Iowa Administrative Code

section 8A.202, the state library improves library service in Iowa by developing the skills of public library directors and staff, providing recognition for public librarians, enhancing the public image of librarians and libraries, and providing guidelines that public library boa…

public libraries in planning summer reading programs by working with an outside vendor for promotional and programming materials, which are locally adaptable, to help improve library service to youth in Iowa and to improve skills of librarians. Program information can be found on…

8A.208, the state publications depository program is established within the state library for the collection and distribution of publications issued by state agencies to designated depository libraries around the state and maintains a digital repository for electronic government …

provide a method of sending and receiving library materials between public libraries and the state library. Program information can be found on the state library’s website: statelibraryofiowa.gov. [ARC 9356C, IAB 6/11/25, effective 7/16/25]

such as the Internet to be responsible, ethical, and legal, and consistent with the purpose for which those resources are provided. The state library complies with the Children’s Internet Protection Act (PL 106-554 and 47 U.S.C. 254(h)). To this end: 132.1(1) The state library af…

computer privileges and may lead to financial responsibility. Illegal activities will be prosecuted. [ARC 9357C, IAB 6/11/25, effective 7/16/25]

personal device who visits the state library. The Internet may be unavailable due to unforeseen problems with hardware, software or telecommunications. Downloading and saving files to the user’s own portable device is allowed. Files saved to the computer’s drives are erased at th…

locate resources. Staff reserves the right to waive these procedures as circumstances warrant. [ARC 9357C, IAB 6/11/25, effective 7/16/25] These rules are intended to implement Iowa Code sections 8A.202, 8A.205, 8A.206, 8A.207, and 8A.208. [Filed ARC 9357C (Notice ARC 8673C, IAB …

“Confidential record” means a record that is not available as a matter of right for examination and copying by members of the public under applicable provisions of law. Confidential records include records or information contained in records that the department is prohibited by l…

4.10(1) Defined. “Routine use” means the disclosure of a record without the consent of the subject or subjects for a purpose which is compatible with the purpose for which the record was collected. “Routine use” includes disclosures required to be made by statute other than the p…

4.11(1) Consent to disclosure by a subject individual. To the extent permitted by law, the subject may consent in writing to department disclosure of confidential records as provided in rule 11—4.7(8A,17A,22). 4.11(2) Complaints to public officials. A letter from a subject of a c…

4.12(1) The subject of a confidential record may file a written request to review confidential records about that person as provided in rule 11—4.6(8A,22). However, the department need not release the following records to the subject: a. The identity of a person providing informa…

4.13(1) Open records. Department records are open for public inspection and copying unless otherwise provided by rule or law. 4.13(2) Confidential records. The following records under the jurisdiction of the department may be withheld from public inspection. Records are listed by…

personally identifiable information which is collected, maintained, and retrieved by the department by personal identifier in record systems as defined in rule 11—4.1(8A,22). Unless otherwise stated, the authority to maintain the record is provided by Iowa Code chapter 8A. 4.14(1…

department other than record systems retrieved by individual identifiers as defined in rule 11—4.1(8A,22). The records listed may contain information about individuals. These records are routinely available to the public, subject to costs. Unless otherwise designated, the authori…

may permit the comparison of personally identifiable information in one record system with personally identifiable information in another record system.

1. Require the department to index or retrieve records which contain information about a person by that person’s name or other personal identifier. 2. Make available to the general public records which would otherwise not be available under the public records law, Iowa Code chapt…

4.18(1) Each agency shall maintain a file of personnel records on each employee and each applicant for employment as specified by the department in rule or policy. All employee and applicant records are under the jurisdiction of the department. 4.18(2) The appointing authority sh…

broad public access to open records by establishing rules, policies and procedures to implement the fair information practices Act, Iowa Code chapter 22. Chapter 4 seeks to facilitate sound department determinations with respect to the handling of confidential records. The depart…

4.3(1) Location of record. A request for access to a record under the jurisdiction of the department shall be directed to the office where the record is kept. If the location of the record is not known by the requester, the request shall be directed to the Iowa Department of Admi…

provisions of law, the lawful custodian may disclose certain confidential records to one or more members of the public. Other provisions of law authorize or require the custodian to release specified confidential records under certain circumstances or to particular persons. In re…

from examination. The custodian may treat a record as a confidential record and withhold it from examination only to the extent that the custodian is authorized by Iowa Code section 22.7, another applicable provision of law, or a court order, to refuse to disclose that record to …

dissents, or objections entered into a record. Except as otherwise provided by law, a person may file a request with the custodian to review, and to have a written statement of additions, dissents, or objections entered into, a record containing personally identifiable informatio…

permitted by any applicable provision of law, a person who is the subject of a confidential record under the jurisdiction of the department may consent to have a copy of the portion of that record concerning the subject disclosed to a third party except as provided in subrule 4.1…

information about that person that will become part of a record under the jurisdiction of the department, the department shall notify that person of the use that will be made of the information, which persons outside the department might routinely be provided the information, whi…

4.9(1) Open records are routinely disclosed without the consent of the subject. 4.9(2) To the extent allowed by law, disclosure of confidential records may occur without the consent of the subject. Following are instances where disclosure, if lawful, will generally occur without …

“Claim” means a liquidated sum due, owing, and payable to a debtor from a public agency. “Collection entity” means the department of administrative services and any other public agency that maintains a separate accounting system, elects to establish a debt collection setoff proce…

to 11—40.9(8A). “Debtor,” for purposes of rules 11—40.10(8A) to 11—40.15(8A), shall pertain only to a debtor who owes a debt to a clerk of district court. [ARC 1842C, IAB 1/21/15, effective 2/25/15]

Iowa district court, the department shall issue a written notice informing any debtor having a valid claim against a public agency that an offset will be applied to the debt. The department will apply the offsets for district clerks as provided in Iowa Code section 8A.504, and th…

within 10 calendar days from the date the department is notified of such debt by the judicial branch. This notification must include: 1. The clerk of court claiming the liability; 2. The clerk of court’s right to the payment in question; 3. The clerk of court’s right to recover t…

liability by mailing written notification of the debtor’s intent to contest such a liability to the appropriate clerk of the Iowa district court. The Iowa district court will provide the debtor with the procedure and remedies for contesting the validity and amount of the underlyi…

debtor that the offset was performed. It is the responsibility of the department to make payment to the debtor liable to the Iowa district court clerk of any amount to which the Iowa district court clerk is not entitled to receive under the offset, in accordance with established …

judicial branch a notice of satisfaction of each obligation to the full extent of all moneys collected in satisfaction of an offset obligation. No additional or separate written notice from the department regarding the performed offsets is required. [ARC 1842C, IAB 1/21/15, effec…

40.2(1) Purpose. The purpose of these rules is to establish a procedure by which public agencies can participate in the department’s offset program by identifying debtors who owe liabilities to those public agencies and to establish a procedure for offsetting those liabilities ag…

40.3(1) Participation—cost effective. Those public agencies qualified under rule 11—40.2(8A) to use this chapter’s offset provisions should utilize these provisions when it is cost-effective to do so. Final determination regarding whether or not it will be cost-effective to offse…

have the following duties regarding the department and debtors. 40.4(1) Notification to the department. a. A public agency seeking to place debts in the offset program must provide a list of debtors to the department. This list must be in a format and type prescribed by the depar…

procedures for administering each offset program request by a public agency on an individual debtor basis. Procedures will vary in order to achieve the greatest efficiency in administering each offset. Before issuing an authorized payment to a person or entity, the department wil…

under Iowa Code section 8A.504, after satisfaction of the provisions of Iowa Code section 422.73, priority shall be given to claims in the following order: 1. Claims filed by the child support recovery unit or the foster care recovery unit; 2. Claims filed by a clerk of the distr…

offset program shall be made by the department by the last day of the month in which the request is made. [ARC 1842C, IAB 1/21/15, effective 2/25/15]

the offset program will be charged to the public agency requesting placement of the debt into the offset program. These costs will be deducted from the gross proceeds collected through offset and may include direct expenses such as salaries, supplies, equipment, and system modifi…

agencies wishing to participate in the offset program shall be deemed confidential pursuant to Iowa Code section 8A.504(2)“b” and shall be disclosed only to the extent necessary to sufficiently identify the debtor(s) liable to the public agency. Identifying information shall be u…

41.1(1) Submission of claims and approval. All claims shall be typewritten, or written in ink, and be itemized and certified by the claimant. Exception: The claimant’s certification is not needed when the original invoice is attached to the claim. The original invoice shall indic…

41.2(1) Personal funds to be supplied. All employees shall provide themselves with sufficient funds for all current expenses. See subrules 41.2(3) and 41.2(4) regarding travel advances. 41.2(2) Reimbursable expenses and travel allowances. The reimbursement allowed shall be limite…

41.3(1) Subsistence while on temporary duty assignment. When an employee is on temporary duty assignment, subsistence may be allowed for each day (including Saturdays, Sundays and holidays) from the time of departure from the employee’s official domicile until the employee’s retu…

41.4(1) Approval by administrative head of the agency. All official travel shall be authorized by the administrative head of the agency or the designated representative, prior to the travel whenever possible. 41.4(2) Out of state. Official travel out of the state for any executiv…

41.5(1) Airline travel accommodations. When the administrative head of the agency or the designated representative determines that airline travel is the most economical or advantageous to the state, the use of airline travel may be authorized. The most economical mode of airline …

41.6(1) The phrase “subsistence allowance.” The phrase “subsistence allowance” used herein shall be construed to include all charges (including applicable taxes) for meals and lodging (single rate only). Charges for radios, television, and similar appliances are not reimbursable.…

41.7(1) Definition. Miscellaneous expenses are those deemed necessary in the conduct of official business of the state which are not included in the categories of subsistence, mileage, and state-owned vehicle operation. All miscellaneous expenses shall be claimed under the column…

voucher but should be reimbursed through procedures established by fleet services. [ARC 4053C, IAB 10/10/18, effective 11/14/18] Rules 11—41.2(8A) to 11—41.8(8A) are intended to implement Iowa Code sections 8A.506 to 8A.519. [Filed 2/16/66; amended 2/9/71, 12/12/73, 7/5/74, 12/23…

enterprise, is responsible for the payment of money due based on contracts with vendors for goods and services entered into by all state agencies and governmental subdivisions. Consequently, the department has implemented rules and policies to ease the administration of the payme…