 26 activity. 27 (b) Actual Expenses of a Member or an Employee. 28 For payment of actual expenses, a Member or employee must 29 submit a voucher showing the date, amount, place and the 30 legislative activity in which the Member or employee was engaged 20050S0003R0003 - 12 -
1 and must submit a vendor or credit card receipt or invoice for 2 each item exceeding $10. 3 (c) Lodging Rental. 4 A copy of each lease must be on file with the Office of the 5 Chief Clerk. A Member must submit a voucher and, if appropriate, 6 an invoice or receipt for any related expenses. 7 10. Authorized Accounts. 8 (a) Attendance at Sessions. 9 Payments shall be made from the Incidental Expense Account 10 for authorized Per Diem Allowances only for attendance at 11 sessions of the Senate during which roll call votes are 12 recorded. 13 (b) Lodging Rental Payment. 14 Payments shall be made from Senator's Legislative Accountable 15 Expense Account for lodging rental payment. 16 (c) Authorized Accounts. 17 Payment may be made from the following accounts for other 18 authorized per diem meal and lodging claims: 19 (1) Leadership Operations Accounts. 20 (2) Appropriations Committee Accounts. 21 (3) Legislative Management Committee Accounts. 22 (4) Senators' Legislative Accountable Expense Accounts. 23 (5) Contingent Accounts. 24 (6) Incidental Expense Account. 25 (7) Caucus Operations Accounts. 26 (8) Committee and Contingent Expenses Accounts. 27 IV. EQUIPMENT AND FURNISHING CONTROL AND INVENTORY 28 1. Purchases, Improvements, Renovations. 29 The Office of the Chief Clerk shall act as the sole agent for 30 improvements or renovations to Senate facilities at the Capitol 20050S0003R0003 - 13 -
1 Complex and for the purchase, rental, control and inventory of 2 durable equipment, furniture and furnishings with a useful life 3 of one year or more and a cost greater than the limit 4 established by the Committee on Management Operations for 5 utilization in both the Capitol and District Offices. 6 Nonrecoverable items including, but not limited to, carpeting, 7 draperies and air conditioners for use in and improvements or 8 renovations to district office facilities shall be purchased 9 pursuant to standards developed by the Senate Committee on 10 Management Operations. The Chief Clerk shall serve as the sole 11 agent for the purchase of United States and Pennsylvania flags. 12 2. Approval of Purchase or Rental. 13 All requests for the purchase or rental of such equipment, 14 furniture and furnishings must be reviewed and approved by the 15 Chief Clerk. 16 3. Member/Officer Inventory. 17 All approved requests shall be processed by the office of the 18 Chief Clerk, which shall maintain a full and current inventory 19 of all durable equipment, furniture and furnishings secured on 20 behalf of a Member, Officer or employee of the Senate. 21 4. Pricing and Service. 22 The Chief Clerk shall take all necessary and reasonable steps 23 to ensure that the purchase or rental of durable equipment, 24 furniture and furnishings with a useful life of one year or more 25 and a cost greater than the limit established by the Committee 26 on Management Operations shall be transacted at the lowest 27 available price for the quality, compatibility, availability and 28 service of the items being purchased or leased. 29 5. Dissemination of Literature. 30 The Secretary of the Senate shall provide for the publication 20050S0003R0003 - 14 -
1 and dissemination of educational or informational literature 2 pertaining to the Senate of Pennsylvania, the Commonwealth of 3 Pennsylvania or the Government of the United States. 4 6. Public Inspection of Records. 5 All vouchers and requisitions approved by the Secretary of 6 the Senate and the Chief Clerk pursuant to this Rule shall be 7 considered public records and be available for public inspection 8 in the manner provided in Rule XII. 9 7. Documentation Required. 10 (a) Request for Purchase or Rental Showing: 11 (1) Date of request. 12 (2) Item requested. 13 (3) By whom request made. 14 (4) Purpose. 15 (5) Signature approvals. 16 (6) Record of Rule IV.4. actions taken. 17 (b) Vendor's invoice or receipt detailing: 18 (1) Date of purchase or rental. 19 (2) Vendor's identity. 20 (3) Description of item purchased or rented. 21 (4) Length of rental contract when applicable. 22 (5) Cost and payment terms of the purchase or rental. 23 8. Authorized Accounts. 24 (a) Legislative and Printing Expense Account as provided in 25 General Appropriations Act. 26 (b) The account as provided in the General Appropriations 27 Act for the purchase of flags. 28 (c) Senators' Legislative Accountable Expense Accounts for 29 the purchase of flags and for the rental of durable equipment, 30 furniture and furnishings. 20050S0003R0003 - 15 -
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 maintained in the office of the Chief 24 Clerk and shall be available for public inspection in the manner 25 provided in Rule XII. Such copy may be referenced on the voucher 26 and serve as appropriate documentation of the expense. Vouchers 27 appropriately documenting expenses and legislative purpose for 28 each expenditure. Receipts or invoices shall be included for all 29 expenditures in excess of $25 per occurrence. 30 3. Authorized Accounts. 20050S0003R0003 - 16 -
1 Accounts authorized include: 2 (1) Senators' Legislative Accountable Expense Accounts. 3 (2) Chief Clerk Employees' Salary and Expense Account. 4 (3) Legislative and Printing 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 20050S0003R0003 - 17 -
1 rental. 2 (6) Appropriations Committee Accounts, exclusive of 3 office rental. 4 (7) Legislative Management Committee Accounts, exclusive 5 of office rental. 6 (8) Caucus Operations Accounts, exclusive of office 7 rental. 8 (9) Committee and Contingent Expenses Accounts, 9 exclusive of office rental. 10 VII. OFFICIAL EXPENSES 11 1. General. 12 While engaged in the performance of legislative duties, a 13 Member, Officer or employee expressly authorized by a Member may 14 claim actual expenses as set forth below. 15 2. Participation in Conferences and Seminars. 16 Expenses, such as registration fees, incurred in 17 participating in legislative conferences and seminars may be 18 claimed. Related travel expenses incurred are discussed in Rule 19 II. Related meals and lodging expenses incurred are discussed in 20 Rule III. 21 3. Conducting Meetings. 22 Expenses attributable to conducting legislative meetings may 23 be claimed. Such expenses may include: food and refreshment, 24 meeting room rental, and incidental items. 25 4. Official Entertainment. 26 Expenses incurred in connection with official entertainment 27 may be claimed. Such expenses may include: meals, refreshments, 28 and related items which are ordinary to the performance of a 29 Member's legislative duties, and for which there is a 30 legislative purpose. In general, these entertainment expenses 20050S0003R0003 - 18 -
1 will be incurred during, immediately preceding or immediately 2 following a substantial and bona fide legislative business 3 discussion. 4 5. Documentation. 5 (a) Participation in Conferences and Seminars. 6 Vouchers shall show the amount, date, place and legislative 7 purpose. Registration or other receipts must be attached. 8 (b) Conducting Meetings. 9 Vouchers shall show or reference to records which show the 10 amount, date, place and legislative purpose. Restaurant, hotel, 11 or credit card receipt or invoices must be attached. 12 (c) Official Entertainment. 13 Vouchers shall show or reference to records which show the 14 amount, date, place, legislative purpose and if claimed by a 15 Member, the portion of the amount attributable to his 16 entertainment expense. Restaurant, hotel or credit card receipt 17 or invoices must be attached. 18 (d) Claims by Nonofficer Employees. 19 Vouchers involving any official expenses claimed by 20 nonofficer employees shall reflect the formal authorization by a 21 Member. 22 6. Authorized Accounts. 23 Payments shall be made from the following accounts: 24 (1) Leadership Operations Accounts. 25 (2) Appropriations Committee Accounts. 26 (3) Legislative Management Committee Accounts. 27 (4) Senators' Legislative Accountable Expense Accounts. 28 (5) Contingent Accounts. 29 (6) Incidental Expense Account. 30 (7) Caucus Operations Accounts. 20050S0003R0003 - 19 -
1 (8) Committee and Contingent Expenses Accounts. 2 VIII. SPECIAL EXPENSES 3 1. Authorized Expenses. 4 Expenses authorized include: 5 (a) Flowers, baskets of fruit or other appropriate items or 6 memorial contributions to designated charities not to exceed $35 7 or such other amount as may be established by the Senate 8 Committee on Management Operations. Recipients are limited to 9 instances of death or illness for Members, Officers, employees 10 or their immediate families, or former Members or their 11 immediate families or dignitaries including both incumbent or 12 former elected or appointed officials or their immediate 13 families. 14 (b) Rental of common carrier and other expenditures inherent 15 thereto for attendance at funerals of a Member or members of a 16 Member's immediate family, former Members, dignitaries, or 17 Officers. 18 2. Documentation Required. 19 Documentation required shall include receipt, vendor invoice 20 and general invoice showing: recipient, instance, description of 21 items delivered, date delivered and cost. 22 3. Authorized Accounts. 23 Payment shall be made only from Contingent Accounts or the 24 Incidental Expense Account. 25 IX. MISCELLANEOUS EXPENSES OF STANDING AND SPECIAL COMMITTEES 26 1. Committee Proceedings. 27 Rental of meeting rooms and hearing facilities and payments 28 to qualified court reporters or stenographers to record the 29 proceedings authorized by the chairman of a standing or special 30 committee of the Senate, including the cost of transcripts. 20050S0003R0003 - 20 -
1 Witnesses served with a subpoena to testify before such 2 proceedings shall be paid witness fees and travel expenses as 3 provided by Section 5903 of the Judicial Code. 4 2. Printing and Mailing. 5 Committee printing and mailing costs for mailings relating to 6 legislative business. 7 3. Publications and Subscriptions. 8 Publications and subscriptions. 9 4. Documentation Required. 10 Vouchers or vendors receipts or invoices stating vendor's 11 name, services or amount of postage, date, place, and total 12 amount due or paid. Postage purchases shall require a receipt 13 stamped by the Postmaster. 14 5. Authorized Accounts. 15 Accounts authorized include: 16 (1) Legislative Management Committees Accounts. 17 (2) Leadership Operation Accounts. 18 (3) Appropriations Committee Accounts. 19 (4) Caucus Operations Accounts. 20 (5) Committee and Contingent Expenses Accounts. 21 X. COMMITTEE ON MANAGEMENT OPERATIONS 22 1. Duties. 23 In addition to duties imposed by law or otherwise by these 24 rules, the duties of the Senate Committee on Management 25 Operations shall be: 26 (1) To arbitrate a decision of the Secretary or Chief 27 Clerk of the Senate relating to these Rules, in the event 28 that a Member, Officer or employee shall disagree with a 29 decision of the Secretary or Chief Clerk of the Senate. 30 (2) To make a final decision in case of a dispute on a 20050S0003R0003 - 21 -
1 question of legislative intent or legislative purpose 2 regarding an expenditure. 3 (3) To make a continuing review of these Rules as to 4 expenditures and the reporting of expenditures, and, from 5 time to time, to make such recommendations as are 6 appropriate. 7 2. Records. 8 A record of the committee's decisions shall be maintained. 9 The Chief Clerk shall be responsible for maintaining such 10 records. 11 XI. OUT-OF-STATE TRAVEL 12 1. Request for Approval. 13 No nonmember Officer of the Senate or any employee of any 14 nonmember Officer shall be reimbursed nor shall any of his or 15 her expenses be paid for any travel outside the Commonwealth 16 unless such travel has been approved by a majority of the 17 membership of the Committee on Management Operations. All 18 requests for such approval shall be made to the Chief Clerk, and 19 shall include information relating to the destination, the 20 estimated cost of such travel, the number of days involved, and 21 the relationship that the travel has to the duties of the 22 Officer or employee making the request. In the case of an 23 employee, the request shall also be approved by the Officer. 24 2. Filing of Request. 25 All such requests, whether approved or disapproved, shall be 26 filed with the office of the Chief Clerk and shall be made 27 available for public information on request to the Office of the 28 Chief Clerk. 29 3. Time Limit for Filing. 30 A copy of any request for reimbursement or for the payment of 20050S0003R0003 - 22 -
1 any expenses relating to out-of-state travel by a Member or 2 employee assigned to a Member shall be filed with the Office of 3 the Chief Clerk within 30 days of such travel. Copies of these 4 requests shall be made available for public information on 5 request of the Office of the Chief Clerk. 6 XII. LIST OF EMPLOYEES; DOCUMENT ACCESS 7 1. Publication and Distribution. 8 (a) The Chief Clerk shall have published quarterly and shall 9 mail to each Member's residence a listing of all employees of 10 the Senate or any of its Officers, Committee Chairmen, and 11 Members and all persons holding purchase of service contracts 12 with the Senate or any of its Officers, Committee Chairmen and 13 Members. The list for employees shall contain the full name of 14 the employee, county of residence, the job title of the 15 employee, the compensation of the employee, and the name of the 16 Member or Officer for such employee. For individuals holding 17 purchase of service contracts with the Senate, the list shall 18 contain the name of the contractor, the address of the 19 contractor, a statement of the nature of the duties of the 20 contractor, and the fee of the contractor as well as the name of 21 the Member or Officer responsible for monitoring the performance 22 of the contractor. 23 (b) The list shall be submitted by February 1, for the 24 quarter ending December 31; by May 1, for the quarter ending 25 March 31; by August 1, for the quarter ending June 30; and by 26 November 1, for the quarter ending September 30. Said list shall 27 also be updated on a monthly basis including additions and 28 deletions and shall be available for public inspection in the 29 office of the Chief Clerk. 30 2. Public Inspection of Vouchers and Requisitions. 20050S0003R0003 - 23 -
1 All vouchers and requisitions relating to all expenditures, 2 expenses, disbursements and other obligations out of all 3 appropriated funds of the Senate shall be available for public 4 inspection during regular business hours in the Office of the 5 Chief Clerk or at such other location within the Capitol as the 6 Chief Clerk shall prescribe. 7 3. Request to Review Vouchers and Requisitions. 8 All requests to review payroll and independent contractor 9 records of the Senate or any other vouchers or requisitions for 10 funds appropriated to the Senate shall be made to the Chief 11 Clerk, in writing, at least three working days prior to the date 12 on which the review is requested. The request shall be signed by 13 the individual who will be making the review and it shall 14 indicate the name of the person, organization or entity the 15 individual is representing. The request shall also include the 16 address and telephone number of the individual submitting the 17 request. The Chief Clerk shall establish a time during normal 18 business hours for the review to occur and he shall provide that 19 the review shall not interfere with the necessary functioning of 20 the Chief Clerk's Office. 21 4. Photocopies of Records. 22 Photocopies of financial records maintained in the Office of 23 the Chief Clerk shall be limited to the vouchers which are 24 normally submitted by the Members on a monthly basis. Cost of 25 copies will be determined by the Chief Clerk. 26 5. Monthly Accounting of Other Disbursements. 27 For any appropriation to any Officer or Member for which the 28 records are not maintained in the office of the Chief Clerk, the 29 Officer or Member receiving the appropriation shall monthly file 30 with the Chief Clerk an accounting of all disbursements made 20050S0003R0003 - 24 -
1 from the fund which shall include a separate listing for each 2 expenditure and the address of the payee and which shall include 3 as a minimum the information required for public review by this 4 section. Such accounting shall be filed monthly in the office of 5 the Chief Clerk not later than 15 days after the end of the 6 month. Such accounting shall be open for public inspection as in 7 the case of other records provided for herein. 8 XIII. PERSONNEL POLICIES 9 1. Preparation of Rules and Regulations. 10 The Senate Committee on Management Operations created 11 pursuant to Section 1.1 of Act No. 417 of 1967 is authorized to 12 prepare and adopt rules and regulations for uniform personnel 13 policies and procedures, job specification and pay plans 14 including periodic increments for Senate Officers and employees. 15 2. Approval of Rules and Regulations. 16 Each such rule or regulation or any amendment thereto shall 17 be prepared in resolution form and shall be placed on the Senate 18 calendar for final approval or disapproval. The committee may 19 when approved by at least five Members of the committee 20 including both Floor Leaders implement such rules and 21 regulations pending final Senate consideration of them. Such 22 resolution shall have the force and effect of law in accordance 23 with its terms when it has been approved by the full Senate. 24 XIV. ACCOUNTING AND OPERATIONS MANUAL 25 1. Preparation and Approval. 26 The Chief Clerk shall prepare an Accounting and Operations 27 Manual with separate sections applicable to Members and their 28 employees and fund custodians. This Manual shall be submitted to 29 the Senate Committee on Management Operations for its approval. 30 2. Distribution. 20050S0003R0003 - 25 -
1 Upon approval applicable sections of the Accounting and 2 Operations Manual shall be distributed to all Members and 3 Officers. A complete manual shall be forwarded to the 4 Legislative Audit Advisory Commission. 5 3. Maintenance and Updating. 6 The Chief Clerk shall be responsible for maintaining and 7 updating this manual as a result of revisions or amendments 8 promulgated by the Senate Committee on Management Operations. 9 XV. DURATION TO RULES 10 These rules shall be in full force and effect until altered, 11 changed, amended or repealed as provided herein. 12 XVI. CHANGES TO RULES 13 The consent of a majority of the Senators elected shall be 14 necessary to alter, change or amend these rules. 15 XVII. PROCEDURE FOR CHANGING RULES 16 All alterations, changes or amendments to these rules shall 17 be by resolution which shall not be considered until first 18 referred to and reported from the Committee on Rules and 19 Executive Nominations. L30L80JLW/20050S0003R0003 - 26 -