Offices of the City Council
220 East Mountain View City of Barstow
Barstow, California 92311-2888
(760) 256-3531
City Council Policy Memorandum
To: City Manager
From: City Council
CC: City Clerk, Treasurer, and City Attorney
Effective Date: May 2, 2022
Subject: City Council Policy Memorandum #2022-18, Expense Reimbursement Policy for Elected and Appointed Officials
1. PURPOSE: This memorandum establishes City Council policy regarding any city-related travel, meals, lodging, and other actual and necessary expenses eligible for reimbursement by the City for the City's elected and appointed officials. This includes, but is not limited to conference, training, and
2. APPLICABILITY: This City Council Policy Memorandum applies to any City elected or appointed officials, including the Mayor, City Council Members, City Clerk, City Treasurer, and all City Commissioners, who are authorized to make any city-related travel in which expenses will be incurred on behalf of the City.
3. POLICY:
A. Travel at City Expense. The Barstow City Council understands the importance of travel for training, education and conference representation. This memo is, therefore, not intended to discourage travel but rather to establish what the Council deems is a policy that ensures all travel executed on behalf of the city is necessary.
B. Who May Travel at City Expense? Members of the City Council, other elected officials, and members of appointed boards and commissions, of the City of Barstow, both sworn and non-sworn, may incur necessary travel expenses for activities and functions involving City business and be reimbursed for such expenses by the City provided that the travel is pre-approved by the City Council.
C. Authorized/Reimbursable Expenses. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:
1. Communicating with representatives of regional, state and national government on City of Barstow adopted policy positions;
2. Attending educational seminars designed to improve skill and information levels;
3. Participating in regional, state and national organizations whose activities affect the City of Barstow's interests;
4. Recognizing service to the City of Barstow (for example, thanking a longtime employee with a retirement gift or celebration of nominal value and cost); 1 of 6
5. Attending City of Barstow sponsored events, for which two tickets will be made available for each Councilmember;
6. Implementing a City of Barstow approved strategy for attracting or retaining businesses to the City of Barstow, which will typically involve at least one staff member;
7. Attending local events in his or her capacity as a Councilmember; at such local events, the City will pay for the meals of the Councilmember and spouse or one escort; and
8. Engaging in other business related activities with a direct connection to the implementation of adopted City plans, policies, goals or programs.
D. Non-Reimbursable Expenses. Examples of personal expenses that the City of Barstow will not reimburse include, but are not limited to:
1. The personal portion of any trip;
2. Political, religious or charitable contributions or events;
3.Family expenses, including partner's or spouse's expenses when accompanying official on City-related business, as well as children- or pet related expenses, except that the City will reimburse the cost of meals at local events only for each Councilmember;
4. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events;
5. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline;
6. Personal losses incurred while on City of Barstow business;
7. Cost alcoholic beverages, medication (prescription or over-the- counter), laundry, dry cleaning, messenger service; and
8. Optional tours, banquets, or other activities offered through a conference as an additional cost are solely at the discretion of the elected or appointed official and will be considered a personal expense.
E. Questions. Any questions regarding the propriety of a particular type of expense should be resolved by consulting the approving authority before the expense is incurred.
F. Travel Requests Require Pre-Approval for City Council, Other Elected Officials and Appointed Commission and Committee Members. Regardless of any other provision of this Policy, all travel for the Mayor and City Council Members, other elected officials and appointed Commission and Committee members requires separate City Council review and approval in advance as a consent calendar item at a meeting of the City Council open to the public for each instance of travel. The agenda item must include the purpose of the travel, destination, and projected costs. Any travel expenses, including local travel and mileage expenses, subject to this exception which the City Council does not approve in advance shall not be reimbursed by the City.
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G. Cost Control. To conserve City of Barstow resources and keep expenses within community standards for public officials, expenditures should adhere to the following requirements. In the event that expenses are incurred which exceed these requirements, the cost borne or reimbursed by the City of Barstow will be limited to the costs that fall within these requirements. In all areas, not just economy, City officials are responsible for exercising good judgment in requesting, arranging and making a trip. It should be thoroughly planned, well in advance. City officials must not mix personal business with official business if it will cost the City anything in dollars or lost time, or if it will harm the City's interests in any way.
1. Transportation. The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements should be used. Government and group rates must be used when available.
Reimbursement will be made for the most economical form of travel.
2. Airfare. All air Travel on City business should be coach class.
3. Automobile. Automobile mileage is reimbursed at Internal Revenue Service rates presently in effect (see www.irs.gov) and are published by the Finance Department annually. These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are also reimbursable. The Internal Revenue Service rates will not be paid for rental vehicles; only receipted fuel expenses will be reimbursed.
4. Car Rental. Rental rates that are equal or less than those available through the State of California's website (http://www.catravelsmart.com/default.htm) shall be considered the most economical and reasonable for purposes of reimbursement under this policy.
5. Taxi or Shuttle Fares. Taxi or shuttle fares may be reimbursed, including a 20 percent gratuity per fare, when the cost of such fares is equal to or less than the cost of car rentals, gasoline and parking combined, or when such transportation is necessary for time-efficiency.
6. Lodging. Lodging expenses will be reimbursed or paid for when travel on official City of Barstow business reasonably requires an overnight stay.
7. Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, see next section.
8.Other Lodging. Travelers must request government rates, when available. A listing of hotels offering government rates in different areas is available at http://www.catravelsmart.com/lodquideframes.htm. Lodging rates that are equal or less to government rates are presumed to be reasonable and hence reimbursable for purposes of this policy.
9.Meals. The following amounts (including beverages, taxes and gratuities) are allowed for meals: $100 per day, pro-rated for partial day travel as appropriate.
As noted above, itemized receipts are required for all meal costs. For same day travel, expenses for meals are limited to activities outside normal duties. without prior approval of the City Council. Reimbursement for a meal is provided when i is not reasonable for a person to provide his or her own meal (when attending :
non-City sponsored conference or a non-City sponsored training course). It is 3 of 6
sometimes necessary to conduct City business with non-employees, such as oral board participants or consultants. Actual amounts will be reimbursed with approval from the appropriate approving authority. Such costs should fall within the maximum actual meal limits as described above. The names of the individuals attending the function and the business purpose must be documented on the expenditure reimbursement and original receipts must be attached.
10. Airport Parking. Long-term parking must be used for travel exceeding 24 hours.
11. Telecommunications. On authorized travel, necessary business related telephone calls incurred and modern connections for elected officials with City issued laptop computers, fax or Internet service may be reimbursed. In addition, individuals may be reimbursed for reasonable costs incurred for phone calls to their personal residences. The Finance Director or Accounting Supervisor shall make the final determination of reasonable costs on a case-by-case basis.
12. Other. Baggage handling Baggage handling fees of up to $1 per bag and gratuities of up to 20 percent will be reimbursed. Expenses for which City of Barstow officials receive reimbursement from another agency are not reimbursable.
H. Cash Advance Policy. From time to time, it may be necessary for an official to request a cash advance to cover anticipated expenses while traveling or doing business on the City of Barstow's behalf. Such request for an advance requires City Council approval and must be submitted to the City Manager or designee on the appropriate form far enough in advance of the need for the advance and consistent with the City's accounts payable schedule so that the advance can be received prior to incurring the anticipated expenses.
Such request for an advance should contain the following information:
1. The purpose of the expenditure
2. The benefits of such expenditures to the residents of the City of Barstow
3. The anticipated amount of the expenditure(s) (for example, hotel rates, meal costs, and transportation expenses); and
4. The dates of the expenditures.
Cash advances will not exceed the expense allowances set forth herein. The minimum amount to be advanced is $50. Any unused advance must be returned to the City of Barstow's treasury within five business days of the official's return, along with an expense report and receipts documenting how the advance was used in compliance with this expense policy.
I. Expense report Content and Submission Deadline. All cash advance expenditures and expense reimbursement requests must be submitted on an expense report form provided by the City of Barstow. This form shall include the following advisory:
"All expenses reported on this form must comply with the City of Barstow's policies relating to expenses and use of public resources. The information submitted on this form is a public record. Penalties for misusing public resources and violating the City of Barstow's policies include loss of reimbursement privileges, restitution, civil and crimina penalties as well as additional income tax liability."
Expense reports must document that the expense in question met the requirements of this policy. For example, if the meeting is with a legislator, the local agency official should 4 of 6
to the City of Barstow's adopted legislative positions and priorities. Officials must submit case the five-business-day deadline (see paragraph 3 H) applies. Restaurant receipts, in addition to any credit card receipts, are also part of the necessary documentation. Inability to provide such documentation in a timely fashion may result in the expense not being reimbursed by the City.
Audits of Expense Reports. All expenses are subject to verification that they comply with this policy.
K. Reports on Travel/Meetings. Members of the City Council and other elected and appointed officials shall provide brief reports on meetings attended at the expense of the City of Barstow at the next regular meeting of the City Council. If more than one Councilmember or other elected or appointed official(s) attended, a joint report may be made
L. Emergency Travel. The City Manager may approve travel deemed "emergency travel" without prior council approval if in his/her judgment the travel is both vital and necessary.
The City Manager will report the authorized "emergency travel" to the council at its next scheduled meeting. The audit requirements of paragraph (J) above will still apply.
M. Routine Travel. Under existing policy, City officials may, if approved by the City Manager under the requirements of the City's vehicle use policy, use available city vehicles for routine, same-day travel activities or may claim mileage reimbursement, subject to the requirements of this policy, including City Council approval in advance and submission of an expenses reimbursement request within the time required by this policy.
N. Implementation. The City Manager is hereby directed to initiate the appropriate changes to the applicable City policy and procedures manuals to insure that this policy is implemented on a permanent basis and to bring those policy and procedures back to the council for final approval in accordance with the Barstow Municipal Code.
O. Compliance with Laws. City of Barstow officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws.
All agency expenditures are public records subject to disclosure under the Public Records Act and other laws.
P. Violation of this Policy. Use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, misuse of public resources, pursuant to California Government Code Section 53232.4.
4. All City Council Policy Memorandums will remain in effect until amended or rescinded by majority approval of the City Council.
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AYES: Council Members Dyer Kruse, Rose, Silva; Mayor Pro Tem Noble, and Mayor Courtney.
NOES: None
ABSENT: None
ABSTAIN: None
Alas
Andrea Flores City Clerk PaulAtion count, OrE. Manor
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