expenditure matrix

8/10/2019 Expenditure Matrix

1/14

Expenses of personal nature incurred for theconvenience of the traveler including travel by indirectroutes or stop-oversee for personal reasons; or leavingearlier or returning later than necessary on a trip. It is

acceptable for the traveler to leave their home stationin reasonably sufficient time to arrive at an airport'srecommended pre-departure time.Expenses for travel between home and office or forother 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 whenpersonal vehicle is used.)Lodging costs within an employee's official station arenot 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 mealor refreshment provisions unless scheduled meetings

occur no more than quarterly,andattendees are

brought together from various locations throughout thestate.

An attendee shall not be eligible for mealreimbursement due to travel status if such meal isprovided while attending a meeting or training session.POST attendees will not be reimbursed for mealswhen POST provides the meal, or when meals are

provided at the designated POST restaurant.

Telephone calls greater than 10 minutes, and morethan one per day are not covered.


2/14

Type Description

3 Districts take Correctional Professional and Parole Officer Week.

Should be one or the other, not both. Ormaybe Prison's observes Correctional

Week and maybe CCD observes ParoleOfficer 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 DeptUniform policy. Not a part of Correctional

Week.

3 Hats

No unless they are uniform items per Dept

Uniform policy. Not a part of CorrectionalWeek.

3 Mugs, waterbottles,etc.

Must define policy to include dollar amountsand it must be related to work performance,

according to the Idaho Historical auditfindings. And, it must meet financial

management control systems. Believe we

should have established a measurablebudget 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 procedureand dollar amount. Meetings for such must

follow refreshment guidelines.

3 Regional Awards and Meeting (Dept sponsored social meeting)



Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.


3/14

3Annual Awards and Meeting (Dept sponsored social meeting)



3 Recognition Trinkets-Black Hat Pens, Lanyards, Money Clips



management control systems. Believe we

should have established a measurablebudget cap, per person.

5 Office Supplies - (Fiscal meeting supplies, pens, etc.) Tools for doing the job. Non-personalized?

4 Open House - Employees and FamiliesNeeds discussed. Can't find anything thatprohibits, or allows.

4 Open House - District Offices, Prisons, etc. (lots invited/few show)Needs discussed. Can't find anything thatprohibits, or allows.

5 Meetings with Legislators - Providing Lunches,Dinners

State Travel Policy & Proc,#11. MealExpenses Not Allowable, #2:

Reimbursement for meals at the homestation is not allowable for informal

meetings (i.e. over a casual breakfast,

lunch or dinner) between staff members ofan agency or other agencies; other stateand federal employees; state employees

and legislators, etc. However, with Board ofExaminers approval, home station meals

may be reimbursed where necessary topromote trade or commerce.

5 Meetngs with Judges Same as above meetings with legislators.



4/14

1 or 2 Back to Basic Meetings

Bi-Annual or Annual Meeting Sr.Mgmt.Briefing/training of all employees. Must

follow Training guidelines for refreshmentsor meals, depending on the length of

session.

5 Use of Per Diems to host dinners for travelers & non-TravelersNeeds discussed. Can't find anything thatprohibits, or allows.

3 Christmas Gifts, Movie Tickets, lunches, candy, football tickets?

Must define policy to include dollar amountsand it must be related to work performance,according to the Idaho Historical audit

findings. And, it must meet financialmanagement control systems. Believe we

should have established a measurablebudget cap, per person and require

manager of unit to track and report on theirbudget.

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 weshould have established a measurablebudget cap, per person and require

manager of unit to track and report on theirbudget.

5 Group dinners with employees and spouses or their dates

No, only covers employees and must followthe meal guidelines. Spouses or dates

must be paid by someone other than thestate.



5/14

3 Employee Retirements



management control systems. Believe weshould have established a measurable

budget cap, per person and requiremanager 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 mealpolicy.

3 Drawings - Gifts

Must define policy to include dollar amounts

and it must be related to work performance,according to the Idaho Historical auditfindings. And, it must meet financial

management control systems. Believe weshould have established a measurable

budget cap, per person and requiremanager of unit to track and report on their

budget.

2 LT Meetings quarterly

Only if attendees from across the state andnot more than quarterly, per the meal

policy.

2 Sgt. Meetings quarterly



2 Mentor Meetings





6/14

4 Tours - Legislators, judges, etc.Needs discussed. Can't find anything thatprohibits, 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 informalmeetings (i.e. over a casual breakfast,

lunch or dinner) between staff members of

an agency or other agencies; other stateand federal employees; state employeesand legislators, etc. However, with Board of

Examiners approval, home station mealsmay be reimbursed where necessary to

promote trade or commerce. (Could secureand 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 isnot correct. Then what?

Rule clearly states the number of

employees at the rate, so must be actual

attendees and is not legimate expensebased on invitees. Exceptions should

follow SCO State Travel Plicy and Proc, #3

Expenses Not Allowable, #2. Extraordinaryexpenses due to unusual circumstances

when deemed appropriate and necessary,may be approved by the department

director. Supporting documentation shall beattached to the travel expense voucher.



7/14

1 ICA Conference

Full breakfasts, lunches, and dinners are

provided as a part of the conferenceregistration 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 tohold meeting in the morning, or in theafternoon. Perception is that it's held at

that time just so employees get a freemeal. If it has to be this time frame, it must

meet the guidelines for meals for ameeting, or meals at training. And unless

the meeting is held in confined area orremotely, should not be at a restaurant.



8/14

IDAHO DEPARTMENT OF C

Expenditure Mat

User Key:

** = OMF =

CC= SCO=ICA = HRS=

A B C D E F G H

MEALS Description Amount

L

e

ng

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

Atte

Diffe

Loca

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

Group dinners with employees

and spouses or their dates

State does not cover spouses or dates.

Allow employees only.

Mealallowance,

but only if it

qualifies. 6 Y Y Y Y

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.)

Invite X people andthen 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


Offender Mana

Human ResourIdaho State Co

Not allowable if meals are being provided at the conference. Chec

See SOP 128.00.01.001 for the allowed amounts.

Idaho Correctional AssociationCommunity Corrections Unit

GRID Matrix for Meals, Refreshments, Employee Re

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G,

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for the unit.

your situation.

(Matrix last updated 2/25/11)
http://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdf


9/14

IDAHO DEPARTMENT OF

Expenditure M

User Key:

** = OMF =

CC= SCO=ICA = HRS=

A B C D E F G H

MEALS Description Amount

L

e

n

g

t

h

5 or

More

People

P

u

b

A

ge

n

d

a

M

a

n

d

at

o

r

y

Qtr-Semi

Annual,

Annual

At

Di

Lo

LT, Sgt. or Mentor Meetings

(quarterly) andmeals

Regardless of where held, allow only

if attendees from across the state

andnot more than quarterly, per the

meal policy.

$10.50 per


Meals at restaurants during or

after meetings (non-agenda) No

Meals for Leadership Team on

meeting day.

Allow only if attendees from across

the stateand not more than quarterly,

per the meal policy.

$10.50 per


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


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


Offender Man

Not allowable with state funds unless approved in advance by the St

Human ResoIdaho Correctional Association

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for the un

your situation.

Not allowable with state funds

Not allowable with state funds unless approved in advance by the St


Community Corrections Unit Idaho State C

GRID Matrix for Meals, Refreshments, Employee

(M t i l t d t d 2/25/11)


10/14

IDAHO DEPARTMENT OF CO

Expenditure Matrix

User Key:

** = OMF =

CC= SCO=ICA = HRS=

A B C D E F G H I

REFRESHMENTS Description Amount

L

e

n

g

t

h

5 or

More

People

P

u

b

A

g

en

d

a

M

a

n

d

a

to

r

y

Qtr-Semi

Annual,

Annual

Attend

Differe

Locati

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

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


Cake anddrinks

(refreshments)

Acceptable if meets the meeting

guidelines.

$7.50 per


Quarterly Staff Meeting and

refreshments



state.

$7.50 per


Regional Staff Meeting and

refreshments



state.

$7.50 per


Offender Manage

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for the unit. T

your situation.

Human ResourceCommunity Corrections Unit Idaho State ContIdaho Correctional Association

GRID Matrix for Meals, Refreshments, Employee Rec




11/14

IDAHO DEPARTMENT

Expenditu

User Key:

** = OMF =

CC= SCO=

ICA = HRS=

A B C D E F G H

RECOGNITION Description Amount

L

en

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

Administrative Assistant Day

Not allowable with state funds unless itis taken from the employee recognition

budget for that person.

$20 per

person total,per fiscal

year.

Cake anddrinks (recognition)

Acceptable if meets meeting

guidelines. No alcoholic beverages.

$7.50 per


Candy, Christmas gifts, coins,

drawings for gifts, gift cards,hats, lanyards, lunches, money

clips, movie tickets, mugs,trinkets, and waterbottles.

Our policy allows for employeerecognition. Any gift must be

recognition-related and recognized asemployee work performance. (No

alcohol or inappropriate gift should everbe given.)

$20 perperson total,

per fiscalyear.

Districts andCWCs - Parole

Officer Week

CC will recognize Parole Officer

Week only. Expenses incurred may

come from the employee recognition

budget andcannot exceed the

allowable amount.


per fiscalyear.

Employee Recognition at

Conference

Not allowable with state funds unless itis taken from the employee recognition

budget for that person.

$20 per

person total,per fiscal

year.

Employee Recognition(for a non-unit employee)

Not allowable with state funds unless it

is taken from the employee recognitionbudget for that unit.


per fiscalyear.

Employee Retirements Our policy allows for retiree recognition.$75

maximum

Human R

GRID Matrix for Meals, Refreshments, Emplo


Idaho Correctional Association

Offender

Community Corrections Unit

Must be approved in advance. Approval must be attache

recognition-related andrecognized as employee work pe

is responsible for tracking annual budget, which cannot b



is responsible for tracking annual budget, which cannot b

Idaho Sta

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for th

your situation.

Group activities for all locations must be approved in adv

Form andattach to paperwork. Awards must be recogni

employee work performance. There is no separate budg

employee recognition budget. The manager (unit head) ibudget, which cannot be exceeded.

Check with the Budget Unit to confirm retiree is inc



head) elects to recognize a non-unit employee then his abe reduced by the amount of the expenditure. The unit h

annual budget, which cannot be exceeded.



head) elects to recognize a non-unit employee then his a

be reduced by the amount of the expenditure. The unit hannual budget, which cannot be exceeded.


12/14

IDAHO DEPARTMENT OF

Expenditure M

User Key:

** = OMF =

CC= SCO=ICA = HRS=

A B C D E F G H

RECOGNITION Description Amount

L

e

n

g

t

h

5 or

More

People

P

u

b

A

ge

n

d

a

M

a

n

d

at

o

r

y

Qtr-Semi

Annual,

Annual

A

D

Lo

Offender Recognition

Our policy allows for offender

recognition. Recognition must be for

good behavior.

Determined

on Case-by-

Case Basis

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.

**Service Awards (not tobe confused with theExceptional Service

Award)

Our policy allows for employee

recognition. Service awards are

covered by the employee recognition

budget.

**See

SOP

Statewide Awards

(for employees only) Our policy allows for recogni tion.

$1,000

annually

GRID Matrix for Meals, Refreshments, Employee

The Director's Office andHRS have been alloted $1,000 eac

for recognizing work performance. $1000 will be included in th

his office will manage his budget.

Group activities for all locations must be approved in advance

Form andattach to paperwork. Awards must be recognition-r

employee work performance. There is no separate budget for

employee recognition budget. The manager (unit head) is res

budget, which cannot be exceeded.

Service Awards do not include the Employee of the Quarter A

Employee Incentive Award noted in the SOP. Service Awards

Approval must be attached to paperwork. Service Awards mu

recognized as employee work performance. The manager (un

tracking annual budget, which cannot be exceeded.


Idaho Correctional Association

Offender Ma

Idaho State C

Offender recognition will be expensed to the OMF first and th

general fund, if the OMF has been exhausted. A separate su

employee recognition sub-object detail code to track offender

recognition.

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F,

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for the u

your situation.

Community Corrections UnitHuman Reso
http://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdfhttp://www.idoc.idaho.gov/sites/default/files/webfm/documents/about_us/policies_and_forms/policypublic/1280001001.pdf


13/14

IDAHO DEPARTMENT O

Expenditure

User Key:

** = OMF =

CC= SCO=ICA = HRS=

A B C D E F G H

OTHER EXPENSES Description Amount

L

en

g

t

h

5 or

More

People

P

u

b

A

ge

n

d

a

M

a

n

d

at

o

r

y

Qtr-Semi

Annual,

Annual

Bowling

Allow only if employee pays andit is

on his own time.

Christmas parties anddinners Allow only if funded by employees.

Employee sick orhospitalized

Flowers orgift - Allow only if funded

by employees. Manager (unit head) or

employees may accept donations.

Flowers ordonations for death

of an IDOC employee

Flowers orgift - Allow only if fundedby employees. Manager (unit head) or


Flowers ordonations for death

of a Non-IDOC employee

Flowers orgift - Allow only if funded

by employees. Manager (unit head) or


Golf tournaments

Allow only if employee pays andit is

on his own time.

Greeting cards



covered by the employee recognition

budget.

$20 per

person total,

per fiscal

year.

Open houses - employees and

families, legislators and

judges, district offices, prisons,etc.

Expenses incurred may come from the

site's administrative budget and cannotexceed the allowable amount.

Amount

must be

approved inadvance.

Plaques



covered by the employee orretiree

recognition budget.

$15 per

person. Also

see next

column.

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.

Community Corrections Unit Idaho StateIdaho Correctional Association Human Re

Offender M

GRID Matrix for Meals, Refreshments, Employe






The employee recognition budget allows $20 per person to

allowed $75 maximum.) However, only up to $15 is allowe

be approved in advance. Approval must be attached to pap

recognition-related andrecognized as employee work perfo

is responsible for tracking annual budget, which cannot be

Group activities for all locations must be approved in advan

Form andattach to paperwork. The manager (unit head) isbudget, which cannot be exceeded.

Shirts can be purchased if a part of a standard unit uniform

purchased as employee recognition.



Must be approved in advance. Approval must be attached t

recognition-related andrecognized as employee work perfo

is responsible for tracking annual budget, which cannot be

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for the

your situation.


14/14

IDAHO DEPARTMENT OF CORRE

Expenditure Matrix

User Key:

** = OMF =

CC= SCO=

ICA = HRS=

A B C D E F G H I

OTHER EXPENSES Description Amount

L

e

n

g

th

5 or

MorePeople

P

u

b

A

g

e

n

d

a

M

a

n

d

a

t

o

r

y

Qtr-Semi

Annual,Annual

Attendee

DifferentLocations

Volunteer Recognition

The SCO has now provided guidelines

anda 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

GRID Matrix for Meals, Refreshments, Employee Recognit


Community Corrections Unit Idaho State Controller

Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, an

"no", then the expense is not allowed. The allowable amount is found in column C, oron the Budget Report for the unit. This GR

your situation.

Idaho Correctional Association Human Resource Serv

Offender Management


expenditure matrix

Documents