POLICY AND PROCEDURE- -- NO. F-5
CITY OF DIAMOND BAR
POLICY AND PROCEDURE
Number: F-5
Authority: City Council
Effective: October 7, 2014
TRAVEL, EXPENSE AND REIMBURSEMENT POLICY
1. PURPOSE
The City of Diamond Bar recognizes the value of attendance by City officials and employees at professional conferences, seminars, meetings with other government officials, professional organizations, community organizations, and constituents and ceremonial events and activities that promote or benefit the City. This policy establishes travel authorization, expense, reimbursement, and reporting standards consistent with the provisions of this policy and in compliance with California Government Code Sections 53232.2 and 53232.3.
2. POLICY
The City reimburses its officials and employees for expenses incurred in connection with business related travel and attendance at meetings and events, in amounts designated in the approved City budget. The establishment of reasonable limits on expense reimbursement assures a prudent and responsible use of public funds and allows more officials and employees to attend beneficial conferences, seminars, and meetings. Except as otherwise noted, this policy applies to all City elected and appointed officials and all City employees. Absent unusual circumstances and only with the permission of the City Council, expense reimbursements will not exceed the amounts set forth in this policy. "Reimbursement" for purposes of this policy means all forms of payment for expenses incurred by City officials and employees in the course of their official duties whether paid directly by the City (including without limitation, with a City-issued credit card aka Cal Card purchasing card) or advanced by city officials and employees with personal funds and later reimbursed from City funds.
3. TRAVEL REQUESTS & AUTHORIZATION
A. City Council & Commissioners
Overnight travel for City Council Members shall be coordinated and arranged through the City Manager's Office and is subject to all provisions of this policy except as otherwise noted. Travel for appointed members of City Commissions shall be coordinated and arranged by the corresponding department.
B. City Employees
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Where travel proposes overnight lodging, employees must complete and sign the Travel Authorization Form (Exhibit A). The Travel Authorization Form must be submitted to the City Manager for approval at least forty-five (45) days before the proposed trip. Upon approval, the signed Travel Authorization Form shall be submitted as an attachment to the employee's Expense Report.
The City Manager may, at his/her discretion, accept Travel Authorization Forms submitted inside the forty-five (45) day window.
4. METHOD OF TRAVEL
City officials and employees must use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct and time-efficient route. Government and group rates must be used when available if they present the least expensive fare.
A. Automobile
City officials and employees who do not receive an automobile allowance should use City vehicles to the greatest extent possible. When necessary to use private automobiles, reimbursement will be at the official Internal Revenue Service (IRS) rate for personal vehicle miles driven in the course of official City business.
Mileage will be calculated to and from City Hall or the employee's home, whichever distance is less. Mileage reimbursement does not include bridge and/or road tolls and parking, which are reimbursable. If a City official or employee elects to travel in a private automobile, mileage reimbursement will be capped at the value of the lowest airfare for that destination.
For those officials or employees receiving an automobile allowance, only travel for City business outside a radius of 60 miles from the City is authorized for mileage reimbursement. Out-of-area trips shall be reimbursed at the lesser of actual mileage expense or the least expensive available airfare.
Pursuant to Government Code Section 1223, City Council Members may elect to receive a flat monthly expense reimbursement of $300 for automobile expenses related to performance of their duties within a 60 mile radius of the City. The City Council finds that this amount accurately reflects actual automobile expenses for routine automobile expenses within the City and its immediate environs. No monthly bill is required for reimbursement of this amount.
B. Air Travel
Reimbursement shall be calculated on the basis of the cost of travel by air using the shortest and most direct route. Whenever possible, air travel shall be booked at least fourteen (14) days in advance, so as to receive the lowest fares possible.
Baggage fees shall be considered reimbursable expenses. Flight insurance and in-flight beverages and entertainment are not reimbursable expenses. 2 POLICY AND PROCEDURE--- - NO. F-5
C. Car Rental
To rent a car while traveling, employees must receive authorization by the City Manager on the Overnight Travel Authorization Form. Should the use of a rental car be approved, every effort shall be made to secure the most economical and reasonable rates.
D. Taxis/Shuttles
Taxi or shuttle fares may be reimbursed, when the cost of such fares is equal or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency. Whenever feasible, the lowest cost transportation provider should be utilized. Gratuities are considered incidental expenses and reimbursable upon submission of receipt.
E. Airport Parking
Airport parking is reimbursable. Long-term parking must be used for travel exceeding 24 hours.
5. LODGING
Lodging expenses will be reimbursed at the single-occupancy room rate in instances when travel on official City business reasonably requires an overnight stay. When an additional charge is imposed for City business related internet/broadband access, the charge may be reimbursed as part of the room rate.
If lodging is associated 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. In the event lodging is not available at the conference location, lodging may be secured at an alternate nearby location with every attempt to secure a rate not exceeding the published conference rate.
Travelers must request government rates, when available. Lodging rates that are equal or less than government rates are presumed to be reasonable and reimbursable for purposes of this policy. In the event that government rates are not available at a given time or area, lodging rates that do not exceed IRS per diem rates for a given area are presumed reasonable and reimbursable.
6. CONFERENCE REGISTRATION, MEALS & INCIDENTALS
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A. Meals associated with City business will be reimbursed in amounts not to exceed the following:
Breakfast: $15
Lunch: $20
Dinner: $35
B. Meals provided with an event or conference registration shall be taken whenever possible. Meals taken in place of such prepaid meals are not reimbursable.
C. Registration fees for approved conferences and seminars are reimbursable, but shall be paid in advance by the City whenever feasible.
7. COMMUNICATIONS
A. Landline Telephone
City officials and employees will be reimbursed for actual landline telephone expenses incurred while traveling on City business. Bills should identify which calls were made on City business.
B. Cellular Telephone
City Council Members may elect to receive reimbursement for actual minutes of cellular telephone use devoted to city business upon submission of annotated billing statements, or in the alternative, elect to receive a flat allowance for City ellular telephone expenses or a cellular telephone provided by the City for us n connection with City business. The City Council finds the cost of the cellula phone or flat cellular phone allowance accurately reflects the cost of actual cell phone usage and should Council Members choose either of these options, no monthly bill is required for reimbursement.
C. Broadband Internet
So that City Council Members may access City files and compose and respond to City-related e-mails from staff and constituents, City Council Members may elect to receive broadband internet access at their primary residence at the City's expense.
8. PER DIEM ADVANCES
A. Eligible City officials and employees who do not have City issued credit cards may claim a per diem of up to $70 per day for meals and incidental expenses associated with City business where an overnight stay is required. Per diem may not be claimed by City officials and employees with a City-issued Cal Card purchasing card.
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B. Eligible City officials and employees may claim per diem upon commencement of travel. For each 24 hour period thereafter, the City official or employee can claim up to the full per diem amount. If there is a period of time of the trip with a duration of less than 12 hours, no more than one-half (1/2) the per diem rate may be claimed.
C. Eligible City officials and employees must submit receipts on expenses purchased using per diem. Unused daily per diem funds must be returned to the Finance Department within fourteen (14) days of return. Failure to submit unused per diem funds constitutes a violation of this policy.
9. UNAUTHORIZED EXPENSES
No reimbursement shall be allowed for the following:
A. Personal expenses, such as laundering or barbering, etc.
B. Entertainment, except when it is a regularly scheduled part of the meeting being attended.
C. Purchase of alcoholic beverages.
D. Any expenses incurred by a city official or employee's spouse, significant other, or family members in connection with conference registration, event sponsorship, meals, transportation, or miscellaneous expenses.
E. Any personal expenses incurred outside the authorized event's duration. For example, if a city official or employee elects to travel to an event in advance or stay longer on personal business, the City need only reimburse the official for roundtrip travel costs and costs associated with the authorized event.
F. Political or charitable contributions or events.
G. Expenses for which city officials receive reimbursement from another agency.
10. REPORTING
All reimbursement claims established herein shall be substantiated by attaching itemized receipts to an Expense Report form (Exhibit B) to be filed with the Finance Department.
Expense Reports must document that all travel expenses meet the requirements of this policy. City officials and employees must submit expense reports within fourteen (14) days of incurring the expense, accompanied by receipts documenting each expense. Inability to provide such documentation in a timely fashion may result in the expense being borne by the City official or employee. All reported expenses are subject to verification of accuracy and compliance with this policy. 5 POLICY AND PROCEDURE- - NO. F-5
At the public meeting following an activity, each elected and appointed official must briefly report on meetings attended at City expense. If multiple City officials attended, a joint report may be made.
11. CREDIT CARD USE
City officials and employees may use valid City-issued Cal Card purchasing cards for expenses allowed in this policy. Cal Cards must be used in accordance with the City's Purchasing Ordinance.
15. FOREIGN TRAVEL
Any foreign travel outside North America by a city official or employee must be authorized by the City Council and shall be subject to all provisions contained in this policy. Any modification to this policy shall be considered by the City Council at a regular or special meeting.
North American foreign travel by City employees shall be subject to the approval of the City Manager.
16. COMPLIANCE WITH LAWS
All agency expenditures are public records subject to disclosure under the California Public Records Act.
17. VIOLATION OF THIS POLICY
Any violation of this policy may result in any or all of the following:
A. Loss of travel and/or reimbursement privileges;
B. A demand for restitution from the City;
C. The City's reporting the expenses as income to the City official or employee to state and federal tax authorities;
D. Civil penalties of up to $1,000 per day and three times the value of the resources used;
E. Prosecution for misuse of public resources;
F. Removal from an appointed commission or board; and
G. For employees, discipline up to and including termination. 6 RESOLUTION. NO. 2014-40
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
DIAMOND BAR ESTABLISHING A TRAVEL, EXPENSE &
REMBURSEMENT POLICY IN ACCORDANCE WITH CALIFORNIA
GOVERNMENT CODE SECTIONS 53232.2 AND 53232.3 AND
RESCINDING RESOLUTION 2008-11 IN ITS ENTIRETY
A. RECITALS.
WHEREAS, elected and appointed City officials are responsible for promoting and protecting public health, safety and weltare; and
WHEREAS, these duties may require elected and appointed City officials to travel to attend meetings with constituents and/or state and federal officials, professional educational seminars and conferences, and other events benefitting the City; and WHEREAS, it is in the public interest to adopt a policy in accordance with state law that sets appropriate guidelines for City-sponsored travel and related expenses and reimbursements.
B. RESOLUTION.
NOW, THEREFORE, THE CITY COUNCIL FOR THE CITY OF DIAMOND BAR DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. Resolution 2008-11 is rescinded in its entirety.
SECTION 2. The attached Travel, Expense & Reimbursement Policy is approved, adopted and enacted effective immediately.
SECTION 3. This Resolution is adopted in accordance with Government Code Sections 53232.2 and 53232.3 so that the City of Diamond Bar may reimburse appropriate expenses occurred by elected and appointed City officials while on authorized travel or otherwise engaged in City business. Absent City Council approval, and only in extraordinary circumstances, the City will not reimburse City officials an amount greater than allowed by this Resolution for expenses incurred during the course of conducting.City business.
SECTION 4. If any part of this Resolution or its application is deemed invalid by a • court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provisions or applications, and, to this end, the provisions of the Resolution are severable.
2014-40
SECTION 5. The City Clerk is hereby directed to certify the passage and adoption of this Resolution; cause it to be entered into the City of Diamond Bar book of original Resolutions; make a note of the passage and adoption in the records of this meeting; and, within fifteen (15) days after the passage and adoption of this Resolution, cause it to be published or posted in accordance with California law.
PASSED, APPROVED AND ADOPTED THIS 7th DAY OF OCTOBER 2014.
Carol Here
Carol Herrera, Mayor
1, Tommye A. Cribbins, City Clerk of the City of Diamond Bar, do hereby certify that the foregoing Resolution was passed, adopted and approved at a regular meeting of the City Council of the City of Diamond Bar held on 7th day of October, 2014, by the following vote:
AYES: COUNCIL MEMBERS: Chang, Lyons; MPT/Tye,
M/ Herrera
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: Tanaka
ABSTAINED: COUNCIL MEMBERS:None
Samp C. Call
Tommye'A. Cribbins, City Clerk
City of Diamond Bar
2014-40