South Dakota must publish covered contracts and check state finances

Agencies must share consulting contracts with the state auditor. The state must post covered contracts on its searchable public website. Consulting contracts cover written agreements with nongovernmental parties paid from designated contractual services accounts. Posting covers written supply and service contracts worth at least $10,000, consulting contracts filed with the auditor, and contracts filed with the attorney general. Purchase orders under statewide contracts available to all state agencies are excluded. Electronic sealed bids or proposals must use a purchasing system authorized by the Bureau of Finance and Management. Agencies must share consulting contracts within five days after approval and finalization. Covered contracts must appear online within 60 days of their term starting and remain for the legally required retention period.

The State Board of Finance may set maximum payments for using private vehicles on state business. The disability rule covers people who cannot drive an unmodified vehicle but can drive one modified for their disability. The regular maximum is the greater of 51 cents per mile or the federal business mileage rate, rounded up to the nearest penny. When no suitably equipped state vehicle is available, transporting a covered person in a private van, pickup truck, or SUV has a maximum of the greater of 68 cents per mile or 130 percent of the federal rate, rounded up to the nearest penny. Other private vehicles follow the regular maximum. Using a private vehicle when a state pool vehicle is available within ten miles of home or the assigned workplace pays 45 percent of the federal rate, rounded up to the nearest penny. Higher payment requires Office of Fleet and Travel Management approval. The nearby state vehicle rule exempts elected officers, department secretaries, and chairs of state boards and commissions. Calculations use the federal business mileage rate as of October 1 each year. The Bureau of Finance and Management must publish the state rate effective October 1.

State officers and employees must verify itemized expenses before payment. People claiming public payments may sign a truthfulness statement instead of appearing before a notary. The signature option covers claims against the state or local governments. Each out-of-state expense needs a responsible officer's signed record. Expense claims require an itemized invoice and an account verified under oath. Receipts are required only when an auditor rule requires them. Signatures may be handwritten or electronic. Electronic signatures must use a security process that can verify who signed. Knowingly signing a false truthfulness statement is perjury. Agencies may follow federal travel payment rules for international programs when federal or private grants entirely fund the travel and allowances. Required expense documents must be presented before the state auditor authorizes payment.

The Bureau of Finance and Management must compare state accounting balances with bank records and share financial information electronically. The auditor examines claims payable from the state treasury and keeps records identifying state payment orders. The bureau must give the auditor timely electronic access to requested budget reports needed for the auditor's work. The auditor must review the budget accounting system and may recommend changes to the Governor. Under bureau rules, the State Board of Regents may process payroll at individual institutions using monthly transfers of budgeted money. The bureau must compare balances at the beginning of each month and give the treasurer electronic access as soon as the comparison is complete.

Agencies must retain original payment records, and the state auditor may destroy certain copied or older records after required checks. The seven-year retention rule covers original claims, invoices, and vouchers submitted to the state auditor for payment. Original payment orders may be destroyed after their microfilm copies are verified as complete, readable, and reproducible at approximately the original size. Microfilm or electronic copies at least 15 years old may be destroyed after audit by the auditor-general. Payment vouchers and supporting receipts at least seven years old may be destroyed after that audit. Certified microfilm or electronic copies count as official records and may serve as evidence in agencies or courts. Two separately referenced laws remain applicable.