Department of Education
Meet and Confer Meeting Notes
April 8, 2008
Attending for the State: Chas Anderson-Deputy Commissioner, Al Louismet-Administrative Services, Tammy McGlone-Administrative Services
Attending for MAPE: Dawn Cameron-Research and Assessment, Tom Dougherty-MAPE Business Agent, Stan Karcz-Compliance and Assistance, Mike Landers-Program Finance, Penny Murphy-Food and Nutrition, Deanne Tolzmann-Food and Nutrition
- Budget reduction/Layoffs. Need to clarify the current request for budget reductions of 4% and future reductions or layoffs that would be coming. Ms. Anderson clarified where funding issues are in the legislature and noted that future actions cannot be anticipated until the legislative results are seen and the session ends. As much as possible, the Department wishes to take any further necessary reductions through natural attrition and reducing costs rather than choosing layoffs as the action to reduce costs. She also noted that the Department will most likely need to plan for any necessary reductions or cuts for next fiscal year.
- In-state travel rules. Mr. Landers brought up that employees are currently required to submit out-of-state paperwork in order to be able to use roadways and lodging 10-15 miles outside the Minnesota borders that may be the most efficient route or largest availability of lodging. For example, the alternative to travelling on Interstate 29 across the border to go from Marshall to Moorhead or East Grand Forks is to use two-lane roads (59 or 75) within the borders of Minnesota. The point was made that in these situations, time is money too.
Ms. McGlone recognized that this has come up before as an issue and there may already be some state policies that address multiple situations involving border cities. A possible solution might be to still require an out of state travel form to cross Minnesota’s borders, but expedite the paperwork by requiring only director level approval. This may or may not work depending on whether or not it is state policy that requires the full round of out-of-state request paperwork. She will check on the policy language and requirements regarding travel to border cities.
- Mr. Landers brought up a question on what constitutes a reasonable reason for submitting an expense request for a meal that otherwise would be paid for through a hotel’s continental breakfast or conference but is not able to be taken advantage of by an employee. And in these cases, what documentation is required to get this expense reimbursed
Ms. McGlone responded that these issues were addressed in MDE Today on December 7, 2007. Expense reports should contain a separate written explanation for why the provided meal was not taken advantage of which can be attached to the expense report to go with the receipt for the meal. The December 7, 2007 issue should be read for more details and is archived in Outlook – Public Folders – All Public Folders – MDE Today. Mr. Landers had a follow up question regarding the contract provision that states: “Employees who meet the eligibility requirements for two (2) or more consecutive meals shall be reimbursed for the actual costs of the meals up to the combined maximum reimbursement amount for the eligible meals.” Ms. McGlone responded that in a breakfast situation for example, if the hotel provides it, that breakfast is no longer “eligible” for reimbursement and hence the breakfast meal allowance is not eligible for combination with any other eligible meal allowance. In the example above, if the employee can’t eat the breakfast provided by the motel and has an alternative meal then that breakfast is not eligible for combination with any other eligible meal.
- Coverage of phone expenses. Mr. Landers brought up the issue of reimbursement for various types of incurred phone costs while in travel mode. Ms. McGlone responded that when using a calling card, employees should submit something that shows the amount of minutes purchased and the cost rate either in the form of a photocopy of the front of the calling card or the receipt for the calling card with this information on it. When using a cell phone, state policy on cell phone use for personal or professional phone calls when in travel status indicates that phone costs will be reimbursed if an employee incurs costs beyond their monthly cell phone contract. To be reimbursed for these non-contract minutes, the employee must submit a copy of the monthly statement showing the minutes used with the travel minutes highlighted. The state cell phone policy will be published in an upcoming issue of MDE Today [note: policy was published in MDE Today #127 on 4/11/08].
- Use of state travel card. The initial question brought up by Ms. Tolzmann was about who is required to use the state travel card. Ms. McGlone responded that whether or not an individual employee or division will need to use a travel card depends on the amount of travel they will be doing. Full rollout on the use of travel cards has come only recently.
When asked where the ultimate responsibility lies for any balance or late fees, Ms. McGlone responded that employee’s personal information is not submitted to the card company. The state is responsible for backing the use and balances associated with the travel card.
Currently, the requested time frame for an employee to fill out the log sheet and submit receipts for the travel card is within 10 business days. Ms.Tolzmann made note of the fact that many employees may be in travel status for multiple serial trips for longer than the 10 day period would allow and asked what should be done in those situations. Since 10 days is a requested timeframe, Mr. Louismet will check on any required timelines that exist and get back to the Meet and Confer team. Ms. Anderson suggested that sometimes support staff might be able to assist in the log and submission of receipts for the travel cards for employees who are unable to do it during office hours. Ms. McGlone made the point that the most essential timeframe to contact the Department business office would be if there is an inaccuracy in the travel card bill sent to the employee. It is much more efficient to dispute inaccuracies before rather than after payment has been made.
Mr. Landers brought up that the amount of effort to submit both travel card paperwork and expense report paperwork for the non-travel card expenses is duplicating efforts and time to submit all expenses for one trip. He asked if we could look into combining the two forms into one submission effort by the employee. Ms. McGlone responded that we could look at that option of one paper form until the Department shifts to an electronic submission of payments similar to other state departments. She would look into the possibilities and get back to the Meet and Confer team at a later date.
Ms. Tolzmann asked what to do about the issue of needing to submit original receipts with both the expense report and the travel card form. Mr. Louismet said that they will need to decide which form they will require the attachment of the original receipt. Only one set of forms is expected to get the original. Copies of the original receipt will be acceptable for any other forms requiring receipts. He will get back to the Meet and Confer team on this point.
- 24-hour building access. Mr. Landers and Mr. Karcz brought up that 24-hour access to the building would help employees in some situations, such as returning from the field and needing to drop off Department property such as laptops or other workshop materials before returning home. Ms. McGlone responded that this access is currently available by sending a request for 24 hour access ahead of time to Wendy Rumpel and she is able to grant access on an individual basis. She will put a reminder of this procedure into MDE Today [note: policy was published in MDE Today #127 on 4/11/08]. Ms. Anderson pointed out the need to be able to determine need for access on a case-by-case basis rather than a blanket 24 hour access to the building. This is because of concerns of security and the requirements of the federal Fair Labor Standards Act. Supervisors are also involved in this communication so that there isn’t an issue of balancing work time.
- Need for a clearer document outlining specifics on travel policy. Mr. Landers brought up that the MDE travel policy is not as specific or clear as the Department of Finance’s travel policy. The suggestion was to either format MDE travel policy in a similar way to the Department of Finance’s version or adopt the Department of Finance’s version. Ms. McGlone said she will provide the link to the Department of Finance’s policy for clarification of employees.
- Exercise room equipment. Mr. Karcz asked about the status of repair or replacement of exercise equipment as there seems to be a growing interest in use of this equipment. Ms. McGlone responded that replacement equipment is in the procurement process. She will announce in MDE Today when the equipment will be coming in as soon as the timeline is known. This new equipment will come with maintenance and warranty and there will be a single point of contact to submit any maintenance or warranty requests.
