June 2, 2020
Payment of Judging Fees to Extension Agents
Planning for county fairs is underway and while COVID-19 has created a lot of uncertainty about the status of fairs this summer, and whether or not the fairs will be virtual or traditional, or some combination of both, judges are being recruited for local fairs.
The Use of Cooperative Extension Funds document states that “Honorariums, judging fees, etc. for Extension Agents in excess of mileage and subsistence (meals and lodging)” is an expenditure that is not approved from appropriated funds. (See Section A – A2). This statement is applicable whether or not the agent uses vacation leave and is applicable to fair and other events requiring judging.
The following applies if the judging fees are paid by fair boards, 4-H Councils or other entities. If an agent uses vacation leave to fulfill the judging request or if the judging is on a weekend: A judging fee may be accepted. The agent is to drive his or her personal vehicle and may accept mileage and reimbursement for meals and lodging. If an agent does not use vacation leave to fulfill the judging request: No judging fee may be accepted. Mileage is to be paid from the fair board or 4-H council to the agent if he or she drives their personal vehicle. Mileage is to be paid from the fair board or 4-H council to the county or district if the agent drives his or her county or district vehicle. Meals may be reimbursed from the fair board or 4-H council directly to the agent. In the event of a reciprocal agreement between agents (judging for each other while not using vacation) no exchange of funds is necessary.
See the Policies section of the Employee Resources Website for other K-State Research and Extension Policies.