Louisiana Administrative Code › Title 31 - ELECTIONS › Part I - Election Process › Chapter 7 - Election Expense Reimbursement › Section I-701 - Department of State's Election Expense Manual

Current through Register Vol. 50, No. 6, June 20, 2024
A. The department shall develop and
				adopt an Election Expense Manual that shall be utilized by clerks of
				court, registrars of voters, parish boards of election supervisors,
				and other sources (e.g., law enforcement officers) as needed to
				determine eligibility of reimbursement and/or payment of election
				expenses and other related expenses. The manual shall provide
				information as to the required supporting documents that must be
				attached to the invoice before payment can be made. In the event of
				an unusual expense, the manual will provide information on how to
				obtain approval in advance of the expense.
B. Under the provisions of the
				Election Code,
				R.S.
				18:1400.3 and 1400.4, election
				expenses incurred by either the clerk of court, the registrar of
				voters, or the parish board of election supervisors will be
				reimbursed or paid by the Department of State from funds appropriated
				for that purpose. After all election expenses have been paid and
				reconciled, these expenses will be allocated to the state or parish
				governing authorities under the prorated provisions of
				R.S.
				18:1400.3,
				R.S.
				18:1400.4, and
				R.S.
				18:1400.5. Invoices will then be
				generated to the appropriate party.
C. The procurement of all goods and
				services shall be done in accordance with purchasing procedures
				established by the Office of State Purchasing or the parish governing
				authority.
D. The payment
				for mileage shall be based upon the mileage rate established by the
				Office of State Travel in General Travel Regulations (Policies and
				Procedure Memorandum Number 49).
E. Reimbursement for copies will be
				based upon the state's uniform copy rate (LAC 4:I.301) established
				for all state agencies. If a parish has officially adopted their own
				rate, a copy of the adoption of a rate must be provided to the
				Department of State with a request to allow the parish's copy
				rate.
F. The Election
				Expenses Manual shall be submitted to the state attorney general's
				office for approval. Any updates to the manual shall also receive
				approval by the state attorney general's office.
G. The Election Expense Manual
				shall be submitted to the Committee on House and Governmental Affairs
				and the Senate and Governmental Affairs Committee for informational
				purposes. Both committees shall receive any changes to the
				manual.
H. Copies of the
				final Election Expense Manual may be viewed at the Office of State
				Register (Claiborne Building, 1201 N. Third St., Suite 3-220, Baton
				Rouge, LA) or at the Department of State (Broadwing Building,
				Elections Division, 8549 United Plaza Blvd., Baton Rouge,
				LA).
AUTHORITY
				  NOTE: Promulgated in accordance with
				  R.S.
				  18:18(A)(5),
				  R.S.18:1400.3,
				  R.S.
				  18:1400.4,
				  R.S.
				  18:1400.5,
				  R.S.
				  36:742, and
				  R.S.
				  49:950 et
				  seq.