SAFE Manual Revision History

12/29/2022

12/15/2022

11/14/2022

10/31/2022

10/20/2022

10/20/2022

09/20/2022

• Changed the title from Hosting or Sponsoring Meetings and Other Events to Hosting Events and Food Purchasing Policy.
• Broadened the definition of “Event” to include smaller meetings hosted by a state agency, board, or commission that includes a limited number of participants.
• Streamlined the policy to permit reasonable food expenses when the provision of food is critical and necessary or integral to an event, and within a public entity’s legal authority.
• Removed the requirement that recurring events at which food is provided last more than four hours and extend into a meal period.
• Maintained the required completion of an Event Compliance Certification Form for all events that have food related expenses and reduces the amount of information requested on the form to align with the revised policy.

09/20/2022

• In addition to basic format changes, the policy increased the standard individual purchase limit to $5,000 from $2,500.
• The policy clarified that the higher threshold of $5,000 also applied to the exemption of preapprovals from the Acquisitions Management Section of the DAS Computer Services Division.
• The policy removed the restriction against payment of any agent, acceptance, or service fees exceeding $30.  
• The policy also removed the requirement to enter a journal voucher to correct coding errors for any transaction equal to or greater than $300 found in a post audit.

07/25/2022

Updated Travel and Expense > Provisions > Travel Exceptions > #2:  “…via email to the OBM Deputy Director of State Accounting and Reporting” changed to read “…via the OBM Director Request Portal”.

07/18/2022

Various updates including updating the amount at which a written contract is required (from $2,500 to $5,000) and the inclusion of the prohibition to invest in or purchase any item, good, or service that would aid Russia as found in Executive Order 2022-02D.

01/31/2022

Retracted 01/05/2022 revisions and restored 08/17/2021 version.

01/05/2022

Updated 'Timely Payment' section from "Transactions must be final approved within five business days from the date the transaction..." to "Transactions must be final approved within ten calendar days from the date the transaction..."

Updated 'Payment Cardholder Supervisor' section from "Transactions must be processed within five business days ..." to "Transactions must be processed within ten calendar days ..."

Updated 'Payment Cardholder Supervisor' section from "Payment card supervisors must ensure purchases are made and proper documentation is approved and submitted to Agency Fiscal in time to meet the five-business day processing..." to "Payment card supervisors must ensure purchases are made and proper documentation is approved and submitted to Agency Fiscal (OAKS process only) in time to meet the ten calendar day processing ..."

Updated 'Agency Payment Card Manual' section from "Timelines exist to ensure the cardholder, cardholder supervisor and fiscal processors will complete their responsibilities in a timely manner that meets the five-day transaction processing time." to "Timelines exist to ensure the cardholder, cardholder supervisor and fiscal processors will complete their responsibilities in a timely manner that meets the ten-day transaction processing time."

Updated the 'Agency Payment Card Manual - OAKS' section from "...to ensure transactions are processed within five business days from the time.." to "...to ensure transactions are processed within ten calendar days from the time..."

12/17/2021

Updated the "Cancellations" section:

• Changed From:
  • Communication Method - by email to the OBM Voucher Review Section manager.
• Changed To:
  • Communication Method - by email to the Deputy Director of OBM State Accounting.

08/17/2021

Changes throughout to reflect the required use of the new electronic system.

07/13/2021

Updated Pre-payment of Expenses (bullet 4) from:

"Witness Fees, when necessary" to

"Witness Fees / court filing costs / transcript fees, when necessary".

02/09/2021

• Written Contracts
• Duplicate Payments
• Invoices
• Authorized Expenditures
• IntraState Transfer Vouchers (ISTV)

Removal of references to "OAC Section 126-3-01 - Prompt payment requirements" due to it being rescinded.

09/24/2020

Invoices

Replaced thisthis with thisthis.

09/24/2020

Hosting or Sponsoring Meetings and Other Events

Replaced hyperlink (replaced Event Compliance Certification Form with  Event Compliance Certification Form).

04/13/2020

Ohio Grants Partnership Policy

03/06/2020

Authorized Expenditures

•  Changed From:

• Changed To:

03/06/2020

Written Contracts

01/07/2020

Revenue

12/30/2019

Ohio Shared Services

12/16/2019

Duplicate Payments

• Added sentence to the end of Section V - D.1.

10/09/2019

Duplicate Payments

10/01/2019

Operating Encumbrances

09/01/2019

Travel and Expenses

• Various updates to align with the 09/01/2019 amendments to OAC 126-1-02.  
• Added to the "Related Links" section:
• Travel Reimbursement Invoice for Non-State Employees (OBM-1115)
• Added "Purpose" header.
• Added "Scope" header.
• Added "Authority" header.
• Added "Definitions" header.
• Added "Provisions" header.
• Revised "When travel reimbursement is requested outside the OAKS FIN Travel and Expenses Module, the traveler must complete the OBM Travel Expense Report (OBM 7148) or a similar (agency specific) form that contains the same information to document travel details." To "When travel reimbursement is requested outside the OAKS FIN Travel and Expenses Module, the traveler must complete the Travel Reimbursement Invoice for Non-State Employees (OBM-1115)."
• Added "Travel expense reports in excess of 20% of the travel authorization estimate must be approved by the state agent's supervisor before it is sent to OBM for review.
• Revised "The OAKS Travel Module will not be able to complete a payment to the traveler when there is an error with the traveler's EFT account or the traveler's HCM profile is inactive (they no longer work for the state). When necessary, the agency may need to submit the traveler's request for reimbursement through OAKS FIN using the OBM Travel Expense Report (OBM 7148) to document the expense. The travel packet must explain the circumstances that led to the necessity of the voucher being created." To The OAKS Travel and Expenses Module will not be able to complete a payment to the state agent when there is an error with the bank account established in OAKS for payroll or the OAKS Human Capital Management (HCM) profile is inactive (they have separated state service or are inactive due to extended leave). When necessary, the agency may need to submit the travel request for reimbursement through OAKS FIN using the Travel Reimbursement Invoice for Non-State Employees (OBM-1115) to document the expense. The travel packet must explain the circumstances that led to the necessity of the voucher being created.
• Added "Travel Roles and Responsibilities" sub-section.
• Added "Travel Exceptions" sub-section.

08/14/2019

Authorized Expenditures

Updated the "Specific Types of Expenditures" section:

• Changed From:

Agencies may pay fees for special admissions, licenses, registrations or certifications are necessary for an employee to fulfill the particular responsibilities of the position. As well as the cost of continuing education, seminars and conferences attended by agency employees when the agency determines the expenditures to be appropriate and related to the employee's position.

• Changed To:

Agencies may pay or reimburse fees for special admissions, licenses, registrations or certifications that are necessary for an employee to fulfill the particular responsibilities of the position, as well as the cost of continuing education, seminars and conferences attended by agency employees when the agency determines the expenditures to be appropriate and related to the employee's position.

08/08/2019

Authorized Expenditures

Updated the "Specific Types of Expenditures" section.

• Changed FromFrom.

  Specific Types of Expenditures

  Exams, Tests and Licenses

  Agencies are not authorized to pay, or reimburse an employee, for the cost of exams, tests or licenses when those expenses are necessary to obtain or maintain the stated minimum qualifications for the employee's position.

   

  Agencies may pay fees for special admissions, licenses, registrations or certifications that are not required to obtain or maintain the stated minimum job qualifications of the employee's position but are necessary for the individual to fulfill the particular responsibilities of the position. The cost of continuing education, seminars and conferences attended by agency employees may be paid when the agency determines the expenditures to be appropriate and related to the employee's position.

   

  Memberships

  Membership in a professional organization can enhance an employee's knowledge, skills and performance. Membership fees for professional organizations are allowable when the membership is not required to obtain or maintain the stated minimum qualifications for the employee's position. Memberships should be made in the name of the agency benefiting from the membership whenever possible. Memberships issued in the name of an individual must have benefit to the agency.

• Changed ToTo.

  Exams, Tests and Licenses

  Agencies are not authorized to pay, or reimburse an employee, for the cost of exams, tests or licenses when those expenses are necessary to obtain the stated minimum qualifications of the employee's position for initial employment with the state.

   

  Agencies may pay fees for special admissions, licenses, registrations or certifications are necessary for an employee to fulfill the particular responsibilities of the position. As well as the cost of continuing education, seminars and conferences attended by agency employees when the agency determines the expenditures to be appropriate and related to the employee's position.

   

  Memberships

  Membership in a professional organization can enhance an employee's knowledge, skills and performance, therefore agencies may pay membership fees. However, memberships should be made in the name of the agency benefiting from the membership whenever possible. Memberships issued in the name of an individual must have benefit to the agency.

07/01/2019

Hosting or Sponsoring Meetings and Other Events

Published previously drafted topic.

This policy replaces the “Guidelines for Hosting or Sponsoring Meetings and Other Events” memorandum dated December 21, 2012. Key changes include the elimination of thresholds, only requiring OBM pre-approval when exceeding the CONUS rates, and requiring the Agency Director or Assistant Director certify compliance on the Event Compliance Form. An updated Event Compliance Form is located on OBM’s website.

04/30/2019

Hosting or Sponsoring Meetings and Other Events

New drafted topic

04/02/2019

Authorized Expenditures

Update within "Pre-payment of Expenses" section:

• Changed From:

Occasionally, it is necessary to pay the supplier in advance. Acceptable payments that can be made prior to receiving the goods or service include:

• Changed To:

Occasionally, it is necessary to pay the supplier in advance; however, every effort should be made to make an advance payment for the current fiscal year. It may be necessary to pay for a yearly subscription or license renewal in advance at some point during the fiscal year. In these situations, the payment may only support a 12 month period of time. The time between the pre-payment and the actual receipt of the good or service should be minimized, and should not exceed 12 months. Exceptions that can be made prior to receiving the goods or service include:

Added "Maintenance Agreements" to list of Pre-Payment of Expenses exception.

03/19/2019

Written Contracts

Added "ORC Section 1306.06 - Electronic record or signature satisfies legal requirements" to the list of Applicable or Related Code Sections.

Added the following definition - Electronic Signature - An electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.

Added the following sentences to the Policy section - "Electronic signatures are acceptable. A contract or signature may not be denied legal effect, validity, or enforceability solely because it is in electronic form. This statement provides that electronic signatures and records are just as good as their paper equivalents, and therefore subject to the same legal scrutiny of authenticity that applies to paper documents."

08/28/2018

Payment Card Program

Added to the "Agent Fees / Acceptance Fees / Service Fees" Section:

• Merchants may charge a fee for acceptance of the Pcard, rather than payment via Electronic Funds Transfer or state of Ohio warrant.  Fees may be paid when the amount to be charged is less than the cost to the agency for Ohio Shared Services to process an invoice and pay via traditional means. In the case of a merchant who is not a state of Ohio supplier, and the agency does not plan additional, future business with the supplier, the maximum fee that may be paid for use of the Pcard is $30.

• Other fees that are charged regardless of the payment method are not covered in this section. Please refer to the state’s purchasing and invoicing guidelines for guidance on other types of fees.

Added to the "Payment Card Limitations and Restrictions" section:

• Payment cardholders, cardholder supervisors, and Agency Payment Card Administrators must follow all state purchasing rules and guidelines. OBM does not have authority to grant exceptions to state purchasing rules.

Revised the "Post Audit Requirements" section:

• Agencies are required to enter a journal voucher to correct coding errors for any transaction equal to or greater than $300. Agencies may determine if transactions under $300 require correction. Errors (e.g., coding errors, missing documentation) must be corrected within five business days of being notified of the error.

Added to the "Post Audit Requirements" section:

•   In the event that errors (including missing voucher/transaction attachments) are not corrected within 5 business days of notification, the associated Pcard account will be suspended.  Once suspended, an account will be restored after the required correction has been made, but not until the first or the fifteenth of the month, whichever is closer.

07/26/2018

Credit Invoices or Memos

07/05/2018

Vouchers and Expenditures

• Added to "Acceptable payments that can be made prior to receiving the goods or service include:"
  
  Real estate, rent, and leases

05/02/2018

Changed sentence:

From - OBM requires Agency legal counsel assess the need for a written contract for purchases over $2,500.

To - OBM requires Agency legal counsel assess the need for a written contract for purchases totaling $2,500 or more.

04/20/2018

Changed sentence:

From - This memorandum will provide details on types of costs that should tracked and how to report them back to Ohio EMA.

To - This memorandum will provide details on types of costs that should be tracked and how to report them back to Ohio EMA.

04/09/2018

• Credit Invoice or Memos
• Disaster, Emergency, Incident, or Event Cost Tracking

New drafted topics.

01/08/2018

Written Contracts

Updated link for Terms and Conditions.