Special Expenses Policy FMR-4D-01 is revised effective 3-2-09 Purposes for revision To align agency policy with state policy To align agency policy

Special ExpensesSpecial Expenses

Policy FMR-4D-01 is revised effective 3-2-09Policy FMR-4D-01 is revised effective 3-2-09

Purposes for revision Purposes for revision

To align agency policy with state policyTo align agency policy with state policy

To update approval signature process and requirements To update approval signature process and requirements

Special ExpensesSpecial Expenses Policy ChangesPolicy Changes

Registration fees for conferences, seminars, workshops and Registration fees for conferences, seminars, workshops and education courses (page 3)education courses (page 3)

• Old Policy Old Policy Required approval if over $500 per participantRequired approval if over $500 per participant Did not regard tuition for education courses as a special expenseDid not regard tuition for education courses as a special expense

• New Policy New Policy Requires approval for Requires approval for allall registration fees regardless of cost registration fees regardless of cost For tuition, follow instructions and use form specified by Admin’s Tuition For tuition, follow instructions and use form specified by Admin’s Tuition

Reimbursement Policy (HR Policy #10 – Education Assistance)Reimbursement Policy (HR Policy #10 – Education Assistance) For registration fees relating to an out-of-state trip (not including For registration fees relating to an out-of-state trip (not including

international travel), submit the Authorization for Out-of-State Travel international travel), submit the Authorization for Out-of-State Travel form (FMR-004-01) to show all anticipated travel expenditures including form (FMR-004-01) to show all anticipated travel expenditures including the registration fee(s); the Request for Approval to Incur Special the registration fee(s); the Request for Approval to Incur Special Expense form is not needed in this case.Expense form is not needed in this case.


Policy ChangesPolicy Changes

Refreshments and meals for agency-sponsored events where Refreshments and meals for agency-sponsored events where the majority of participants are not state employees (page 3)the majority of participants are not state employees (page 3)

• Old PolicyOld Policy Refreshments Refreshments andand meals were permitted meals were permitted

• New PolicyNew Policy Refreshments are permitted Refreshments are permitted Meals not permitted unless a registration fee is charged Meals not permitted unless a registration fee is charged



Refreshments for events where the majority of participants are Refreshments for events where the majority of participants are state employees (page 3)state employees (page 3)

• Old PolicyOld Policy Events should be scheduled to minimize inclusion of mealsEvents should be scheduled to minimize inclusion of meals

• New PolicyNew Policy Events should Events should stillstill be scheduled to minimize inclusion of meals be scheduled to minimize inclusion of meals

With the exception of structured training sessions available to With the exception of structured training sessions available to employees generally and conducted by persons outside the employees generally and conducted by persons outside the agency (and approved by HR), agency (and approved by HR), events shall be held no more events shall be held no more frequently than once each quarterfrequently than once each quarter


Policy changesPolicy changes

Special Expense provisions specific to DDC and STARSpecial Expense provisions specific to DDC and STAR

• Old Policy Old Policy Several provisions specific to DDC and STARSeveral provisions specific to DDC and STAR

• New PolicyNew Policy Policy is standardized with no provisions applicable to specific Policy is standardized with no provisions applicable to specific

divisions onlydivisions only

Special ExpensesSpecial Expenses Policy ChangesPolicy Changes

New PolicyNew Policy

• Section added (page 4) requiring MMB approval for the following:Section added (page 4) requiring MMB approval for the following: International travelInternational travel

Expenses for employee recognition events beyond the following Expenses for employee recognition events beyond the following that are provided in the policy:that are provided in the policy:

• Awards for individual or group achievements which are limited to Awards for individual or group achievements which are limited to non-cash/non-negotiable items of nominal value under IRS non-cash/non-negotiable items of nominal value under IRS guidelinesguidelines

• Reasonable costs for annual official agency employee recognition Reasonable costs for annual official agency employee recognition events which may include 100% meal reimbursement for events which may include 100% meal reimbursement for employees being recognized, but shall not include reimbursement employees being recognized, but shall not include reimbursement for other guests or travelfor other guests or travel

Other special expenses not identified in the new policy/procedureOther special expenses not identified in the new policy/procedure



New PolicyNew Policy

• Section added (page 4) to specify certain expenses not permittedSection added (page 4) to specify certain expenses not permitted

Private club membershipsPrivate club memberships

Alcoholic beveragesAlcoholic beverages

EntertainmentEntertainment

Employee parties (including holiday and retirement parties)Employee parties (including holiday and retirement parties)

Refreshments or meals for meetings consisting of a majority of Refreshments or meals for meetings consisting of a majority of state employees except as provided in the new policy state employees except as provided in the new policy

Special ExpensesSpecial Expenses Signature RequirementsSignature Requirements

Division Directors may approve:Division Directors may approve:• Requests up to $500Requests up to $500

Assistant or Deputy Commissioner approves: Assistant or Deputy Commissioner approves: • Requests exceeding $500Requests exceeding $500• Requests for division recognition eventsRequests for division recognition events

Commissioner approves: Commissioner approves: • Special Expense requests initiated by Assistant or Deputy Special Expense requests initiated by Assistant or Deputy

CommissionerCommissioner• Requests for agency-wide recognition events (requires MMB Requests for agency-wide recognition events (requires MMB

approval if beyond agency policy provisions)approval if beyond agency policy provisions)• Requests for international travel (also requires MMB approval)Requests for international travel (also requires MMB approval)

FMR approval required on all requestsFMR approval required on all requests


TipsTips

Understand the new policyUnderstand the new policy

Advance approval is still requiredAdvance approval is still required

Fill out the form completelyFill out the form completely

Check the appropriate box to indicate type of special Check the appropriate box to indicate type of special expenseexpense

Documents

Special Expenses Policy FMR-4D-01 is revised effective 3-2-09 Purposes for revision To align agency policy with state policy To align agency policy