PRINTER'S NO. 2
THE GENERAL ASSEMBLY OF PENNSYLVANIA
INTRODUCED BY PILEGGI AND COSTA, JANUARY 1, 2013
INTRODUCED AND ADOPTED, JANUARY 1, 2013
1Adopting Financial Operating Rules of the Senate.
6FINANCIAL OPERATING RULES OF THE SENATE
7Rule 1. Personnel.
11(b) Employees of the Senate.--
15(i) Full name of employee.
16(ii) Full address.
9(vii) The current compensation level with signature
10approval of the authorizing Senator or Officer. Overtime
11payments may be authorized only in emergency maintenance
12and security situations with the signature approvals of
13the Senator or Officer responsible for monitoring
14performance, the authorizing Senator or Officer and the
15President Pro Tempore.
18(ix) Employment Eligibility Verification Form.
19(2) Maintenance.--It is the responsibility of the Chief
20Clerk to develop procedures necessary to maintain this
21payroll file information on a current basis. All payroll
22changes shall be reflected by the next appropriate payroll
23period providing said change is received in the office of the
24Chief Clerk prior to processing of the payroll.
25(3) Reclassification of employees.--Any reclassification
26of employees under the Senate of Pennsylvania Pay Management
27Plan shall be submitted by the Senator or Officer authorizing
28such reclassification to the Senate Committee on Management
29Operations for approval or disapproval. The Senate Committee
30on Management Operations is authorized to establish a bi-
1partisan subcommittee to consider and approve or disapprove
2all such requests subject to an appeal by the Senator or
3Officer for consideration of the reclassification by the
4Senate Committee on Management Operations.
5(c) Contract for services.--
14(B) Duration of the contract.
15(C) Cost of the contract and terms of payment.
22(2) Limitation on contracts.--Except as authorized by
23policies of the Senate Committee on Management Operations, no
24contract may extend beyond the expiration of the term of
25office of the Senator.
26(3) Contract review.--All contracts for services shall
27be submitted to the Chief Clerk for review and approval
28regarding conformity with applicable laws, rules and policies
29adopted by the Senate Committee on Management Operations.
30(4) Payment.--Payments under contract shall be made in
1accordance with provisions of the contract provided that a
2voucher for such payment is received in the office of the
3Chief Clerk before the applicable processing deadline.
4Contractor performance shall be reviewed by the monitoring
5individual designated pursuant to paragraph (1)(ii), who
6under conditions of satisfactory performance and conformity
7to the contract shall approve the voucher prior to
9(d) Authorized accounts.--Salaries, wages and related
10benefits shall be paid from accounts so authorized by the
11General Appropriation Act. All accounts may pay expenses related
12to contracts for services.
13Rule 2. Travel allowances and reimbursements.
14(a) Travel by Senators.--Travel allowances or reimbursements
15may be paid to a Senator who is engaged in travel in the
16performance of legislative duties. Travel payments may be
17claimed in connection with the following:
26(b) Employee travel.--Travel reimbursement may be paid to
27employees engaged in travel from their work place to the place
28of legislative business provided that the travel is necessary
29for the performance of official business. Except as provided in
30subsection (c), Senators and employees are not authorized to
1lease vehicles on a long-term basis, and no payments will be
2made with respect to long-term lease vehicle expenses incurred
3by Senators or employees. When away from the Harrisburg area and
4from their workplace, employees may, subject to approval of the
5supervising Senator or officer, rent cars on a short-term basis
6for a period not in excess of that needed to carry out official
8(c) Rental of vehicle or conveyance.--
9(1) Short-term rental of vehicle or conveyance.--A
10Senator whose long-term leased vehicle is unavailable may be
11reimbursed the actual legislative percentage expenses for a
12short-term rental. A Senator or employee who rents a vehicle
13or conveyance on a short-term basis, other than a Senator's
14temporary replacement of a long-term leased vehicle, may be
15reimbursed only on an actual cost basis for the legislative
16percentage of rental payments and expenses of operation.
17(2) Vehicle rental by Chief Clerk.--The Chief Clerk is
18authorized to lease such vehicles as deemed necessary by the
19Senate Committee on Management Operations for the operation
20of the Senate. The actual expenses of the lease and operation
21shall be paid by the Senate's Incidental Expense Account. The
22Chief Clerk is also authorized to enter into a master lease
23agreement with the Department of General Services for the
24long-term lease of automobiles to be used by Senators. Rules
25relating to the payment of expenses relating to vehicles
26leased through the Department of General Services to be used
27by Senators shall be promulgated by the Senate Committee on
29(d) Allowable transportation expenses.--
30(1) Common or chartered carrier.--A Senator or employee
1may be reimbursed for reasonable actual costs of carriage
2when traveling by common or chartered carrier, including
3expenses for parking, taxis, limousines and tolls. Claims for
4payment based on miles traveled cannot be paid.
5(2) Personal vehicle or conveyance.--A Senator or
6employee who uses a personal vehicle may be reimbursed on
7such mileage basis as may be established by the Senate
8Committee on Management Operations. Reimbursement for use of
9other noncommercial vehicles or noncommercial aircraft shall
10be made on such basis as may be established by the Senate
11Committee on Management Operations.
12(3) Out-of-State travel.--
13(i) Nonmember Officers of the Senate and their
14employees may claim expenses for travel outside the
15Commonwealth, provided that such travel is approved in
16the manner described in Rule 11. All claims for Senators'
17and employees' travel outside the Commonwealth shall be
18filed with the Office of the Chief Clerk in the manner
19described in Rule 11.
20(ii) Senators may claim ordinary and necessary
21expenses for travel outside the Commonwealth provided
22that the travel is necessary to attend a conference,
23seminar or meeting regularly or specially scheduled by an
24organization which conference, seminar or meeting has a
25legislative purpose. Senators shall submit a copy of a
26registration and agenda, in addition to any other
27documentation required by these rules.
1attending a conference, seminar or meeting, provided the
2purpose is approved by the Senate Committee on Management
3Operations, and provided further that approval is not
4required for legislative business in Washington, DC.
5(4) No duplication.--If a Senator or employee is
6entitled to reimbursement from more than one source for
7legislative business performed on behalf of more than one
8committee or group, payment shall be received from only one
13(i) Dates of travel.
18(iii) The number of miles traveled when claiming
19reimbursement on a mileage basis. Such mileage claims
20also should reflect an itinerary including point of
21origin, furthest destination, and intermediate points and
22the legislative purpose of the trips.
25(i) Travel by common or chartered carrier.
26(ii) Leased vehicle or conveyance operation.
27Receipts for gasoline and maintenance shall include the
28license number of the vehicle and the location of the
29purchase. In addition, a copy of such lease must be on
30file with the Office of the Chief Clerk.
4(f) Authorized accounts.--Travel payments can be made from
5any of the following accounts. Long-term vehicle or conveyance
6rental payments may be made from all accounts except paragraph
7(5). Authorized accounts are:
8(1) Appropriations Committee Accounts.
9(2) Senators' Legislative Accountable Expense Accounts.
10(3) Incidental Expense Account.
11(4) Caucus Operations Accounts.
12(5) Committee and Contingent Expenses Accounts.
13(6) Computer Services Accounts.
14Rule 3. Meals and lodging.
15(a) General.--A Senator may receive payments attributable to
16ordinary and necessary expenses for meals, lodging and
17incidental items provided that the Senator is engaged in the
18performance of legislative duties. Depending on the nature and
19location of the activity, as explained below, payments may be
20made in one of the following forms: per diem allowance or
21reimbursement for actual costs incurred.
22(b) Per diem allowance.--
23(1) A per diem allowance is an allowance for meals and
24lodging expenses incurred in the course of a Senator's
25duties. It is paid in lieu of reimbursement for actual
26expenses. A Senator is entitled to receive a full or partial
27per diem allowance for each day the Senator is in the
28performance of legislative duties while in the Harrisburg
29area (defined as within Dauphin County or otherwise within a
3010-mile radius of the Capitol) or elsewhere in the
1Commonwealth but away from home. Specific legislative duties
2include attendance at sessions of the Senate, attendance at
3official committee meetings and participation in all other
4activities necessary or appropriate to the carrying out of
5the responsibilities of the Senator. Payment of a per diem
6allowance is authorized only when the legislative duties
7performed by the Senator occur more than 50 miles from the
9(2) Types of per diem allowance.--
10(i) A full per diem allowance not to exceed such
11amount as may be established by the Senate Committee on
12Management Operations may be claimed as an allowance for
13meals and lodging and is in lieu of reimbursement for
15(ii) When the per diem entitlement derives from the
16performance in the Harrisburg area of the specified
17legislative duties set forth in paragraph (1), a Senator
18may receive a partial per diem allowance in accordance
19with policy established by the Senate Committee on
20Management Operations for meals and incidentals.
21(c) Actual costs.--A Senator may claim actual costs for
22lodging, meals and other incidental items incurred in the
23performance of legislative duties in lieu of a per diem
24allowance. Expense claims for costs of lodging, meals and other
25incidental expenses incurred in the performance of legislative
26duties outside of the Commonwealth may be reimbursed on an
27actual expense basis or through a per diem allowance.
4(e) Payment From one source.--If a Senator is entitled to a
5meal and lodging claim from more than one source for legislative
6business performed on behalf of more than one committee or
7group, payments shall be received from only one source.
11(g) Record keeping.--Where a per diem allowance or
12reimbursement is paid by a legislative service agency cofunded
13between both Houses of the General Assembly, a copy of the
14approved claim shall be furnished to the Office of the Chief
17(1) Per diem allowance.--For payment of a per diem
18allowance, a Senator must submit a voucher showing the date,
19the legislative activity in which the Senator was engaged on
20that date, the location of the activity and an affirmative
21statement that the Senator incurred overnight lodging
23(2) Actual expenses of a Senator or an employee.--For
24payment of actual expenses, a Senator or employee must submit
25a voucher showing the date, amount, place and the legislative
26activity in which the Senator or employee was engaged and
27must submit a vendor or credit card receipt or invoice for
28each item exceeding $10. Tips for meals may not exceed 20% of
29the value of the meal.
30(i) Authorized accounts.--
1(1) Payments shall be made from the Incidental Expense
2Account for authorized Per Diem Allowances only for sessions
3of the Senate during which a Senator is recorded as present
4on any roll call vote.
7(i) Appropriations Committee Accounts.
10(iii) Incidental Expense Account.
11(iv) Caucus Operations Accounts.
12(v) Committee and Contingent Expenses Accounts.
15Rule 4. Equipment and furnishing control and inventory.
16(a) Purchases, improvements and renovations.--The Office of
17the Chief Clerk shall act as the sole agent for improvements or
18renovations to Senate facilities at the Capitol Complex and for
19the purchase, rental, control and inventory of durable
20equipment, furniture and furnishings with a useful life of one
21year or more and a cost greater than the limit established by
22the Senate Committee on Management Operations for utilization in
23both the Capitol and District Offices. Nonrecoverable items
24including, but not limited to, carpeting, draperies and air
25conditioners for use in and improvements or renovations to
26district office facilities shall be purchased pursuant to
27standards developed by the Senate Committee on Management
28Operations. The Chief Clerk shall serve as the sole agent for
29the purchase of United States and Pennsylvania flags.
30(b) Approval of purchase or rental.--All requests for the
3(c) Senate/officer inventory.--All approved requests shall
4be processed by the Office of the Chief Clerk, which shall
5maintain a full and current inventory of all durable equipment,
6furniture and furnishings secured on behalf of a Senator,
7Officer or employee of the Senate.
8(d) Pricing and service.--The Chief Clerk shall take all
9necessary and reasonable steps to ensure that the purchase or
10rental of durable equipment, furniture and furnishings with a
11useful life of one year or more and a cost greater than the
12limit established by the Senate Committee on Management
13Operations shall be transacted at the lowest available price for
14the quality, compatibility, availability and service of the
15items being purchased or leased.
16(e) Dissemination of literature.--The Secretary of the
17Senate shall provide for the publication and dissemination of
18educational or informational literature pertaining to the Senate
19of Pennsylvania, the Commonwealth of Pennsylvania or the
20Government of the United States.
23(1) Request for purchase or rental showing:
24(i) Date of request.
25(ii) Item requested.
26(iii) By whom request made.
28(v) Signature approvals.
29(vi) Record of subsection (d) actions taken.
30(2) Vendor's invoice or receipt detailing:
1(i) Date of purchase or rental.
2(ii) Vendor's identity.
3(iii) Description of item purchased or rented.
4(iv) Length of rental contract when applicable.
7(g) Authorized accounts.--Authorized accounts shall include:
17Rule 5. District office expenses.
18(a) Authorized expenses.--Expenses authorized shall include:
19(1) Aggregate office rental in accordance with policies
20as may be established by the Senate Committee on Management
21Operations. No Senator nor a member of the Senator's
22immediate family may have a financial interest in a district
23office. For purposes of this paragraph, a financial interest
24shall not include ownership in a publicly traded investment
25vehicle, including a corporation, mutual fund, REIT or
26limited liability partnership in which the Senator or a
27member of the Senator's immediate family is not a managing
28partner. Prior to entering into a district office lease
29agreement, the Chief Clerk shall obtain and maintain a
30written verification from the Senator that neither the
1Senator nor a member of the Senator's immediate family has a
2financial interest in the property. This Rule shall not
3prohibit a district office from being located in a building
4in which a Senator or a member of the Senator's immediate
5family has a financial interest if rent, utilities or any
6expenses that may inure to the benefit of the property or
7landlord are not paid for by the Senate.
9(3) Printing services.
10(4) Telephone and answering services.
11(5) Postage and mailing services.
12(6) Publications and subscriptions.
13(7) Nondurable supplies.
14(8) Senator, employee and visitor parking.
15(9) Janitorial maintenance and cleaning services.
16(10) Utility services.
20(b) Documentation required.--A copy of the district office
21lease indicating the amount and payment terms shall be
22maintained in the Office of the Chief Clerk. Vouchers shall
23appropriately document expenses and legislative purpose for each
24expenditure. Receipts or invoices shall be included for all
25expenditures in excess of $25 per occurrence.
26(c) Authorized accounts.--Accounts authorized include:
27(1) Senators' Legislative Accountable Expense Accounts.
28(2) Chief Clerk Employees' Salary and Expense Account.
29(3) Legislative and Printing Expense Account.
30(4) Computer Service Accounts.
1Rule 6. Capitol office expenses.
4(1) Utility services.
6(3) Printing services.
7(4) Telephone and answering services.
8(5) Postage and mailing services.
9(6) Publications and subscriptions.
10(7) Nondurable supplies.
11(8) Employee parking.
12(9) Janitorial maintenance and cleaning services.
16(b) Documentation required.--Documentation required shall
17include vouchers appropriately documenting expenses and
18legislative purpose for each expenditure. Receipts or invoices
19shall be included for all expenditures in excess of $25 per
21(c) Authorized accounts.--Accounts authorized include:
22(1) Legislative Printing and Expense Account.
23(2) Postage Account of Chief Clerk (for postage only).
24(3) Senators' Legislative Accountable Expense Accounts.
1(7) Incidental Expense Account.
2(8) Computer Service Accounts.
3Rule 7. Official expenses.
8(b) Participation in conferences and seminars.--Expenses,
9such as registration fees, incurred in participating in
10legislative conferences and seminars may be claimed. Related
11travel expenses incurred are discussed in Rule 2. Related meals
12and lodging expenses incurred are discussed in Rule 3.
16(1) Food and refreshment which are ordinary to the
17performance of a Senator's legislative duties, and for which
18there is a legislative purpose. In general, these expenses
19will be incurred during, immediately preceding or immediately
20following a substantial and bona fide legislative business
22(2) Meeting room rental.
23(3) Incidental items.
1and legislative purpose. If a meeting expense is claimed by a
2Senator or employee, the portion of the voucher amount
3attributable to that Senator or employee shall be indicated.
4A receipt or invoice shall be attached to the voucher.
5(3) Official duty expenses.--Vouchers shall show or
6reference to records which show the amount, date, place,
7legislative purpose and if claimed by a Senator or employee,
8the portion of the amount attributable to the expense.
9Restaurant, hotel or credit card receipt or invoices must be
16(1) Appropriations Committee Accounts.
17(2) Incidental Expense Account.
18(3) Caucus Operations Accounts.
19(4) Committee and Contingent Expenses Accounts.
20(5) Senators' Legislative Accountable Expenses Accounts.
21(6) Computer Service Accounts.
22Rule 8. Special expenses.
23(a) Authorized expenses.--Expenses authorized include:
24(1) Flowers, baskets of fruit or other appropriate items
25or memorial contributions to designated charities not to
26exceed the amount established by the Senate Committee on
27Management Operations. Recipients are limited to instances of
28death or illness for Senators, Officers, employees or their
29immediate families, or former Senators or their immediate
30families, or deceased retired Senate employees, or
15(a) Committee proceedings.--Rental of meeting rooms and
16hearing facilities and payments to qualified court reporters or
17stenographers to record the proceedings authorized by the
18chairman of a standing or special committee of the Senate,
19including the cost of transcripts. Witnesses served with a
20subpoena to testify before such proceedings shall be paid
21witness fees and travel expenses as provided by Section 5903 of
22the Judicial Code.
27(d) Documentation required.--Vouchers or vendors receipts or
28invoices stating vendor's name, services or amount of postage,
29date, place, and total amount due or paid. Postage purchases
30shall require a receipt stamped by the Postmaster.
1(e) Authorized accounts.--Accounts authorized include:
2(1) Appropriations Committee Accounts.
3(2) Caucus Operations Accounts.
4(3) Committee and Contingent Expenses Accounts.
5Rule 10. Senate Committee on Management Operations.
9(1) To arbitrate a decision of the Secretary or Chief
10Clerk of the Senate relating to these Rules, in the event
11that a Senator, Officer or employee shall disagree with a
12decision of the Secretary or Chief Clerk of the Senate.
25Rule 11. Out-of-State travel.
26(a) Request for approval.--No nonmember Officer of the
27Senate or any employee of any nonmember Officer shall be
28reimbursed nor shall any of his or her expenses be paid for any
29travel outside the Commonwealth unless such travel has been
30approved by the Executive Committee or a majority of the
1membership of the Senate Committee on Management Operations. All
2requests for such approval shall be made to the Chief Clerk, and
3shall include information relating to the destination, the
4estimated cost of such travel, the number of days involved, and
5the relationship that the travel has to the duties of the
6Officer or employee making the request. In the case of an
7employee, the request shall also be approved by the Officer.
8(b) Time limit for filing.--A copy of any request for
9reimbursement or for the payment of any expenses relating to
10out-of-State travel by a Senator or employee assigned to a
11Senator shall be filed with the Office of the Chief Clerk within
1230 days of such travel. Copies of these requests shall be made
13available for public inspection in the Office of the Chief Clerk
14in accordance with the act of February 14, 2008 (P.L.6, No.3),
15known as the Right-to-Know Law.
16Rule 12. List of employees and document access.
17(a) Publication and distribution.--
18(1) The Chief Clerk shall have published quarterly and
19shall mail to each Senator's residence a listing of all
20employees of the Senate or any of its Officers, Committee
21Chairmen, and Senators and all persons holding service
22purchase contracts with the Senate or any of its Officers,
23Committee Chairmen and Senators. The list for employees shall
24contain the full name of the employee, the job title of the
25employee, the compensation of the employee, and the name of
26the Senator or Officer for such employee. For persons holding
27contracts for services with the Senate, the list shall
28contain the name of the contractor, the address of the
29contractor, a statement of the nature of the duties of the
30contractor, and the fee of the contractor as well as the name
3(2) The list shall be submitted by February 1, for the
4quarter ending December 31; by May 1, for the quarter ending
5March 31; by August 1, for the quarter ending June 30; and by
6November 1, for the quarter ending September 30. The list
7shall also be updated on a monthly basis including additions
8and deletions and shall be available for public inspection in
9the Office of the Chief Clerk in accordance with the act of
10February 14, 2008 (P.L.6, No.3), known as the Right-to-Know
12(b) Public inspection of vouchers and requisitions.--All
13vouchers and requisitions relating to all expenditures,
14expenses, disbursements and other obligations out of all
15appropriated funds of the Senate shall be available for public
16inspection in accordance with the act of February 14, 2008 (P.L.
176, No.3), known as the Right-to-Know Law. Payroll and
18independent contractor records of the Senate shall also be made
19available for public inspection in accordance with the Right-to-
21(c) Photocopies of records.--Photocopies of financial
22records maintained in the Office of the Chief Clerk shall be
23made available in accordance with the act of February 14, 2008
24(P.L.6, No.3), known as the Right-to-Know Law.
25Rule 13. Personnel policies.
26(a) Preparation of rules and regulations.--The Senate
27Committee on Management Operations created pursuant to Section
281.1 of Act No. 417 of 1967 is authorized to prepare and adopt
29rules and regulations for uniform personnel policies and
30procedures, job specification and pay plans including periodic
1increments for Senate Officers and employees.
2(b) Approval of rules and regulations.--Each such rule or
3regulation or any amendment thereto shall be prepared in
4resolution form and shall be placed on the Senate calendar for
5final approval or disapproval. The committee may when approved
6by at least five Members of the committee including both Floor
7Leaders implement such rules and regulations pending final
8Senate consideration of them. Such resolution shall have the
9force and effect of law in accordance with its terms when it has
10been approved by the full Senate.
11Rule 14. Accounting and Operations Manual.
12(a) Preparation and approval.--The Chief Clerk shall prepare
13an Accounting and Operations Manual with separate sections
14applicable to Senators and their employees and fund custodians.
15This Manual shall be submitted to the Senate Committee on
16Management Operations for its approval.
17(b) Distribution.--Upon approval applicable sections of the
18Accounting and Operations Manual shall be distributed to all
19Senators and Officers. A complete manual shall be forwarded to
20the Legislative Audit Advisory Commission.
21(c) Maintenance and updating.--The Chief Clerk shall be
22responsible for maintaining and updating this manual as a result
23of revisions or amendments promulgated by the Senate Committee
24on Management Operations.
25Rule 15. Effect and duration.
1their duties in the Senate. The changes contained in these rules
2are to be applied prospectively and are not intended to reflect
3on the propriety of past rules or practices of the Senate or its
4Senators, officers or employees.
8Rule 16. Changes to rules.
11Rule 17. Procedure for changing rules.
12All alterations, changes or amendments to these rules shall
13be by resolution which shall not be considered until first
14referred to and reported from the Committee on Rules and