reglab/statecodes huggingface dataset:
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.3 - Participation Guidelines

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Participation
-
cost effective.
Those public
				agencies qualified under rule
				11-40.2 (8A) to
				use this chapter's offset provisions should utilize these provisions when it is
				cost-effective to do so. Final determination regarding whether or not it will
				be cost-effective to offset any debt owed will be at the discretion of the
				director. Generally, it will not be cost-effective to offset a debt if the
				total anticipated collection cost will exceed the amount of the claim. The
				cost-effectiveness criteria that the director applies will not be the same for
				every agency. Circumstances differ among agencies. The following nonexclusive
				examples are intended to provide guidance in determining cost-effectiveness.
				These examples represent instances in which it might not be cost-effective to
				offset debts.
Example A: A debtor has ceased operations for an extended
				  period of time.
Example B: A business has changed its organizational
				  structure (e.g., from a sole proprietorship to a partnership or
				  corporation).
Example C: A debt has been placed with a private collection
				  firm and it appears likely that the firm will collect the debt.
Example D: The age or health of a debtor is such that it is
				  unlikely that the debtor will be receiving any payments from a public
				  agency.
Example E: The debtor is a foreign student who has left the
				  country.
EXAMPLE F: The debtor is in bankruptcy.
Example G: Pursuant to statute or federal regulations,
				  certain agencies cannot write off debts. If the debt of one of these agencies
				  has been owed for a substantial amount of time, it may be reasonable to assume
				  that referral would not be cost-effective (e.g., the debtor has changed its
				  name or address or for some other reason would be impossible to locate).
(2)
Minimal debt amounts
				accepted.
Before a debt may be placed in the offset program, the
				amount of a debtor's original liability must be at least $50, except when the
				source of the claim is a tax refund or tax rebate, in which case the debt may
				be, at a minimum, $25.
(3)
Debts legally enforceable.
Public agencies may only place
				debts in the offset program if the debts are legally enforceable and all of the
				following conditions are satisfied:
a. The
				debt shall have been established (liquidated) by one of the following means:
(1) Mutual written agreement between the
				debtor and the public agency;
(2)
				Alternative procedures authorized by applicable state or federal law with
				respect to a "qualifying debt" as defined in Iowa Code section
				8A.504(1);
				or
(3) Court proceeding or
				administrative process which included notice to the debtor and an opportunity
				for the debtor to contest the amount of the debt through a contested case
				procedure under Iowa Code chapter 17A or a substantially equivalent
				process.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.4 - Duties of the Agency

Current through Register Vol. 47, No. 3, July 24, 2024
Public agencies that seek to place debts in the offset
				  program shall have the following duties regarding the department and
				  debtors.
(1)
Notification to
				the department.
a. A public agency
				seeking to place debts in the offset program must provide a list of debtors to
				the department. This list must be in a format and type prescribed by the
				department and include only information relevant to the identification of the
				debtors owing debts to the public agency.
b. The director shall not process a claim
				under the provisions of Iowa Code section
				8A.504 until
				notification is received from the public agency that the debt satisfies the
				requirements of rule
				11-40.3
				(8A) or, in the case of a debt owed to a district court clerk, is a "court
				debt" as defined in Iowa Code section
				602.8107(1)
				 which has been due for 30 or more days. The
				agency shall provide, along with each liability file, a written statement to
				the director declaring that the provisions of this paragraph are satisfied.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.5 - Duties of the Department-performance of the Offset

Current through Register Vol. 47, No. 3, July 24, 2024
The department will develop procedures for administering each
				  offset program request by a public agency on an individual debtor basis.
				  Procedures will vary in order to achieve the greatest efficiency in
				  administering each offset.
Before issuing an authorized payment to a person or entity,
				  the department will match the payment against a debt listing provided by the
				  public agencies participating in the offset program. The department will notify
				  the public agency of the debtor's or entity's name, address, identifying
				  number, and amount of the entitled payment.
The department shall hold the payment which offsets the
				  liquidated sum due and payable for a period not to exceed 45 days while
				  awaiting notification from the agency as to the amount required to satisfy the
				  debtor's or entity's debt to the state. If notification is not made to the
				  department by the public agency within 45 days, the amount of the payment shall
				  be released to the debtor or entity.
The department will make the offset only after the public
				  agency has notified the debtor or entity as prescribed in subrule 40.4(4). The
				  department shall then refund any balance amount due from the public agency to
				  the debtor or entity.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.6 - Multiple Claims-priority of Payment

Current through Register Vol. 47, No. 3, July 24, 2024
In the case of multiple claims to payments filed under Iowa
				  Code section
				  8A.504, after
				  satisfaction of the provisions of Iowa Code section
				  422.73,
				  priority shall be given to claims in the following order:
1. Claims filed by the child support recovery
				unit or the foster care recovery unit;
2. Claims filed by a clerk of the district
				court;
3. Claims filed by the
				college student aid commission;
4.
				Claims filed by the investigation division of the department of inspections and
				appeals; and
5. All other claims
				filed by public agencies under Iowa Code section
				8A.504.
The order of priority for offset against multiple claims by
				  more than one public agency shall be determined by the date the liability was
				  listed with the department. Subsequent entries of claims by public agencies
				  shall be offset in order of the date the listing was made with the
				  department.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.7 - Payments of Offset Amounts

Current through Register Vol. 47, No. 3, July 24, 2024
Payments to the public agency requesting participation in the
				  offset program shall be made by the department by the last day of the month in
				  which the request is made.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.8 - Reimbursement for Offsetting Liabilities

Current through Register Vol. 47, No. 3, July 24, 2024
Costs incurred by the department in administering the offset
				  program will be charged to the public agency requesting placement of the debt
				  into the offset program. These costs will be deducted from the gross proceeds
				  collected through offset and may include direct expenses such as salaries,
				  supplies, equipment, and system modification and development costs; or indirect
				  costs such as space, security, or utility costs. If the above-described
				  procedure is prohibited by higher state or federal law, the director shall
				  allow reimbursement in a manner which conforms to the higher law. Prior to
				  placing a debt in the offset program, the public agency will enter into a
				  memorandum of understanding with the department of administrative services
				  which will outline the costs, responsibilities of the parties, and methods for
				  remuneration of the offset funds.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.9 - Confidentiality of Information

Current through Register Vol. 47, No. 3, July 24, 2024
Information shared between the department and the public
				  agencies wishing to participate in the offset program shall be deemed
				  confidential pursuant to Iowa Code section
				  8A.504(2)
				   "Z>" and shall be disclosed only to the
				  extent necessary to sufficiently identify the debtor(s) liable to the public
				  agency. Identifying information shall be used only for the purpose of
				  participation in the offset program.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.10 - Incorporation by Reference

Current through Register Vol. 47, No. 3, July 24, 2024
The department incorporates by reference rules 11-
				  40.1(8A)to
				  11-40.9
				  (8A). "Debtor," for purposes of rules
				  11-40.10
				  (8A) to
				  11-40.15
				  (8A), shall pertain only to a debtor who owes a debt to a clerk of district
				  court.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.11 - Applicability and Procedure

Current through Register Vol. 47, No. 3, July 24, 2024
For liabilities accrued and owing to any and all clerks of
				  the Iowa district court, the department shall issue a written notice informing
				  any debtor having a valid claim against a public agency that an offset will be
				  applied to the debt. The department will apply the offsets for district clerks
				  as provided in Iowa Code section
				  8A.504, and the
				  department will send a written notice to the debtor. Subsequently, the
				  department will also provide administrative procedures and available remedies
				  for contesting the validity of such an offset. The Iowa district court will
				  provide the procedures and remedies for challenging the underlying liability at
				  issue. This rule applies only to liabilities and debts owed to the clerks of
				  the Iowa district court.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.12 - Notice of Offset

Current through Register Vol. 47, No. 3, July 24, 2024
The department shall send written notification of the offset
				  to the debtor within 10 calendar days from the date the department is notified
				  of such debt by the judicial branch. This notification must include:
1. The clerk of court claiming the
				liability;
2. The clerk of court's
				right to the payment in question;
3. The clerk of court's right to recover the
				payment through the offset program;
4. The basis of the clerk of court's case in
				regard to the debt;
5. The right of
				the debtor to request, within 15 days of the mailing of the notice, that the
				payment between parties be split when the payment in question is jointly owned
				or otherwise owned by two or more debtors;
6. The right of the debtor to contest the
				right of offset and the validity of such offset with the department by mailing,
				to the department's legal counsel, a protest within 15 days of the mailing of
				such notice, and that the procedure to follow in that appeal will conform,
				according to the context, to the rules of the department involving protests and
				contested case proceedings in 11-Chapter 7;
7. The telephone number of the representative
				the debtor may contact concerning questions regarding the validity of the
				offset and the procedures for the offset;
8. That the debtor has the opportunity to
				contest the validity and amount of the liability by mailing, within 15 days of
				mailing of the notice of offset, a written application to contest the liability
				to the appropriate clerk of the Iowa district court; and
9. The name of the clerk of the district
				court and the telephone number for the debtor to contact concerning questions
				relating to the validity of the underlying liability and regarding the validity
				of the amount owed.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.13 - Procedure for Contesting

Current through Register Vol. 47, No. 3, July 24, 2024
The debtor may contest the validity or amount of the
				  underlying liability by mailing written notification of the debtor's intent to
				  contest such a liability to the appropriate clerk of the Iowa district court.
				  The Iowa district court will provide the debtor with the procedure and remedies
				  for contesting the validity and amount of the underlying liability.
The debtor may contest the validity of the offset or the
				  right of the offset by mailing written notification to:
Department of Administrative Services
General Counsel
Hoover State Office Building
Third Floor
Des Moines, Iowa 50319
The department will provide the procedure and remedies for
				  contesting the validity of the offset and right of offset pursuant to the
				  applicable contested case rules set forth in 11-Chapter 7.
If a debtor gives written notice of intent to contest the
				  offset validity or the right of offset, the clerk of the district court and the
				  department will hold a payment in abeyance until the final disposition of the
				  contested liability or offset is determined.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.14 - Postoffset Notification and Procedure

Current through Register Vol. 47, No. 3, July 24, 2024
Following the offset, the department will notify the debtor
				  that the offset was performed. It is the responsibility of the department to
				  make payment to the debtor liable to the Iowa district court clerk of any
				  amount to which the Iowa district court clerk is not entitled to receive under
				  the offset, in accordance with established procedures.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 40 - Offset of Debts Owed State Agencies › Rule 11-40.15 - Report of Satisfaction of Obligations

Current through Register Vol. 47, No. 3, July 24, 2024
At least monthly, the department will file with the judicial
				  branch a notice of satisfaction of each obligation to the full extent of all
				  moneys collected in satisfaction of an offset obligation. No additional or
				  separate written notice from the department regarding the performed offsets is
				  required.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.2 - Official Travel

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Personal funds to he supplied.
All employees shall provide
				themselves with sufficient funds for all current expenses. See subrules 41.2(3)
				and 41.2(4) regarding travel advances.
(2)
Reimbursable expenses and travel
				allowances.
The reimbursement allowed shall be limited to an allowance
				for subsistence and transportation, and other actual and necessary travel
				expenses incurred by a traveler in the performance of official duties subject
				to applicable limitations. All travel reimbursements shall be made on the basis
				of the usually traveled route.
(3)
Travel advance.
State employees who are required to travel out
				of state may apply for a travel advance if the anticipated out-of-pocket
				expenses are in excess of $200. An advance may not exceed 80 percent of the
				anticipated expenses. In addition, employees shall comply with the conditions
				set forth below:
a. The travel advance shall
				be deducted from the expense voucher submitted by the employee upon completion
				of the trip.
b. If for any reason
				an employee does not make the anticipated trip, the travel advance shall be
				immediately returned to the state.
c. The employee shall give the department of
				administrative services, state accounting enterprise, authority to recover
				funds owed the state (through payroll deduction) which have not been repaid
				within 30 days of completion of the trip.
d. The department of administrative services,
				state accounting enterprise, reserves the right to refuse advances when funds
				are currently owed the state or when there have been prior abuses.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.3 - Temporary Duty Assignment

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Subsistence while on temporary duty assignment.
When an
				employee is on temporary duty assignment, subsistence may be allowed for each
				day (including Saturdays, Sundays and holidays) from the time of departure from
				the employee's official domicile until the employee's return to the previous
				official domicile or a newly assigned domicile.
(2)
Weekends.
When
				authorized by the administrative head of the agency or the designated
				representative, an employee who is on temporary duty status will be reimbursed
				for expenses involved while returning home for the weekend provided the amount,
				including transportation, does not exceed the amount that would have been
				allowable had the claimant remained at the temporary duty station.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.4 - Authorization for Travel

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Approval by administrative head of the agency.
All official
				travel shall be authorized by the administrative head of the agency or the
				designated representative, prior to the travel whenever possible.
(2)
Out of state.
Official
				travel out of the state for any executive branch employee must receive prior
				electronic authorization on the Travel Department Authorization form from the
				administrative head of the agency or the designated representative.
(3)
Requests for out-of-state
				travel.
All requests for out-of-state travel shall be on a form
				approved by the administrative head of the agency and shall include information
				required by Iowa Code section
				8A.512A.
(4)
Most economical or advantageous
				mode of travel.
Reimbursement for transportation approved by the
				administrative head of the agency or the designated representative shall be for
				the most economical or advantageous mode and by the usually traveled
				route.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.5 - Mode of Transportation

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Airline travel accommodations.
When the administrative head of
				the agency or the designated representative determines that airline travel is
				the most economical or advantageous to the state, the use of airline travel may
				be authorized. The most economical mode of airline travel is considered to be
				coach or economy class, if available.
(2)
Train travel.
In cases
				where train travel is utilized, the most economical mode shall be considered
				coach fare, if available.
(3)
Purchase of tickets.
a.
				Agencies shall develop internal policies so that agencies purchase or direct
				their employees to purchase tickets from the source determined by the agency to
				be the best value.
b. For all other
				tickets purchased, it shall be the employee's responsibility to purchase the
				ticket for whatever mode of transportation that is determined to be the most
				economical. Reimbursement will be made by attaching a receipt to the employee
				travel voucher. Refunds received on any unused portion of the ticket shall be
				shown and deducted from the original ticket.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.6 - Subsistence Allowance

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
The phrase "subsistence allowance."
The phrase "subsistence
				allowance" used herein shall be construed to include all charges (including
				applicable taxes) for meals and lodging (single rate only). Charges for radios,
				television, and similar appliances are not reimbursable.
(2)
Subsistence allowances for
				in-state travel-monetary and time limitations.
Officers and employees
				shall be allowed overnight lodging and meal expense when required to travel
				outside of the city of their official domicile. The amounts shall not exceed
				the limits established in the department of administrative services, state
				accounting enterprise, procedure manual.
a.
				Rescinded, effective February 19, 1986.
b. Rescinded, effective February 19,
				1986.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.7 - Miscellaneous Expense

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Definition.
Miscellaneous expenses are those deemed necessary in the conduct of official
				business of the state which are not included in the categories of subsistence,
				mileage, and state-owned vehicle operation. All miscellaneous expenses shall be
				claimed under the column heading "miscellaneous expense" on the travel claim
				and be supported by sufficient documentation.
(2)
Receipts.
A receipt for,
				or explanation of, each and every transaction involving miscellaneous
				expenditures shall be provided.
(3)
Baggage.
Charges for baggage in excess of the weight or of the
				size carried free by transportation companies shall be allowed if the baggage
				is used for official business. Charges for the storage of baggage may also be
				allowed if it is shown that such storage was on account of official business.
				Specific justification must be submitted with the claim voucher.
(4)
Purchase of supplies.
The purchase of stationery and all other similar supplies shall be allowed in
				emergencies warranting their use for handling of official business while on
				official travel, and shall be submitted and certified on a travel voucher (or
				other approved form) with the proper receipts attached.
(5)
Parking.
Parking will be
				allowed for state and private cars at an airport during the employee's
				flight.
(6)
Registration
				fees.
The payment of registration fees which are required for
				participation in meetings shall be allowed. Registration fees shall be
				supported by the official receipt of the conference or convention subject to
				the following limitations:
a. Expenditures for
				payment of registration fees for the purpose of obtaining the privileges of
				membership or other personal benefits from an organization are not
				reimbursable. Memberships in organizations must be in the name of the state
				agency and have approval of the director of the department or designated
				representative requesting the membership and shall be published to the Iowa
				transparency Internet site established by Iowa Code section
				8G.4.
b. Registration fees paid by the traveler
				will be claimed for reimbursement as a miscellaneous nonsubsistence expense and
				a receipt must be attached to the claim.
c. Reimbursement of registration fees, at the
				official domicile, may require prior written approval of the department of
				administrative services, state accounting enterprise.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 42 - Accounting Procedures of Public Impact › Rule 11-42.1 - Scope and Application

Current through Register Vol. 47, No. 3, July 24, 2024
The department of administrative services, state accounting
				  enterprise, is responsible for the payment of money due based on contracts with
				  vendors for goods and services entered into by all state agencies and
				  governmental subdivisions. Consequently, the department has implemented rules
				  and policies to ease the administration of the payment of all obligations owed
				  to third parties. The policies and procedures governing the payment of these
				  obligations are set forth in the Department of Administrative Services, State
				  Accounting Enterprise, Accounting Policies and Procedures Manual. This manual
				  may be accessed atdas.iowa.gov, or copies of the appropriate provisions may be
				  requested and obtained by mail from State Accounting Enterprise, Department of
				  Administrative Services, Hoover State Office Building, Third Floor, Des Moines,
				  Iowa 50319. This rule is intended to implement Iowa Code section
				  8A.502.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.1 - General Provisions

Current through Register Vol. 47, No. 3, July 24, 2024
The state of Iowa may extend to eligible charitable
				  organizations the right to receive contribution deductions from state employees
				  upon presentation of payroll deduction authorization cards signed by the state
				  employees.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.2 - Qualifications

Current through Register Vol. 47, No. 3, July 24, 2024
To qualify to receive contributions an organization
				  must:
(1) Be eligible to receive
				contributions which may be deducted on the contributor's Iowa individual income
				tax return.
(2) Have 100 or more
				eligible state officers and employees participating for any payroll system as
				set forth in rule 11-43.5 (70A).
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.3 - Enrollment Period

Current through Register Vol. 47, No. 3, July 24, 2024
The enrollment period shall be designated by the charitable
				  organization.
(1) Employees will be
				provided a list of qualified organizations at least semiannually.
(2) Reserved.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.4 - Certification

Current through Register Vol. 47, No. 3, July 24, 2024
In order to qualify as a "charitable organization" under the
				  terms of this program, each organization must file an annual certification with
				  the administrator of the payroll system. The certification must show:
(1) That the organization is eligible to
				receive contributions as defined in
				11-43.1
				(70A).
(2) That the organization
				has met the requirements for tax deduction and number of participants as
				defined in subrule 43.2(2).
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.5 - Payroll System

Current through Register Vol. 47, No. 3, July 24, 2024
A payroll system for the purpose of this chapter is the
				  following:
1. State of Iowa
				centralized.
2. Department of
				transportation.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.6 - Forms

Current through Register Vol. 47, No. 3, July 24, 2024
The administration of payroll deductions for charitable
				  organizations must be done on authorization forms approved by the department of
				  administrative services, state accounting enterprise. The responsible official
				  in charge of each payroll system may be designated by the department of
				  administrative services, state accounting enterprise, as an authorized
				  representative to approve authorized forms for that payroll
				  system.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.7 - Payee

Current through Register Vol. 47, No. 3, July 24, 2024
When there is more than one unit within an eligible
				  charitable organization, the designated payee is the organization that
				  qualified under the provisions of
				  11-43.2
				  (70A).
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.8 - Contribution Limits

Current through Register Vol. 47, No. 3, July 24, 2024
Contributions for payroll deductions must be a minimum of $1
				  per deduction. The frequency of the deductions shall be compatible with the
				  payroll system.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.9 - Distribution of Literature

Current through Register Vol. 47, No. 3, July 24, 2024
The office of the department of administrative services,
				  state accounting enterprise, will not distribute literature for charitable
				  organizations with payroll materials.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.10 - Number of Contributions

Current through Register Vol. 47, No. 3, July 24, 2024
Each payroll system shall provide for each employee to make
				  contributions to four charitable organizations. The administrator of each
				  payroll system may elect to provide for contributions to a maximum of nine
				  charitable organizations for each employee.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.12 - Terminations

Current through Register Vol. 47, No. 3, July 24, 2024
Any employee wishing to terminate the deduction shall be
				  required to give 30 days' notice in writing to the appointing authority of the
				  department in which the employee works.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.13 - Authorization Forms

Current through Register Vol. 47, No. 3, July 24, 2024
All organizations authorized under this chapter shall be
				  required to issue an annual authorization form to all participating state
				  employees. Annual authorization forms will be required from participating
				  employees. The authorization forms are to be given to the appointing authority
				  of the department in which the employee works, and are to be filed in the
				  employee's individual file to substantiate the payroll
				  deductions.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.14 - State Held Harmless

Current through Register Vol. 47, No. 3, July 24, 2024
Charitable organizations shall indemnify and save the state
				  harmless against any and all claims, demands, suits, or other forms of
				  liability which may arise out of any action taken or not taken by the state for
				  the purpose of complying with the provisions of this chapter
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 43 - Employee Payroll Deductions for Charitable Organizations › Rule 11-43.15 - Remittance

Current through Register Vol. 47, No. 3, July 24, 2024
The administrator of the payroll system shall mail the
				  monthly payment to each organization within ten working days after the last pay
				  date of each calendar month. Support documentation shall be limited to a
				  listing of employees and amount deducted.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.1 - General Provisions

Current through Register Vol. 47, No. 3, July 24, 2024
The state of lowamay grant eligible professional/trade
				  associations the right to receive dues deductions from state employees through
				  payroll deduction upon presentation of dues deduction authorization forms
				  signed by state employees.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.2 - Qualifications

Current through Register Vol. 47, No. 3, July 24, 2024
To qualify to receive dues deductions, an association must
				  have and may be required to maintain 100 members or more who are state officers
				  or employees participating in either the centralized payroll system or the
				  department of transportation payroll system. For purposes of meeting the
				  minimum requirements, the association cannot count the enrollment of state
				  officers or employees participating in similar programs that have been
				  authorized by existing Iowa Code sections, by collective bargaining contracts,
				  or by the appropriate governing authority. An association seeking to be
				  qualified must supply officials in charge of each affected payroll system with
				  an alphabetized, certified list of the state employees and their social
				  security numbers for whom dues deductions are being requested. The type of dues
				  being requested and the amount and frequency of the deduction must also be
				  noted.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.3 - Forms

Current through Register Vol. 47, No. 3, July 24, 2024
The administration of dues deductions for qualified
				  professional/trade associations must be done on authorization forms approved by
				  the official in charge of each payroll system.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.4 - Deduction Limits and Frequency

Current through Register Vol. 47, No. 3, July 24, 2024
Authorized deductions must be at least $1. All payroll
				  deductions must be made in equal amounts on a monthly basis, or be made on a
				  basis compatible with the payroll system. Deductions cannot be made for any
				  purpose other than for the payment of dues.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.5 - Distribution of Literature

Current through Register Vol. 47, No. 3, July 24, 2024
The state of Iowa will not distribute literature soliciting
				  for a dues payment payroll deduction or any other matter with payroll
				  materials.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.6 - Number of Contributions

Current through Register Vol. 47, No. 3, July 24, 2024
Each payroll system must allow each employee the opportunity
				  to make a combination of insurance/professional/trade dues deductions to as
				  many as five companies, but no more.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.8 - Terminations

Current through Register Vol. 47, No. 3, July 24, 2024
An employee wishing to terminate the deduction shall be
				  required to give 30 days' notice in writing to the appointing authority of the
				  department in which the employee works.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.9 - Remittance

Current through Register Vol. 47, No. 3, July 24, 2024
The administrator of the payroll system must mail the monthly
				  payment to each company within 20 working days after the last pay date of each
				  calendar month. Support documentation is limited to a listing of employees and
				  the amount deducted.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 44 - Professional/trade Dues Deductions › Rule 11-44.11 - Annual Review of Participating Employees

Current through Register Vol. 47, No. 3, July 24, 2024
During September of each year, each participating association
				  must, if requested by the department, supply officials in charge of each
				  affected payroll system with a certified list of all state employees who have a
				  professional/trade association dues deduction. The list must contain the same
				  information required in rule
				  11-44.2 (70A), as
				  the list will be used by the state to determine if the association continues to
				  have 100 or more employees participating in the program.
If the minimum qualification is not being maintained, written
				  notification may be provided to the association giving it 90 days to meet the
				  minimum qualification. If, at the end of the 90-day period, the minimum
				  qualification has not been attained, the dues deduction for all participating
				  employees for that association may be terminated.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.1 - General Provisions

Current through Register Vol. 47, No. 3, July 24, 2024
The state of Iowa may grant to a qualified tuition program
				  the right to receive payments from a state officer or employee through payroll
				  deduction upon presentation of a tuition program contribution authorization
				  form signed by the state officer or employee.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.2 - Definitions

Current through Register Vol. 47, No. 3, July 24, 2024
For the purpose of this chapter, the following definitions
				  apply.
"Employee "
means a nontemporary employee of the state
				  of Iowa.
"Payroll system "
means any one of the
				  following:
1. State of Iowa centralized.
2. Department of transportation.
3. Iowa State University of Science and Technology.
4. State University of Iowa.
5. University of Northern Iowa.
6. Iowa Braille and Sight Saving School.
7. Iowa School for the Deaf.
8. Iowa state fair board.
"Qualified tuition program "
means a program
				  which meets the requirements of a qualified tuition program under Section 529
				  of the Internal Revenue Code.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.3 - Tuition Program Qualifications

Current through Register Vol. 47, No. 3, July 24, 2024
To be eligible to receive contributions from state employees
				  through payroll deductions, a tuition program must meet the requirements of a
				  qualified tuition program under Section 529 of the Internal Revenue Code and
				  must meet the requirements of this rule.
(1)
Minimum number of participating
				employees.
The qualified tuition program must have and maintain the
				participation of 500 or more state employees.
(2)
Qualification process.
a.
Written agreement.
The
				qualified tuition program representative must enter into a written agreement
				with the centralized payroll administrator. The agreement shall delineate each
				party's rights and responsibilities. At the same time, the qualified tuition
				program representative must provide a template of the program's enrollment form
				to the centralized payroll administrator.
b.
Forms.
Payroll deductions
				for contributions to a qualified tuition program must be authorized on
				enrollment forms approved by the centralized payroll administrator.
c.
Payroll deduction requests.
				A
state employee must request payroll deduction for tuition program
				contributions in writing on the approved enrollment form and provide the form
				to the appointing authority.
d.
Participating employee list. A
tuition program seeking to be
				eligible must supply the centralized payroll administrator with a certified
				list of all state employees for whom tuition contribution payroll deductions
				are sought. The list of names of employees who have authorized a deduction, in
				alphabetical order for each affected payroll system, shall also contain each
				employee's date of birth, employing agency name, work telephone number, and the
				last four digits of the employee's social security number.
e.
Multiple payroll systems.
For determining the qualified tuition program's eligibility, a list of
				employees requesting payroll deduction for contributions to the qualified
				tuition program shall be provided by the qualified tuition program to the
				centralized payroll administrator in an acceptable electronic format. The
				centralized payroll administrator will determine whether the qualified tuition
				program has attained the minimum 500 participating employees by counting
				employees from all payroll systems combined. The centralized payroll
				administrator will notify the other payroll systems of the eligibility
				determination for a qualified tuition program.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.5 - Deduction Limits and Frequency

Current through Register Vol. 47, No. 3, July 24, 2024
An authorized deduction must be a minimum of $1. The
				  frequency of the deductions must be compatible with the affected payroll
				  system. All of an employee's payroll deductions must be made in equal amounts
				  on a monthly basis or be made on a basis compatible with the payroll system.
				  The deduction will be made only for the amount of the tuition contribution and
				  shall not include amounts for any other purpose.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.6 - Distribution of Literature

Current through Register Vol. 47, No. 3, July 24, 2024
The state of Iowa will not distribute any literature
				  soliciting tuition program contribution deductions or distribute any other
				  materials for a qualified tuition program.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.7 - Number of Contributions

Current through Register Vol. 47, No. 3, July 24, 2024
Each payroll system must allow each employee the opportunity
				  to make tuition contribution payroll deductions to any combination of qualified
				  tuition programs, up to the limit that has been set by the applicable payroll
				  system.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.9 - Terminations

Current through Register Vol. 47, No. 3, July 24, 2024
An employee wishing to terminate the deduction shall give 30
				  days' notice in writing to the department or agency in which the employee works
				  or, in the case of regents institutions, to the officer in charge of the
				  payroll system through which the employee is paid.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.10 - Remittance

Current through Register Vol. 47, No. 3, July 24, 2024
(1) The officer in
				charge of the payroll system must send the monthly payment for the benefit of
				the employee's account to each eligible qualified tuition program no later than
				30 days following the payroll deduction from the wages of the
				employee.
(2) The deduction may be
				made even though the compensation paid to an employee is reduced to an amount
				below the minimum prescribed by law. Payment to an employee of compensation
				less the deduction shall constitute a full discharge of claims and demands for
				services rendered by the employee during the period covered by the
				payment.
(3) Support documentation
				is limited to a listing of employees and the amount deducted for each such
				employee.
Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 45 - Payroll Deduction for Tuition Program Contributions › Rule 11-45.11 - Unapproved Solicitation Prohibited

Current through Register Vol. 47, No. 3, July 24, 2024
Salespersons or agents for the qualified tuition program must
				  follow all applicable rules prohibiting solicitation on state property. The
				  designated program representative may schedule presentations of marketing and
				  informational materials provided that the centralized payroll administrator has
				  given written approval of said materials and provided that applicable rules are
				  followed concerning approval of the date, time, and location of such
				  presentations. Further, use of employees' state email addresses or work
				  addresses to mass distribute marketing materials is
				  prohibited.