PRINTER'S NO. 1080
THE GENERAL ASSEMBLY OF PENNSYLVANIA
SENATE RESOLUTION
No.
166
Session of
2017
INTRODUCED BY SCARNATI, CORMAN AND COSTA, JULY 7, 2017
REFERRED TO RULES AND EXECUTIVE NOMINATIONS, JULY 7, 2017
A RESOLUTION
Amending the Financial Operating Rules of the Senate, further
providing for personnel, for travel allowances and
reimbursements, for equipment and furnishing control and
inventory, for district office expenses, for Capitol office
expenses and for official expenses.
RESOLVED, That Rules 1(d), 2(c) and (e), 4, 5, 6 and 7 of the
Financial Operating Rules of the Senate be amended to read:
Rule 1. Personnel.
* * *
(d) Authorized accounts.--Salaries, wages and related
benefits shall be paid from accounts so authorized by the
General Appropriation Act. [All] The authorized accounts may pay
expenses related to contracts for services.
Rule 2. Travel allowances and reimbursements.
* * *
(c) Rental of vehicle or conveyance.--
(1) Short-term rental of vehicle or conveyance.--A
Senator whose Senate-provided leased vehicle is unavailable
may be reimbursed the actual legislative percentage expenses
for a short-term rental. A Senator or employee who rents a
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vehicle or conveyance on a short-term basis, other than a
Senator's temporary replacement of a Senate-provided leased
vehicle, may be reimbursed only on an actual cost basis for
the legislative percentage of rental payments and expenses of
operation.
(2) Vehicle rental by Chief Clerk.--[The Chief Clerk is
authorized to lease such vehicles as deemed necessary by the
Senate Committee on Management Operations for the operation
of the Senate. The actual expenses of the lease and operation
shall be paid by the Senate's Incidental Expense Account.]
The Chief Clerk is [also] authorized to enter into a master
lease agreement with the Department of General Services for
the long-term lease of automobiles to be used by Senators[.]
and in the operation of the Senate. The actual expenses of
the lease and operation shall be paid by the Senate's
Incidental Expense Account. Rules relating to the payment of
expenses relating to vehicles leased through the Department
of General Services to be used by Senators shall be
promulgated by the Senate Committee on Management Operations.
* * *
(e) Documentation.--
(1) Expense voucher.--All requests for travel payments
must be made on an expense voucher showing:
(i) Dates of travel.
(ii) Legislative purpose of travel described in
reasonable specificity. Claims for out-of-State travel
shall also include such information as may be required
under subsection (d)(3).
(iii) The number of miles traveled when claiming
reimbursement on a mileage basis. Such mileage claims
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also should reflect an itinerary including point of
origin, furthest destination, and intermediate points and
the legislative purpose of the trips.
(2) Receipts.--Receipts must be submitted to support the
cost associated with claims for:
(i) Travel by common or chartered carrier.
(ii) Leased vehicle or conveyance operation.
Receipts for gasoline and maintenance shall include the
license number of the vehicle and the location of the
purchase. [In addition, a copy of such lease must be on
file with the Office of the Chief Clerk.]
(iii) Parking, limousine, toll charges and other
miscellaneous incidental items when any of these items
exceeds $25.
* * *
Rule 4. Equipment and furnishing control and inventory.
(a) Purchases, improvements and renovations.--The Office of
the Chief Clerk shall act as the sole agent for improvements or
renovations to Senate facilities at the Capitol Complex and for
the purchase, rental, control and inventory of durable
equipment, furniture and furnishings with a useful life of one
year or more and a cost greater than the limit established by
the Senate Committee on Management Operations for utilization in
both the Capitol and District Offices. Nonrecoverable items
including, but not limited to, carpeting, draperies and air
conditioners for use in and improvements or renovations to
district office facilities shall be purchased pursuant to
standards developed by the Senate Committee on Management
Operations. The Chief Clerk shall serve as the sole agent for
the purchase of United States and Pennsylvania flags.
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(b) Approval of purchase or rental.--All requests for the
purchase or rental of such equipment, furniture and furnishings
must be reviewed and approved by the Chief Clerk.
(c) Senate inventory.--All approved requests shall be
processed by the Office of the Chief Clerk, which shall maintain
a full and current inventory of all durable equipment, furniture
and furnishings secured on behalf of a Senator, Officer or
employee of the Senate.
(d) Pricing and service.--The Chief Clerk shall take all
necessary and reasonable steps to ensure that the purchase or
rental of durable equipment, furniture and furnishings with a
useful life of one year or more and a cost greater than the
limit established by the Senate Committee on Management
Operations shall be transacted at the lowest available price for
the quality, compatibility, availability and service of the
items being purchased or leased.
(e) Documentation required.--Required documentation shall
include:
(1) Request for purchase or rental showing:
(i) Date of request.
(ii) Item requested.
(iii) By whom request made.
(iv) Purpose.
(v) Signature approvals.
(vi) Record of subsection (d) actions taken.
(2) Vendor's invoice or receipt detailing:
(i) Date of purchase or rental.
(ii) Vendor's identity.
(iii) Description of item purchased or rented.
(iv) Length of rental contract when applicable.
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(v) Cost and payment terms of the purchase or
rental.
(f) Authorized accounts.--Authorized accounts shall include:
(1) Legislative and Printing Expense Account as provided
in General Appropriations Act.
(2) Computer Services Accounts for the acquisition of
equipment and fixtures necessary for the implementation and
administration of the respective caucus information
technology systems.
(3) Senators' Legislative Accountable Expense Accounts
for the purchase of flags and for the rental of durable
equipment, furniture and furnishings.
(4) Chief Clerk Employees' Salary and Expense Account,
as provided in the General Appropriations Act.
Rule 5. District office expenses.
(a) Authorized expenses.--Expenses authorized shall include:
(1) Aggregate office rental in accordance with policies
as may be established by the Senate Committee on Management
Operations. No Senator, nor a member of the Senator's
immediate family, may have a financial interest in a district
office. For purposes of this paragraph, a financial interest
shall not include ownership in a publicly traded investment
vehicle, including a corporation, mutual fund, REIT or
limited liability partnership in which the Senator or a
member of the Senator's immediate family is not a managing
partner. Prior to entering into a district office lease
agreement, the Chief Clerk shall obtain and maintain a
written verification from the Senator that neither the
Senator nor a member of the Senator's immediate family has a
financial interest in the property. This Rule shall not
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prohibit a district office from being located in a building
in which a Senator or a member of the Senator's immediate
family has a financial interest if rent, utilities or any
expenses that may inure to the benefit of the property or
landlord are not paid for by the Senate.
(2) Insurance.
(3) Printing services.
(4) Telephone and answering services.
(5) Postage and mailing services.
(6) Publications and subscriptions.
(7) Nondurable supplies.
(8) Senator, employee and visitor parking.
(9) Janitorial maintenance and cleaning services.
(10) Utility services.
(11) Other items authorized for expenses as defined in
the General Appropriations Act and policies of the Senate
Committee on Management Operations.
(b) Documentation required.--A copy of the district office
lease indicating the amount and payment terms shall be
maintained in the Office of the Chief Clerk. Vouchers shall
appropriately document expenses and legislative purpose for each
expenditure. Receipts or invoices shall be included for all
expenditures in excess of $25 per occurrence.
(c) Authorized accounts.--Accounts authorized include:
(1) Senators' Legislative Accountable Expense Accounts.
(2) Chief Clerk Employees' Salary and Expense Account.
(3) Legislative and Printing Expense Account.
(4) Computer Service Accounts.
(5) Caucus Operations Accounts.
Rule 6. Capitol office expenses.
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(a) Types of expenses authorized.--Expenses authorized shall
include:
(1) Utility services.
(2) Insurance.
(3) Printing services.
(4) Telephone and answering services.
(5) Postage and [mailing services] communication.
(6) Publications and subscriptions.
(7) Nondurable supplies.
(8) Employee parking.
(9) Janitorial maintenance and cleaning services.
(10) Other items authorized for expenses as defined in
the General Appropriations Act and policies of the Senate
Committee on Management Operations.
(b) Dissemination of literature.--The Secretary of the
Senate shall provide for the publication and dissemination of
educational or informational literature pertaining to the Senate
of Pennsylvania, the Commonwealth of Pennsylvania or the
Government of the United States.
(c) Documentation required.--Documentation required shall
include vouchers appropriately documenting expenses and
legislative purpose for each expenditure. Receipts or invoices
shall be included for all expenditures in excess of $25 per
occurrence.
(d) Authorized accounts.--Accounts authorized include:
(1) Legislative Printing and Expense Account.
(2) Postage and Communication Expense Account of Chief
Clerk [(for postage only)].
(3) Senators' Legislative Accountable Expense Accounts[,
exclusive of office rental].
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(4) Appropriations Committee Accounts[, exclusive of
office rental].
(5) Caucus Operations Accounts[, exclusive of office
rental].
(6) Committee and Contingent Expenses Accounts[,
exclusive of office rental].
(7) Incidental Expense Account.
(8) Computer Service Accounts[, exclusive of office
rental].
Rule 7. Official expenses.
(a) General.--While engaged in the performance of
legislative duties, a Senator, Officer or employee expressly
authorized by a Senator may claim actual expenses as set forth
below.
(b) Participation in conferences and seminars.--Expenses,
such as registration fees, incurred in participating in
legislative conferences and seminars may be claimed. Related
travel expenses incurred are discussed in Rule 2. Related meals
and lodging expenses incurred are discussed in Rule 3.
(c) Conducting meetings.--Expenses attributable to
conducting legislative meetings or performing official duties
may be claimed. Such expenses may include:
(1) Food and refreshment which are ordinary to the
performance of a Senator's legislative duties, and for which
there is a legislative purpose. In general, these expenses
will be incurred during, immediately preceding or immediately
following a substantial and bona fide legislative business
discussion.
(2) Meeting room rental.
(3) Incidental items.
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(d) Documentation.--
(1) Participation in conferences and seminars.--Vouchers
shall show the amount, date, place and legislative purpose.
An agenda, and a registration form or other receipts, must be
attached.
(2) Meeting expenses.--Vouchers of meeting expenses
shall include documentation regarding the amount, date, place
and legislative purpose. If a meeting expense is claimed by a
Senator or employee, the portion of the voucher amount
attributable to that Senator or employee shall be indicated.
A receipt or invoice shall be attached to the voucher.
(3) Official duty expenses.--Vouchers shall show or
reference to records which show the amount, date, place,
legislative purpose and if claimed by a Senator or employee,
the portion of the expense amount attributable to the
[expense] Senator or employee. Restaurant, hotel or credit
card receipt or invoices must be attached.
(4) Claims by Senate employees.--Vouchers involving any
official expenses claimed by Senate employees shall reflect
formal authorization by the supervising Senator or Officer.
(e) Authorized accounts.--Payments shall be made from the
following accounts:
(1) Appropriations Committee Accounts.
(2) Incidental Expense Account.
(3) Caucus Operations Accounts.
(4) Committee and Contingent Expenses Accounts.
(5) Senators' Legislative Accountable Expenses Accounts.
(6) Computer Service Accounts.
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