STATE OF NEVADA

1 STATE OF NEVADA . k STATE Administrative Manual STATE Administrative NEVADA Department of Administration Director's Office Manual (SAM) 209 E. Musser Street, Room 200. Revised September 16, 2014 Carson City, NEVADA 89701-4298. (775) 684-0222. 1. STATE ADMINISTRATIVE MANUAL. Table of Contents 0000 Introduction 0100 board of Examiners Policies 0200 Travel 0300 Cooperative Agreements and Contracts 0400 Records 0500 Insurance and Risk Management 0600 Administrative Procedures 0700 Open Meeting Law 1000 Buildings and Grounds 1200 Mail Service 1300 STATE Vehicles 1400 Fleet Services Division 1500 Purchasing 1600 Information Technology 1700 Attorney General 1800 Printing 1900 Public Works board 2000 NEVADA STATE Library Archives 2400 Division of Internal Audits 2500 Budgeting 2600 Claims 2700 STATE Accounting System 2800 Chart of Accounts 2900 Tort Claims 3000 Federal Grant Procedures 3500 Group Insurance 3600

2 Retirement 3700 Unemployment Compensation 3800 Deferred Compensation 2. 0000 Introduction The STATE Administrative Manual (SAM) is a compilation of policy statements concerning the internal operations of STATE government. Policies are based on statute or other approved regulations. This manual is published for use as a guide in conducting the STATE 's business. Users requiring more detailed information should reference the applicable statutes that are cited following many of the policy statements or contact the Department of Administration. This edition of SAM replaces all previous editions. New material has been underlined for easy identification.

3 Questions or comments regarding SAM should be directed to: NEVADA Department of Administration Director's Office 209 E. Musser Street, Room 200. Carson City, NV 89701-4298. (775) 684-0222. Julia Teska, Director Department of Administration 0002 Purpose The STATE Administrative Manual (SAM) presents to all STATE agencies a single reference source for policies, procedures, regulations and information issued by the Legislature, the board of Examiners, the Department of Administration and other contributing agencies. 0004 Jurisdiction SAM is an official publication of the Department of Administration and is issued under authority of the Governor and the board of Examiners.

4 The Governor instructs all STATE executive agencies to comply with the provisions of this manual to promote economy and efficiency in the government of the STATE of NEVADA . 0006 Exceptions Deviations from this manual are permitted only upon written exemption of the agency concerned. Constitutional agencies with broad powers ( , the NEVADA System of Higher Education) are expected to follow these regulations when not in conflict with the Constitution, NEVADA Revised Statutes or board of Regents' regulations. 3. 0100 board of Examiners Policies 0102 Placement of Items on the Agenda Any board of Examiners (BOE) member is entitled to place items on the agenda; and any Constitutional Officer of the STATE of NEVADA may request items to be placed on the agenda upon the Clerk of the board 's determination that the item is legal and within the jurisdiction of the board of Examiners.

5 0104 Agency Attendance and Notification BOE agenda action items preceded with an asterisk require mandatory attendance by appropriate agency staff to present their items with the exception of leases, contracts, and master service agreements, which may be pulled on a case by case basis. Any board member who wishes to pull an agenda item for discussion, particularly items generally taken on a consent basis such as leases, contracts, and master service agreements, shall notify the Clerk of the board prior to the BOE meeting of the items he/she wishes to be pulled for discussion. The Clerk of the BOE or his or her designee shall notify the appropriate agency of any agenda item(s) that has been identified by a member of the board as an item for discussion.

6 Any agency with an item pulled for discussion should have the appropriate staff member(s) present at the BOE meeting to respond to board Members' questions. The agency is not required to attend the BOE meeting if an agency's only agenda items are leases, contracts, master-service agreements, or information items and they are not contacted by the Clerk of the board or his or her designee regarding additional item(s) identified for discussion. 0106 Distribution of Meeting Materials The Clerk of the board must disseminate meeting materials to each member of the board no less than 5. working days before the meeting unless notified by the Clerk or his designee.

7 0108 Sole Source Contracts If a sole source contract is placed on the agenda, the contract materials provided to the board members must include the sole source or non-competitive procurement approval request. 0200 Travel 0202 Reimbursement of Travel Expenses NRS outlines the STATE 's statutes regarding travel and subsistence for STATE officers and employees. 4. 0204 board of Examiners' Travel Policy In accordance with NRS (7) the board of Examiners' shall establish the rate of reimbursement STATE officers and employees are entitled to receive while transacting public business. This rate must be the same as the comparable rate established for employees of the Federal Government; however, certain STATE policies may differ and supersede the established federal guidelines or policy.

8 It is the board of Examiners' policy that travel should be by the least expensive method available when such factors as total travel time, salary of traveller, availability of agency cars or Fleet Services Division cars, and costs of transportation are considered. STATE officers and employees are eligible for per diem reimbursements if they are 50 miles or more from their official work station. Advanced planning for travel will allow for the purchase of airline tickets at discounted rates. Air coach is recommended to all areas serviced. 0206 Agency Policy Regarding Travel Because of the variety of situations faced by STATE agencies, it is important for STATE agencies to adopt agency specific policies.

9 The board of Examiners instructs all agencies to carefully review travel requirements and to adopt detailed policies consistent with the board of Examiners' travel policy and within the legislatively approved travel budget authority. These policies should include, but are not limited to: 1. The hours and conditions during which an employee will be allowed to claim meals. 2. Overnight lodging within fifty miles of principle station. 3. 50 mile requirement prior to eligibility of travel status per Diem. 4. Combining STATE business and personal travel. 5. Out-of- STATE travel requests. 6. Employees traveling as members of non- STATE agencies.

10 7. Use of private aircraft. 8. The conditions under which an employee will be allowed to claim mileage while using the employee's personal vehicle. 9. Conditions under which incidentals may be claimed. 0208 Agencies Adoption of Lesser Travel Reimbursement Rate NRS (6) allows an agency to adopt a rate of reimbursement less than the amounts specified in NRS (1) where unusual circumstances make that rate desirable. An agency adopting such rates, must submit their proposed policy to the board of Examiners for approval. The lesser rates may not be adopted until such approval. 5. A person employed by an agency that has adopted a lesser reimbursement rate shall be reimbursed in accordance with the agency's regulations.