Expenses of personal nature incurred for the

convenience of the traveler including travel by indirect

routes or stop-oversee for personal reasons; or leaving
earlier or returning later than necessary on a trip. It is
acceptable for the traveler to leave their home station
in reasonably sufficient time to arrive at an airport's
recommended pre-departure time.
Expenses for travel between home and office or for
other non-official purposes.
Expenses incurred by an employee while on leave.
The full cost of transportation by private conveyance, if
a state means is available. (I.E. 1/2 mileage when
personal vehicle is used.)
Lodging costs within an employee's official station are
not allowable.
Meal expenses when the employee leaves their home
station earlier than reasonably necessary.
Regularly scheduled staff meetings or department-
sponsored social gatherings shall not qualify for meal
or refreshment provisions unless scheduled meetings
occur no more than quarterly, and attendees are
brought together from various locations throughout the
state.
An attendee shall not be eligible for meal
reimbursement due to travel status if such meal is
provided while attending a meeting or training session.
POST attendees will not be reimbursed for meals
when POST provides the meal, or when meals are
provided at the designated POST restaurant.
Telephone calls greater than 10 minutes, and more
than one per day are not covered.
Type Description
3 Districts take Correctional Professional and Parole Officer Week.
Should be one or the other, not both. Or
maybe Prison's observes Correctional
Week and maybe CCD observes Parole
Officer Week, but Districts should not
observe both.
3 Golf Tournaments Employee pays & on their own time.
3 Bowling Employee pays & on their own time.
3 Plaques OK if Bdgt. Limit $XX
3 Cake and drinks Acceptable if meets the meeting guidelines
3 Shirts
No unless they are uniform items per Dept
Uniform policy. Not a part of Correctional
Week.
3 Hats
No unless they are uniform items per Dept
Uniform policy. Not a part of Correctional
Week.
3 Mugs, waterbottles,etc.
Must define policy to include dollar amounts
and it must be related to work performance,
according to the Idaho Historical audit
findings. And, it must meet financial
management control systems. Believe we
should have established a measurable
budget cap, per person.
2 Quarterly Staff Meetings
Must meet the refreshment guidelines.
Have to have attendees from across the
state.
3 Quarterly Awards and Meetng (Dept sponsored social meeting)
Acceptable - should establish procedure
and dollar amount. Meetings for such must
follow refreshment guidelines.
3 Regional Awards and Meeting (Dept sponsored social meeting)
Acceptable - should establish procedure
and dollar amount. Meetings for such must
follow refreshment guidelines.
Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office
3 Annual Awards and Meeting (Dept sponsored social meeting)
Acceptable - should establish procedure
and dollar amount. Meetings for such must
follow refreshment guidelines.
3 Recognition Trinkets-Black Hat Pens, Lanyards, Money Clips
Must define policy to include dollar amounts
and it must be related to work performance,
according to the Idaho Historical audit
findings. And, it must meet financial
management control systems. Believe we
should have established a measurable
budget cap, per person.
5 Office Supplies - (Fiscal meeting supplies, pens, etc.) Tools for doing the job. Non-personalized?

4 Open House - Employees and Families
Needs discussed. Can't find anything that
prohibits, or allows.
4 Open House - District Offices, Prisons, etc. (lots invited/few show)
Needs discussed. Can't find anything that
prohibits, or allows.
5 Meetings with Legislators - Providing Lunches,Dinners
State Travel Policy & Proc,#11. Meal
Expenses Not Allowable, #2:
Reimbursement for meals at the home
station is not allowable for informal
meetings (i.e. over a casual breakfast,
lunch or dinner) between staff members of
an agency or other agencies; other state
and federal employees; state employees
and legislators, etc. However, with Board of
Examiners approval, home station meals
may be reimbursed where necessary to
promote trade or commerce.
5 Meetngs with Judges Same as above meetings with legislators.
Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office
1 or 2 Back to Basic Meetings
Bi-Annual or Annual Meeting Sr.Mgmt.
Briefing/training of all employees. Must
follow Training guidelines for refreshments
or meals, depending on the length of
session.
5 Use of Per Diems to host dinners for travelers & non-Travelers
Needs discussed. Can't find anything that
prohibits, or allows.
3 Christmas Gifts, Movie Tickets, lunches, candy, football tickets?
Must define policy to include dollar amounts
and it must be related to work performance,
according to the Idaho Historical audit
findings. And, it must meet financial
management control systems. Believe we
should have established a measurable
budget cap, per person and require
manager of unit to track and report on their
budget.
3 Greeting Cards No
5 Christmas Parties & Dinners Yes, if funded by employees.
3 Gift Cards
Must define policy to include dollar amounts
and it must be related to work performance,
according to the Idaho Historical audit
findings. And, it must meet financial
management control systems. Believe we
should have established a measurable
budget cap, per person and require
manager of unit to track and report on their
budget.
5 Group dinners with employees and spouses or their dates
No, only covers employees and must follow
the meal guidelines. Spouses or dates
must be paid by someone other than the
state.
Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office
3 Employee Retirements
Must define policy to include dollar amounts
and it must be related to work performance,
according to the Idaho Historical audit
findings. And, it must meet financial
management control systems. Believe we
should have established a measurable
budget cap, per person and require
manager of unit to track and report on their
budget.
3 Employees Sick, Hospitalized No - Not eligible for general funds.
2 Meals for leadership team on meeting day.
Only if attendees from across the state and
not more than quarterly, per the meal
policy.
3 Drawings - Gifts
Must define policy to include dollar amounts
and it must be related to work performance,
according to the Idaho Historical audit
findings. And, it must meet financial
management control systems. Believe we
should have established a measurable
budget cap, per person and require
manager of unit to track and report on their
budget.
2 LT Meetings quarterly
Only if attendees from across the state and
not more than quarterly, per the meal
policy.
2 Sgt. Meetings quarterly
Only if attendees from across the state and
not more than quarterly, per the meal
policy.

2 Mentor Meetings
Only if attendees from across the state and
not more than quarterly, per the meal
policy.
Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office
4 Tours - Legislators, judges, etc.
Needs discussed. Can't find anything that
prohibits, or allows.
2 Religious/Volunteer Dinners
State Travel Policy & Proc,#11. Meal
Expenses Not Allowable, #2:2.
Reimbursement for meals at the home
station is not allowable for informal
meetings (i.e. over a casual breakfast,
lunch or dinner) between staff members of
an agency or other agencies; other state
and federal employees; state employees
and legislators, etc. However, with Board of
Examiners approval, home station meals
may be reimbursed where necessary to
promote trade or commerce. (Could secure
and affix to procedure as an addendum.)
2 Parole Hearing Lunches
Includes attendees from across the state,
so allowable in compliance with the Meal
policy.
1 or 2
Invite X people and then they don't show, your dollar amount is
not correct. Then what?
Rule clearly states the number of
employees at the rate, so must be actual
attendees and is not legimate expense
based on invitees. Exceptions should
follow SCO State Travel Plicy and Proc, #3
Expenses Not Allowable, #2. Extraordinary
expenses due to unusual circumstances
when deemed appropriate and necessary,
may be approved by the department
director. Supporting documentation shall be
attached to the travel expense voucher.
Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office
1 ICA Conference
Full breakfasts, lunches, and dinners are
provided as a part of the conference
registration fee and therefor must reduce
the per diem for the days of the conference.
2 Meals at restaurants during or after meetings - non agenda No
2 Meals in the middle of meetings scheduled 11-2.
Better judgement should be exercised to
hold meeting in the morning, or in the
afternoon. Perception is that it's held at
that time just so employees get a free
meal. If it has to be this time frame, it must
meet the guidelines for meals for a
meeting, or meals at training. And unless
the meeting is held in confined area or
remotely, should not be at a restaurant.
Type:1=Training, 2=Meeting, 3=Emp Rec 4=Open House, 5=Other 249294494.xls.ms_office
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
MEALS Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
Back to Basic Meetings
(meals)
Bi-annual or annual meeting sr.mgmt.
Briefing/training of all employees. Must
follow training guidelines for
refreshments or meals (depending on
the length of session).
$7.50 per
person total 3 Y Y Y Y Y Y
Refreshments $7.50
with 3 hours duration. Director 5352 BacktoBasic MM/DD/YY
Group dinners with employees
and spouses or their dates
State does not cover spouses or dates.
Allow employees only.
Meal
allowance,
but only if it
qualifies. 6 Y Y Y Y Y Y
Caution should be
exercised. Even
employee meals are
questionable when
held in groups, esp. if
spouses/dates are
present. Must meet all
meeting guidelines. Director 5352
ICA Conference
Any breakfasts, lunches, or dinners
provided as a part of the conference
registration fee must be reduced from
per diem for the days of the
conference. (Applies even when
someone elects to eat away from
conference, as meals are provided.) Manager (unit head) ICA 1st initial and last name
Invite X people and then they
don't show, your dollar amount
is not correct. Then what?
Rule clearly states the number of
employees at the rate, so must be
actual attendees (not legimate expense
based on invitees). Exceptions should
follow SCO State Travel Policy and
Procedures 4.A.2.(Expenses Not
Allowable) in that extraordinary
expenses due to unusual
circumstances when deemed
appropriate and necessary may be
approved by the IDOC director.
Supporting documentation shall be
attached to the travel expense voucher.
$10.50 per
person total 6 Y Y Y Y Y Y Director 5352
Offender Management Fund (previously known as Inmate Management Fund [IMF])
Human Resource Services
Idaho State Controller Office
Not allowable if meals are being provided at the conference. Check before you go.
See SOP 128.00.01.001 for the allowed amounts.
Idaho Correctional Association
Community Corrections Unit
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
(Matrix last updated 2/25/11)
8 of 14
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
MEALS Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
LT, Sgt. or Mentor Meetings
(quarterly) and meals
Regardless of where held, allow only
if attendees from across the state
and not more than quarterly, per the
meal policy.
$10.50 per
person total 6 Y Y Y Y Y Y
Cannot be held at a
restaurant. Division Chief 5352
QtrXXMeet MM/DD/YY where
XX is Lt, Sgt, mentor, etc.
Meals at restaurants during or
after meetings (non-agenda) No
If you break for lunch,
then it is not allowable.
Meals for Leadership Team on
meeting day.
Allow only if attendees from across
the state and not more than quarterly,
per the meal policy.
$10.50 per
person total 6 Y Y Y Y Y Y
Exceptions must be
approved in advance. Director 5352 LdrMeet MM/DD/YY
Meals for meetings with judges
Follow SCO State Travel Policy and
Procedures 11.2.(Meal Expenses Not
Allowable) in that reimbursement for
meals at the home station is not
allowable for informal meetings (i.e.,
over a casual breakfast, lunch, or
dinner) between staff members of an
agency or other agencies; other state
and federal employees; state
employees and legislators, etc.
Meals in the middle of
meetings scheduled 11:00 am
to 2:00pm.
Better judgement should be exercised
to hold meeting in the morning, or in
the afternoon. Perception is that it's
held at that time just so employees get
a free meal. If it has to be this time
frame, it must meet the guidelines for
meals for a meeting, or meals at
training. And unless the meeting is
held in confined area or remotely,
should not be at a restaurant.
$10.50 per
person total 6 Y Y Y Y Y Y Is discouraged
Division Chief and
Mgmt Svcs Chief 5352
Meetings with legislators -
providing lunches, dinners
Same as "meals for meetings with
judges"
Parole hearing lunches
Includes attendees from across the
state, so allowable in compliance with
the SCO meal policy.
$10.50 per
person total 6 Y Y Y Y Y Y
Cannot be held at a
restaurant. Division Chief 5352
Offender Management Fund (previously known as Inmate Management Fund [IMF])
Not allowable with state funds unless approved in advance by the State Board of Examiners.
Human Resource Services Idaho Correctional Association
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
Not allowable with state funds
Not allowable with state funds unless approved in advance by the State Board of Examiners.
See SOP 128.00.01.001 for the allowed amounts.
Community Corrections Unit Idaho State Controller Office
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
(Matrix last updated 2/25/11)
9 of 14
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
REFRESHMENTS Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
Annual Staff Meeting and
refreshments
Must meet the refreshment guidelines.
Must have attendees from across the
state.
$7.50 per
person total 3 Y Y Y Y Y Y
Must be approved in
advance.
Division Chief or
Director 5352 AnnlMeet MM/DD/YY
Back to Basic Meetings
(refreshments)
Bi-annual or annual meeting sr.mgmt.
Briefing/training of all employees. Must
follow training guidelines for
refreshments or meals (depending on
the length of session).
$7.50 per
person total 3 Y Y Y Y Y Y
Refreshments $7.50
with 3 hours duration. Director 5352 BacktoBasic MM/DD/YY
Cake and drinks
(refreshments)
Acceptable if meets the meeting
guidelines.
$7.50 per
person total 3 Y Y Y Y Y NA
If it does not meet
meeting guidelines,
see the recognition
budget. Manager (unit head) 5352
RecRefresh 1st initial and last
name, or Refresh MM/DD/YY
Quarterly Staff Meeting and
refreshments
Must meet the refreshment guidelines.
Must have attendees from across the
state.
$7.50 per
person total 3 Y Y Y Y Y Y
Must be approved in
advance.
Division Chief or
Director 5352 QtrMeet MM/DD/YY
Regional Staff Meeting and
refreshments
Must meet the refreshment guidelines.
Must have attendees from across the
state.
$7.50 per
person total 3 Y Y Y Y Y NA
Must be approved in
advance.
Division Chief or
Director 5352 RegMeet MM/DD/YY
Offender Management Fund (previously known as Inmate Management Fund [IMF])
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
Human Resource Services
Community Corrections Unit Idaho State Controller Office
Idaho Correctional Association
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
See SOP 128.00.01.001 for the allowed amounts.
(Matrix last updated 2/25/11)
10 of 14
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
RECOGNITION Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
Administrative Assistant Day
Not allowable with state funds unless it
is taken from the employee recognition
budget for that person.
$20 per
person total,
per fiscal
year.
See Budget Unit for
monthly budget report. Manager (unit head) 5991 Rec 1st initial and last name
Cake and drinks (recognition)
Acceptable if meets meeting
guidelines. No alcoholic beverages.
$7.50 per
person total 3 Y Y Y Y Y NA
If it does not meet
meeting guidelines,
see the recognition
budget. Manager (unit head) 5991
RecRefresh 1st initial and last
name, or Refresh MM/DD/YY
Candy, Christmas gifts, coins,
drawings for gifts, gift cards,
hats, lanyards, lunches, money
clips, movie tickets, mugs,
trinkets, and waterbottles.
Our policy allows for employee
recognition. Any gift must be
recognition-related and recognized as
employee work performance. (No
alcohol or inappropriate gift should ever
be given.)
$20 per
person total,
per fiscal
year.
See Budget Unit for
monthly budget report. Manager (unit head) 5991 Rec 1st initial and last name
Districts and CWCs - Parole
Officer Week
CC will recognize Parole Officer
Week only. Expenses incurred may
come from the employee recognition
budget and cannot exceed the
allowable amount.
$20 per
person total,
per fiscal
year.
See Budget Unit for
monthly budget report.
Manager (unit head)
and
Leadership Team 5991 RecWk, Loc, MM/DD/YY
Employee Recognition at
Conference
Not allowable with state funds unless it
is taken from the employee recognition
budget for that person.
$20 per
person total,
per fiscal
year.
See Budget Unit for
monthly budget report. Manager (unit head) 5991 Rec 1st initial and last name
Employee Recognition
(for a non-unit employee)
Not allowable with state funds unless it
is taken from the employee recognition
budget for that unit.
$20 per
person total,
per fiscal
year.
Careful consideration
should be given to
reducing the budget
allowance for unit
employees to cover
recognition for a non-
unit employee. Manager (unit head) 5991 Rec 1st initial and last name
Employee Retirements Our policy allows for retiree recognition.
$75
maximum
Includes plaque, gift,
refreshments, etc. Manager (unit head) 5991 Retire lst initial and last name
Human Resource Services
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
See SOP 128.00.01.001 for the allowed amounts.
Idaho Correctional Association
Offender Management Fund (previously known as Inmate Management Fund [IMF])
Community Corrections Unit
Must be approved in advance. Approval must be attached to paperwork. Awards must be
recognition-related and recognized as employee work performance. The manager (unit head)
is responsible for tracking annual budget, which cannot be exceeded.
Must be approved in advance. Approval must be attached to paperwork. Awards must be
recognition-related and recognized as employee work performance. The manager (unit head)
is responsible for tracking annual budget, which cannot be exceeded.
Idaho State Controller Office
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
Group activities for all locations must be approved in advance. Complete an Event Request
Form and attach to paperwork. Awards must be recognition-related and recognized as
employee work performance. There is no separate budget for this event; it comes from the
employee recognition budget. The manager (unit head) is responsible for tracking annual
budget, which cannot be exceeded.
Check with the Budget Unit to confirm retiree is included in the budgeted amount.
Must be approved in advance. Approval must be attached to paperwork. Awards must be
recognition-related and recognized as employee work performance. If the manager (unit
head) elects to recognize a non-unit employee then his annual budget for unit employees will
be reduced by the amount of the expenditure. The unit head is responsible for tracking
annual budget, which cannot be exceeded.
Must be approved in advance. Approval must be attached to paperwork. Awards must be
recognition-related and recognized as employee work performance. If the manager (unit
head) elects to recognize a non-unit employee then his annual budget for unit employees will
be reduced by the amount of the expenditure. The unit head is responsible for tracking
annual budget, which cannot be exceeded.
(Matrix last updated 2/25/11)
11 of 14
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
RECOGNITION Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
Offender Recognition
Our policy allows for offender
recognition. Recognition must be for
good behavior.
Determined
on Case-by-
Case Basis
Must be approved in
advance. Division Chief 5991 RecOffend, Loc, MM/DD/YY
Prisons/Administrative
Correctional Professional
Week
All units except CC will recognize
Correctional Professional Week.
Expenses incurred may come from the
employee recognition budget and
cannot exceed the allowable amount.
$20 per
person total,
per fiscal
year.
See Budget Unit for
monthly budget report.
Manager (unit head)
and
Leadership Team 5991 RecWk, Loc, MM/DD/YY
**Service Awards (not to
be confused with the
Exceptional Service
Award)
Our policy allows for employee
recognition. Service awards are
covered by the employee recognition
budget.
**See
SOP
See Budget Unit for
monthly budget report. Manager (unit head) 5991 Svc 1st initital and last name
Statewide Awards
(for employees only) Our policy allows for recognition.
$1,000
annually
Statewide awards
mainly consist of the
director's marketing
items such as black
hat pins, etc. Director 5991
RecAwd 1st initial and last
name
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
The Director's Office and HRS have been alloted $1,000 each annually for statewide awards
for recognizing work performance. $1000 will be included in the Director's Office budget and
his office will manage his budget.
Group activities for all locations must be approved in advance. Complete an Event Request
Form and attach to paperwork. Awards must be recognition-related and recognized as
employee work performance. There is no separate budget for this event; it comes from the
employee recognition budget. The manager (unit head) is responsible for tracking annual
budget, which cannot be exceeded.
Service Awards do not include the Employee of the Quarter Award, Specialty Awards, or
Employee Incentive Award noted in the SOP. Service Awards must be approved in advance.
Approval must be attached to paperwork. Service Awards must be recognition-related and
recognized as employee work performance. The manager (unit head) is responsible for
tracking annual budget, which cannot be exceeded.
See SOP 128.00.01.001 for the allowed amounts.
Idaho Correctional Association
Offender Management Fund (previously known as Inmate Management Fund [IMF])
Idaho State Controller Office
Offender recognition will be expensed to the OMF first and then charged only to the
general fund, if the OMF has been exhausted. A separate suffix will be used on the
employee recognition sub-object detail code to track offender recognition from employee
recognition.
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
Community Corrections Unit
Human Resource Services
(Matrix last updated 2/25/11)
12 of 14
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
OTHER EXPENSES Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
Bowling
Allow only if employee pays and it is
on his own time. NA
Christmas parties and dinners Allow only if funded by employees. NA
Employee sick or hospitalized
Flowers or gift - Allow only if funded
by employees. Manager (unit head) or
employees may accept donations. NA
Flowers or donations for death
of an IDOC employee
Flowers or gift - Allow only if funded
by employees. Manager (unit head) or
employees may accept donations. NA
Flowers or donations for death
of a Non-IDOC employee
Flowers or gift - Allow only if funded
by employees. Manager (unit head) or
employees may accept donations. NA
Golf tournaments
Allow only if employee pays and it is
on his own time. NA
Greeting cards
Our policy allows for employee
recognition. Service awards are
covered by the employee recognition
budget.
$20 per
person total,
per fiscal
year.
See Budget Unit for
monthly budget report. Manager (unit head) 5991
Open houses - employees and
families, legislators and
judges, district offices, prisons,
etc.
Expenses incurred may come from the
site's administrative budget and cannot
exceed the allowable amount.
Amount
must be
approved in
advance.
Manager (unit head)
and
Leadership Team 5992 Open, Loc, MM/DD/YY
Plaques
Our policy allows for employee
recognition. Service awards are
covered by the employee or retiree
recognition budget.
$15 per
person. Also
see next
column. Manager (unit head) 5991 Rec 1st initial and last name
Shirts
Not allowable with state funds unless it
is taken from the employee recognition
budget for that unit.
$20 per
person total,
per fiscal
year.
If it does not meet
meeting guidelines,
see the recognition
budget. Manager (unit head) 5992 Rec 1st initial and last name
Community Corrections Unit Idaho State Controller Office
Idaho Correctional Association Human Resource Services
Offender Management Fund (previously known as Inmate Management Fund [IMF])
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
See SOP 128.00.01.001 for the allowed amounts.
Not allowable with state funds
Not allowable with state funds
Not allowable with state funds
Not allowable with state funds
The employee recognition budget allows $20 per person total, per fiscal year. (Retirees
allowed $75 maximum.) However, only up to $15 is allowed for plaque purchases. Must
be approved in advance. Approval must be attached to paperwork. Awards must be
recognition-related and recognized as employee work performance. The manager (unit head)
is responsible for tracking annual budget, which cannot be exceeded.
Group activities for all locations must be approved in advance. Complete an Event Request
Form and attach to paperwork. The manager (unit head) is responsible for tracking annual
budget, which cannot be exceeded.
Shirts can be purchased if a part of a standard unit uniform. Caution should be exercised if
purchased as employee recognition.
Not allowable with state funds
Not allowable with state funds
Must be approved in advance. Approval must be attached to paperwork. Awards must be
recognition-related and recognized as employee work performance. The manager (unit head)
is responsible for tracking annual budget, which cannot be exceeded.
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
(Matrix last updated 2/25/11)
13 of 14
IDAHO DEPARTMENT OF CORRECTION
Expenditure Matrix
User Key:
** = OMF =
CC= SCO=
ICA = HRS=
A B C D E F G H I J K L M N
OTHER EXPENSES Description Amount
L
e
n
g
t
h
5 or
More
People
P
u
b

A
g
e
n
d
a
M
a
n
d
a
t
o
r
y
Qtr-Semi
Annual,
Annual
Attendee
Different
Locations
Difficult to
Recess, or
Furthered
by speeches Notes
Approval
Authority
Sub-
object
Detail
Code Approval Descrption
Volunteer Recognition
The SCO has now provided guidelines
and a policy is in process. Cost for
consumables items such as coffee,
refreshments, or meals appears
allowable and should not exceed the
limits established in the state travel
regulations. It should also not exceed
available budget.
$7.50 per
person total
(or $10.50
per person
total if meal
included) NA Y Y Y Y Y NA
Must be approved in
advance. Complete an
Event Request Form
and attach to
paperwork. The
manager (unit head) is
responsible for
tracking annual
budget, which cannot
be exceeded.
Manager (unit head)
and
Division Chief 5990 VolRec, Loc, MM/DD/YY
GRID Matrix for Meals, Refreshments, Employee Recognition, and Other Expenses
See SOP 128.00.01.001 for the allowed amounts.
Community Corrections Unit Idaho State Controller Office
Find the type of expenditure you wish to make (column A). Read the description (column B). Answer columns D, E, F, G, H, I, and J by asking "Is it?" or "Does it?", and if the answer for any of those columns is
"no", then the expense is not allowed. The allowable amount is found in column C, or on the Budget Report for the unit. This GRID cannot address every situation, so ask in advance if you do not find the answer to
your situation.
Idaho Correctional Association Human Resource Services
Offender Management Fund (previously known as Inmate Management Fund [IMF])
(Matrix last updated 2/25/11)
14 of 14