convenience of the traveler including travel by indirect
routes or stop-oversee for personal reasons; or leaving earlier or returning later than necessary on a trip. It is acceptable for the traveler to leave their home station in reasonably sufficient time to arrive at an airport's recommended pre-departure time. Expenses for travel between home and office or for other non-official purposes. Expenses incurred by an employee while on leave. The full cost of transportation by private conveyance, if a state means is available. (I.E. 1/2 mileage when personal vehicle is used.) Lodging costs within an employee's official station are not allowable. Meal expenses when the employee leaves their home station earlier than reasonably necessary. Regularly scheduled staff meetings or department- sponsored social gatherings shall not qualify for meal or refreshment provisions unless scheduled meetings occur no more than quarterly, and attendees are brought together from various locations throughout the state. An attendee shall not be eligible for meal reimbursement due to travel status if such meal is provided while attending a meeting or training session. POST attendees will not be reimbursed for meals when POST provides the meal, or when meals are provided at the designated POST restaurant. Telephone calls greater than 10 minutes, and more than one per day are not covered. Type Description 3 Districts take Correctional Professional and Parole Officer Week. Should be one or the other, not both. Or maybe Prison's observes Correctional Week and maybe CCD observes Parole Officer Week, but Districts should not observe both. 3 Golf Tournaments Employee pays & on their own time. 3 Bowling Employee pays & on their own time. 3 Plaques OK if Bdgt. Limit $XX 3 Cake and drinks Acceptable if meets the meeting guidelines 3 Shirts No unless they are uniform items per Dept Uniform policy. Not a part of Correctional Week. 3 Hats No unless they are uniform items per Dept Uniform policy. Not a part of Correctional Week. 3 Mugs, waterbottles,etc. Must define policy to include dollar amounts and it must be related to work performance, according to the Idaho Historical audit findings. And, it must meet financial management control systems. Believe we should have established a measurable budget cap, per person. 2 Quarterly Staff Meetings Must meet the refreshment guidelines. Have to have attendees from across the state. 3 Quarterly Awards and Meetng (Dept sponsored social meeting) Acceptable - should establish procedure and dollar amount. Meetings for such must follow refreshment guidelines. 3 Regional Awards and Meeting (Dept sponsored social meeting) Acceptable - should establish procedure and dollar amount. Meetings for such must follow refreshment guidelines. Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office 3 Annual Awards and Meeting (Dept sponsored social meeting) Acceptable - should establish procedure and dollar amount. Meetings for such must follow refreshment guidelines. 3 Recognition Trinkets-Black Hat Pens, Lanyards, Money Clips Must define policy to include dollar amounts and it must be related to work performance, according to the Idaho Historical audit findings. And, it must meet financial management control systems. Believe we should have established a measurable budget cap, per person. 5 Office Supplies - (Fiscal meeting supplies, pens, etc.) Tools for doing the job. Non-personalized?
4 Open House - Employees and Families Needs discussed. Can't find anything that prohibits, or allows. 4 Open House - District Offices, Prisons, etc. (lots invited/few show) Needs discussed. Can't find anything that prohibits, or allows. 5 Meetings with Legislators - Providing Lunches,Dinners State Travel Policy & Proc,#11. Meal Expenses Not Allowable, #2: Reimbursement for meals at the home station is not allowable for informal meetings (i.e. over a casual breakfast, lunch or dinner) between staff members of an agency or other agencies; other state and federal employees; state employees and legislators, etc. However, with Board of Examiners approval, home station meals may be reimbursed where necessary to promote trade or commerce. 5 Meetngs with Judges Same as above meetings with legislators. Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office 1 or 2 Back to Basic Meetings Bi-Annual or Annual Meeting Sr.Mgmt. Briefing/training of all employees. Must follow Training guidelines for refreshments or meals, depending on the length of session. 5 Use of Per Diems to host dinners for travelers & non-Travelers Needs discussed. Can't find anything that prohibits, or allows. 3 Christmas Gifts, Movie Tickets, lunches, candy, football tickets? Must define policy to include dollar amounts and it must be related to work performance, according to the Idaho Historical audit findings. And, it must meet financial management control systems. Believe we should have established a measurable budget cap, per person and require manager of unit to track and report on their budget. 3 Greeting Cards No 5 Christmas Parties & Dinners Yes, if funded by employees. 3 Gift Cards Must define policy to include dollar amounts and it must be related to work performance, according to the Idaho Historical audit findings. And, it must meet financial management control systems. Believe we should have established a measurable budget cap, per person and require manager of unit to track and report on their budget. 5 Group dinners with employees and spouses or their dates No, only covers employees and must follow the meal guidelines. Spouses or dates must be paid by someone other than the state. Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office 3 Employee Retirements Must define policy to include dollar amounts and it must be related to work performance, according to the Idaho Historical audit findings. And, it must meet financial management control systems. Believe we should have established a measurable budget cap, per person and require manager of unit to track and report on their budget. 3 Employees Sick, Hospitalized No - Not eligible for general funds. 2 Meals for leadership team on meeting day. Only if attendees from across the state and not more than quarterly, per the meal policy. 3 Drawings - Gifts Must define policy to include dollar amounts and it must be related to work performance, according to the Idaho Historical audit findings. And, it must meet financial management control systems. Believe we should have established a measurable budget cap, per person and require manager of unit to track and report on their budget. 2 LT Meetings quarterly Only if attendees from across the state and not more than quarterly, per the meal policy. 2 Sgt. Meetings quarterly Only if attendees from across the state and not more than quarterly, per the meal policy.
2 Mentor Meetings Only if attendees from across the state and not more than quarterly, per the meal policy. Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office 4 Tours - Legislators, judges, etc. Needs discussed. Can't find anything that prohibits, or allows. 2 Religious/Volunteer Dinners State Travel Policy & Proc,#11. Meal Expenses Not Allowable, #2:2. Reimbursement for meals at the home station is not allowable for informal meetings (i.e. over a casual breakfast, lunch or dinner) between staff members of an agency or other agencies; other state and federal employees; state employees and legislators, etc. However, with Board of Examiners approval, home station meals may be reimbursed where necessary to promote trade or commerce. (Could secure and affix to procedure as an addendum.) 2 Parole Hearing Lunches Includes attendees from across the state, so allowable in compliance with the Meal policy. 1 or 2 Invite X people and then they don't show, your dollar amount is not correct. Then what? Rule clearly states the number of employees at the rate, so must be actual attendees and is not legimate expense based on invitees. Exceptions should follow SCO State Travel Plicy and Proc, #3 Expenses Not Allowable, #2. Extraordinary expenses due to unusual circumstances when deemed appropriate and necessary, may be approved by the department director. Supporting documentation shall be attached to the travel expense voucher. Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office 1 ICA Conference Full breakfasts, lunches, and dinners are provided as a part of the conference registration fee and therefor must reduce the per diem for the days of the conference. 2 Meals at restaurants during or after meetings - non agenda No 2 Meals in the middle of meetings scheduled 11-2. Better judgement should be exercised to hold meeting in the morning, or in the afternoon. Perception is that it's held at that time just so employees get a free meal. If it has to be this time frame, it must meet the guidelines for meals for a meeting, or meals at training. And unless the meeting is held in confined area or remotely, should not be at a restaurant. Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N MEALS Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption Back to Basic Meetings (meals) Bi-annual or annual meeting sr.mgmt. Briefing/training of all employees. Must follow training guidelines for refreshments or meals (depending on the length of session). $7.50 per person total 3 Y Y Y Y Y Y Refreshments $7.50 with 3 hours duration. Director 5352 BacktoBasic MM/DD/YY Group dinners with employees and spouses or their dates State does not cover spouses or dates. Allow employees only. Meal allowance, but only if it qualifies. 6 Y Y Y Y Y Y Caution should be exercised. Even employee meals are questionable when held in groups, esp. if spouses/dates are present. Must meet all meeting guidelines. Director 5352 ICA Conference Any breakfasts, lunches, or dinners provided as a part of the conference registration fee must be reduced from per diem for the days of the conference. (Applies even when someone elects to eat away from conference, as meals are provided.) Manager (unit head) ICA 1st initial and last name Invite X people and then they don't show, your dollar amount is not correct. Then what? Rule clearly states the number of employees at the rate, so must be actual attendees (not legimate expense based on invitees). Exceptions should follow SCO State Travel Policy and Procedures 4.A.2.(Expenses Not Allowable) in that extraordinary expenses due to unusual circumstances when deemed appropriate and necessary may be approved by the IDOC director. Supporting documentation shall be attached to the travel expense voucher. $10.50 per person total 6 Y Y Y Y Y Y Director 5352 Offender Management Fund (previously known as Inmate Management Fund [IMF]) Human Resource Services Idaho State Controller Office Not allowable if meals are being provided at the conference. Check before you go. See SOP 128.00.01.001 for the allowed amounts. Idaho Correctional Association Community Corrections Unit GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. (Matrix last updated 2/25/11) 8 of 14 IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N MEALS Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption LT, Sgt. or Mentor Meetings (quarterly) and meals Regardless of where held, allow only if attendees from across the state and not more than quarterly, per the meal policy. $10.50 per person total 6 Y Y Y Y Y Y Cannot be held at a restaurant. Division Chief 5352 QtrXXMeet MM/DD/YY where XX is Lt, Sgt, mentor, etc. Meals at restaurants during or after meetings (non-agenda) No If you break for lunch, then it is not allowable. Meals for Leadership Team on meeting day. Allow only if attendees from across the state and not more than quarterly, per the meal policy. $10.50 per person total 6 Y Y Y Y Y Y Exceptions must be approved in advance. Director 5352 LdrMeet MM/DD/YY Meals for meetings with judges Follow SCO State Travel Policy and Procedures 11.2.(Meal Expenses Not Allowable) in that reimbursement for meals at the home station is not allowable for informal meetings (i.e., over a casual breakfast, lunch, or dinner) between staff members of an agency or other agencies; other state and federal employees; state employees and legislators, etc. Meals in the middle of meetings scheduled 11:00 am to 2:00pm. Better judgement should be exercised to hold meeting in the morning, or in the afternoon. Perception is that it's held at that time just so employees get a free meal. If it has to be this time frame, it must meet the guidelines for meals for a meeting, or meals at training. And unless the meeting is held in confined area or remotely, should not be at a restaurant. $10.50 per person total 6 Y Y Y Y Y Y Is discouraged Division Chief and Mgmt Svcs Chief 5352 Meetings with legislators - providing lunches, dinners Same as "meals for meetings with judges" Parole hearing lunches Includes attendees from across the state, so allowable in compliance with the SCO meal policy. $10.50 per person total 6 Y Y Y Y Y Y Cannot be held at a restaurant. Division Chief 5352 Offender Management Fund (previously known as Inmate Management Fund [IMF]) Not allowable with state funds unless approved in advance by the State Board of Examiners. Human Resource Services Idaho Correctional Association Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. Not allowable with state funds Not allowable with state funds unless approved in advance by the State Board of Examiners. See SOP 128.00.01.001 for the allowed amounts. Community Corrections Unit Idaho State Controller Office GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses (Matrix last updated 2/25/11) 9 of 14 IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N REFRESHMENTS Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption Annual Staff Meeting and refreshments Must meet the refreshment guidelines. Must have attendees from across the state. $7.50 per person total 3 Y Y Y Y Y Y Must be approved in advance. Division Chief or Director 5352 AnnlMeet MM/DD/YY Back to Basic Meetings (refreshments) Bi-annual or annual meeting sr.mgmt. Briefing/training of all employees. Must follow training guidelines for refreshments or meals (depending on the length of session). $7.50 per person total 3 Y Y Y Y Y Y Refreshments $7.50 with 3 hours duration. Director 5352 BacktoBasic MM/DD/YY Cake and drinks (refreshments) Acceptable if meets the meeting guidelines. $7.50 per person total 3 Y Y Y Y Y NA If it does not meet meeting guidelines, see the recognition budget. Manager (unit head) 5352 RecRefresh 1st initial and last name, or Refresh MM/DD/YY Quarterly Staff Meeting and refreshments Must meet the refreshment guidelines. Must have attendees from across the state. $7.50 per person total 3 Y Y Y Y Y Y Must be approved in advance. Division Chief or Director 5352 QtrMeet MM/DD/YY Regional Staff Meeting and refreshments Must meet the refreshment guidelines. Must have attendees from across the state. $7.50 per person total 3 Y Y Y Y Y NA Must be approved in advance. Division Chief or Director 5352 RegMeet MM/DD/YY Offender Management Fund (previously known as Inmate Management Fund [IMF]) Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. Human Resource Services Community Corrections Unit Idaho State Controller Office Idaho Correctional Association GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses See SOP 128.00.01.001 for the allowed amounts. (Matrix last updated 2/25/11) 10 of 14 IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N RECOGNITION Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption Administrative Assistant Day Not allowable with state funds unless it is taken from the employee recognition budget for that person. $20 per person total, per fiscal year. See Budget Unit for monthly budget report. Manager (unit head) 5991 Rec 1st initial and last name Cake and drinks (recognition) Acceptable if meets meeting guidelines. No alcoholic beverages. $7.50 per person total 3 Y Y Y Y Y NA If it does not meet meeting guidelines, see the recognition budget. Manager (unit head) 5991 RecRefresh 1st initial and last name, or Refresh MM/DD/YY Candy, Christmas gifts, coins, drawings for gifts, gift cards, hats, lanyards, lunches, money clips, movie tickets, mugs, trinkets, and waterbottles. Our policy allows for employee recognition. Any gift must be recognition-related and recognized as employee work performance. (No alcohol or inappropriate gift should ever be given.) $20 per person total, per fiscal year. See Budget Unit for monthly budget report. Manager (unit head) 5991 Rec 1st initial and last name Districts and CWCs - Parole Officer Week CC will recognize Parole Officer Week only. Expenses incurred may come from the employee recognition budget and cannot exceed the allowable amount. $20 per person total, per fiscal year. See Budget Unit for monthly budget report. Manager (unit head) and Leadership Team 5991 RecWk, Loc, MM/DD/YY Employee Recognition at Conference Not allowable with state funds unless it is taken from the employee recognition budget for that person. $20 per person total, per fiscal year. See Budget Unit for monthly budget report. Manager (unit head) 5991 Rec 1st initial and last name Employee Recognition (for a non-unit employee) Not allowable with state funds unless it is taken from the employee recognition budget for that unit. $20 per person total, per fiscal year. Careful consideration should be given to reducing the budget allowance for unit employees to cover recognition for a non- unit employee. Manager (unit head) 5991 Rec 1st initial and last name Employee Retirements Our policy allows for retiree recognition. $75 maximum Includes plaque, gift, refreshments, etc. Manager (unit head) 5991 Retire lst initial and last name Human Resource Services GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses See SOP 128.00.01.001 for the allowed amounts. Idaho Correctional Association Offender Management Fund (previously known as Inmate Management Fund [IMF]) Community Corrections Unit Must be approved in advance. Approval must be attached to paperwork. Awards must be recognition-related and recognized as employee work performance. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Must be approved in advance. Approval must be attached to paperwork. Awards must be recognition-related and recognized as employee work performance. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Idaho State Controller Office Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. Group activities for all locations must be approved in advance. Complete an Event Request Form and attach to paperwork. Awards must be recognition-related and recognized as employee work performance. There is no separate budget for this event; it comes from the employee recognition budget. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Check with the Budget Unit to confirm retiree is included in the budgeted amount. Must be approved in advance. Approval must be attached to paperwork. Awards must be recognition-related and recognized as employee work performance. If the manager (unit head) elects to recognize a non-unit employee then his annual budget for unit employees will be reduced by the amount of the expenditure. The unit head is responsible for tracking annual budget, which cannot be exceeded. Must be approved in advance. Approval must be attached to paperwork. Awards must be recognition-related and recognized as employee work performance. If the manager (unit head) elects to recognize a non-unit employee then his annual budget for unit employees will be reduced by the amount of the expenditure. The unit head is responsible for tracking annual budget, which cannot be exceeded. (Matrix last updated 2/25/11) 11 of 14 IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N RECOGNITION Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption Offender Recognition Our policy allows for offender recognition. Recognition must be for good behavior. Determined on Case-by- Case Basis Must be approved in advance. Division Chief 5991 RecOffend, Loc, MM/DD/YY Prisons/Administrative Correctional Professional Week All units except CC will recognize Correctional Professional Week. Expenses incurred may come from the employee recognition budget and cannot exceed the allowable amount. $20 per person total, per fiscal year. See Budget Unit for monthly budget report. Manager (unit head) and Leadership Team 5991 RecWk, Loc, MM/DD/YY **Service Awards (not to be confused with the Exceptional Service Award) Our policy allows for employee recognition. Service awards are covered by the employee recognition budget. **See SOP See Budget Unit for monthly budget report. Manager (unit head) 5991 Svc 1st initital and last name Statewide Awards (for employees only) Our policy allows for recognition. $1,000 annually Statewide awards mainly consist of the director's marketing items such as black hat pins, etc. Director 5991 RecAwd 1st initial and last name GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses The Director's Office and HRS have been alloted $1,000 each annually for statewide awards for recognizing work performance. $1000 will be included in the Director's Office budget and his office will manage his budget. Group activities for all locations must be approved in advance. Complete an Event Request Form and attach to paperwork. Awards must be recognition-related and recognized as employee work performance. There is no separate budget for this event; it comes from the employee recognition budget. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Service Awards do not include the Employee of the Quarter Award, Specialty Awards, or Employee Incentive Award noted in the SOP. Service Awards must be approved in advance. Approval must be attached to paperwork. Service Awards must be recognition-related and recognized as employee work performance. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. See SOP 128.00.01.001 for the allowed amounts. Idaho Correctional Association Offender Management Fund (previously known as Inmate Management Fund [IMF]) Idaho State Controller Office Offender recognition will be expensed to the OMF first and then charged only to the general fund, if the OMF has been exhausted. A separate suffix will be used on the employee recognition sub-object detail code to track offender recognition from employee recognition. Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. Community Corrections Unit Human Resource Services (Matrix last updated 2/25/11) 12 of 14 IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N OTHER EXPENSES Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption Bowling Allow only if employee pays and it is on his own time. NA Christmas parties and dinners Allow only if funded by employees. NA Employee sick or hospitalized Flowers or gift - Allow only if funded by employees. Manager (unit head) or employees may accept donations. NA Flowers or donations for death of an IDOC employee Flowers or gift - Allow only if funded by employees. Manager (unit head) or employees may accept donations. NA Flowers or donations for death of a Non-IDOC employee Flowers or gift - Allow only if funded by employees. Manager (unit head) or employees may accept donations. NA Golf tournaments Allow only if employee pays and it is on his own time. NA Greeting cards Our policy allows for employee recognition. Service awards are covered by the employee recognition budget. $20 per person total, per fiscal year. See Budget Unit for monthly budget report. Manager (unit head) 5991 Open houses - employees and families, legislators and judges, district offices, prisons, etc. Expenses incurred may come from the site's administrative budget and cannot exceed the allowable amount. Amount must be approved in advance. Manager (unit head) and Leadership Team 5992 Open, Loc, MM/DD/YY Plaques Our policy allows for employee recognition. Service awards are covered by the employee or retiree recognition budget. $15 per person. Also see next column. Manager (unit head) 5991 Rec 1st initial and last name Shirts Not allowable with state funds unless it is taken from the employee recognition budget for that unit. $20 per person total, per fiscal year. If it does not meet meeting guidelines, see the recognition budget. Manager (unit head) 5992 Rec 1st initial and last name Community Corrections Unit Idaho State Controller Office Idaho Correctional Association Human Resource Services Offender Management Fund (previously known as Inmate Management Fund [IMF]) GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses See SOP 128.00.01.001 for the allowed amounts. Not allowable with state funds Not allowable with state funds Not allowable with state funds Not allowable with state funds The employee recognition budget allows $20 per person total, per fiscal year. (Retirees allowed $75 maximum.) However, only up to $15 is allowed for plaque purchases. Must be approved in advance. Approval must be attached to paperwork. Awards must be recognition-related and recognized as employee work performance. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Group activities for all locations must be approved in advance. Complete an Event Request Form and attach to paperwork. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Shirts can be purchased if a part of a standard unit uniform. Caution should be exercised if purchased as employee recognition. Not allowable with state funds Not allowable with state funds Must be approved in advance. Approval must be attached to paperwork. Awards must be recognition-related and recognized as employee work performance. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. (Matrix last updated 2/25/11) 13 of 14 IDAHO DEPARTMENT OF CORRECTION Expenditure Matrix User Key: ** = OMF = CC= SCO= ICA = HRS= A B C D E F G H I J K L M N OTHER EXPENSES Description Amount L e n g t h 5 or More People P u b
A g e n d a M a n d a t o r y Qtr-Semi Annual, Annual Attendee Different Locations Difficult to Recess, or Furthered by speeches Notes Approval Authority Sub- object Detail Code Approval Descrption Volunteer Recognition The SCO has now provided guidelines and a policy is in process. Cost for consumables items such as coffee, refreshments, or meals appears allowable and should not exceed the limits established in the state travel regulations. It should also not exceed available budget. $7.50 per person total (or $10.50 per person total if meal included) NA Y Y Y Y Y NA Must be approved in advance. Complete an Event Request Form and attach to paperwork. The manager (unit head) is responsible for tracking annual budget, which cannot be exceeded. Manager (unit head) and Division Chief 5990 VolRec, Loc, MM/DD/YY GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses See SOP 128.00.01.001 for the allowed amounts. Community Corrections Unit Idaho State Controller Office Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is "no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to your situation. Idaho Correctional Association Human Resource Services Offender Management Fund (previously known as Inmate Management Fund [IMF]) (Matrix last updated 2/25/11) 14 of 14