[Congressional Record (Bound Edition), Volume 155 (2009), Part 7]
[Senate]
[Pages 9026-9030]
[From the U.S. Government Publishing Office, www.gpo.gov]




    AMENDMENTS TO REGULATIONS ADOPTED BY THE COMMITTEE ON RULES AND 
                             ADMINISTRATION

  Mr. SCHUMER. Mr. President, I wish to inform all Senators that on 
Friday, March 27, 2009, the Committee on Rules and Administration 
adopted amendments to the following regulations:

       Regulations Governing Allocation and Acquisition of 
     Equipment for Senators, Committees, Officers, and Employees 
     of the United States Senate;
       Smoking Policy--Rule X, Rules for Regulation of Senate 
     Wing;
       Ticket Preparation Fees--Senate Travel Regulations;
       Regulations Governing Rates Payable to Commercial Reporting 
     Firms for Preparation of Transcripts of Hearings in the 
     Senate;
       Signature/Documentation Provisions--Regulations Governing 
     Senators' Official Personnel and Office Expense Accounts; and
       Advance Payment Regulations.

  These regulations as amended are effective immediately.
  Mr. President, I ask unanimous consent that a document summarizing 
these updates and the text of the regulations as amended be printed in 
the Record.
  There being no objection, the material was ordered to be printed in 
the Record, as follows:

               Summaries of Proposed Amended Regulations

       (1) Regulations Governing Allocation and Acquisition of 
     Equipment for Senators, Committees, Officers, and Employees 
     of the United States Senate
       The updated regulations change the manner by which offices 
     are provided computer

[[Page 9027]]

     and office equipment. Offices will be given a single economic 
     allocation to purchase supported computer and office 
     equipment. This will ensure that offices are better equipped 
     in a manner that is ``revenue neutral'' to the Senate. The 
     regulations ensure that each employee or detailee gets one 
     workstation and access to appropriate office equipment.
       (2) Smoking Policy--Rule X, Rules for Regulation of Senate 
     Wing
       The limited exception of approved indoor smoking space in 
     the Senate Wing of the Capitol and the Senate Office 
     Buildings has been removed due to the closing of all indoor 
     smoking rooms under the control of the Rules Committee. The 
     proposed text of Rule X deletes the exception for smoking 
     rooms in the Senate that no longer exist.
       (3) Ticket Preparation Fees--Senate Travel Regulations
       The proposed amendment removes the dollar amount from the 
     Senate Travel Regulations and authorizes the Rules Committee 
     to set a rate for ticket preparation fees. This will permit 
     the periodic adjustment of the fee by the Rules Committee 
     without necessitating a change in the regulations.
       (4) Regulations Governing Rates Payable to Commercial 
     Reporting Firms for Preparation of Transcripts of Hearings in 
     the Senate
       These regulations were last updated in 1990 and include 
     reimbursement to transcription companies that are well below 
     market rate. The proposed amended regulations authorize the 
     Rules Committee to publish and periodically update a schedule 
     of reimbursement rates for transcription services.
       (5) Signature/Documentation Provisions--Regulations 
     Governing Senators' Official Personnel and Office Expense 
     Accounts
       The provisions for authorized signature(s) were originally 
     adopted in 1979 and amended in 1992 to permit a designated 
     staff member to certify vouchers and the Senator to approve 
     them. An amendment in 2003 increased the threshold of the 
     receipt amount to $50. However, the 2003 amendment used the 
     1979 version of the regulations instead of the 1992 updated 
     version. The proposed change will update the signature/
     documentation provisions to include the 1979, 1992, and 2003 
     amendments, in accordance with the current practices used 
     throughout the Senate. If approved, this regulation will be 
     reprinted in the Senate Travel Regulations for the sake of 
     convenience.
       (6) Advance Payment Regulations
       Language is being added at the request of Senate office 
     managers to clarify the obligation of funds at the end of a 
     fiscal year. There has been confusion over the years 
     regarding which funding period should be used for certain 
     types of expenses. The new language provides the necessary 
     explanation and is in accordance with the practices used 
     throughout the Senate. The regulation will also be amended to 
     permit Senate Officers to make advance payments.
                                  ____


  Appendix II-A: Regulations Governing Allocation and Acquisition of 
  Equipment for Senators, Committees, Officers, and Employees of the 
                          United States Senate


                       Sec. 1. General Provisions

       (This section shall be effective March 27, 2009.)
       The Economic Allocation Fund shall be established and 
     maintained by the Senate Sergeant at Arms with the approval 
     of the Committee on Rules and Administration.
       The Sergeant at Arms of the Senate is authorized and 
     directed to furnish to Senators, committees, and officials of 
     the Senate equipment in quantities not to exceed the 
     allowance in their economic allocation fund.
       Equipment shall be furnished upon written request of the 
     Senator, Chairman of a committee, or Senate official. 
     Equipment accountability and inventory control will be 
     governed by the Regulations on Equipment Accountability 
     issued by the Committee on Rules and Administration. 
     Equipment provided will be charged, in the case of a Senator, 
     to either his/her economic allocation fund or those funds 
     within the official office expense accounts for other 
     official expenses (10 percent discretionary funds). In the 
     case of a committee or official, charges will be made to 
     economic allocation funds of the committee or official.
       The Sergeant at Arms is authorized to evaluate and test 
     equipment which he deems to be best suited to the needs of 
     the Senate and shall notify the Rules Committee of any 
     changes in the authorized office equipment list. To the 
     extent possible, the Sergeant at Arms shall standardize or 
     limit variety of office equipment to provide for greater 
     utilization and interchange between offices, and ease of 
     maintenance of equipment. Specialized equipment not included 
     in these regulations shall be furnished only upon the 
     recommendation of the Sergeant at Arms and with the prior 
     approval of the Committee on Rules and Administration.
       Acquisition of equipment is to be conducted according to 
     the Procurement Regulations of the United States Senate. The 
     Sergeant at Arms shall have the authority to either purchase 
     or lease equipment in the best interests of economical 
     procurement.
       Equipment presently assigned to offices which is deemed in 
     excess of their needs shall revert to the control of the 
     Sergeant at Arms for reassignment.
       The Committee chairman shall ensure that each full-time 
     employee and full-time, authorized detailee on the committee 
     is provided with a workstation and have appropriate access to 
     related office equipment.


                    Sec. 2. General Office Equipment

       (This section shall be effective March 27, 2009.)
       (a) All general office equipment used in Senate offices 
     shall be issued and maintained by the Sergeant at Arms of the 
     Senate. The Sergeant at Arms shall maintain a schedule in 
     which available equipment is identified according to the 
     classes set forth below:

             TABLE 11-1: CLASS OF EQUIPMENT AND MINIMUM LIFE
------------------------------------------------------------------------
              Class                   Description        Minimum Life
------------------------------------------------------------------------
I...............................  Letter Folder.....  10 Years
                                  Letter Inserter...
                                  Letter Sealer.....
                                  Paper Cutter w/
                                   stand.
                                  Signature Signing
                                   Machine.
II..............................  Typewriters--Elect  10 Years
                                   ric.
III.............................  Calculators--Desk   6 Years
                                   or Hand-held Copy
                                   Holders.
                                  Noise Suppressors.
                                  Pencil Sharpeners
                                   (Electric).
                                  Recorders and
                                   Transcribers--Des
                                   k.
                                  Combination or
                                   Portable.
                                  Staplers
                                   (Electric).
                                  Tape Recorders....
                                  Time Recorders....
------------------------------------------------------------------------

     Allocations
       Sec. 2. (b) The Sergeant at Arms is authorized to issue 
     general office equipment upon receipt of requests from 
     Senators, committee chairmen, and heads of Senate offices, up 
     to the limits set forth by the availability of their economic 
     allocation funds.
       Sec. 2. (c)(1) The Sergeant at Arms may sell to a Senator 
     who is leaving office or otherwise ceasing to be a Senator 
     (except by expulsion) any item of office equipment located in 
     such Senator's Washington, DC or state offices, subject to 
     the restrictions set forth in paragraph (2).
       Sec. 2. (c)(2) Paragraph (1) of this subsection shall apply 
     to equipment which has reached its expected useful life and 
     has been declared surplus to the needs of the Senate. Such 
     sales may be made only when such Senator submits a written 
     request to the Sergeant at Arms, at least thirty days prior 
     to leaving office, setting forth the item or items he or she 
     desires to purchase. Whenever compliance with a provision of 
     this paragraph would create an undue hardship or would not be 
     in the public interest, such provision may be waived by the 
     Sergeant at Arms.


             Sec. 3. Photocopiers and Duplicating Equipment

       (This section shall be effective March 27, 2009)
       Section 3(a) amended January 12, 1983, to increase 
     collating capacity on Class IIB copiers from 15 to 20 bins. 
     Sections 3(c)(2)(B) and (C) deleted March 18, 1983, to 
     eliminate plate making charges for printed work and the per 
     copy costs for photocopy work in the central reproduction 
     facility. Section 3(c)(2) amended September 26, 1984, to be 
     effective October 1, 1984, to provide a graduated ``extra 
     copy'' charge for Senators'' offices based on population.)
       Sec. 3. (a) All copying equipment used in Senate offices 
     shall be issued and maintained by the Sergeant at Arms of the 
     Senate. All copier locations must meet manufacturers' space 
     and electrical requirements. The Sergeant at Arms shall 
     maintain a schedule in which available copy machines are 
     classified according to the classes set forth below:,

          TABLE 11-2: CLASSES OF COPY MACHINES AND DESCRIPTIONS
------------------------------------------------------------------------
              Class                Class description  Copier description
------------------------------------------------------------------------
I...............................  Low volume          Personal
                                   convenience w/      convenience
                                   document feeders.   copiers are table
                                                       top machines with
                                                       low operating
                                                       speeds.
II..............................  Office convenience  Office convenience
                                                       copiers are floor
                                                       model or table
                                                       top.
III.............................  Committee           Committee
                                   convenience.        convenience
                                                       copiers are
                                                       higher volume
                                                       machines and have
                                                       faster operating
                                                       speeds than Class
                                                       II copiers and
                                                       have finishing
                                                       capabilities.
------------------------------------------------------------------------

     Allocations
       Sec. 3. (b) The Sergeant at Arms is authorized to issue 
     copy equipment upon receipt of requests from Senators, 
     committee chairmen, and heads of Senate offices, up to the 
     limits set forth by the availability of their economic 
     allocation funds.
       Washington offices
       (1) The recommended levels for copy machines in Senators' 
     offices in Washington, DC are:
       (A) For those Senators whose state population is 7 million 
     or more (based on the most recent census figures), one Class 
     IIA and two Class I, or one Class IIB and one Class I copier 
     in the principal suite assigned to the Senator, or;

     for those Senators whose state population is less than 7 
     million (based on 1980 census figures, revised to 1987), one 
     Class IIA and one Class I, or one Class IIB copier in the 
     principal suite assigned to the Senator.
       (B) One class I copier in one additional location assigned 
     to the Senator provided:
       (i) the location is in another building, or is in the same 
     building but not adjacent to another location containing a 
     copier assigned to the Senator; and
       (ii) the location is not in an annex building.
       State offices
       (2) The recommended levels for copy machines in Senators' 
     offices in their home

[[Page 9028]]

     states are one class II copier in each of two principal state 
     offices and one class I copier in each of five other state 
     offices, except that a class II copier may be provided in 
     lieu of a class I copier to a third office located in a state 
     with a population greater than 21 million.
       Committee offices
       (3) The recommended levels for copy machines in committee 
     offices are:
       (A) One class II or class III copier in the principal suite 
     assigned to the committee, as determined by the Sergeant at 
     Arms based on a requirements analysis. The requirements 
     analysis shall consider (but shall not be limited to) the 
     nature of the work of the office, the size of the office, and 
     the proximity of alternate copy facilities.
       (B) One class I or class IIA copier in each additional 
     location assigned to the committee provided:
       (i) the location is in another building, or is in the same 
     building but not adjacent to another location containing a 
     copier assigned to the committee; and
       (ii) the location is not in an annex building.
       Leadership offices, policy committees, and administrative 
           offices
       (4) The recommended levels for copy machines in leadership 
     offices, policy committees, and administrative offices are 
     one or more class I, II, or III copiers, as determined by the 
     Sergeant at Arms based on a requirements analysis. The 
     requirements analysis shall consider (but shall not be 
     limited to) the nature of the work of the office, the size of 
     the office, and the proximity of alternate copy facilities.
     Cost distribution
       Sec. 3. (c)(1) The Sergeant at Arms shall pay the monthly 
     maintenance fee for owned equipment and the rental for rented 
     equipment. Offices shall pay for the supplies (paper, toner, 
     developer, etc.) used with assigned copiers.
       (2) Offices shall reimburse the Sergeant at Arms for extra 
     copy costs on convenience copiers, whether owned by the 
     Senate or rented, at the rate of 2 cents per copy for copies 
     in excess of the amounts set forth in the following table, 
     except that Senators will not be charged a copy cost on 
     Senate owned Class IIA machines that were installed in such 
     Senators' Washington offices on May 1, 1981:

                                TABLE 11-3: FREE COPIES PER MONTH (IN THOUSANDS)
                 [Senators representing States in the following population ranges (in millions)]
----------------------------------------------------------------------------------------------------------------
                                                                  Under           7 to    12 to   Over    Other
                             Class                                  4    4 to 7    12      21      21    offices
----------------------------------------------------------------------------------------------------------------
I..............................................................       2       2       3       4       5        2
II.............................................................      11      12      14      15      16       11
III............................................................     n/a     n/a     n/a     n/a     n/a       20
----------------------------------------------------------------------------------------------------------------

     Copy Centers
       Sec. 3. (d) The Sergeant at Arms is authorized to 
     establish, maintain, and operate copy centers when demand for 
     the establishment of a center is justifiable on a cost basis.
       The Sergeant at Arms is authorized, if he deems 
     appropriate, to install devices on copy machines in copy 
     centers and in the central reproduction center which 
     automatically record the number of copies made for each user 
     at the time copies are prepared, and the activation of which 
     are necessary for the operation of copy machines.


                   Section 4. Micrographic Equipment

       (Effective March 27, 2009)
       Sec. 4. (a) All micrographic equipment used in Senate 
     offices shall be issued and maintained by the Sergeant at 
     Arms of the Senate. All micrographic equipment locations must 
     meet manufacturers' space and electrical requirements.
     Classes of Equipment
       Sec. 4. (b) Micrographic equipment is classified in three 
     groups:
       (1) Cartridge/Cassette Roll Film Viewers/Printers
       (2) Microfiche Viewers/Printers
       (3) Microfiche Viewers
       The Sergeant at Arms shall maintain a schedule in which 
     micrographic equipment that meets the performance 
     requirements of the Senate is classified according to the 
     classes set forth above and from which users may make 
     specific selections.
     Allocations
       Sec. 4. (c) The Sergeant at Arms is authorized to issue 
     micrographic equipment upon receipt of requests from 
     Senators, committee chairmen, and heads of Senate offices, up 
     to the limits set forth by the availability of their economic 
     allocation funds.
     Replacement
       Sec. 4. (d) Microfilm equipment anticipated expectancies 
     are:

             TABLE II-4: MICROFILM EQUIPMENT LIFE EXPECTANCY
------------------------------------------------------------------------
                           Class                                Years
------------------------------------------------------------------------
Cartridge/Cassette Viewers/Printers.......................            8
Microfiche Viewers/Printers...............................            8
Microfiche Viewers........................................           10
------------------------------------------------------------------------

  Sec. 5. Allocation of Telecopier and Facsimile Equipment to Senate 
                                Offices

       (Effective March 27, 2009)
       Sec. 5 (a) All facsimile equipment within the funding 
     levels contained in these regulations used in Senate offices 
     shall be issued and maintained by the Sergeant at Arms of the 
     Senate. All equipment locations must meet manufacturers' 
     space and electrical requirements. The Sergeant at Arms shall 
     maintain a list of machines of equivalent capacity that meet 
     Senate cost and performance standards from which users may 
     select a specific machine.
       Sec 5(b) The Sergeant at Arms is authorized to issue 
     equipment upon receipt of requests from Senators, committee 
     chairmen, and heads of Senate offices, up to the limits set 
     forth by the availability of their economic allocation funds.
                                  ____


                  RULES FOR REGULATION OF SENATE WING

                                 RULE X

                             Smoking Policy

                        (Adopted March 27, 2009)

       Smoking is prohibited in all public places and unassigned 
     space within the Senate Wing of the Capitol and the Senate 
     Office Buildings. Senators and Chairmen of Committees in 
     consultation with the Ranking Member may each establish 
     smoking policies for office space assigned to them in the 
     Senate Wing of the Capitol and the Senate Office Buildings.
                                  ____


                     U.S. Senate Travel Regulations


Section II--Transportation Expenses, Subsection I-D, Ticket Preparation 
               Fees (Handbook, Appendix IV-D, Page IV-65)

       D. Ticket Preparation Fees: Each Chairman, Senator, or 
     Officer of the Senate may, at his/her discretion, authorize 
     in extenuating circumstances the reimbursement of penalty 
     fees associated with the cancellation of through fares, 
     special fares, commutation fares, excursion, reduced-rate 
     round trip fares and fees for travel arrangements, provided 
     that reimbursement of such fees does not exceed the rates 
     prescribed by the Committee on Rules and Administration.
                                  ____


 Regulations Governing Rates Payable to Commercial Reporting Firms for 
          Preparation of Transcripts of Hearings in the Senate

                       Adopted--January 23, 1990

                  Amended and Adopted--March 27, 2009.

       Pursuant to the authority vested in it by the act of June 
     27, 1956 (70 Stat. 360; 2 U.S.C. 68c), the Committee on Rules 
     and Administration approves the following revised 
     regulations, effective March XX, 2009, governing payment from 
     the contingent fund of the Senate to commercial reporting 
     firms for the preparation of verbatim transcripts of 
     hearings, markups, and related meetings held before Senate 
     committees, subcommittees, and certain joint committees.


                         I. GENERAL PROVISIONS

       These regulations establish the technical and procedural 
     requirements for commercial reporting firms providing and 
     receiving reimbursement for verbatim transcripts of hearings, 
     markups, and related meetings held before Senate committees, 
     subcommittees, and certain joint committees.
       Each transcript shall be provided electronically to the 
     requesting committee in accordance with Section II of these 
     regulations.
       Except as provided in Section III of these regulations, all 
     vouchers shall be supported and accompanied by a Secretary of 
     the Senate page count. Each electronic transcript submitted 
     must contain only one day or one session of a hearing. The 
     Secretary of the Senate will include a separate count for 
     material inserted in the transcript.
       The Secretary of the Senate page count shall be considered 
     final and conclusive on all parties, and shall be calculated 
     through the following process:
       1. Determine total number of characters in transcript.
       a. A character is a key stroke. It includes any alpha-
     numeric and word processing command.
       2. Divide total number of characters by 1,300.
       3. The result in Step 2 rounded to the next whole number 
     shall be the number of pages in the transcript.
       To assist the Secretary of the Senate in conducting 
     accurate page counts, commercial reporting firms shall 
     utilize software tools provided by the Secretary of the 
     Senate.
       Hard copy transcripts will be supplied only upon agreement 
     between committees and vendors and subject to the 
     requirements of Section II.
       Fifth Business day copy (transcripts delivered within five 
     business days) will be supplied unless same day, next day, or 
     second business day copy is specifically requested by the 
     chairman of the committee.


                       II. FORMAT OF TRANSCRIPTS

       Electronic--All electronic transcripts must conform to the 
     technical specifications established by the Committee on 
     Rules and Administration. Electronic transcripts supplied 
     shall contain 25 lines of characters to the page. The lines 
     must be double spaced and contain 10 letters to the inch. The 
     paging of the transcript shall be in a single series of 
     consecutive numbering, exclusive of

[[Page 9029]]

     inserted material. Committees and vendors shall agree in 
     advance upon the file type, or types, to be provided (ex. 
     Word, Word Perfect, PDF, E-Transcript, ASCII, etc . . .).
       The following technical specifications will be used by 
     reporting companies when supplying electronic hearing 
     transcripts for committees of the Senate:
       1. The media and data must be unblocked and the electronic 
     transcript shall contain the full verbatim record.
       2. The electronic file must contain the following 
     identifying information in the document's meta-data:
       Reporting Company name
       Company Representative
       Phone number
       The words ``U.S. Senate''
       The Committee and/or Subcommittee for whom the tape is 
     produced
       Title of Meeting
       Date(s) of Meeting
       Hard copy--All hard copy transcripts shall be an original 
     letter quality produced on 20-lb. white writing paper or 
     equivalent white paper, one side only, in a size of 8.5 11 
     inches with margin of 1.75 inches at the left side. All pages 
     shall contain 25 lines of typewriting to the page. The lines 
     must be double spaced and contain 10 letters to the inch. The 
     paging of the transcript shall be in a single series of 
     consecutive numbering, exclusive of inserted material.
       The entire hard copy record shall be drilled or punched 
     with three holes, 4.25 inches center to center on the left 
     side, fastened with heavy paper of good quality. A cover 
     sheet containing the following identifying information shall 
     be included with the hard copy transcript:
       Reporting Company name
       Company Representative
       Phone number
       The words ``U.S. Senate''
       The Committee and/or Subcommittee for whom the tape is 
     produced
       Title of Meeting
       Date(s) of Meeting


                III. EXCEPTION TO PAGE COUNT REQUIREMENT

       In cases where, for reasons of security, the committee 
     chairman determines a copy of the transcript shall not be 
     forwarded to the Secretary of the Senate for a page count, a 
     voucher will be honored if supported on its face by an 
     affidavit by an official of the commercial reporting firm, 
     setting forth the page count and including a statement by the 
     committee chairman to the effect that no page count is 
     desired for reasons of security.


                        IV. REIMBURSEMENT RATES

       The Senate Committee on Rules and Administration will 
     publish, and periodically update, a schedule of reimbursement 
     rates for transcription services. The amounts in the schedule 
     shall represent the maximum reimbursement rates for the 
     listed services.


        V. PRIOR REGULATIONS FOR REPORTORIAL SERVICES RESCINDED

       All previous rules and regulations of the Committee on 
     Rules and Administration governing rates payable to 
     commercial reporting firms for preparation of transcripts of 
     hearings in the Senate are hereby canceled and rescinded.


                VI. EFFECTIVE DATE OF THESE REGULATIONS

       These regulations are effective on March 27, 2009.
                                  ____


 Regulations Governing Senators' Official Personnel and Office Expense 
                                Accounts

   (Adopted by the Committee on Rules and Administration Pursuant to 
Senate Resolution 170 agreed to September 19, 1979, as amended May 22, 
   1992, further amended November 3, 2003, further amended March 27, 
                                 2009.)

       Section 1. For the purposes of these regulations, the 
     following definitions shall apply:
       a. Documentation means invoices, bills, statements, 
     receipts, or other evidence of expenses incurred, approved by 
     the Committee on Rules and Administration.
       b. Official expenses means ordinary and necessary business 
     expenses in support of the Senators' official and 
     representational duties.
       Section 2. No reimbursement will be made from the 
     contingent fund of the Senate for any official expenses 
     incurred under a Senator's Official Personnel and Office 
     Expense Account, in excess of $50, unless the voucher 
     submitted for such expenses is accompanied by documentation, 
     and the voucher is certified by the properly designated staff 
     member and approved by the Senator.
       Section 3. Official expenses of $50 or less must either be 
     documented or must be itemized in sufficient detail so as to 
     leave no doubt of the identity of, and the amount spent for, 
     each item. Items of a similar nature may be grouped together 
     in one total on a voucher, but must be itemized individually 
     on a supporting itemization sheet.
       Section 4. Travel expenses shall be subject to the same 
     documentation requirements as other official expenses, with 
     the following exceptions:
       a. Hotel bills or other evidence of lodging costs will be 
     considered necessary in support of per diem.
       b. Documentation will not be required for reimbursement of 
     official travel in a privately owned vehicle.
       Section 5. No documentation will be required for 
     reimbursement of the following classes of expenses, as these 
     are billed and paid directly through the Sergeant at Arms and 
     Doorkeeper:
       a. Official telegrams and long distance calls and related 
     services;
       b. Stationery and other office supplies procured through 
     the Senate Stationery Room for use for official business.
       Section 6. The Committee on Rules and Administration may 
     require documentation for expenses incurred of $50 or less, 
     or authorize payment of expenses incurred in excess of $50 
     without documentation, in special circumstances.
       Section 7. Vouchers for the reimbursement of official 
     travel expenses to a Senator, employee, detailee pursuant to 
     section 503(b)(3) of PL 96-465, or individual serving on a 
     nominee recommendation panel pursuant to 2 USC 58(h) shall be 
     accompanied by an ``Expense Summary Report--Travel'' signed 
     by such person. Vouchers for the reimbursement to any such 
     individual for official expenses other than travel expenses 
     shall be accompanied by an ``Expense Summary Report--Non-
     Travel'' signed by such person.


Changes to the Senate Travel Regulations to reflect changes within the 
                     updated Signature Regulations

       II. Regulations Governing Senators' Official Personnel and 
     Office Expense Accounts Adopted by the Committee on Rules and 
     Administration Pursuant to Senate Resolution 170 agreed to 
     September 19, 1979, as amended.
       Section 1. For the purposes of these regulations, the 
     following definitions shall apply:
       a. Documentation means invoices, bills, statements, 
     receipts, or other evidence of expenses incurred, approved by 
     the Committee on Rules and Administration.
       b. Official expenses means ordinary and necessary business 
     expenses in support of the Senators' official and 
     representational duties.
       Section 2. No reimbursement will be made from the 
     contingent fund of the Senate for any official expenses 
     incurred under a Senator's Official Personnel and Office 
     Expense Account, in excess of $50, unless the voucher 
     submitted for such expenses is accompanied by documentation, 
     and the voucher is certified by the properly designated staff 
     member and approved by the Senator.
       Section 3. Official expenses of $50 or less must either be 
     documented or must be itemized in sufficient detail so as to 
     leave no doubt of the identity of, and the amount spent for, 
     each item. Items of a similar nature may be grouped together 
     in one total on a voucher, but must be itemized individually 
     on a supporting itemization sheet.
       Section 4. Travel expenses shall be subject to the same 
     documentation requirements as other official expenses, with 
     the following exceptions:
       c. Hotel bills or other evidence of lodging costs will be 
     considered necessary in support of per diem.
       d. Documentation will not be required for reimbursement of 
     official travel in a privately owned vehicle.
       Section 5. No documentation will be required for 
     reimbursement of the following classes of expenses, as these 
     are billed and paid directly through the Sergeant at Arms and 
     Doorkeeper:
       e. Official telegrams and long distance calls and related 
     services;
       f. Stationery and other office supplies procured through 
     the Senate Stationery Room for use for official business.
       Section 6. The Committee on Rules and Administration may 
     require documentation for expenses incurred of $50 or less, 
     or authorize payment of expenses incurred in excess of $50 
     without documentation, in special circumstances.
       Section 7. Vouchers for the reimbursement of official 
     travel expenses to a Senator, employee, detailee pursuant to 
     section 503(b)(3) of PL 96-465, or individual serving on a 
     nominee recommendation panel pursuant to 2 USC 58(h) shall be 
     accompanied by an ``Expense Summary Report--Travel'' signed 
     by such person. Vouchers for the reimbursement to any such 
     individual for official expenses other than travel expenses 
     shall be accompanied by an ``Expense Summary Report--Non-
     Travel'' signed by such person.
                                  ____

       The proposed update specifies that the obligation date on a 
     voucher is the transaction date on a third party vendor (Visa 
     Card) monthly statement or invoice. The current regulations 
     will be amended by the addition of the highlighted language.

            Committee Regulations Governing Advance Payment

  (Adopted by the Committee on Rules and Administration, October 30, 
1997, Amended on September 30, 1998, Further Amended on March 27, 2009)

       Under the authority granted by Sec. 1(b) for P.L. 105-55, 
     the FY98 Legislative Branch Appropriations bill and using 
     these regulations--
       The term ``advance payment'' means any expense authorized, 
     by the Committee on Rules and Administration, pursuant to 
     P.L. 105-55.

[[Page 9030]]

       By the above definition of advance payment and following 
     the enactment of the FY98 Legislative Branch Appropriations 
     bill, in addition to subscriptions, the following items are 
     for advance payment:
       a) Rental of water coolers (cooler units only/not for 
     water)
       b) Monthly maintenance on equipment that is either non-
     standard and/or above the $500 limit
       c) Cable TV services (including basic satellite service 
     where needed)
       d) Online services (for official use by the Senator only)
       e) Rental booths at State Fairs, rent for space to be used 
     during town hall meetings and associated costs (not to 
     include insurance)
       f) Conference and seminar fees (not to include meals 
     charged separately)
       g) Payments on leased equipment
       h) Paging service
       i) Clipping services
       j) Yellow page listings (not to include the classified 
     yellow pages)
       k) State office rents, up to 1 year in advance
       l) Metro subsidy, one week in advance of the new month
       m) Pre-paid cellular and telephone communications
       The date of transaction will determine the fiscal year for 
     payments of government authorized charge cards or 
     reimbursements to Members and staff. Additionally, for a 
     charge card statement that crosses fiscal years, the 
     transaction dates will be used to determine the fiscal year, 
     which could require submitting two separate vouchers for one 
     statement. If an office has documentation proving the 
     transaction took place in a different fiscal year than the 
     statement stipulates, that documentation will determine the 
     fiscal year.
       All Senate Offices (Member Offices, Committees, and 
     Officers of the Senate) are authorized to voucher the 
     initiation or renewal of subscriptions (print and digital) 
     based on the obligation or transaction date.
       With respect to charges for on-line services, paging 
     services, clipping services, and equipment maintenance, 
     advance payment shall only be made in the cases of ``flat fee 
     services.''
       Also, no advance payment will be allowed in instances where 
     cancellation fees may be incurred. Time limitation on the 
     obligation of funds is restricted to a Member's six-year term 
     of office and a Committee's biennial funding period, or for 
     Officers of the Senate, the term of a Congress.

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