(1) Personnel files.--Before any individual is placed on any payroll of the Senate, there must be in the office of the Chief Clerk a payroll file containing:

(2) Maintenance.--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.

(3) Reclassification of employees.--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.

(1) 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:

(2) Limitation on contracts.--Except as authorized by policies of the Senate Committee on Management Operations, no contract may extend beyond the expiration of the term of office of the Senator.

(3) 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.

(4) 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 paragraph (1)(ii), who under conditions of satisfactory performance and conformity to the contract shall approve the voucher prior to processing.

(1) Mileage between home district and Harrisburg for attendance at a session of the Senate.

(2) Round trip travel between home district and 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.

(1) 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.

(2) Vehicle rental by Chief Clerk.--The Chief Clerk is authorized to lease such vehicles as deemed necessary by the Senate Committee on Management Operations for the operation of the Senate. The actual expenses of the lease and operation shall be paid by the Senate's Incidental Expense Account. The Chief Clerk is also authorized to enter into a master lease agreement with the Department of General Services for the long-term lease of automobiles to be used by Senators. 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.

(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 or 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) Out-of-State travel.--

(4) No duplication.--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.

(1) Expense voucher.--All requests for travel payments must be made on an expense voucher showing:

(2) Receipts.--Receipts must be submitted to support the cost associated with claims for:

(1) Appropriations Committee Accounts.

(2) Senators' Legislative Accountable Expense Accounts.

(3) Incidental Expense Account.

(4) Caucus Operations Accounts.

(5) Committee and Contingent Expenses Accounts.

(6) Computer Services Accounts.

(1) A per diem allowance is an allowance for meals and lodging expenses incurred in the course of a Senator's duties. It is paid in lieu of reimbursement for actual expenses. A Senator is entitled to receive a full or partial 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.

(2) Types of per diem allowance.--

(1) 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, the location of the activity and an affirmative statement that the Senator incurred overnight lodging expense.

(2) 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. Tips for meals may not exceed 20% of the value of the meal.

(1) 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.

(2) Payment may be made from the following accounts for other authorized per diem, meal and lodging claims:

(1) Request for purchase or rental showing:

(2) Vendor's invoice or receipt detailing:

(1) Legislative and Printing Expense Account as provided in General Appropriations Act.

(2) Computer Services Accounts for the acquisition of equipment and fixtures necessary for the implementation and administration of the respective caucus information technology systems.

(3) Senators' Legislative Accountable Expense Accounts for the purchase of flags and for the rental of durable equipment, furniture and furnishings.

(1) Aggregate office rental in accordance with policies as may be established by the Senate Committee on Management Operations. No Senator nor a member of the Senator's immediate family may have a financial interest in a district office. For purposes of this paragraph, a financial interest shall not include ownership in a publicly traded investment vehicle, including a corporation, mutual fund, REIT or limited liability partnership in which the Senator or a member of the Senator's immediate family is not a managing partner. Prior to entering into a district office lease agreement, the Chief Clerk shall obtain and maintain a written verification from the Senator that neither the Senator nor a member of the Senator's immediate family has a financial interest in the property. This Rule shall not prohibit a district office from being located in a building in which a Senator or a member of the Senator's immediate family has a financial interest if rent, utilities or any expenses that may inure to the benefit of the property or landlord are not paid for by the Senate.

(2) Insurance.

(3) Printing services.

(4) Telephone and answering services.

(5) Postage and mailing services.

(6) Publications and subscriptions.

(7) Nondurable supplies.

(8) Senator, employee and visitor parking.

(9) Janitorial maintenance and cleaning services.

(10) Utility services.

(11) Other items authorized for expenses as defined in the General Appropriations Act and policies of the Senate Committee on Management Operations.

(1) Senators' Legislative Accountable Expense Accounts.

(2) Chief Clerk Employees' Salary and Expense Account.

(3) Legislative and Printing Expense Account.

(4) Computer Service Accounts.

(1) Utility services.

(2) Insurance.

(3) Printing services.

(4) Telephone and answering services.

(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 and policies of the Senate Committee on Management Operations.

(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.

(8) Computer Service Accounts.

(1) Food and refreshment which are ordinary to the performance of a Senator's legislative duties, and for which there is a legislative purpose. In general, these expenses will be incurred during, immediately preceding or immediately following a substantial and bona fide legislative business discussion.

(2) Meeting room rental.

(3) Incidental items.

(1) Participation in conferences and seminars.--Vouchers shall show the amount, date, place and legislative purpose. An agenda, and a registration form or other receipts, must be attached.

(2) Meeting expenses.--Vouchers of meeting expenses shall include documentation regarding the amount, date, place and legislative purpose. If a meeting expense is claimed by a Senator or employee, the portion of the voucher amount attributable to that Senator or employee shall be indicated. A receipt or invoice shall be attached to the voucher.

(3) Official duty expenses.--Vouchers shall show or reference to records which show the amount, date, place, legislative purpose and if claimed by a Senator or employee, the portion of the amount attributable to the expense. Restaurant, hotel or credit card receipt or invoices must be attached.

(4) Claims by Senate employees.--Vouchers involving any official expenses claimed by Senate employees shall reflect formal authorization by the supervising Senator or officer.

(1) Appropriations Committee Accounts.

(2) Incidental Expense Account.

(3) Caucus Operations Accounts.

(4) Committee and Contingent Expenses Accounts.

(5) Senators' Legislative Accountable Expenses Accounts.

(6) Computer Service Accounts.

(1) 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 deceased retired Senate employees, or dignitaries including both incumbent or former elected or appointed officials or their immediate families.

(2) 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.

(1) Appropriations Committee Accounts.

(2) Caucus Operations Accounts.

(3) Committee and Contingent Expenses Accounts.

(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.

(1) 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 service purchase 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 persons 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 the performance of the contractor.

(2) 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.