Bill Text: PA SR33 | 2011-2012 | Regular Session | Introduced

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Bill Title: Providing for the adoption of Financial Operating Rules of the Senate.

Spectrum: Bipartisan Bill

Status: (Passed) 2011-06-07 - Adopted (49-0) [SR33 Detail]

Download: Pennsylvania-2011-SR33-Introduced.html

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PRINTER'S NO. 1285
THE GENERAL ASSEMBLY OF PENNSYLVANIA
SENATE RESOLUTION
No. 33 Session of2011
INTRODUCED BY PILEGGI AND COSTA, JUNE 6, 2011
REFERRED TO RULES AND EXECUTIVE NOMINATIONS, JUNE 6, 2011
A RESOLUTION
Providing for the adoption of Financial Operating Rules of the
Senate.
RESOLVED, That Senate Resolution No. 2, Printer's No. 2 of
2011 be repealed.
RESOLVED, That Financial Operating Rules of the Senate be
adopted for the governing of the 195th and 196th Regular
Session.
(2011-2012)
FINANCIAL OPERATING RULES OF THE SENATE
I. PERSONNEL
1. Central Office.
The office of the Chief Clerk of the Senate shall serve as
the central office of the Senate for all personnel and payroll
matters.
2. Employees of the Senate.
(a) Personnel Files.
Before any person is placed on any payroll of the Senate,
there must be in the office of the Chief Clerk a payroll file
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containing:
(1) Full name of employee.
(2) Full address.
(3) Date of employment/termination/or job transfer.
(4) Actual functional job title or description to
include general hours of work, general job responsibilities
and job location.
(5) The name of the Senator or Officer responsible for
monitoring the employee's performance.
(6) Letter of appointment signed by the authorizing
Senator or Officer including a delineation of the account
from which the employee is to be paid.
(7) The current compensation level with signature
approval of the authorizing Senator or Officer. Overtime
payments may be authorized only in emergency maintenance and
security situations with the signature approvals of the
Senator or Officer responsible for monitoring performance,
the authorizing Senator or Officer and the President Pro
Tempore.
(8) All information necessary for tax withholding and
benefit eligibility.
(9) Employment Eligibility Verification Form.
(b) Maintenance of the Personnel Files.
It is the responsibility of the Chief Clerk to develop
procedures necessary to maintain this payroll file information
on a current basis. All payroll changes shall be reflected by
the next appropriate payroll period providing said change is
received in the office of the Chief Clerk prior to processing of
the payroll.
(c) Reclassification of Employees.
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Any reclassification of employees under the Senate of
Pennsylvania Pay Management Plan shall be submitted by the
Senator or Officer authorizing such reclassification to the
Senate Committee on Management Operations for approval or
disapproval. The Senate Committee on Management Operations is
authorized to establish a bi-partisan subcommittee to consider
and approve or disapprove all such requests subject to an appeal
by the Senator or Officer for consideration of the
reclassification by the Senate Committee on Management
Operations.
3. Contract for services.
(a) Files for Service Contracts.
For any person retained on a contractual basis by any Officer
or Senator to provide services, there shall be in the office of
the Chief Clerk a file containing:
(1) A copy of the contract signed by the authorizing
Senator or Officer including:
(i) Full name, address and Federal tax
identification number of the contractor.
(ii) Duration of the contract.
(iii) Cost of the contract and terms of payment.
(iv) Clear, detailed description of the type of
service to be performed or product to be delivered.
(2) The name of the Senator or Officer responsible for
monitoring the contractor's performance.
(3) Additional information as required by policies of
the Senate Committee on Management Operations.
(b) Limitation on contract.
Except as authorized by policies of the Senate Committee on
Management Operations, no contract may extend beyond the
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expiration of the term of office of the Senator.
(c) Contract Review.
All contracts for services shall be submitted to the Chief
Clerk for review and approval regarding conformity with
applicable laws, rules and policies adopted by the Senate
Committee on Management Operations.
(d) Payment.
Payments under contract shall be made in accordance with
provisions of the contract provided that a voucher for such
payment is received in the office of the Chief Clerk before the
applicable processing deadline. Contractor performance shall be
reviewed by the monitoring individual designated pursuant to
Rule I.3.(a)(2), who under conditions of satisfactory
performance and conformity to the contract shall approve the
voucher prior to processing.
4. Authorized Accounts.
Salaries, wages and related benefits shall be paid from
accounts so authorized by the General Appropriation Act. Such
accounts also may pay expenses related to contracts for
services.
II. TRAVEL ALLOWANCES AND REIMBURSEMENTS
1. Travel by Senators.
Travel allowances or reimbursements may be paid to a Senator
who is engaged in travel in the performance of legislative
duties. Travel payments may be claimed in connection with the
following:
(1) One round trip between home district and Harrisburg
for each week a Senator is in actual attendance at a session
of the Senate ("Session Mileage").
(2) Round trip travel between home district and
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Harrisburg for other legislative activities.
(3) All travel on intradistrict and interdistrict
legislative business.
(4) All travel to attend committee meetings, hearings,
conferences and seminars.
2. Employee Travel.
Travel reimbursement may be paid to employees engaged in
travel from their work place to the place of legislative
business provided that the travel is necessary for the
performance of official business. Except as provided in Rule
II.3., Senators and employees are not authorized to lease
vehicles on a long-term basis, and no payments will be made with
respect to long-term lease vehicle expenses incurred by Senators
or employees. When away from the Harrisburg area and from their
workplace, employees may, subject to approval of the supervising
Senator or officer, rent cars on a short-term basis for a period
not in excess of that needed to carry out official business.
3. Rental of Vehicle or Conveyance.
(a) Short-Term Rental of Vehicle or Conveyance.
A Senator whose long-term leased vehicle is unavailable may
be reimbursed the actual legislative percentage expenses for a
short-term rental. A Senator or employee who rents a vehicle or
conveyance on a short-term basis, other than a Senator's
temporary replacement of a long-term leased vehicle, may be
reimbursed only on an actual cost basis for the legislative
percentage of rental payments and expenses of operation.
(b) 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
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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. 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.
4. Allowable Transportation Expenses.
(a) General.
(1) Common or Chartered Carrier. A Senator or employee
may be reimbursed for reasonable actual costs of carriage
when traveling by common or chartered carrier, including
expenses for parking, taxis, limousines and tolls. Claims for
payment based on miles traveled cannot be paid.
(2) Personal Vehicle and Noncommercial Conveyance. A
Senator or employee who uses a personal vehicle may be
reimbursed on such mileage basis as may be established by the
Senate Committee on Management Operations. Reimbursement for
use of other noncommercial vehicles or noncommercial aircraft
shall be made on such basis as may be established by the
Senate Committee on Management Operations.
(3) Session Mileage. The mileage rate for Session
Mileage payments under Rule II.1 shall be as set forth by
law.
(4) Out-of-State Travel.
(i) Nonmember Officers of the Senate and their
employees may claim expenses for travel outside the
Commonwealth, provided that such travel is approved in
the manner described in Rule XI. All claims for Senators'
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and employees' travel outside the Commonwealth shall be
filed with the Office of the Chief Clerk in the manner
described in Rule XI.
(ii) Senators may claim expenses for travel outside
the Commonwealth provided that the travel is necessary to
attend a conference, seminar or meeting regularly or
specially scheduled by an organization which conference,
seminar or meeting has a legislative purpose. Senators
shall submit a copy of a registration and agenda, in
addition to any other documentation required by these
rules.
(iii) Senators may also claim expenses for travel
outside the Commonwealth when the travel has a
legislative purpose, but is not for attending a
conference, seminar or meeting, provided the purpose is
approved by the Senate Committee on Management
Operations, and provided further that approval is not
required for legislative business in Washington, DC.
(b) No Duplication.
(1) Session Mileage. Senators claiming reimbursement for
travel expenses associated with attendance at a legislative
session shall reduce such claim by an amount equal to the
"session mileage" entitlement for the same period.
(2) Reimbursement From One Source. If a Senator or
employee is entitled to reimbursement from more than one
source for legislative business performed on behalf of more
than one committee or group, payment shall be received from
only one source.
5. Documentation.
(a) Expense Voucher.
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All requests for travel payments must be made on an expense
voucher showing:
(1) Dates of travel.
(2) Legislative purpose of travel described in
reasonable specificity. Claims for out-of-State travel shall
also include such information as may be required under
Section 4.(a).
(3) The number of miles traveled when claiming
reimbursement on a mileage basis. Such mileage claims also
should reflect an itinerary including point of origin,
furthest destination, and intermediate points and the
legislative purpose of the trips.
(b) Receipts.
Receipts must be submitted to support the cost associated
with claims for:
(1) Travel by common or chartered carrier.
(2) 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.
(3) Parking, limousine, toll charges and other
miscellaneous incidental items when any of these items exceed
$10.
6. Authorized Accounts.
Travel payments can be made from any of the following
accounts. Long-term vehicle or conveyance rental payments may be
made from all accounts except (3) and (6). Authorized accounts
are:
(1) Appropriations Committee Accounts.
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(2) Senators' Legislative Accountable Expense Accounts.
(3) Senators' Mileage and Expense Accounts for "session
mileage" travel.
(4) Incidental Expense Account.
(5) Caucus Operations Accounts.
(6) Committee and Contingent Expenses Accounts.
(7) Computer Services Accounts.
III. MEALS AND LODGING
1. General.
A Senator may receive payments attributable to ordinary and
necessary expenses for meals, lodging and incidental items
provided that the Senator is engaged in the performance of
legislative duties. Depending on the nature and location of the
activity, as explained below, payments may be made in one of the
following forms: per diem allowance or reimbursement for actual
costs incurred.
2. Per Diem Allowance.
(a) Per Diem Entitlement.
A Senator is entitled to receive a per diem allowance for
each day the Senator is in the performance of legislative duties
while in the Harrisburg area (defined as within Dauphin County
or otherwise within a 10-mile radius of the Capitol) or
elsewhere in the Commonwealth but away from home. Specific
legislative duties include attendance at sessions of the Senate,
attendance at official committee meetings and participation in
all other activities necessary or appropriate to the carrying
out of the responsibilities of the Senator. Payment of a per
diem allowance is authorized only when the legislative duties
performed by the Senator occur more than 50 miles from the
Senator's residence.
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(b) Types of Per Diem Allowance.
(1) Full Per Diem. A full per diem allowance not to
exceed such amount as may be established by the Senate
Committee on Management Operations may be claimed as an
allowance for meals and lodging.
(2) Partial Per Diem. When the per diem entitlement
derives from the performance in the Harrisburg area of the
specified legislative duties set forth in Rule III.2.(a), a
Senator may receive a partial per diem allowance up to an
amount established by the Senate Committee on Management
Operations for meals and incidentals.
3. Actual Costs.
A Senator may claim actual costs for lodging, meals and other
incidental items incurred in the performance of legislative
duties. Expense claims for costs of lodging, meals and other
incidental expenses incurred in the performance of legislative
duties outside of the Commonwealth may be reimbursed on an
actual expense basis or through a per diem allowance.
4. Employees' Travel.
If an employee is engaged in travel away from the normally
assigned place of work necessary for the performance of official
business, the employee may be reimbursed for reasonable actual
cost of lodging, meals and other incidental items. For rules
regarding out-of-State travel, see Rule XI.
5. Payment From One Source.
If a Senator is entitled to a meal and lodging claim from
more than one source for legislative business performed on
behalf of more than one committee or group, payments shall be
received from only one source.
6. Review.
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All authorized and approved meals and lodging claims shall be
reviewed for inadvertent duplication by the Office of the Chief
Clerk prior to processing and payment.
7. Record Keeping.
Where a per diem allowance or reimbursement is paid by a
legislative service agency cofunded between both Houses of the
General Assembly, a copy of the approved claim shall be
furnished to the Office of the Chief Clerk.
8. Documentation.
(a) Per Diem Allowance.
For payment of a per diem allowance, a Senator must submit a
voucher showing the date, the legislative activity in which the
Senator was engaged on that date, and the location of the
activity.
(b) Actual Expenses of a Senator or an Employee.
For payment of actual expenses, a Senator or employee must
submit a voucher showing the date, amount, place and the
legislative activity in which the Senator or employee was
engaged and must submit a vendor or credit card receipt or
invoice for each item exceeding $10.
9. Authorized Accounts.
(a) Attendance at Sessions.
Payments shall be made from the Incidental Expense Account
for authorized Per Diem Allowances only for sessions of the
Senate during which a Senator is recorded as present on any roll
call vote.
(b) Authorized Accounts.
Payment may be made from the following accounts for other
authorized per diem, meal and lodging claims:
(1) Appropriations Committee Accounts.
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(2) Senators' Legislative Accountable Expense Accounts.
(3) Incidental Expense Account.
(4) Caucus Operations Accounts.
(5) Committee and Contingent Expenses Accounts.
(6) Computer Services Accounts for actual expenses only.
IV. EQUIPMENT AND FURNISHING CONTROL AND INVENTORY
1. Purchases, Improvements, 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.
2. 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.
3. Senate/Officer 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.
4. Pricing and Service.
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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.
5. 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.
6. Documentation Required.
(a) Request for Purchase or Rental Showing:
(1) Date of request.
(2) Item requested.
(3) By whom request made.
(4) Purpose.
(5) Signature approvals.
(6) Record of Rule IV.4. actions taken.
(b) Vendor's invoice or receipt detailing:
(1) Date of purchase or rental.
(2) Vendor's identity.
(3) Description of item purchased or rented.
(4) Length of rental contract when applicable.
(5) Cost and payment terms of the purchase or rental.
7. Authorized Accounts.
(a) Legislative and Printing Expense Account as provided in
General Appropriations Act.
(b) Computer Services (R) & (D) Accounts for the acquisition
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of equipment and fixtures necessary for the implementation and
administration of the respective caucus information technology
systems.
(c) The account as provided in the General Appropriations
Act for the purchase of flags.
(d) Senators' Legislative Accountable Expense Accounts for
the purchase of flags and for the rental of durable equipment,
furniture and furnishings.
V. DISTRICT OFFICE EXPENSES
1. Authorized Expenses.
Expenses authorized shall include:
(a) Aggregate office rental in accordance with policies as
may be established by the Senate Committee on Management
Operations. Except as provided in this Rule, no Senator nor a
member of the Senator's immediate family may have a financial
interest in a district office. For purposes of this subsection,
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 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 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.
(b) Insurance
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(c) Printing services.
(d) Telephone and answering services.
(e) Postage and mailing services.
(f) Publications and subscriptions.
(g) Nondurable supplies.
(h) Senator, employee and visitor parking.
(i) Janitorial maintenance and cleaning services.
(j) Utility services.
(k) Other items authorized for expenses as defined in the
General Appropriations Act and policies of the Senate Committee
on Management Operations.
2. 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.
3. 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.
VI. CAPITOL OFFICE EXPENSES
1. Types of Expenses Authorized.
Expenses authorized shall include:
(1) Utility services.
(2) Insurance.
(3) Printing services.
(4) Telephone and answering services.
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(5) Postage and mailing services.
(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.
2. 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.
3. Authorized Accounts.
Accounts authorized include:
(1) Legislative Printing and Expense Account.
(2) Postage Account of Chief Clerk (for postage only).
(3) Senators' Legislative Accountable Expense Accounts.
(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.
VII. OFFICIAL EXPENSES
1. 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.
2. Participation in Conferences and Seminars.
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Expenses, such as registration fees, incurred in
participating in legislative conferences and seminars may be
claimed. Related travel expenses incurred are discussed in Rule
II. Related meals and lodging expenses incurred are discussed in
Rule III.
3. Conducting Meetings.
Expenses attributable to conducting legislative meetings or
performing official duties may be claimed. Such expenses may
include:
(a) 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.
(b) Meeting room rental.
(c) Incidental items.
4. Documentation.
(a) Participation in Conferences and Seminars.
Vouchers shall show the amount, date, place and legislative
purpose. Registration or other receipts must be attached.
(b) 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.
(c) Official Duty Expenses.
Vouchers shall show or reference to records which show the
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amount, date, place, legislative purpose and if claimed by a
Senator or employee, the portion of the amount attributable to
the expense. Restaurant, hotel or credit card receipt or
invoices must be attached.
(d) Claims by Senate Employees.
Vouchers involving any official expenses claimed by Senate
employees shall reflect formal authorization by the supervising
Senator or officer.
5. 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 Expenses Accounts.
VIII. SPECIAL EXPENSES
1. Authorized Expenses.
Expenses authorized include:
(a) Flowers, baskets of fruit or other appropriate items or
memorial contributions to designated charities not to exceed the
amount established by the Senate Committee on Management
Operations. Recipients are limited to instances of death or
illness for Senators, Officers, employees or their immediate
families, or former Senators or their immediate families or
dignitaries including both incumbent or former elected or
appointed officials or their immediate families.
(b) Rental of common carrier and other expenditures inherent
thereto for attendance at funerals of a Senator or members of a
Senator's immediate family, former Senators, dignitaries, or
Officers.
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2. Documentation Required.
Documentation required shall include a receipt or vendor
invoice showing: recipient, instance, description of items
delivered, date delivered and cost.
3. Authorized Accounts.
Payment shall be made only from Contingent Expense Accounts
or the Incidental Expense Account.
IX. MISCELLANEOUS EXPENSES OF STANDING
AND SPECIAL COMMITTEES
1. Committee Proceedings.
Rental of meeting rooms and hearing facilities and payments
to qualified court reporters or stenographers to record the
proceedings authorized by the chairman of a standing or special
committee of the Senate, including the cost of transcripts.
Witnesses served with a subpoena to testify before such
proceedings shall be paid witness fees and travel expenses as
provided by Section 5903 of the Judicial Code.
2. Printing and Mailing.
Committee printing and mailing costs for mailings relating to
legislative business.
3. Publications and Subscriptions.
Publications and subscriptions.
4. Documentation Required.
Vouchers or vendors receipts or invoices stating vendor's
name, services or amount of postage, date, place, and total
amount due or paid. Postage purchases shall require a receipt
stamped by the Postmaster.
5. Authorized Accounts.
Accounts authorized include:
(1) Appropriations Committee Accounts.
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(2) Caucus Operations Accounts.
(3) Committee and Contingent Expenses Accounts.
X. SENATE COMMITTEE ON MANAGEMENT OPERATIONS
1. Duties.
In addition to duties imposed by law or otherwise by these
rules, the duties of the Senate Committee on Management
Operations shall be:
(1) To arbitrate a decision of the Secretary or Chief
Clerk of the Senate relating to these Rules, in the event
that a Senator, Officer or employee shall disagree with a
decision of the Secretary or Chief Clerk of the Senate.
(2) To make a final decision in case of a dispute on a
question of legislative intent or legislative purpose
regarding an expenditure.
(3) To make a continuing review of these Rules as to
expenditures and the reporting of expenditures, and, from
time to time, to make such recommendations as are
appropriate.
(4) To adopt clarifications to these Rules through
interim policy determinations.
2. Records.
A record of the committee's decisions shall be maintained.
The Chief Clerk shall be responsible for maintaining such
records.
XI. OUT-OF-STATE TRAVEL
1. Request for Approval.
No nonmember Officer of the Senate or any employee of any
nonmember Officer shall be reimbursed nor shall any of his or
her expenses be paid for any travel outside the Commonwealth
unless such travel has been approved by a majority of the
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membership of the Senate Committee on Management Operations. All
requests for such approval shall be made to the Chief Clerk, and
shall include information relating to the destination, the
estimated cost of such travel, the number of days involved, and
the relationship that the travel has to the duties of the
Officer or employee making the request. In the case of an
employee, the request shall also be approved by the Officer.
2. Time Limit for Filing.
A copy of any request for reimbursement or for the payment of
any expenses relating to out-of-state travel by a Senator or
employee assigned to a Senator shall be filed with the Office of
the Chief Clerk within 30 days of such travel. Copies of these
requests shall be made available for public inspection in the
Office of the Chief Clerk in accordance with the act of February
14, 2008 (P.L.6, No.3), known as the Right-to-Know Law.
XII. LIST OF EMPLOYEES; DOCUMENT ACCESS
1. Publication and Distribution.
(a) The Chief Clerk shall have published quarterly and shall
mail to each Senator's residence a listing of all employees of
the Senate or any of its Officers, Committee Chairmen, and
Senators and all persons holding purchase of service contracts
with the Senate or any of its Officers, Committee Chairmen and
Senators. The list for employees shall contain the full name of
the employee, the job title of the employee, the compensation of
the employee, and the name of the Senator or Officer for such
employee. For individuals holding contracts for services with
the Senate, the list shall contain the name of the contractor,
the address of the contractor, a statement of the nature of the
duties of the contractor, and the fee of the contractor as well
as the name of the Senator or Officer responsible for monitoring
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the performance of the contractor.
(b) The list shall be submitted by February 1, for the
quarter ending December 31; by May 1, for the quarter ending
March 31; by August 1, for the quarter ending June 30; and by
November 1, for the quarter ending September 30. The list shall
also be updated on a monthly basis including additions and
deletions and shall be available for public inspection in the
office of the Chief Clerk in accordance with the act of February
14, 2008 (P.L.6, No.3), known as the Right-to-Know Law.
2. Public Inspection of Vouchers and Requisitions.
All vouchers and requisitions relating to all expenditures,
expenses, disbursements and other obligations out of all
appropriated funds of the Senate shall be available for public
inspection in accordance with the act of February 14, 2008 (P.L.
6, No.3), known as the Right-to-Know Law. Payroll and
independent contractor records of the Senate shall also be made
available for public inspection in accordance with the Right-to-
Know Law.
3. Photocopies of Records.
Photocopies of financial records maintained in the Office of
the Chief Clerk shall be made available in accordance with the
act of February 14, 2008 (P.L.6, No.3), known as the Right-to-
Know Law.
XIII. PERSONNEL POLICIES
1. Preparation of Rules and Regulations.
The Senate Committee on Management Operations created
pursuant to Section 1.1 of Act No. 417 of 1967 is authorized to
prepare and adopt rules and regulations for uniform personnel
policies and procedures, job specification and pay plans
including periodic increments for Senate Officers and employees.
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2. Approval of Rules and Regulations.
Each such rule or regulation or any amendment thereto shall
be prepared in resolution form and shall be placed on the Senate
calendar for final approval or disapproval. The committee may
when approved by at least five Members of the committee
including both Floor Leaders implement such rules and
regulations pending final Senate consideration of them. Such
resolution shall have the force and effect of law in accordance
with its terms when it has been approved by the full Senate.
XIV. ACCOUNTING AND OPERATIONS MANUAL
1. Preparation and Approval.
The Chief Clerk shall prepare an Accounting and Operations
Manual with separate sections applicable to Senators and their
employees and fund custodians. This Manual shall be submitted to
the Senate Committee on Management Operations for its approval.
2. Distribution.
Upon approval applicable sections of the Accounting and
Operations Manual shall be distributed to all Senators and
Officers. A complete manual shall be forwarded to the
Legislative Audit Advisory Commission.
3. Maintenance and Updating.
The Chief Clerk shall be responsible for maintaining and
updating this manual as a result of revisions or amendments
promulgated by the Senate Committee on Management Operations.
XV. EFFECT AND DURATION
1. Current Policies.
Policies of the Senate Committee on Management Operations in
effect on the date of the adoption of these rules are hereby
ratified and approved by the Senate.
2. Applicability.
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These rules provide guidance to Senators, Senate officers and
Senate employees in performing their duties in the Senate. The
changes contained in these rules are to be applied prospectively
and are not intended to reflect on the propriety of past rules
or practices of the Senate or its Senators, officers or
employees.
3. Rules.
These rules shall be in full force and effect until altered,
changed, amended or repealed as provided in Article XVI.
XVI. CHANGES TO RULES
The consent of a majority of the Senators elected shall be
necessary to alter, change or amend these rules.
XVII. PROCEDURE FOR CHANGING RULES
All alterations, changes or amendments to these rules shall
be by resolution which shall not be considered until first
referred to and reported from the Committee on Rules and
Executive Nominations.
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