KENTUCKY RETIREMENT SYSTEMS
William A. Thielen, Executive Director

Perimeter Park West 1260 Louisville Road Frankfort, Kentucky 40601
kyret.ky.gov Phone: 502?696?8800 Fax: 502?696?8822

   

June 20, 2016

Thomas K. Elliott, Trustee
Kentucky Retirement Systems
1260 Louisville Road
Frankfort, Kentucky 40601

Re: Litigation Fee Reimbursement/Direct Pay Process
Trustee Elliott Trustee Peter
v. l6?Cl-00656
Gov. Bevin, ET AL

Dear Mr. Elliott:

Kentucky Retirement Systems has received service of process of the above referenced
litigation. You are a party to this litigation in your capacity as a member of the Kentucky
Retirement Systems Board of Trustees. KRS 61.645(2) states in relevant part,

The board shall reimburse any trustee, of?cer, or employee for any legal
expense resulting from a civil action arising out of the performance of his
of?cial duties.

Board of Trustee members who are parties to a legal action in their capacity as a trustee may
have KRS attempt to locate and acquire counsel on the Trustee?s behalf or may seek independent
counsel. In either case, it is recommended that the Trustee ensure that the hourly rate and other
fee arrangements, such as travel expenses, do not exceed current legal fee arrangements.

Pursuant to KRS 61.645, below please ?nd the recommended process to facilitate KRS
covering your legal fees and expenses:

1. Submit one (1) copy of the engagement agreement; and thereafter,
a. Submit a written request for reimbursement of legal fees and expenses the trustee
paid directly along with the invoice from counsel and proof of payment; or
b. Submit a written request for direct payment of legal fees and expenses along with
the unpaid invoice from counsel.

Once the Trustee?s written request and supporting documentation are received, KRS staff

will review the invoices and process payment. To facilitate review of invoices, please request
counsel to include the following details in each invoice:



8.
9.

Time period covered by invoice;
Description of the legal matter;
The name of the client or clients;
Individual performing services (usually initials);
Non-privileged description of services (invoices are subject to open records);
Hours billed for each described service;
Listing of each person performing services over the billed time period;
a. That individual performing services position partner/associate/paralegal); and
b. Total hours billed by that individual over the billing cycle.
Expenses such as, but not limited to, copies, postage, and travel expenses; and
Any outstanding invoice amounts.

If you have additional questions or concerns regarding the process described in this letter or
otherwise, please do not hesitate to contact me.

Sincerely,

 

William A. Thielen
Executive Director
Kentucky Retirement Systems