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Rescinded 7/28/05
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Rescinded 7/1/08
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2003-05 Administrative Restrictions
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2005-07 Administrative Restrictions
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Out-of-State Travel – Out-of-state travel is limited to mission critical training, if required by grant, or likely to generate new revenue. Approval lies with agency director or, in some cases, chief financial officer.
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Out-of-state travel governed by Oregon Accounting Manual Policies #40.10.00.PO, section .103.
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In-state Travel – Statewide fleet vehicles, carpooling, video and teleconferences should be used instead of personal vehicles. Personal vehicle mileage reimbursement restricted to cases where more economical means are not available. Approval lies with employee’s immediate supervisor.
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In-state travel governed by Oregon Accounting Manual Policies #40.10.00.PO.
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Office Furniture – Agency must first determine that suitable furniture is not available through State Surplus. Ergonomic furniture purchases limited to vendors on statewide price agreement after completing an ergonomic assessment. Agencies encouraged to use Oregon Correctional Enterprises when feasible.
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Office Furniture - Agency must first determine that suitable furniture is not available through State Surplus. Ergonomic furniture purchases limited to vendors on statewide price agreement after completing an ergonomic assessment. Systems furniture must be approved for compliance with the space standards policy by DAS Facilities Division. Agencies encouraged to use Oregon Correctional Enterprises when feasible.
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Memberships & Subscriptions – Limited to subscription renewals or replacement of an expired membership with a new one. Approval lies with immediate supervisor.
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New memberships and subscriptions and renewal of memberships and subscriptions to be managed by the agency.
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Color Printing – Color printing should be restricted based on purpose of the document. Approval lies with immediate supervisor.
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Use of color printing to be managed by the agency.
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Office Moves & Relocations – Office moves are limited to those identified in LAB and supported by cost-benefit analysis.
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Office moves and relocations must be supported by a cost-benefit analysis conducted per DAS Facilities Division rules and policies.
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Information Technology Investments – Mainframe, mid-range, server and IT security hardware and software are prohibited. Exceptions must be approved by State CIO.
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Information technology investments are governed by the DAS Statewide IT Investment Review and Approval policy.
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Non-travel Meals – Non-travel status meals for state employees, board and commission members, members of task forces or advisory boards, may be purchased under certain conditions.
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Non-travel meals are governed by Oregon Accounting Manual Policy #10.40.10.PO.
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Statewide Conferences & Meetings – Alternatives to statewide conferences and meetings must be used whenever possible. Exceptions must be accompanied by documentation that the meeting is the most cost-effective way to conduct essential state business.
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Reimbursement for statewide conferences and meetings are governed by Oregon Accounting Manual Policy #10.40.10.PO.
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Purchase of Tables or Booths – State agencies may not purchase or sponsor tables or booths at events that are not sponsored by a state agency. Agency director may approve space rental fees at events directly related to agency mission and business objectives.
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Agency directors may authorize purchase/rental of booths or tables at events directly related to agency mission and goals (e.g., trade shows, job fairs). Purchasing or sponsoring tables at community fundraisers or recognition dinners is prohibited.
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Hiring & Promotion
Hold vacancies for an average of 30 days.
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Vacancies may be held or filled at the discretion of the agency director.
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New hires at step one or two - agency head can authorize up to step four. Exceptions above step four to DAS HRSD.
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- Supervising managers may authorize starting salaries for new hires up to and including step two of the salary range.
- Agency directors must authorize starting salaries at steps three and four of the salary range.
- Starting salaries, for new hires, above step four are considered only in exceptional circumstances and require prior approval by DAS HRSD.
DAS HRSD will run audit reports to monitor steps on hire.
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One step on promotion.
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Policy and Collective Bargaining Agreement (CBAs) currently allow for increases of one salary step above the base pay on promotion. Two-step increases (approximately 10%) above the base salary may be approved by the agency director if accompanied by documentation. Any promotional increase greater than two salary steps (approximately 10%) requires prior approval by DAS HRSD.
DAS HRSD will run audit reports to monitor the number of steps on promotion.
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Work out of class (WOC) –one-step increase.
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HRSD must approve work out of class above the amounts provided for under State Policy and applicable CBA.
Note: some CBAs restrict to one step or 5%. In those cases, no additional compensation may be given.
DAS HRSD will run audit reports to monitor WOC amounts.
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Special merit increases – none.
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Special merit increases of one step (based on documented exemplary performance) may be approved by the agency director. These increases are considered exceptional and must be well documented. Any special merit of more than one step requires prior approval by DAS HRSD.
DAS HRSD will run audit reports to monitor the frequency ofspecial merits and the number of steps.
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No step 6 months after promotion.
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Steps after promotion are addressed in HRSD Policy 20.005.10 (Pay Practices) and applicable CBA
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Lateral transfer – no step increase.
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Salary step increases may not be given on a lateral transfer unless required by CBA. Any request for a step increase on a lateral transfer requires prior approval by DAS HRSD.
DAS HRSD will run audit reports to monitor increases on lateral transfers.
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Rehire retirees as temporary employees.
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Guides to hiring retirees (pdf) |
Seasonal employees – return at prior step of the salary range – no merit.
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Salary level of returning seasonal employees is governed by HRSD Policy 20.005.05 (Merit Pay) and CBA.
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