UNIVERSITY PARK, Pa. — Penn State’s Office of Government and Community Relations (OGCR) is reminding all who may do business with federal and state government officials about Administrative Policy AD50, which provides guidelines on contact with or visits by state and federal officials. Employees who engage in lobbying also are reminded to notify the Office of Government and Community Relations about such activities.
General contact with government officials
Contacts with government officials and staff of a personal nature, whether in writing or in person, must be made in the name of the individual making the contact and shall in no way imply that the contact is being made on behalf of the University. University letterhead and email may not be used in presenting a personal view in such cases.
Professional contacts with government officials and staff, whether by letter, email, telephone, social media or in person, must be done in the name of the individual making the contact or on behalf of the professional society, and shall not in any way be done on behalf of the University. Reference to affiliation with the University may be made as an aid to identification.
Additionally, the OGCR shall be engaged:
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In advance of appearances before federal and state government officials in which an individual is representing an official University position.
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To review, manage and coordinate materials proposed for distribution to government officials.
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In advance of invitations to government officials and/or their staff to visit any campus or facility of the University in their official capacity to ensure coordination with key University offices and political awareness (this would include invitations to speak at or attend commencement).
Requests for the support of government officials for grant proposals and other university interests shall be made through the OGCR, which can facilitate such actions.
Lobbying
Under Penn State Policy AD50, Penn State employees who engage in lobbying on the University’s behalf must notify the Office of Government and Community Relations prior to any action being taken and provide information on the time and costs related to those activities. State and federal laws require this information, which is reported quarterly to the U.S. Congress and Pennsylvania General Assembly.
Federal
Participation in federal lobbying activities requires completion of the Federal Lobby Contact and Expense Reporting Form, which must be submitted to Amanda Wintersteen, assistant vice president for federal relations, immediately following such activities. Federal lobbying activities include contact in person, in writing, or by phone with certain legislative and executive branch officials made on behalf of the University.
Testifying before a committee or responding to a request for information is not considered a lobbying activity. However, University employees are strongly encouraged to notify the OGCR of such a request, as staff can assist. Faculty and staff are reminded that federal funds may not be expended for lobbying purposes. Additional details and frequently asked questions regarding federal lobbying can be found online.
State
Participation in state lobbying activities requires completion of PLDA 1 and PLDA 2 forms, which must be submitted to Jennifer Hart, executive assistant, immediately following such activities.
Under Pennsylvania’s lobbying disclosure law, lobbying is defined as an effort to influence legislative action or administrative action in the commonwealth. The term includes direct or indirect communication; office expenses; and providing any gift, hospitality, transportation or lodging to a state official or employee to advance the interest of the lobbyist or principal.
Form PLDA 1 is used to track lobbying expenses incurred on account of lobbying efforts undertaken on behalf of Penn State. Any time an employee engages in lobbying on behalf of Penn State, a completed Form PLDA 1 must be forwarded to Government and Community Relations along with documents to substantiate any expenses related to the lobbying activity. Employees engaged in influencing agency contract considerations on behalf of Penn State also are required to complete Form PLDA 1.
Form PLDA 2 must be completed any time an item of value, such as a gift, meal or transportation, is provided to a senator, representative, executive branch, other state official, employee, or their immediate family, on behalf of Penn State.
More information and procedures for state lobbying can be found here.
Overall, contacts with government officials and staff of a personal nature must be made in the name of the individual making the contact or on behalf of the professional society and shall in no way imply that the contact is being made on behalf of the university. University letterhead and email are not to be used in presenting personal or professional society views in such cases.
Questions regarding United States and Pennsylvania lobbying disclosure laws can be addressed by calling the OGCR at 814-865-6563 or emailing ogcr@psu.edu.