• Yes, we can and have paid for a booth at conferences.

• Response from State Accounting – “There are no general statutes/policies which would allow an agency to pay for a meal to non-state employees when trying to promote partnerships. There are agencies which may have specific statutes that relate to this issue, such as Economic Development”
• From the State Accounting Manual – “In a letter to the Director of Administrative Services, the Attorney General's Office stated that entertainment expenses are unallowable costs not authorized by Statute to be reimbursed.”
• From A-87: “14. Entertainment. Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) are unallowable.”

• Response from State Accounting – “There is no statute that prohibits it. However, there is NO statute that PERMITS it so the AG has stated to us since it is not allowed, we cannot permit it.”

• Response from State Accounting – “Yes, agencies may receive gifts, bequests or other devises. These all have to be approved: if the amount is under $10,000.00 State Accounting and Budget need to give approval and if the amount is over $10,000.00 the Governor has to give approval. If you know you will receive a donation or gift, please contact your budget analyst prior to acceptance.”
• From A-87: “17. Fund raising and investment management costs. Costs of organized fund raising, including financial campaigns, solicitation of gifts and bequests, and similar expenses incurred to raise capital or obtain contributions are unallowable, regardless of the purpose for which the funds will be used”.

• Vocational Rehabilitation’s policy is that refreshments for established advisory committees are to be direct billed to the Department rather than purchased and claimed on an expense reimbursement. This policy ensures that individuals do not 1) purchase items for meetings where refreshments aren’t allowed; 2) purchase items for a meeting that are not reimbursable; 3) have to spend their own money for items that can be paid by the state directly.

• Per Administrative Memorandum #203, working lunches and/or refreshments can be provided to established Advisory Committees with an approved working lunch memo. Administrative Memorandum #203 states that an Advisory Committee must be:

  • 1) created by State Statute;
  • 2) necessary for the purpose of compliance with acts of Congress, or federal rules and regulations resulting from such acts or grant mandates; or
  • 3) approved by the Governor and an appropriation is made for such purpose.

• The SRC and Leadership are established Advisory Committees.

• Meals and/or refreshment can be provided via a working lunch memo as described in #6 for established Advisory Committees OR for official functions of the Department. Official function is defined in Administrative Memorandum #205, Appendix B. State staff would be an example of an official function. Lunch or treats for meetings that are not an official function of the Department are not allowed.
• Response from State Accounting – “State Statute only allows payment of food expense for state employees (Board and Commission members are treated like state employees). Unless you have specific statutes or are operating under a Federal Grant that would allow you to pay for food, you should ensure that payments for food expenses are only for state employees.

• The Voyager card is to be used for all repairs on state vehicles. Staff are allowed to use the Voyager card for any repairs up to $100 without TSB’s authorization. Anything above $100 requires prior authorization from TSB.
• Only in situations where the Voyager is not accepted would staff be allowed to pay for an item and then claim it on an expense reimbursement.

• RSA has interpreted A-87 as not prohibiting us from handing out marketing materials (magnets, pencils, post-it notes) as long as the items include information promoting our Vocational Rehabilitation program and not the NDE agency. Marketing standards were developed and shared with the office directors and Jim last year. These standards will be used by the Marketing Committee. Mark will be discussing his marketing plans for next year with the teams as he meets with them.
• Response from State Accounting – “We strongly recommend that these items be used with discretion and each instance be justified.”