Title 4--ADMINISTRATION GOVERNOR'S OFFICE [4 PA. CODE CH. 1] Index of Issuances--Directives Management System [33 Pa.B. 1452] The Directives Management System provides comprehensive statements of policy and procedure on matters that affect employees in all agencies under the Governor's jurisdiction. This amendment updates the Index for all Executive Orders, Management Directives and Manuals issued, amended and rescinded by the Directives Management System after publication of the last Index dated July 23, 2002.
The Index of Issuances (Index) and all documents listed therein can be accessed at www.state.pa.us. Go to the State's HOME PAGE. In the ''PA Keyword'' block, type in one of four keywords, that is, ''Executive Orders,'' ''Management Directives,'' ''Administrative Circulars'' or ''Manuals.'' Click OK. When the screen appears, scroll down to the document by number. Additionally, organization charts also may be accessed.
Individuals should call (717) 783-5055 concerning changes in distribution requirements and requests for additional copies of issuances.
Marginal dots are indicative of documents added, amended, revised or rescinded since the last issuance of this Index.
This manual replaces, in its entirety, Manual M210.3 dated July 23, 2002.
ROBERT S. BARNETT,
Secretary of AdministrationFiscal Note: GOV 03-2. No fiscal impact; (8) recommends adoption.
(Editor's note: This Index of Issuance is published under 1 Pa. Code § 3.1(a)(9) (relating to contents of Code). This document meets the criteria of 45 Pa.C.S. § 702(7) as a document general and permanent in nature which shall be codified in the Pennsylvania Bulletin.)
Annex A TITLE 4. ADMINISTRATION PART I. GOVERNOR'S OFFICE CHAPTER 1. AGENCY OPERATION AND ORGANIZATION Subchapter A. DIRECTIVES MANAGEMENT SYSTEM § 1.4. Index of issuances.
(a) Section 1.2 (relating to policy) specifies that ''Issuances from the Governor's Office and from agencies under the Governor's jurisdiction, except proclamations and press releases, that are intended for distribution to two or more agencies are to be issued through the Directives Management System in one of four types of publications:
(1) Numbered Executive Orders, signed by the Governor, announcing broad policies, programs and responsibilities that are relatively permanent.
(2) Numbered Management Directives announcing detailed policies, programs, responsibilities and procedures that are relatively permanent. Management Directives are to be signed by the Governor, Lieutenant Governor, Budget Secretary, Secretary of Administration or the head of a department or independent board, commission or council under the Governor's jurisdiction.
(3) Numbered Administrative Circulars containing either informational material or instructions that are one-time or temporary in nature. Administrative Circulars are to be signed the same as Management Directives.
(4) Numbered procedural issuances containing detailed information and guidelines for relatively restricted, well-defined operations or sets of operations. Procedural issuances may be manuals, handbooks, catalogs, guides or similar publications. Manuals are to be signed the same as Management Directives.
(b) Management Directives and Manuals are numbered in sequence by category such as, Financial Management, and subcategory such as, Payroll. They should be filed by number, not by date.
(c) Changes to Executive Orders, Management Directives and Manuals (catalogs, handbooks, bulletins, and the like) may be issued in the form of amendments or revisions. Amendments are complete documents incorporating all changes since the last complete issuance. Dots are placed in the margins to show the new or changed text. Revisions are usually pen and ink changes or replacement pages and affect only those parts of an issuance being changed.
(d) Every agency should include in its distribution under each symbol a basic amount for managers and centrally located reference files. Additional copies depending on the symbol, should be included for action offices, field offices, extra information copies, and bulletin boards. Distribution symbols have the following meanings:
Distribution
SymbolDefinition A Of limited interest or requires action by only one or a few segments of an agency. B Of general interest or requires action by many segments of an agency. F Requires action by the personnel office or the main impact is in the field of human resources. Special Designed to fit specific needs. Most manuals are in this category. (e) All changes in distribution requirements and requests for additional copies of all issuances should be referred to 783-5055.
Date of
Original
or Latest
AmendmentCurrent
Revisions1. Executive Orders Amendment 1973-9 Environmental Protection by State Agencies 7/13/73 1974-7 Directives Management System Rescinded by 2001-1--2/13/01 1974-11 Governor's Interdepartmental Council on Seasonal Farmworkers 11/2/78 1975-3 Establishment of the Pennsylvania Commission for Women Rescinded by 1997-3--6/25/97 1975-5 Commitment Toward Equal Rights 9/19/78 1975-6 Preservation of Historic Resources 5/6/75 1977-4 Compliance with Section 504 of the Rehabilitation Act of 1973 (P. L. 93-112) 8/3/77 1977-5 Implementation of Act No. 1976-101 9/27/77 1978-4 Flood Plain Management 3/1/78 1978-9 Public Information Policies and Practices 5/23/78 1978-19 Access by Handicapped Individuals to Meeting Locations 12/19/78 1979-10 Commonwealth Child Development Committee 7/25/79 1979-13 Governor's Office of Policy and Planning 9/18/79 1980-3 Life Cycle Costing 2/8/80 1980-4 Golden Keystone Discount Card Program 2/27/80 1980-5 Task Force on Employment Services to Displaced Homemakers 2/28/80 1980-7 Small Business Service Center 2/29/80 1980-13 Contract Management Rescinded by 1999-5--12/9/99 1980-18 Code of Conduct 5/16/84 1 1980-20 Pennsylvania Coastal Zone Management Program 9/22/80 1981-3 Scheduling of Bond and Note Issue Sales 1/30/81 1981-4 Federal Program Coordination 2/9/81 1981-6 Pennsylvania Department of Health Advisory Board of Arthritis 5/22/81 1981-13 Governor's Committee on Employment of the Handicapped 10/19/81 1983-1 Transfer of Cresson Center to the Bureau of Correction 1/4/83 1983-4 Coordination of State Employment and Training Programs Rescinded by 1997-7--6/30/98 1984-3 Accounting and Financial Reporting 10/11/84 1985-1 State Employee Combined Appeal Rescinded by 2001-2--2/14/01 1986-1 Commonwealth Single Audit Coordinator 2/24/86 1986-2 Task Force on Special Supplemental Food Program for Women, Infants, and Children (WIC)
4/22/861986-5 Standby Allocations of the Volume Cap Under the Tax Reform Act of 1986 10/2/86 1986-7 Liquor Control Board Sunset: Privatization of State Liquor Monopoly; Transfer of Liquor Control Board Functions
12/1/861987-1 1987 Allocations of the Unified Volume Cap Under the Tax Reform Act of 1986
1/7/871987-2 Permanent Transfer of Retreat State Hospital to the Department of Corrections
1/16/871987-3 Transfer of Waynesburg Youth Development Center to the Department of Corrections
1/16/871987-4 Economic Development Partnership (EDP) Rescinded by 2001-4--6/5/01 1987-7 State Inspector General 4/6/87 1987-8 Pennsylvania Emergency Response Commission 4/20/87 1987-9 Allocation of State Low-Income Housing Credit Authority Under the Internal Revenue Code of 1986
4/22/871987-10 Highway Safety 11/25/92 Executive Orders Date of
Original
or Latest
AmendmentCurrent
Revisions1987-12 Cultural Advisor to the Governor 5/27/87 1987-19 Delegation to Department of Environmental Resources in Compliance with Federal Low-Level Radioactive Waste Policy Amendments Act
12/21/871988-4 Coordination of Food and Nutrition Programs; Appointment of the Advisor to the Governor on Food and Nutrition Programs and the Inter-Agency Council on Food and Nutrition
4/7/88
11988-5 Pennsylvania Department of Health Diabetes Task Force Terminated 12/31/94 1988-8 Pennsylvania State Data Center 7/12/88 1988-9 Small Business Advisory Council Terminated 12/31/94 1988-10 Management of Automated Technology Rescinded by 2002-12 1988-11 Motor Carrier Advisory Committee 11/18/88 1-2-3 1989-2 Upper Delaware Federal Scenic River 2/16/89 1989-3 Master Leasing Program 3/2/89 1989-4 Developmental Disabilities Planning Council Rescinded by 1997-2--5/30/97 1989-8 Municipal Waste Reduction and Planning Program 10/17/89 1990-1 Municipal Waste Transportation Enforcement Program 3/14/90 1990-2 Bureau of Women's Business Development Terminated 6/30/95 1990-3 Contractor Responsibility Program 6/29/90 1990-4 UNITED STATES BRIG NIAGARA--''Flagship of Pennsylvania'' 8/17/90 1990-7 Interagency River Island Task Force 10/17/90 1 1991-2 Utilization of Commonwealth Owned and Leased Space 2/27/91 1991-3 Use of Permanently-Assigned Commonwealth-Registered Vehicles 2/27/91 1991-4 Governor's Council on Physical Fitness and Sports Rescinded by 1997-5--9/24/97 1991-5 Environmental Training Partnership 4/22/91 1991-8 Pennsylvania Heritage Affairs Commission Terminated 12/31/94 1992-1 Records Management 1/8/92 1992-2 Housing and Supportive Services Task Force Terminated 1/31/95 1993-2 Civil Disorder and Emergency 4/9/93 1993-3 State Land Use Planning--Goals and Objectives for Commonwealth
Agencies
8/31/931993-4 State Center for Health Statistics and Research 10/13/93 1994-1 State Commission on National and Community Service 1/28/94 1994-2 Governor's Office of PennPORTS 3/29/94 1994-3 Agricultural Land Preservation Policy Rescinded by 1997-6--10/14/97 1994-4 Governor's Committee on Education Standards and Assessments 5/18/94 1994-5 Nursing Home Loan Agency's Authorization to Sell Loans 11/4/94 1995-1 Judicial Appointments 2/27/95 1995-2 Drug Policy Planning Coordination 12/19/97 1995-3 Pennsylvania Energy Development Authority 7/10/95 1995-4 Monitoring Supplies of Petroleum Products 7/10/95 1995-5 Money-Back Guarantee Permit Review for the Department of Environmental Protection
8/23/951995-6 Governor's Community Partnership for Safe Children 9/14/95 1995-7 Governor's Executive Council on Recycling Development and Waste
Reduction
10/11/951995-8 Governor's Advisory Commission on Public School Finance 10/11/95 1995-9 Governor's Sportsmen's Advisory Council Rescinded by 2001-5--9/17/01 1995-10 Governor's Sports and Exposition Facilities Task Force 10/27/95 1996-1 Regulatory Review and Promulgation 2/6/96 1996-2 Implementation of the IMPACCT Commission Recommendations 4/19/96 1996-3 Governor's Advisory Commission on African American Affairs 5/10/99 1996-4 Governor's Advisory Commission on Latino Affairs 4/19/96 1996-5 Municipal Waste Facilities Review Program 8/29/96 1996-6 Governor's Advisory Commission on Academic Standards 9/30/96 1996-7 Pennsylvania Center for Environmental Education 12/20/96 1996-8 Minority and Women Business Enterprise and Contract Compliance Programs
12/20/961996-9 Equal Employment Opportunity Rescinded by 2002-3--5/3/02 1996-10 State Employee Assistance Program 12/20/96 1996-11 Disability-Related Policy Rescinded by 2002-5--5/3/02 1996-12 Workplace Policy for HIV/AIDS 12/20/96 1996-13 Commonwealth of Pennsylvania's Policy on Substance Abuse in the Workplace
12/20/961996-14 Prohibition of Sexual Harassment in the Commonwealth Rescinded by 1999-3--5/13/99 1997-1 Governor's Travel and Tourism Council 3/17/97 1997-2 Developmental Disabilities Council 5/30/97 1997-3 Pennsylvania Commission for Women 6/25/97 1997-4 The 21st Century Environment Commission 7/1/97 1 1997-5 Governor's Advisory Council on Physical Fitness and Sports 9/24/97 1997-6 Agricultural Land Preservation Policy 10/14/97 1997-7 Pennsylvania Human Resources Investment Council Rescinded by 2000-2--2/14/00 1998-1 Governor's Green Government Council 3/25/98 1998-2 Governor's Census 2000 Advisory Panel 4/2/98 1998-3 The Pennsylvania Greenways Partnership Commission 8/16/01 1998-4 Interagency Committee to Coordinate Services Provided to Individuals with Disabilities
8/12/981999-1 Land Use Planning 1/7/99 1999-2 Pennsylvania Rural Development Council 3/29/99 1999-3 Prohibition of Sexual Harassment in the Commonwealth Rescinded by 2002-4--5/3/02 1999-4 Pennsylvania Justice Network (JNET) Governance Structure 6/8/99 1999-5 Rescission of Executive Order 1980-13 12/9/99 2000-1 Extension of Filing Deadline for Nomination Petitions Terminated 1/26/00 2000-2 Pennsylvania Workforce Investment Board 2/14/00 2001-1 Directives Management System 2/13/01 2001-2 State Employee Combined Appeal 2/14/01 2001-3 The Voting Modernization Task Force Terminated 12/31/01 2001-4 Economic and Community Development Partnership 6/5/01 2001-5 Governor's Sportsmen's Advisor, Governor's Sportsmen's Advisory Council, and the Governor's Youth Sportsmen's Advisory Council
9/17/012001-6 Governor's Task Force on Security Rescinded by 2002-11-- 9/12/02 2002-1 Commonwealth Internal Operations Emergency Preparedness Steering Committee
3/22/022002-2 Governor's Task Force on Early Childhood Care and Education 7/15/02 2002-3 Equal Employment Opportunity 5/3/02 2002-4 Prohibition of Sexual Harassment in the Commonwealth 5/3/02 2002-5 Disability-Related Policy 5/3/02 2002-6 PA Open for Business 6/6/02 2002-7 Integrating Mediation Into State Government 6/14/02 2002-8 Governor's Interagency Task Force on Energy 7/18/02 2002-9 Governor's Fire and Emergency Services Task Force Terminated 10/1/02 2002-10 Governor's Commission and Abandoned Mine Voids and Mine Safety Terminated 11/15/02 2002-11 Pennsylvania Homeland Security Organizational Structure 9/12/02 2002-12 Rescission of Executive Order 1988-10 Terminated 10/15/02 2002-13 Proposed Keystone Opportunity Improvement Sub-zones 12/31/02 2003-1 Commonwealth's Health Care Reform Agenda 1/21/03 2. Management Directives and Manuals BUDGET
105.1 Allocation and Allotment of Funds for ICS Transactions 10/22/84 105.2 Contingent Commitments 7/2/85 105.3 Block Grants 12/6/82 105.4 Allocation and Allotment of Funds for Non-ICS Transactions 10/22/84 105.5 Use of the Determination of Tax-Exempt Category for Capital Projects
Form
9/12/91General Budget Preparation 110.2 Request for Approval of Federal Funds 1/14/85 110.3 Budgeting and Accounting for Federal Appropriations 5/29/85 M110.1 2002-03 Budget Instructions 8/01 M110.2 2002-03 Rebudget Instructions 6/02 MANAGEMENT/ADMINISTRATIVE SUPPORT General 205.2 Powers and Duties of Policing Forces 2/9/77 205.4 Delegation of Authority to Sign 8/16/00 205.6 Defense of Suits Against Commonwealth Employees 9/30/86 205.9 Implementation of Financial Disclosure Provisions of the Governor's Code of Conduct
3/5/02205.10 Financial Disclosures Required by the Public Official and Employee Ethics Act, Act 93 of 1998, 65 Pa.C.S. §§ 1101--1113
3/5/02205.12 Financial Disclosures Required of Former Employees by the Public Official and Employee Ethics Act, Act 93 of 1998, 65 Pa.C.S. §§ 1101--1113
3/5/02205.14 Prohibition of Activities Not Specifically or Directly Connected with the Official Business of the Commonwealth on Commonwealth Property
2/2/88205.15 Memberships in Associations, Organizations, or Societies 1/17/85 205.16 Compliance With the Whistleblower Law, Act 1986-169 11/22/95 205.17 1987 Chesapeake Bay Agreement 3/2/88 205.18 Ballot Question Advocacy by Executive Branch Employees, Appointees and Officials
4/11/88205.19 Smoking in Commonwealth Buildings and Facilities 7/1/97 205.20 Documents and Evidence Relating to Asbestos in Commonwealth Buildings 6/7/89 205.21 Commonwealth Child Care Program 9/12/01 205.22 Implementation of Act 1988-101, Municipal Waste Planning, Recycling and Waste Reduction Act
8/7/89205.23 Submission of Commonwealth Publications to the State Library for Collection and Distribution to Other Designated Libraries
4/27/93205.24 Display of Flags on Commonwealth Grounds and Buildings 5/24/01 205.25 Disability-Related Employment Policy 6/19/02 205.26 The Americans With Disabilities Act of 1990, Title II, Subtitle A, Nondiscrimination in State and Local Government Services
7/22/92205.27 Implementation of Act 194-1990, Asbestos Occupations Accreditation and Certification Act
11/16/92205.28 Purchase of Recycled Content Products by State Agencies 4/2/93 205.29 Commonwealth Internet Access 1/5/99 205.30 Personal Use of Promotions and Offers 10/23/97 205.31 Pro Bono Publico Legal Services 2/11/99 205.32 Hiring Sign Language Interpreters/Transliterators 6/16/99 1 205.33 Workplace Violence 6/22/99 205.34 Standards for Employee and Other Authorized User Internet Use and Electronic Mail Communications
9/12/00205.35 Information Reporting From the Commonwealth's Enterprise SAP Business Information Warehouse System
7/5/02205.36 Right-to-Know Law 11/27/02 M205.2 Meeting Room Facilities 3/27/02 Management Programs 210.1 Directives Management System 5/15/01 210.4 Central Microfilm Management 11/18/02 210.5 Records Management 9/16/02 210.6 Selection, Acquisition and Use of Filing Equipment 9/16/02 210.8 Micrographics Procedures to be Used in Conjunction With Central Microfilm Management
11/18/02210.9 Electronic Imaging Systems Procedures Relating to the Management of Records
4/23/01210.10 Electronic Records Management 4/23/01 210.11 Acceptance of Imaged Documents 6/16/97 210.12 Electronic Commerce Initiatives and Security 2/14/00 210.13 Retention and Disposition of Records Created on Electronic Mail (E-mail) Systems
4/27/01M210.1 Guide to Efficient Filing 7/21/76 M210.3 Index of Issuances--Directives Management System 1/27/03 M210.4 Forms Management 8/16/83 1-2 M210.5 Standard (STD) Forms Management 9/15/98 M210.6 Publications Management 8/1/84 1 M210.7 State Records Management Manual 12/7/99 M210.8 Vital Records Disaster Planning 5/9/95 M210.9 General Administrative Records Retention and Disposition Schedule for Records Common to Most Agencies
5/01Contracts Management 215.6 Contract Management Rescinded by M215.3--8/20/99 215.7 Affirmative Action/Contract Compliance Program Rescinded by M210.3--4/8/97 215.8 Contractor Integrity Provisions for Commonwealth Contracts 12/20/91 215.9 Contractor Responsibility Program 4/16/99 215.10 Offset Provision for Commonwealth Contracts Rescinded by 215.9--4/16/99 215.11 Contractor Responsibility Provisions for Commonwealth Contracts Rescinded by 215.9--4/16/99 215.12 Provisions for Commonwealth Contracts Concerning the Americans With Disabilities Act
1/16/01215.13 Contract Provision for Donation of Excess Prepared Food 6/21/94 215.14 Recycled Content Products Provision for Commonwealth Contracts for Services
Rescinded by M215.3--8/20/99215.15 Statewide Contracts for the Purchase of Services Rescinded by M215.3--8/20/99 215.16 Contract Compliance Program 6/30/99 M215.1 Contracting for Services Rescinded by M215.3--8/20/99 M215.2 Commonwealth Contract Compliance Program Guidelines Rescinded by M210.3--4/8/97 M215.3 Field Procurement Handbook 3/20/01 1-2-3 Central Services 220.1 Commonwealth Media Services 6/21/90 220.3 Mail Delivery Between Harrisburg and the Pittsburgh and Philadelphia State Office Buildings
10/26/82220.5 Payment of Interagency Billings for Centralized Services 5/21/98 220.9 Graphic Design, Typesetting, Reproduction, and Printing Services 6/4/87 220.10 Processing Automated Mail 2/21/91 220.11 Preservation of Commonwealth Deeds 3/29/91 M220.3 Computer Printing 10/15/87 Travel and Expenses 230.6 Travel Expenses of Job Applicants 4/30/97 230.7 Remittance of Witness Fees 5/31/79 230.9 Air Travel Acquisition and Billing for Airline Tickets 1/21/88 230.10 Travel and Subsistence Allowances 11/1/00 [1]*-2-3-[4]*-5 230.11 Use of Pittsburgh and Erie Convention Centers by State Agencies 4/24/85 230.13 Commonwealth Corporate Card Program 11/2/00 230.14 Foreign Areas Subsistence Allowances 2/25/02 230.15 Continental United States High Cost Subsistence Allowances 6/6/02 230.16 Using E-ZPass in Commonwealth Vehicles 9/5/01 ____
* Revision Nos. 1 and 4 to 230.10 are rescinded.
Management Directives and Manuals Date of
Original
or Latest
AmendmentCurrent
RevisionsData Processing Management 235.10 Commonwealth Data Communications Rescinded by M210.3--8/18/98 Telecommunications Management 240.3 Commonwealth of Pennsylvania Telephone Network Rescinded by M210.3--8/18/98 240.4 Telephone Line Inventory Rescinded by M210.3--8/18/98 240.6 Processing of Telephone and Telegraph Charges Rescinded by M210.3--8/18/98 240.7 Submission of Changes to the Commonwealth Telephone Directory, Agency Organizational and Functional Listings, and Employe Locator File
9/26/97240.8 PANET and TELPAK Cost Reimbursement Rescinded by M210.3--8/18/98 240.9 Procurement of Pagers Rescinded by M210.3--8/18/98 240.10 Commonwealth Telephone Management Information System (TMIS) Rescinded by M210.3--8/18/98 240.11 Commonwealth Cellular Telephone Equipment and Services 4/3/98 241.4 Radio Frequency Spectrum Management Rescinded by M215.3--8/20/99 241.5 Telecommunications Embedded Base Equipment Inventory Rescinded by M210.3--8/18/98 Information Technology Management 245.1 Management of Automated Technology Rescinded by M210.3--8/18/98 245.2 Acquisition of Digital Transport Services Rescinded by M210.3--8/18/98 245.3 Interoperability of Electronic Mail Systems Rescinded by M210.3--8/18/98 245.4 Preparation of Agency Automated Technology Multiyear Planning
Documents
Rescinded by M210.3--8/18/98245.5 Acquisition, Coordination, and Use of Decentralized and Distributed Automated Technology Equipment and Systems
Rescinded by M245.4--1/7/98245.7 Agency Telecommunications Management Rescinded by M210.3--8/18/98 245.10 State Computer Maintenance Contract for Terminals, Microcomputers Printers, and Other Related Peripheral Equipment
Rescinded by M210.3--8/18/98245.11 Development of Information Technology--Enterprise Continuity/Recovery Plans
Rescinded as obsolete.245.12 Implementation of the Data Center Project Plan 7/1/97 245.13 Strategic Direction for Information Technology Investments 2/2/99 245.14 Wireless Antenna Tower Management 5/7/98 245.15 Statewide Public Safety Radio System 5/7/98 245.16 Pennsylvania Justice Network (JNET) Governance Structure 6/16/99 M245.1 Guidelines for Preparation of Automated Technology Multiyear Planning Documents
Rescinded by M210.3--8/18/98M245.2 State Computer Maintenance Contract for Terminals, Microcomputers Printers, and Other Related Peripheral Equipment
9/1/92M245.3 Guidelines for Personal Computers Rescinded by M245.4--1/7/98 M245.4 Policy for Personal Computers and Networks (PCs/LANs) 1/7/98 1 Public Information Programs 250.1 The Sunshine Act Meeting Notices 9/22/95 250.3 State Contracts Information Document Rescinded by Rev. 1 Organization and Space Management 260.1 Organization Requests 5/30/01 260.2 Reorganization Plans for Transfers of Functions Between Agencies 11/16/87 M260.1 Manual For Space Utilization 12/2/77
3/3/80
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[Continued from previous Web Page] FINANCIAL MANAGEMENT Management Directives and Manuals Date of
Original
or Latest
AmendmentCurrent
RevisionsGeneral 305.2 Standard Check Endorsement Procedure 8/15/88 305.3 Responsibilities of Comptroller Operations 3/19/97 305.4 Payments to Counties 5/24/00 305.5 Cash Management 11/16/92 305.6 Withholding Payments to Municipalities (Act No. 166 of 1978) 5/1/97 305.7 Interest Penalties for Late Payments 3/24/95 1 305.8 Commonwealth Bank Accounts and Special Banking Services 6/11/97 305.9 Use of Forms STD-419/419L, Refund of Expenditures, and STD-420/C420/420L, Transmittal of Revenue, When Unaccompanied by Remittances
11/5/99
1-2305.10 Receipt of Federal Funds by Wire Transfer 1/23/89 305.11 Depositing Currency and Coin 4/21/97 1 305.12 Accounting, Reporting, and Cash Management of Federal Grants and Contracts
1/25/99305.13 Use of Forms STD-419/419L, Refund of Expenditures, and STD-420/C420/420L, Transmittal of Revenue, When Accompanied by Remittances
4/4/00
1305.14 Identifying Payments to Local Governments and Other Subrecipients 12/22/93 305.15 Processing and Distributing Returned Checks 8/30/89 305.16 Lobbying Certification and Disclosure 8/6/90 305.17 Preparation and Use of Form STD-417, Adjustment Memorandum From Department of Revenue to Treasury Department
10/29/90
1305.18 Obtaining Authority for Electronic Approval of Commonwealth Voucher Transmittals
11/30/00305.19 Identification of Boards, Commissions, and Councils 8/15/97 305.20 Grant Administration 5/26/00 Accounting 310.1 Fiscal Guidelines for Federal Reimbursement of Disaster Related Expenditures
1/5/83310.3 Encumbering and Lapsing of Appropriations 5/4/98 1 310.7 Report of Lapse (STD-292) 9/28/83 310.8 Postage Due Procedures 1/8/87 310.9 Purpose and Use of Restricted Receipt and Restricted Revenue Accounts 11/20/78 310.10 Collection, Requests for Compromise, and Write-Off of Delinquent Claims 8/29/96 310.11 Payment and Financial Reporting Requirements for Non-Preferred Appropriations
1/19/82
1310.12 Refunding Erroneously Collected Fees and Charges 4/30/82 310.13 Generally Accepted Accounting Principles (GAAP) 6/13/95 310.14 Fixed Asset Accounting and Reporting 8/28/86 310.14
(SAP)*General Capital Asset and Other Fixed Asset Accounting and Reporting in SAP
2/3/03310.15 Agency Federal ID Numbers 6/7/96 310.16 Advancement Account Balances 8/21/87 310.17 Accounting for Payments of Federal Funds to Subrecipients 4/8/99 310.18 Reporting of Pending or Threatened Claims Rescinded by Rev. 1--5/27/99
and M210.3--10/3/99310.19 Accounting for Disbursements of Funds for Interagency Agreements, Memorandums of Understanding, and Notifications of Subgrant; Accounting for the Subgranting of Federal, Federal Matching Funds, or State Funds Between Commonwealth Agencies
9/4/97310.20 Charging Equipment Expenditures to Federal Programs 8/31/94 310.21 Master Lease Tracking System 4/21/95 310.22 Central Vendor Information System 4/30/96 310.23 Commonwealth Purchasing Card Program 3/24/97 1 310.24 Accepting Debit/Credit Cards and Electronic Funds Transfers for Commonwealth Revenues
10/20/00310.25 Transfers of Revenue or Expenses in SAP 12/05/02 M310.1 Agency Operated Advancement Accounts 8/11/99 M310.2 Definitions of Major and Minor Objects of Expenditures 8/27/98 1 M310.3 Manual of Accounting 7/17/96 M310.4 Fixed Asset Accounting System 5/21/90 1 M310.10 Revenue and Receipts Accounting Subsystem 8/31/90 M310.11 Budget Control Subsystem 7/15/93 M310.12 General Ledger Subsystem 3/23/89 M310.13 Project Accounting Subsystem 5/7/92 M310.14 Grant Accounting Subsystem 3/12/93 M310.15 Commitment and Expenditure Control Subsystem 8/31/90 M310.16 ICS Information System (IIS) Terminal Operators Manual 8/31/90 1 ____
* This version of 310.14 is only for agencies that have converted to SAP. The 8/28/86 version is for agencies that have not converted to SAP.
Management Directives and Manuals Date of
Original
or Latest
AmendmentCurrent
RevisionsPayroll 315.1 Calculation and Payment of Statutory Salaries 12/5/02 315.6 Employees' Requests for Additional State or Federal Income Tax
Withholding
1/6/81315.7 Employee Payroll Deductions for Credit Unions 6/1/89 1-2-3 315.8 Restitution of Overpayments 10/1/97 315.9 Withholding of Delinquent Local Taxes from Employees' Paychecks 11/4/96 315.10 Recording and Reporting of Wage, Overtime, Shift Differential, and Short-Term Leave Without Pay
4/1/80315.11 Distribution and Retention of Payroll Deduction Authorization Documents 4/24/80 315.13 Payments of Wages, Salary, Benefits, and Travel Expenses to Survivors of Deceased Employees
8/19/96315.14 Charges for State Employees Residing or Subsisting in Commonwealth Facilities
5/29/97315.15 Withholding of Pennsylvania Higher Education Assistance Agency Loans from Employee Paychecks
3/21/83315.16 Payment of Annuitant Medical and Hospital Benefits 9/10/97 315.17 Direct Deposit of Pay Program 10/20/00 315.18 Delivery of Payroll Checks to Employees 11/28/90 315.19 Check Distribution Codes 9/20/93 315.20 Taxability of the Use of State-Provided Vehicles 5/6/96 1-[2]*-3-[4]*- [5]*-6 315.21 Deductions for U.S. Savings Bonds 11/7/85 315.22 Preparation and Filing of Federal Forms 1099 and 1096 1/3/95 315.23 Processing Employee's Withholding Allowance Certificate (W-4) 2/9/88 315.25 Pennsylvania Personal Income Tax 9/12/88 315.26 Backup Withholding on Missing and/or Incorrect Taxpayer Identification Numbers
1/24/94
1315.27 Recoupment of Conversion Pay Amounts 5/4/92 315.28 Taxability of State-Provided Parking 9/12/96 1-2-3 315.29 Mailing SAP-Generated Checks 12/5/02 M315.1 Municipal Tax Rate Schedules Rescinded by Rev. 3 ____
* Revision Nos. 2, 4, and 5 to 315.20 are rescinded.
Management Directives and Manuals Date of
Original
or Latest
AmendmentCurrent
RevisionsAudits 325.2 Audit Inquiry Relative to Agency Litigation, Claims, and Assessments 2/23/95 325.3 Performance of Audit Responsibilities 9/14/94 325.4 Agency Annual Audit Plan 6/11/01 325.5 Single Audit Costs--State Level 9/27/00 325.6 Auditing Computer Based Systems 6/12/87 325.7 Implementation of the Commonwealth's State Level Single Audit 7/13/98 325.8 Remedies for Recipient Noncompliance with Audit Requirements 6/11/99 325.9 Processing Audits of Federal Pass-Through Funds 9/8/97 325.10 Review of Auditor General, Treasury, and Legislative Budget and Finance Committee Audit Reports
8/31/94EQUAL EMPLOYMENT OPPORTUNITY Equal Employment Opportunity Programs 410.5 Affirmative Action Program Rescinded by M210.3--4/8/97 410.9 Personnel Procedures for Affirmative Action Analysts, Affirmative Action Directors, and Compliance Specialists
Rescinded by M210.3--4/8/97410.10 Guidelines for Investigating and Resolving Internal Discrimination Complaints
6/19/02410.11 Commonwealth's Equal Employment, Outreach, and Employment Counseling Program
5/8/97M410.3 Guidelines for Equal Employment Opportunity Plans and Programs 5/8/97 EMPLOYEE DEVELOPMENT AND UTILIZATION General 505.1 Employee Furlough Policy 9/11/96 505.2 Salaried Complement Management System 3/10/98 505.4 Salaried Complement Control 2/18/82 1 505.7 Personnel Rules 2/24/98 1 505.8 Transmittal of Personnel Action Notifications 4/2/98 505.9 Standard Abbreviations for Use With the Compensation Plan and the Integrated Personnel Payroll System
1/5/99505.11 Emergency Assignments of Employees During Emergencies 6/17/98 505.12 Annual List of Employees 6/26/01 505.15 Exit Information Program 5/22/97 505.17 Furlough of Employees on Work-Related Disability Leave 7/25/00 505.18 Maintenance, Access, and Release of Employee Information 7/15/02 505.20 Wage Complement Management and Control 11/10/99 505.21 Office Hours 1/19/00 505.22 State Employee Assistance Program 1/16/98 505.23 Employee Recognition Programs 3/12/98 505.25 Substance Abuse in the Workplace 1/16/98 505.26 HIV/AIDS in the Workplace 9/9/02 505.27 The Worker and Community Right to Know Act (P. L. 734, No. 159) 8/3/93 505.28 Family Care Account Program 10/6/00 505.29 Commercial Driver License Drug and Alcohol Testing Requirements Rescinded by M505.5--11/5/99 505.30 Prohibition of Sexual Harassment in Commonwealth Work Settings 6/19/02 1 M505.2 Personnel Management Review 7/9/97 M505.3 State Employee Assistance Program 10/29/98 M505.4 Personnel Records Retention and Disposition Schedule 12/7/98 M505.5 Commercial Driver License Drug and Alcohol Testing and Licensing Requirements Administrative Manual
5/30/02M505.6 An Agency Guide to Workplace Violence Prevention and Response 5/28/02 Employment 515.2 Transfer of Employees From One Agency to Another 6/16/00 515.3 Classified Service Emergency Appointments 5/14/85 515.4 Seniority Rights of Commonwealth Employees 4/29/98 515.10 Selection and Appointment to Non-Civil Service Positions 10/30/02 515.12 Confidential Employees 10/12/99 515.15 Identification, Employment, and Education Verification Checks 6/13/97 515.16 Appointment to Senior Level Positions 10/30/02 515.17 Computer Systems Intern Program 8/29/89 515.18 Supplementary Employment 7/7/98 515.19 Accounting Intern Program 10/7/85 515.20 Reemployment of Commonwealth Annuitants 2/21/02 515.21 Commonwealth School to Work Program 2/18/00 Classification 520.3 Unclassified Codes and Titles 11/7/96 520.4 Position Classification Post-Audits 11/16/99 520.5 Centralized Classifications Control System 11/7/96 520.6 Processing of Reclassification Actions 11/7/96 520.7 Development and Validation of Classification Standards 4/3/97 520.8 Pay Action Effective Dates for Changes to Position Classifications and the Classification Plan
11/7/96520.9 Appointments Above the Minimum 3/5/98 Pay 525.4 Temporary Assignment in Higher Classification 11/7/96 525.6 Advances on Salaries or Wages Earned 8/29/96 525.8 Processing of Pay Increments Rescinded by M210.3--4/8/97 525.11 Dual Employment 2/10/97 525.12 Reinstatement of Discharged Employees 9/21/79 525.13 Maintenance of Weighted Salaries 9/28/01 525.15 Overtime 2/10/97 525.16 Physicians and Related Occupations Quality Assurance Program 7/10/01 525.17 Internal Revenue Service Levies on Wages, Salary, and Other Income or Payments
6/28/91M525.2 Commonwealth Pay Plan 4/24/00 Benefits 530.1 Agency Employee Services Coordinators 9/17/96 530.2 Sick Leave Without Pay, Parental Leave Without Pay, and Family Care Leave Without Pay
1/13/97530.3 State Employe Combined Appeal for New Employees and Employees on Inter-Agency Transfers
1/18/96530.4 State Paid Benefits While on Sick, Parental, or Family Care Leave Without Pay
3/21/96530.8 Motor Vehicle Financial Responsibility Law 7/22/97 530.9 Social Security Records 10/9/97 530.10 Administrative Leave to Compete in International and World Championships 7/23/96 530.11 Benefit Rights of Permanent and Temporary Employees 10/6/00 530.14 Payment for Leave Rescinded by 530.14 Rev. 1 and M210.3--10/3/99 530.15 Disability Benefits, Related Pay Status Options, and Retired Employee Health Program (REHP) Effective Dates
7/8/97530.17 Partial and Full Day Closings of State Offices 12/28/95 530.18 Benefit Rights of Furloughed Employees 2/24/97 530.20 State Paid Benefits While on Cyclical Leave Without Pay 7/8/97 530.21 Paid Leave for Blood Donation 5/13/97 530.22 Unemployment Compensation, Noncovered Employment--''Major Nontenured Policymaking or Advisory Positions''
11/20/96530.23 State Employee Combined Appeal 11/2/01 1 530.24 Retired Employee Health Program Eligibility Requirements 10/5/01 530.26 Benefit Entitlements for Employees on Military Leave 4/26/00 530.27 Leave Related Policies for Employees Excluded from Earning Leave and Leave Service Credit
2/7/97530.28 Pennsylvania Employees Benefit Trust Fund (PEBTF) 2/23/95 M530.2 Injury Leave Manual 11/29/01 1 M530.3 Group Life Insurance Program Administrative Manual 6/26/01 M530.4 Commonwealth of Pennsylvania Highlights of State Employee Benefits 2/02 M530.7 Leave and Holiday Programs 7/7/98 M530.9 Unemployment Compensation Insurance Administrative Manual 12/7/98 M530.14 Unemployment Compensation and the Supervisor 3/82 M530.15 State Police Health Program/State Police Supplemental Benefits Program Administrative Manual
6/5/01
1-2M530.16 Temporary Clerical Pool Agency User Manual 10/99 M530.17 Temporary Clerical Pool Employee Handbook 12/94 M530.18 The Benefits of a ''Healthy'' Sick Leave Balance 11/97 M530.19 Leave Without Pay and Injury Leave Processing Instructions 4/2/98 M530.20 Commonwealth of Pennsylvania Employee Benefits 2/02 Training 535.1 Employee Training and Development 2/9/00 535.2 Physicians and Related Occupations Specialty Board Certification Payments 1/29/97 535.3 Out-Service Training 1/16/99 535.4 Use of State Work Program and Public Services Trainee Classes 2/16/84 535.5 Use of Trainee Classes in the Classified Service 9/12/96 535.6 Commonwealth Management Development Program 2/9/00 535.7 Annual Agency Training Plan and Report 7/8/99 Performance Evaluations 540.7 Employee Performance Review 3/5/02 Retirement 570.1 State Employees' Retirement System, Duties of Agencies 8/4/00 570.2 Use of Form SERS-147 to Elect Membership in Full Coverage Retirement Group
2/22/90570.5 Employer Contributions Required on the Purchase of Prior Service 5/20/87 570.6 Optional Membership in State Employees' Retirement System 4/30/96 570.7 Credited State Service 11/29/82 570.8 Reinstatement of Dismissed or Furloughed Employees Into the State Employees' Retirement System
8/10/89570.9 Reinstatement Into the State Employees' Retirement System of Employees Furloughed or Otherwise Terminated and Reemployed
6/29/93570.10 Final Average Salary--Part-Time Service, State Employees' Retirement System
5/22/81570.11 Changes to Retirement and Personnel Payroll System and Collection of Arrears Balances
3/24/97570.12 Refusal of Recall From Furlough--Termination of Interest on Retirement Contributions
4/30/96570.13 State Employees' Retirement System, Regional Field Offices 9/23/92 1 570.14 Deferred Compensation Program 1/23/89 570.15 Public Employee Pension Forfeiture Act No. 1978-140 10/28/94 M570.3 State Employees' Retirement System Counselors' Manual Rescinded by SERS as obsolete Civil Service 580.2 Civil Service Availability Survey/Interview Notice 7/5/94 580.6 Monthly Report of Classified Service Employees 8/23/95 580.8 Classified Service Probationary Periods 4/13/00 580.10 Rights of Certified Eligibles in the Classified Service 5/16/86 580.11 Documentation of Classified Service Personnel Actions 6/6/01 580.12 Recruitment for Classified Service Positions 10/15/87 580.13* Report of Personnel Transactions for Non-State Employees 8/18/87 580.15 Selective Certification of Classified Service Eligibles 6/26/90 580.16 Provisional Employment in the Classified Service 12/5/86 580.17 Performance Evaluations to Determine Order of Furlough for Classified Service Employes
Rescinded by M580.2--10/16/97580.18 Pennsylvania Residency and United States Citizenship Requirements for the Classified Service
2/4/97580.19 Promotion in the Classified Service Without Examination 12/4/01 580.20 Classified Service Furlough and Reemployment Rescinded by M580.2--10/16/97 580.21 Veterans' Preference on Classified Service Employment Lists 6/5/97 580.23 Resignation From and Reinstatement to the Classified Service 3/12/90 580.24 Promotion of Employees in Unskilled Positions Into the Classified Service 5/28/96 580.25 Political Activities of Classified Service Employees 9/30/92 580.26 Transfer or Reassignment of Classified Service Employees 2/28/90 580.27 Limited Appointments to Positions Exempted from the Classified Service Pursuant to Section 3(c)(4), Civil Service Act
2/18/88580.28 Reallocation to a Lower Class in the Classified Service 2/27/90 580.29 Rapid Promotion Examinations in the Classified Service 8/12/85 580.30 Classified Service Leave Without Pay and Return Rights 3/24/86 580.31 Classified Service Temporary Appointments 7/18/90 580.32 Substitute Employment in the Classified Service 12/11/86 580.33 Reproductions of Documents for Classified Service Personnel Actions 9/14/90 580.34 Removal of Eligibles for Certification or Appointment in the Classified Service 5/20/02 580.35 Employees Placed in the Classified Service by Position Reallocation 3/29/88 580.36 Engineering Intern Program 1/14/94 580.37 Promotion by Appointment of Unclassified Service Employees Into the Classified Service
5/22/02M580.1 Certification of Eligibles for the Classified Service 4/7/97 M580.2 Furlough of Classified Service Employees Not Covered by Labor
Agreements
10/16/97____
* Special Distribution
Management Directives and Manuals Date of
Original
or Latest
AmendmentCurrent
RevisionsLabor Relations 590.1 Labor Relations 8/7/00 590.2 Confidential Positions and Employees 1/29/97 590.3 Deduction of Union Dues/Fair Share Fees 12/20/00 590.5 Guidelines to be Followed During Legal or Illegal Strikes 5/13/97 590.6 Information Needed to Obtain Injunctions Against Illegal Strikes Rescinded by 590.5--5/13/97 590.7 Labor Relations--Grievance Administration 7/28/97 590.8 Classification Grievance Processing 11/7/96 M590.2 Digest of Commonwealth Employee Classification Arbitration Cases 8/4/82 1 thru 7 SUPPLIES, SERVICES AND EQUIPMENT
Supplies and Equipment Acquisition/Disposition 610.2 Release and Receipt of Surplus State Property Rescinded by M215.3--8/20/99 610.3 Transfer or Sale of Surplus State Property Rescinded by M215.3--8/20/99 610.4 Procedures for Purchasing Goods and Services Not Exceeding $1,500 Through Advancement Accounts
11/17/83610.5 Disposition of Personal Property and Equipment Purchased with GSA Bond Moneys
Rescinded by M215.3--8/20/99610.7 Acquisition of Surplus Federal Personal Property Rescinded by M215.3--8/20/99 610.9 Recovery of Precious Metals Rescinded by M215.3--8/20/99 610.11 Equipment Lease Renewals Rescinded by M215.3--8/20/99 610.12 Renewal of Multiyear Equipment Leases Containing Purchase Options Rescinded by M215.3--8/20/99 610.13 Local Bids and Local Awards for Goods Costing $1,500 to $10,000 Rescinded by M215.3--8/20/99 610.14 Review of Sole Source Purchase Requisitions for Equipment and Supplies Rescinded by M215.3--8/20/99 610.15 Master Lease Program 1/3/95 M610.1 General Services Commodity Distribution Center Catalog 8/8/00 M610.5 Field Purchasing Manual Rescinded by M215.3--8/20/99 Automotive Services 615.1 Temporary Assignment of Commonwealth Automotive Fleet Vehicles 12/2/92 615.2 Motor Vehicle Liability Insurance and Accident Reporting 6/17/96 615.3 Rates and Billing for Motor Vehicles of the Commonwealth Automotive Fleet 6/26/02 615.6 License Plates for Commonwealth-Owned Vehicles 6/30/97 615.7 Commonwealth Vehicle Invoices 7/3/97 615.8 Use of State Automobiles 3/26/80 615.9 Permanent Assignment of Commonwealth Automotive Fleet Vehicles 11/20/02 615.11 Use and Condition Inspections of Commonwealth-Owned Motor Vehicles 4/21/82 615.12 Motor Vehicle Authorization List 8/11/83 615.13 Emission Control Program--Commonwealth Automotive Fleet Vehicles 9/26/97 615.14 Repairs and Maintenance, Commonwealth Automotive Fleet 6/25/97 615.15 Vehicle Parking License Agreements 7/19/01 M615.2 Commonwealth Automotive Credit Card Code List--January 1996 Rescinded by DGS & Rev. 1 to M210.3--2/1/00 Commodity Standards 620.1 Coal Sampling and Reporting 2/6/02 [1]*-2 Buildings, Property and Real Estate 625.1 Repairs, Alterations, and Improvements to Commonwealth Buildings Under the Direct Supervision of the Department of General Services
8/29/00625.2 Inventory of Commonwealth Real Property 6/3/96 625.3 Moving Employee Household Goods and Commonwealth Property 3/14/96 625.4 Enforcement of Fire and Panic Regulations 3/27/91 625.5 Reporting Surplus Real Property 5/6/96 625.6 Lease Amendment Exceptions for Leasehold Construction Improvements Costing Less than $10,000
2/28/01625.7 Use of Form STD-291, Request for Lease Action and Budget Approval 11/6/97 625.8 Contracting for Bargaining Unit Work 2/25/94 625.9 Payment of Contractors and Design Professionals for Agency-Funded Construction Projects Undertaken by the Department of General Services
3/9/01625.10 Card Reader Access to Certain Capitol Complex Buildings and Other State Office Buildings
8/28/02Bonds and Insurance 630.1 Agency Insurance Coordinators 10/2/87 630.2 Reporting of Employee Liability Claims 4/28/98 COMMONWEALTH PROGRAMS
Protection and Safety 720.2 Wage Standards Picketing 2/3/77 720.3 Guidelines for Preparing for, Responding to, and Reporting Emergencies at State Offices
6/28/02720.4 Safety and Loss Prevention Program 10/2/87 ____
* Revision No. 1 to 620.1 was rescinded by Revision No. 2
§ 1.5. Office hours.
(a) Under sections 221 and 709(d) of The Administrative Code of 1929 (71 P. S. §§ 81 and 249(d)), the Executive Board has, in a resolution dated September 26, 1985, determined the hours when the central administrative offices of State Government are to be open for the transaction of public business at least 8 hours each day, except Saturdays, Sundays, and selected holidays as determined by the Executive Board.
(b) An agency may authorize employees to work a standard schedule at hours outside the office hours shown on the schedule of office hours. An agency may assign employees to work staggered work hours to meet program or operational needs, or approve employee requests to accommodate transportation, family care, education, or other compelling reasons. An agency also may establish, with Office of Administration approval, alternate work schedules andflex-time arrangements for operational units that measurably will improve efficiency and/or client service. Such scheduling variations outside of an agency's standard operating hours cannot impair the operational efficiency or client service provided by the agency.
(c) The opening and closing hours of field administrative offices shall be determined by each agency head in a manner consistent with its operational needs and in conformance with section 221 of The Administrative Code.
(d) Requests for changes to the schedule shall be forwarded to the Secretary of Administration, with justification, for consideration by the Executive Board.
(e) The schedule of office hours is as follows: 7:30 a.m.--4 p.m. Liquor Control Board; 7:30 a.m.--4:30 p.m. Civil Service Commission, Public School Employees' Retirement System; 7:30 a.m.--5 p.m. Executive Offices, Revenue; 7:45 a.m.--4:15 p.m. Pa. Municipal Retirement System; 8 a.m.--4 p.m. Agriculture, Emergency Management Agency, Fish and Boat Commission, Game Commission, Milk Marketing Board; 8 a.m.--4:30 p.m. Environmental Protection, Insurance, Public Utility Commission, State Employees' Retirement System, State Tax Equalization Board, Transportation, Treasury; 8 a.m.--5 p.m. Conservation and Natural Resources, Corrections, Education, General Services, Health, Labor and Industry, Public Television Network Commission, State; 8:15 a.m.--4:15 p.m. State Police; 8:15 a.m.--4:30 p.m. Military and Veterans Affairs; 8:30 a.m.--4:45 p.m. Probation and Parole Board; 8:30 a.m.--5 p.m. Aging, Attorney General, Auditor General, Banking, Community and Economic Development, Governor's Office, Historical and Museum Commission, Lieutenant Governor's Office, Public Welfare, Securities Commission.
[Pa.B. Doc. No. 03-505. Filed for public inspection March 21, 2003, 9:00 a.m.]
