Preproposal statement of inquiry was filed as WSR 04-12-115.
Title of Rule and Other Identifying Information: WAC 180-08-025 Practice, procedure, and access to public funds [Coffee and/or light refreshment at SBE-sponsored meetings or formal trainings].
Hearing Location(s): Educational Service District 123, 3918 West Court Street, Pasco, WA 98301, on August 25, 2005, at 8:30 a.m.
Date of Intended Adoption: August 26, 2005.
Submit Written Comments to: Larry Davis, Executive Director, P.O. Box 47206, Olympia, WA 98504-7206, e-mail firstname.lastname@example.org, fax (360) 586-2357, by August 10, 2005.
Assistance for Persons with Disabilities: Contact Laura Moore, Executive Assistant, by August 10, 2005, TTY (360) 664-3631 or (360) 725-6025.
Purpose of the Proposal and Its Anticipated Effects, Including Any Changes in Existing Rules: This is a new rule establishing a policy to cover light refreshments at meetings/trainings of the State Board of Education.
Reasons Supporting Proposal: This is a housekeeping measure.
Statutory Authority for Adoption: RCW 34.05.220 and 28A.305.150.
Rule is not necessitated by federal law, federal or state court decision.
Name of Proponent: State Board of Education, governmental.
Name of Agency Personnel Responsible for Drafting, Implementation and Enforcement: Larry Davis, State Board of Education, Olympia, Washington, (360) 725-6025.
No small business economic impact statement has been prepared under chapter 19.85 RCW. Not applicable.
A cost-benefit analysis is not required under RCW 34.05.328. Not applicable.
July 8, 2005
WAC 180-08-025 Coffee and/or light refreshment at SBE-sponsored meetings or formal trainings. The purpose of this section is to provide authority to purchase coffee or similar beverages and/or light refreshments to conform to State Administrative & Accounting Manual (SAAM) section 70.10.20.
The agency director or a manager (or an authorized designee) may approve the serving of coffee or similar beverages and/or light refreshments at agency-sponsored meetings or formal training sessions. However, the agency is not required to provide such beverages and light refreshments. This authority is not intended for use with the normal daily business of employees, board members or guests, but instead for special situations or occasions as determined by the executive director, a manager or authorized designee, where:
• The purpose of the meeting is to conduct official state business or to provide formal training that benefits the state.
• The coffee or similar beverages and/or light refreshments are an integral part of the meeting, conference, or formal training session.
In all cases, the following criteria must be met:
• The agency receives a receipt for the actual costs of the coffee or similar beverages and/or light refreshments.
• Agency approval for the serving of the coffee or similar beverages and/or light refreshments must be provided prior to the event to the agency meeting coordinator responsible for the meeting, conference or formal training session.
Sequential steps to be followed:
Meeting coordinator: Determine if coffee or similar beverages and/or light refreshments are to be part of the meeting or formal training session and agency reimbursement is to be requested.
Obtain approval of executive director or manager: The required approval for coffee or similar beverages and/or light refreshments is to be endorsed on Form SPI 1234 (Meeting Expense Authorization). Justification supporting the authorization must include the names of the organizations or persons attending the meeting and the purpose or accomplishments of the meeting.
Executive director or manager: Approve or disapprove the request. Return request to meeting coordinator.
Meeting coordinator: Submit a meeting expense authorization to agency accounting. Retain a copy of the form for program files. Upon completion of the meeting, submit receipts to agency accounting for payment.
Agency accounting: Audit and prepare warrant for payment of expense.
Expenditures for coffee or similar beverages and/or light refreshments are to be accounted for under code "GD 02" (coffee and/or light refreshments expenses).