Iowa Administrative Code

The Internet can be accessed via wireless connection for any user on a 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 d…

State library staff will answer basic questions about Internet use or help 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, 8…

As used in this chapter: “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 depa…

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

This rule describes the nature and extent of 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 recor…

This rule describes groups of records maintained by the 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, su…

Some of the data processing systems used by this department may permit the comparison of personally identifiable information in one record system with personally identifiable information in another record system.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026. These rules are intended to implement Iowa Code chapters 8A and 22. [Filed 12/17/03, Notice 11/12/03—published 1/7/04, effective 2/11/04] [Filed 10/22/04, Notice 9/15/04—published 11/10/04, effectiv…

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026..

Rescinded by 2026 Iowa Acts, Senate File 2463, section 4, effective July 1, 2026.

For the purposes of this chapter, the following definitions shall govern: “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 sepa…

The department incorporates by reference rules 11—40.1(8A) 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]

For liabilities accrued and owing to any and all clerks of the 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 …

The department shall send written notification of the offset to the debtor 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 r…

The debtor may contest the validity or amount of the underlying 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…

Following the offset, the department will notify the 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 rece…

At least monthly, the department will file with the 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…

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…

Public agencies that seek to place debts in the offset program shall 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 depar…

The department will develop 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 o…

In the case of multiple claims to payments filed 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 recov…

Payments to the public agency requesting participation in the 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]

Costs incurred by the department in administering 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 a…

Information shared between the department and the public 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…

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…

Any expense other than parking should not be claimed on the expense 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.50…

The department of administrative services, state accounting 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 implemente…

The state of Iowa may extend to eligible charitable organizations the right to receive contribution deductions from state employees upon presentation of payroll deduction authorization cards signed by the state employees.

Each payroll system shall provide for each employee to make contributions to four charitable organizations. The administrator of each payroll system may elect to provide for contributions to a maximum of nine charitable organizations for each employee.

No cash contributions will be accepted or administered through the payroll process or system.