reglab/statecodes huggingface dataset:
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 18 - MAXIMUM ALLOWANCE FOR MILEAGE FOR USE OF A PRIVATELY OWNED CONVEYANCE FOR PUBLIC PURPOSES › Section 1-18-1a - Mileage rates

Current through Register Vol. 43, No. 28, July 11, 2024
Any agency designee may approve travel reimbursement to an
				employee or public official who has been authorized to use a privately owned
				conveyance to engage in official business for an agency according to any of the
				following:
(a) The mileage rate
			 published in the current informational circular by the division of accounts and
			 reports;
(b) the lower cost of
			 another mode of transportation that is available, if the agency designee has
			 informed the employee or public official of the lower specified rate in advance
			 of the travel; or
(c) the mileage
			 rate specified in subsection (a), if the agency designee determines that the
			 use of the other mode of transportation that is less costly would not be
			 advantageous or the employee or public official has a disability that requires
			 the use of a privately owned vehicle that is specially equipped.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-1 - Applicability

Current through Register Vol. 43, No. 28, July 11, 2024
(a) This regulation
			 is applicable to all housing, food service and other employee maintenance
			 furnished by a state agency, and to all officers or employees who receive such
			 housing, food service, or other employee maintenance as these terms are defined
			 herein.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-2 - Definitions

Current through Register Vol. 43, No. 28, July 11, 2024
For purposes of this regulation, the following definitions will
				apply:
(A) Housing shall include all
			 sleeping places, place of abode, rooms or residences, place of habitation,
			 quarters or facilities owned or leased by the state and used by state employees
			 and others for dwelling purposes.
(B) Food service shall mean any article used
			 as food or drink by a state officer or employee and furnished as raw substance
			 to be prepared for use for human consumption, including meat, fish, eggs,
			 vegetables, bread, condiments, ice cream, soft drinks, beverages, confections
			 or as prepared meals provided by a food service business, an agency kitchen or
			 dining facility, but excluding meal subsistence allowances paid to state
			 officers or employees in travel status. Food service may be provided to
			 qualified officers or employees in the following manner:
(1) By a cash allowance representing an
			 adjustment to the salary for the position held in lieu of furnishing actual raw
			 commodities, labor and other components necessary for providing a finished food
			 service product.
(2) By allowing
			 officers or employees access to agency dining facilities which offer, for any
			 given meal period, the same meal, with a limited choice in beverage, to every
			 person utilizing the dining facilities.
(3) By allowing officers or employees access
			 to agency dining facilities which offer, for any given meal period, a choice in
			 both meal and beverage items for which unit prices are established.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-3 - Policy

Current through Register Vol. 43, No. 28, July 11, 2024
It shall be the state policy that where agency's facilities or
				services are available for providing housing, food service or other employee
				maintenance, they may be furnished to employees with adjustments to the cash
				wages or salaries of the position involved as provided herein.
No officer or employee shall accrue any type of housing, food
				service or other employee maintenance benefit, by virtue of his position,
				unless such benefit is authorized by statute or regulation as provided herein.
Charges for the value of housing, food service or other
				employee maintenance which are deemed to be primarily for the benefit of the
				employee will be deducted from the employee's cash salary or collected in cash
				from the employee, as provided herein.
The value of housing, food service or other employee
				maintenance which are deemed to be for the benefit of the employer shall be
				provided without charge to the employee as provided in regulation 1-19-4 (A) 4
				and 1-19-4 (B) 4.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-5 - Benefits which may not be provided to employees

Current through Register Vol. 43, No. 28, July 11, 2024
(A) Domestic help.
			 No officer or employee of any agency will be furnished domestic help, except
			 those working under authorized training programs as provided for in regulation
			 1-19-4 (E) and for classified domestic workers whose duty assignment is in
			 state-owned or controlled housing.
(B) Motor pool supplies. No gasoline, oil,
			 parts or other motor pool supplies will be furnished to an employee, from
			 agency stocks or by direct purchase for a privately-owned vehicle, except as
			 provided for in regulation 1-19-4 (E).
(C) Employee purchase discounts. Items
			 purchased by the state shall not be resold to officers or employees, except for
			 those convenience items regularly offered for sale through recognized canteens
			 and then only at the price at which the item is regularly offered for sale.
(D) Commissary storeroom,
			 warehouse or other privileges. No employees, or members of their families will
			 charge purchases to the state or will draw food, rations, linens, household
			 supplies, or any other expendables, from any agency storeroom, warehouse,
			 kitchen, farm or other service, supply or production area, for their personal
			 benefit or use.
(E) Monetary
			 allowances. No monetary allowances will be given to employees in lieu of
			 benefits.
(F) Charge accounts. No
			 state-financed charge accounts or credit cards will be furnished or used for
			 the personal benefit of employees or their families.
(G) Surplus institutional commodities.
			 Commodities which are locally produced at an agency and which are surplus to
			 the needs of the agency and its customer agencies may not be sold or furnished
			 to employees or officers, except as authorized by statute, provided if such
			 commodities are offered for sale to the general public, they may be sold to
			 employees at rates no lower than they are offered to the general public.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-6 - Visiting state employees

Current through Register Vol. 43, No. 28, July 11, 2024
State employees visiting agencies on official business may use
				agencies' dining facilities and pay the amount required under the cost recovery
				system established by the agency.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-8 - Administration

Current through Register Vol. 43, No. 28, July 11, 2024
(A) Payroll
			 deductions. Total charges for housing, food service or other employee
			 maintenance provided for the convenience of the employee which is deducted from
			 each employee's monthly salary will be shown in a maintenance charge column on
			 the monthly payroll.
(B) Cash.
			 Maintenance charges collected in cash will be accounted for and deposited in
			 the appropriate fund of the agency and remitted as provided by
			 K.S.A.
			 75-4215 to the state treasurer.
(C) Records. Agencies will maintain records
			 required to properly administer the provisions of this regulation.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-9 - Rate schedule

Current through Register Vol. 43, No. 28, July 11, 2024
Agencies shall immediately on the effective date of these
				regulations and annually thereafter, by June 1, adopt an accounting procedure
				and prepare a rate schedule for housing, food service and other employee
				maintenance to be provided to employees for the following fiscal year and shall
				submit such schedule to the director of accounts and reports on forms provided
				for such purpose for approval. The approved rate schedule when submitted to the
				secretary of administration and approved by the governor shall become
				effective, provided, that the secretary of administration may adopt interim
				rates pending approval of the governor which shall be in effect until adopted
				or amended by the governor.
The criteria used to develop the rate schedule are as follows:
(a) Food service rates will be based
			 on costs of direct raw food cost, additional direct labor cost incurred to
			 serve employee's meals and a surcharge for indirect cost of ten percent (10%)
			 of the direct costs.
(b) Housing
			 rates shall be determined by the fair rental value as recommended by the agency
			 and determined by the director of accounts and reports or by a qualified
			 appraiser employed by the agency to determine the prevailing fair market rental
			 value of the housing in the immediate locality. The determinations of the fair
			 rental value of housing shall include but not be limited to recognized cost
			 factors for operating costs, annualized maintenance, repairs and replacement,
			 amortized replacement cost of the fixed asset, and a management fee.
(c) Other maintenance charges shall be based
			 on agency costs.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 19 - HOUSING, FOOD SERVICE AND OTHER EMPLOYEE MAINTENANCE › Section 1-19-10 - Permissive changes in rate schedule

Current through Register Vol. 43, No. 28, July 11, 2024
Any agency may apply at any time to the secretary of
				administration for changes in the rate schedules provided for in these
				regulations, subject to the approval of the governor.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 21 - UNITED STATES SAVINGS BOND DEDUCTION PROGRAM › Section 1-21-1 - Definitions

Current through Register Vol. 43, No. 28, July 11, 2024
(a) "Director"
			 means the director of accounts and reports.
(b) "Agency" means the agency employing the
			 participating employee.
(c)
			 "Payroll savings program" means the state of Kansas program for the purchase of
			 United States savings bonds through state payroll deductions.
(d) "Participating employee" means an
			 employee who has elected to participate in the payroll savings program.
(e) "Bond" means United States
			 payroll savings bond.
(f)
			 "Account" means the amount accumulated in the clearing fund toward the purchase
			 of a specific bond on behalf of an employee.
(g) "Clearing fund" means the state of Kansas
			 United States savings bond clearing fund. This regulation shall take effect on
			 and after December 17, 1995.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 21 - UNITED STATES SAVINGS BOND DEDUCTION PROGRAM › Section 1-21-2 - Participation

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Any employee
			 may elect to participate in the payroll savings program on an individual basis
			 only.
(b) Joint purchase of United
			 States savings bonds by two or more employees shall not be permitted. However,
			 any employee may establish multiple bond accounts in multiple denominations
			 with a designated amount or percentage of the payroll deduction going to each
			 account. Any employee may designate different owners, co-owners or
			 beneficiaries for each bond purchased from that individual's account.
(c) Participation shall begin in
			 the first payroll period following processing of the authorization form by the
			 agency as prescribed by the director.
(d) Any participating employee may
			 discontinue participation at any time, subject to the limitations set out in
			 subsection (g).
(e) Any employee
			 may elect to re-enroll at any time, subject to the limitations set out in
			 subsection (g).
(f) Authorization
			 changes shall be limited to:
(1) changes in
			 the name, address or social security number of the owners, co-owners or
			 beneficiaries;
(2) changes in the
			 amount or the percentage of the payroll deduction designated for each account;
			 and
(3) changes in the
			 denomination of bond.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 21 - UNITED STATES SAVINGS BOND DEDUCTION PROGRAM › Section 1-21-4 - Limitations

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Each
			 participating employee shall designate a whole dollar amount to be deducted in
			 each payroll period which shall:
(1) be at
			 least $5.00 per payroll period; and
(2) not exceed the amount of the employee's
			 net pay after all other payroll deductions.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 21 - UNITED STATES SAVINGS BOND DEDUCTION PROGRAM › Section 1-21-7 - Custody of funds, disbursements, refunds and transfers

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Any payroll
			 deduction in an amount insufficient to issue the denomination selected shall be
			 accumulated and retained in the clearing fund, without interest, until:
(1) a sufficient amount is credited to the
			 account to issue the denomination selected;
(2) the amount is refunded to the employee;
			 or
(3) the amount is transferred
			 to the state treasurer, as provided in subsection (d).
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 21 - UNITED STATES SAVINGS BOND DEDUCTION PROGRAM › Section 1-21-12 - Adoption of federal regulations

Current through Register Vol. 43, No. 28, July 11, 2024
The regulations in 31 C.F.R., Part 351, Section 351.0-351.13
				prescribed by the savings bond division of the bureau of the public debt,
				United States department of the treasury, as in effect on July 1, 1991, are
				hereby adopted by reference.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-1 - Use of state-owned vans in the vanpool program; applicability; definitions

Current through Register Vol. 43, No. 28, July 11, 2024
These rules and regulations shall apply except as expressly
				indicated in this regulation, to the use, charges for use or reimbursement for
				use of all vans assigned for use in the vanpool program by all passengers and
				officers or employees as drivers. For the purpose of these rules and
				regulations, the following terms shall have the meanings hereafter described.
				The term "director" shall mean the director of the central motor pool of the
				department of administration. The term "motor pool" shall refer to the central
				motor pool or any branch thereof established pursuant to
				K.S.A.
				75-4602
et seq.
and any
				amendments thereto.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-2 - Program administration

Current through Register Vol. 43, No. 28, July 11, 2024
(a) The secretary
			 of administration shall be responsible for overall supervision and for
			 decisions regarding expansion or contraction of the scope of the vanpool
			 program. To assist the secretary in making such policy decisions, a program
			 review committee composed of the secretary of administration, the director of
			 the Kansas energy office, the secretary of the Kansas department of
			 transportation, or their designees, may be convened at the discretion of the
			 chairperson. The chairperson of the committee shall be the secretary of
			 administration or his or her designee. The committee may review instances of
			 mishap or misconduct relating to program operations and, if necessary,
			 recommend remedial action.
(b) For
			 purposes of the vanpool program, ridership participation shall consist of one
			 (1) qualified driver and at least seven (7) passengers, of which at least six
			 (6) must be state employees, selected from applications filed with the central
			 motor pool director to best meet the program goals set out in K.S.A. 1980 Supp.
			 75-46a02.
(c) The day-to-day operation of the vanpool
			 program shall be the responsibility of the central motor pool.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-3 - Passenger requirements

Current through Register Vol. 43, No. 28, July 11, 2024
(a)
(1) Each person desiring to participate on a
			 month-to-month basis in the vanpool program shall complete a written
			 application and agreement to participate. The signed agreement to participate
			 shall be filed with the central motor pool by the driver of the appropriate
			 vanpool.
(2) Each person desiring
			 to terminate participation in a vanpool shall give the driver written notice of
			 that intention not less than two weeks before the termination date. The driver
			 shall, in turn, notify the central motor pool.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-4 - Primary driver requirements

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Each person
			 desiring to be a driver in the vanpool program shall apply to the central motor
			 pool on the prescribed form. Each driver applicant shall meet the following
			 minimum requirements:
(1) Each applicant
			 shall possess a Kansas driver's license which is valid for the type of vehicle
			 driven.
(2) Each applicant shall
			 be able to provide a safe parking place for the van. The van shall not be
			 parked on the street overnight, unless approved by the Central Motor Pool.
(3) Each applicant's driving
			 record shall be screened according to the criteria set out in
			 K.S.A.
			 40-277.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-5 - Alternate driver requirements

Current through Register Vol. 43, No. 28, July 11, 2024
Each vanpool shall have at least one (1) passenger who is a
				qualified alternate driver, other than the primary driver. This passenger
				shall, in the absence of the primary vanpool driver, assume all
				responsibilities for vanpool operations. Alternate drivers shall meet the same
				requirements as those set forth for primary vanpool drivers. If an alternate
				driver serves as the primary operator for a period exceeding one (1) week, he
				or she shall receive the same benefits as those accorded primary vanpool
				drivers for the duration of such services.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-6 - Supplies, service, maintenance, repair and expenses of operation of state-owned vans

Current through Register Vol. 43, No. 28, July 11, 2024
Supplies for, service, maintenance and repair of state-owned
				vans shall be performed or arranged for under the supervision of the director
				and pursuant to contracts for such supplies, service, maintenance and repair
				and the facilities therefor entered into by the director of purchases or the
				secretary of administration pursuant to
				K.S.A.
				75-4605. The cost of such supplies, service,
				maintenance and repair and the facilities therefor for state-owned vans in the
				vanpool program, shall be reflected and be a part of the mileage charge made to
				each individual vanpool. While the vanpool driver may make occasional purchases
				of operating or maintenance items for a state-owned van such as gasoline, oil,
				tire repairs, greasing, etc., the normal purchases shall be made from the motor
				pool facilities. Wherever open-end contracts for discount purchase of gasoline,
				oil or services are entered into by the director through the director of
				purchases, the special credit cards issued for such contracts shall be used
				wherever possible. Such items as tires and other items designated by the
				director, shall be purchased under the contract established by the division of
				purchases, department of administration. Expenses such as charges for ferry,
				bridges or toll roads and receipts covering such items of expenditures except
				unattended toll bridges and parking meters, shall be paid by the driver.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-7 - Major and emergency repairs or purchases

Current through Register Vol. 43, No. 28, July 11, 2024
Obligation for repairs to or purchases of a major nature for a
				state-owned van shall not be made without the prior authorization of the
				director. A major repair or purchase is defined as one which exceeds
				seventy-five dollars ($75).
Emergency purchases immediately necessary to keep a state-owned
				van operating safely to the immediate destination may be reimbursed upon
				justification and approval by the director, but not in excess of two hundred
				dollars ($200) without the approval of such officials prior to incurring the
				obligation for such expenditure. Towing charges resulting from failure of a
				motor pool van shall be paid by the motor pool. When towing service is required
				within approximately twenty-five (25) miles of Topeka, the driver shall call
				the motor pool and request towing services; in all other instances, the driver
				shall call the nearest garage. Towing and service charges incurred through
				improper parking of the motor vehicle by the operator will be charged to the
				driver.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-8 - Accident reporting requirements

Current through Register Vol. 43, No. 28, July 11, 2024
If an accident should occur involving any state-owned van, the
				accident should be immediately reported by the driver or some reliable person
				to the highway patrol or other law enforcement agency. Statements should not be
				made to anyone except law enforcement officers, representatives of the state's
				insurance company or motor pool officials. Information should be secured about
				the other party so a complete report can be made on the report form provided.
				In serious injuries or death, telephone collect the claim department of the
				state's insurance company, or the motor pool. A complete written report of all
				accidents shall be made to the director. Other reports to the highway patrol or
				other law enforcement officials, shall be made where required.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 23 - STATE VANPOOL PROGRAM › Section 1-23-9 - Signs, decals and bumper stickers prohibited

Current through Register Vol. 43, No. 28, July 11, 2024
No van driver shall permit any sign, decal or bumper sticker to
				be affixed to or remain on any state-owned van unless it has been placed there
				under the written authority of the director.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 24 - PAYROLL DEDUCTIONS FOR CHARITABLE CONTRIBUTIONS › Section 1-24-1 - Written authorization

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Each state
			 employee who desires to participate in the payroll deduction plan authorized by
			 K.S.A.
			 75-5531
et seq.
for the
			 purpose of making contributions to united way organizations shall enroll in the
			 plan by completing a written authorization on the form prescribed or approved
			 by the director of accounts and reports.
(b) The completed and signed authorization
			 form shall be submitted to the united way organization solicitor or agent, who
			 shall forward one copy to the agency for the agency records.
(c) For each employee who elects during the
			 annual "united way" drive to contribute by payroll deduction, the employee's
			 agency shall process the authorization form prescribed by the director.
(d) Any employee not electing to
			 participate during the annual calendar year "united way" drive may participate
			 at any time thereafter, subject to the other provisions of this regulation and
			 after processing of the authorization form prescribed by the director.
(e) Unless changed or canceled,
			 the deductions shall continue through the calendar year. If a participating
			 employee decides to cancel or change the united way contribution by payroll
			 deduction, the employee shall file written notice of such authorization with
			 the designated agency official. The change in payroll deduction shall be
			 effective the first day of the payroll period that begins after the
			 authorization form is received by the agency.
(f) This regulation shall take effect on and
			 after December 17, 1995.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 24 - PAYROLL DEDUCTIONS FOR CHARITABLE CONTRIBUTIONS › Section 1-24-3 - Minimum and maximum amounts to be deducted

Current through Register Vol. 43, No. 28, July 11, 2024
(a) The minimum
			 united way deduction amount authorized shall be one dollar ($1) per payroll
			 period.
Write-off of Accounts Receivable by State Agencies
(b) The maximum united way
			 deduction amount which may be deducted shall be limited only to the amount of
			 compensation that is payable to the employee after subtracting all other lawful
			 items of payroll withholdings and deductions.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 24 - PAYROLL DEDUCTIONS FOR CHARITABLE CONTRIBUTIONS › Section 1-24-4 - Coercion to contribute prohibited

Current through Register Vol. 43, No. 28, July 11, 2024
The use of official action or threat of official action by a
				state officer or employee to coerce or attempt to coerce a subordinate state
				employee to contribute to a united way organization is prohibited.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 26 - WRITE-OFF OF ACCOUNTS RECEIVABLE BY STATE AGENCIES › Section 1-26-1 - Write-off procedures

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Each state
			 agency shall apply to the director of accounts and reports for authority to
			 write-off a receivable when the receivable is past due and the agency has
			 complied with the minimum collection procedures set forth in K.A.R. 1-26-2 and
			 has determined that the receivable is uncollectible.
(b) The request for write-offs shall include:
(1) the number of accounts to be written off;
(2) the total dollar amount of
			 such accounts;
(3) for each
			 account list, the debtor's name, social security number, amount and a brief
			 statement as to the reason or basis for determining the account to be
			 uncollectible;
(4) a statement by
			 the responsible individual that in his or her opinion the accounts are
			 uncollectible, and that this request is submitted in accordance with
			 K.S.A.
			 75-3728b and these regulations; and
(5) the signature of the agency
			 head which certifies his or her approval of the request.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 26 - WRITE-OFF OF ACCOUNTS RECEIVABLE BY STATE AGENCIES › Section 1-26-2 - Minimum collection procedures

Current through Register Vol. 43, No. 28, July 11, 2024
Unless the director of accounts and reports approves an
				agency's alternative collection procedure, each state agency shall perform the
				following minimum collection procedures:
(a) A record shall be kept for each action
			 taken to collect an account. This documentary evidence of collection efforts
			 shall be available at the agency to support an account being classified as
			 uncollectible.
(b) At least three
			 (3) documented efforts should be made to demand payment and collect all
			 delinquent accounts over twenty-five dollars ($25.00). Accounts twenty-five
			 dollars ($25.00) and under require only one (1) documented attempt.
(c) All past due accounts over two hundred
			 dollars ($200.00) shall be referred to the agency attorney or attorney general
			 for legal review.
(d) The state
			 agency shall request the assistance of the division of accounts and reports in
			 determining whether the debtor is subject to set-off procedures authorized by
			 K.A.R. 1-25-1
et seq.
(e) In cases where the debtor is subject to
			 the setoff procedures authorized by K.A.R. 1-25-1
et seq.
, the
			 state agency shall attempt to avail itself of such procedures.
(f) When there are legal remedies available
			 to the state agency without the commencement of court proceedings, including
			 but not limited to, suspension, revocation or cancellation of a license,
			 permit, certificate or other grant of authority, the state agency shall attempt
			 to avail itself of such remedies.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 27 - CANTEENS AND BENEFIT FUNDS › Section 1-27-1 - Establishment of canteens, canteen funds and benefit funds

Current through Register Vol. 43, No. 28, July 11, 2024
Requests for the establishment of canteens, canteen funds and
				benefit funds, as defined by K.S.A. 1980 Supp.
				75-3728e, shall be made to the
				director of accounts and reports. The application shall be made upon the
				prescribed form and signed by the superintendent, president or other
				supervisory head of the state institution.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 27 - CANTEENS AND BENEFIT FUNDS › Section 1-27-2 - Custodian of funds

Current through Register Vol. 43, No. 28, July 11, 2024
A custodian of the canteen fund and benefit fund shall be
				appointed by the supervisory head of the institution. Each custodian shall be
				responsible for establishing internal controls over the moneys of these funds
				and shall maintain the accounting records prescribed by the director of
				accounts and reports.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 27 - CANTEENS AND BENEFIT FUNDS › Section 1-27-3 - Accounting records and reporting

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Each canteen
			 fund shall maintain the following accounting records:
(1) sales journal;
(2) purchases journal;
(3) cash receipts journal;
(4) cash disbursements journal;
(5) general journal; and
(6) general ledger.
Accounts included in the general ledger shall include, but not
				be limited to, cash on hand, cash in bank, accounts receivable, inventory,
				equipment, accumulated depreciation, accounts payable, unused coupon books,
				retained earnings, capital, sales, cost of sales, depreciation, miscellaneous,
				rent, repairs and maintenance, and supplies. Other accounts shall be added as
				required by generally accepted accounting principles. The accounting
				requirements of this regulation may be modified for a particular institution by
				written approval of the director of accounts and reports.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 27 - CANTEENS AND BENEFIT FUNDS › Section 1-27-4 - Deposits and expenditures

Current through Register Vol. 43, No. 28, July 11, 2024
(a) All moneys
			 received by a benefit fund or a canteen fund shall be deposited into the bank
			 account designated by the pooled money investment board.
(b) All disbursements from benefit funds and
			 canteen funds shall be made by check from the bank account for the fund. Petty
			 cash funds, change funds and imprest funds may be established under procedures
			 specified by the director of accounts and reports. The custodian or alternate
			 custodian of each fund shall sign each check that is drawn upon the bank
			 account.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 27 - CANTEENS AND BENEFIT FUNDS › Section 1-27-5 - Canteen coupon books

Current through Register Vol. 43, No. 28, July 11, 2024
(a) Canteen coupon
			 books may be sold by the custodian of the benefit fund. Such coupons shall be
			 accepted on purchases at face value by the canteen cashier when presented by
			 the registered owner. The custodian of the canteen fund, shall present the
			 coupons to the custodian of the benefit fund for redemption at face value from
			 the benefit fund at least monthly. The custodian of the benefit fund shall
			 maintain a complete record of the sale and redemption of the coupons.
(b) All coupons redeemed by the
			 custodian of the benefit fund shall be filed by denomination and retained until
			 the completion of the next post audit of the institution or agency fund as
			 performed by the division of post audit, and the approval thereof in writing in
			 the audit report by the division of post audit.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 31 - COMPUTER SERVICES-GENERAL › Section 1-31-2 - Applicability

Current through Register Vol. 43, No. 28, July 11, 2024
(a) These rules and
			 regulations shall apply to all state agencies as defined in K.S.A. 1976 Supp.
			 75-3701. The exclusion specified
			 in K.S.A. 1976 Supp.
			 75-4705 for board of regents
			 institutions relates only to central processing of data by computer. Provisions
			 of these rules and regulations pertaining to the approval of automatic data
			 processing machinery, lease, purchase or contracts specified in K.S.A. 1976
			 Supp. 75-4706, shall apply to such institutions.
(b) The provisions of K.S.A. 1976 Supp.
			 75-4705(b), as
			 they apply to approval for control, possession, and operation of adjunct
			 central processing units shall be implemented by memorandums of agreement
			 between the department, division, or agency seeking approval and the director
			 of the division of computer services. Such memorandums of agreement shall be
			 explicit as to the term of the agreement and the conditions under which the
			 director may terminate the agreement.
(c) The statement "no other division,
			 department, or agency of the state shall perform central processing computer
			 functions . . ." as it appears in K.S.A. 1976 Supp.
			 75-4705(a) shall
			 apply equally to performance by contractual arrangement with any supplier of
			 data processing or data entry services, or lease, purchase or contract for any
			 data processing programs or programming systems, or any data processing systems
			 design or computer programming services. In the interests of economy and
			 efficiency, the director, division of computer services may approve written
			 requests submitted by departments, divisions and agencies of the state for the
			 acquisition of such data processing services, programs or systems. Board of
			 regents institutions are excluded from this requirement.
(d) The director of computer services may
			 elect to call upon other agencies of the state, including board of regents
			 institutions, to provide assistance in the central processing of data by
			 computer. Such action may become necessary to (1) alleviate a shortage of data
			 processing capability in the division of computer services, (2) make better use
			 of state computer resources which may have reserve capacity, or (3) provide
			 alternate capability in the event of disaster. When a request for assistance is
			 made on behalf of an agency normally serviced by DCS, the director will assume
			 responsibility for all negotiations, scheduling and billing for services.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 31 - COMPUTER SERVICES-GENERAL › Section 1-31-3 - Definitions

Current through Register Vol. 43, No. 28, July 11, 2024
When used in these administrative regulations, the following
				words and phrases shall have the meaning indicated:
(a) "DCS" refers to and means the division of
			 computer services of the department of administration.
(b) "Central processing of data by computer,"
			 "data processing services," and "central processing computer functions." These
			 phrases refer to and mean performance or the capability to perform the complete
			 range of data processing machine services normally provided by a data
			 processing facility and include, in addition, systems design and programming
			 services, furnishing of services to remote electronic terminals, data entry
			 services, maintenance of tape and disk libraries, and maintenance of a library
			 of computer programs for both generalized and special use.
(c) "Facility" or "data processing facility"
			 means the resources available to the division of computer services and includes
			 all the services specified in the preceding paragraph.
(d) "Data" and "data to be processed" as used
			 in K.S.A. 1976 Supp.
			 75-4703(c) and
			 (d) includes, in addition to data files and
			 data transactions submitted either electronically or physically
			 (
e.g.
, cards, tape, or disk packs), the following:
(1) Computer programs submitted to the
			 division of computer services for compilation, assembly, test, and
			 implementation into the production schedule.
(2) Files maintained for user agencies within
			 the data processing facility as well as the data used in updating, correcting,
			 or otherwise manipulating such files.
(3) Files maintained for user agencies which
			 are interrelated by the use of indexing schemes and which can be accessed,
			 updated and otherwise manipulated by the use of a "data base management
			 system," either from terminals ("on-line") or in a batch operation may be
			 defined as "data base" files.
Policy and Procedures Memorandum
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 32 - POLICY AND PROCEDURES MEMORANDUM › Section 1-32-1 - Policy and procedures memorandum

Current through Register Vol. 43, No. 28, July 11, 2024
The framework of policy established by these administrative
				regulations is designed to set the procedural boundaries within which the
				director of computer services will operate. In order that information
				concerning data processing services will be promptly made available to the
				agencies using DCS services, the use of policy and procedures memorandums (PPM)
				is authorized. Policy and procedures memorandums describe the procedures which
				agencies are to follow in obtaining computer services from the division of
				computer services.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 32 - POLICY AND PROCEDURES MEMORANDUM › Section 1-32-2 - Same; usage

Current through Register Vol. 43, No. 28, July 11, 2024
PPM's issued over the signature of the director DCS or his or
				her designee, shall serve the following purposes:
(a) A method for distributing information to
			 users that is transitory or subject to frequent change, such as the form in
			 which data is to be submitted for processing, changes in instructions
			 applicable to computer operations systems, etc.
(b) A method to notify user agencies of
			 changes in rates, schedules, payment procedures, or standards as required for
			 the efficient operation of the DCS data processing facility.
(c) A method to distribute findings, and
			 recommendations, of the computer services board or the user advisory group.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-1 - Basis of charges

Current through Register Vol. 43, No. 28, July 11, 2024
Charges for data processing services performed by the division
				of computer services shall be based upon the actual cost of usage of a
				particular data processing cost center plus distributed overhead costs. Such
				rates and charges shall be maintained by a cost system in accordance with
				generally accepted accounting principles. In determining cost rates for billing
				to agencies, overhead expenses shall include but not be limited to light, heat,
				power, insurance, labor, depreciation, etc. Billings shall include direct and
				indirect costs and shall be based on the foregoing cost accounting practices.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-2 - Usage cost

Current through Register Vol. 43, No. 28, July 11, 2024
Data processing cost centers shall be established by breaking
				down the division's activities in such a way that rates and charges will
				reflect equity when they are applied to the user of its services.
The actual cost of usage shall be determined by recording
				information that is indicative of the cost center's resources necessary to
				provide the particular data processing service. When equipment or services are
				dedicated to the service and benefit of a single user, that user will bear the
				full cost of the equipment or service.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-3 - Distributed overhead costs

Current through Register Vol. 43, No. 28, July 11, 2024
Distributed overhead costs shall be determined by summing the
				following fixed and variable costs and then developing average monthly costs on
				an annual basis:
(a) Rental of space,
			 including power and air conditioning.
(b) Labor, to include computer operators,
			 supervisors, and clerical personnel, directly assigned to operation and
			 pro-rata share of DCS administrative costs.
(c) Supplies, to include standard forms,
			 punched cards, specialized materials and equipment.
(d) Charges required to provide a lawful
			 depreciation reserve fund pursuant to K.S.A. 1976 Supp.
			 75-4704(a).
(e) Software overhead is an item
			 within distributed overhead costs. It applies to computer programs procured for
			 generalized applications. Generalized applications are those used by all
			 clients of the computer services division. Included in this category are
			 software systems such as operating systems, compilers, assemblers, data base
			 management systems, and general purpose utility programs.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-4 - Adjustments in factors

Current through Register Vol. 43, No. 28, July 11, 2024
Certain adjustments in applicable factors of the cost formula
				will be made to distribute overhead costs equitably to remote terminal users;
				e.g., terminal operations directly supported by the user's own labor force and
				standard forms purchased by the user for terminal output will not result in
				duplicate charges.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-5 - Specific applications costs

Current through Register Vol. 43, No. 28, July 11, 2024
Specific applications computer program (soft-ware) costs, if
				procured by the division of computer services, will be charged back to the
				customer as a separate cost item. Where usage of specific applications software
				procured by the division is extended to include additional users, the rates
				charged to any user for such software shall be in direct proportion to use.
				Software included in this category are programs such as those designed to
				manage telecommunications traffic. These costs will not be applied for
				user-owned commercial software systems.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-6 - Formulae for charges

Current through Register Vol. 43, No. 28, July 11, 2024
The rates and charges to be made can be expressed in general
				terms by the following formula:
A = the budgeted annual expenditures allocated to a cost
				center
B = the percentage of annual administrative overhead allocated
				to a cost center
C = the percentage of annual general operations overhead
				allocated to a cost center
D = annual depreciation of equipment or software allocated to
				a cost center
E = total annual cost of operating a cost center
Where F = total monthly cost of operating a cost center
G = the average measured units of use per month of a cost
				center
H = the rate per unit of use of a cost center
E = A + B + C + D
F = E÷ 12
H = F÷ 12
A large cost center may be broken down into smaller sub-cost
				centers, if it is reasonable that only a part of its resources may be required
				by a user. When this is done the costs will be prorated to the sub-cost centers
				in proportion to their size within the cost center.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-7 - Publication and distribution of rates

Current through Register Vol. 43, No. 28, July 11, 2024
The dollar rates charged for data processing services developed
				by the above formula will be published and distributed to all user agencies by
				policy and procedures memorandum issued by the director of computer services.
				Rate revisions will be made, when required, on a quarterly basis. Prior to the
				annual call for agency budget estimates, the director, DCS, will furnish rates
				and charges to be used for estimating the cost of data processing services.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-8 - Premium rates

Current through Register Vol. 43, No. 28, July 11, 2024
Requests by agencies for rapid "turn-around" services that
				differ from the norm shall be processed at a premium rate. The rates for levels
				of service will be derived from the standard algorithm adjusted by a factor
				that recognizes the additional costs associated with special handling.
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-9 - Discount rates

Current through Register Vol. 43, No. 28, July 11, 2024
A discount for nighttime and weekend computer processing may be
				developed in order to encourage the use of resource at those times. In order to
				recover costs it will be necessary to charge a premium during daytime
				processing. The rates will therefore be adjusted in the following manner:
H = rate per unit of use of a cost center
I = adjusted daytime rate for a cost center
Where J = 100% less desired nighttime discount
K = % of daytime use of a cost center
L = % of nighttime use of a cost center
H = IK + IJL
H = I(K + JL)
H
I = ______
K + JL
Kansas Administrative Regulations › Agency 1 - DEPARTMENT OF ADMINISTRATION › Article 33 - RATES AND CHARGES FOR DATA PROCESSING SERVICES › Section 1-33-10 - Billing periods

Current through Register Vol. 43, No. 28, July 11, 2024
Users of DCS data processing services shall be billed
				semimonthly. When cash reserves are deemed adequate the director may elect to
				bill on a monthly basis. In the event extraordinary expenses are incurred the
				director is authorized, with the approval of the secretary, to request payment
				in advance based on the billing history of each user of services.