City Council Policy: Travel Policy, Rev. 1-2019
e) Meetings of the Orange County Division of the League of California Cities (LOCC) and Association of California Cities – Orange County (ACCOC).
f) Attendance at LOCC Annual Conference, LOCC Mayors and Council Members Executive Forum/Summit, LOCC policy
committees (subject to LOCC appointment), and LOCC New
Mayors and Council Members Academy.
g) Attendance at educational seminars, conferences or activities designed to improve the Council Member or Commissioner’s skill and knowledge provided the City is a member of the organization sponsoring the activity.
h) Attendance at training sessions required by federal, state, or local law.
i) Appearances before, or attending meetings of, state legislative committees, state regulatory bodies, state commissions, entities regulated by the California Public Utilities Commission, and other government entities, on behalf of the City of Lake Forest. j) Meeting or functions of public agency or non-profit organizations contract partners.
1.3 Advances.
The City does not issue advances for travel. In lieu of an advance, officials may utilize a Cal-Card (i.e., a purchase VISA card) for expenses incurred while traveling on official City business. 1
1.4 City Council CAL- Cards.
City Council Members are authorized to use a CAL-Card (i.e., a purchase VISA card) for travel expenses associated with out-of-town travel. When traveling, an official’s Cal-Card shall have an expenditure limit of $2,000. When not in use during specific travel, Cal-Cards shall have an expenditure limit of $0. CAL-Cards are to remain in the possession of Officials, and Officials are responsible to report lost or stolen cards.
1.5 Reservations/Registrations.
1 The CAL-Card program, a State purchase VISA card program administered by US Bank, is offered to designated City officials as a streamlined way to procure and pay for City-related goods and services while reducing reimbursement, invoice, and check processing costs. Officials that utilize CAL-Cards are subject to program rules and regulations as outlined in the City’s Purchasing Guidelines. CAL-Card purchases are restricted to specified merchant category codes.
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Officials attending meetings or traveling on official business may request staff assistance in arranging conference registration, hotel, and other travel reservations for authorized functions as listed in this policy.
1.5.1 Airline & Train Reservations.
The City will purchase airline and train tickets for travel to functions listed in Section 1.2 (f) on an official’s behalf no later than fourteen (14) days in advance of travel. The City will purchase airline and train tickets for travel to all other authorized functions as listed in this policy on an official’s behalf. Tickets for functions listed in Section 1.2 (f) requested thirteen days or less in advance of travel must be purchased directly by the traveling official. Eligibility for reimbursement of airline and train tickets is outlined in Section II of this policy.
1.6 Cancellations.
In the event an Official is unable to travel according to pre-arranged and/or pre-paid itineraries, the Official shall cancel his or her reservations prior to the cancellation deadline established by the vendor (i.e. hotel, airline, etc.) so as not to incur charges or in order to receive a refund or credit. In the event an Official does not cancel his or her reservations and the City is charged a fee or unable to receive a credit or refund, the Official shall reimburse the City the full cost of the fee or non-cancelled charges within thirty (30) days of the cancelled travel.
2 While on Your Trip.
2.1 Traveling to Your Destination.
Officials shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo requirements, and the most direct and time-efficient route.
2.1.1 Air and Train Travel.
Airfare and train fare shall be reimbursed at the actual ticket cost as stated on the receipt. Baggage handling fees up to $2 per bag are reimbursable. Long-term parking shall be used for travel exceeding 24 hours.
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2.1.2 Personal Automobile.
Automobile mileage is reimbursable at the Internal Revenue Service (IRS) rate in effect at the time of the trip. The reimbursable amount shall be based on the actual mileage traveled for the purposes of the Traveler’s official duties. In no case shall the amount of the reimbursement exceed the cost an airline ticket to the same destination purchased fourteen (14) days in advance of travel and, if applicable, the cost of a standard-size rental car.
2.1.3 Ground Transportation.
Taxi, bus, train, shuttle or other similar fares, including associated gratuities of up to 20 percent, are reimbursable. Baggage handling fees up to $2 per bag are reimbursable.
2.2 Meals and Incidental Expenses (M&IE).
The City maximum full day meal and incidental expenses rate shall be not greater than the maximum federal per diem meal and incidental expenses (M&IE) rate established by the General Services Administration (www.gsa.gov) based on the limit for the city or county to which the Official is traveling. Partial days per diem amounts are also established by the GSA. The GSA maximums include taxes and gratuities. Official must provide receipts for all meals and will be reimbursed at the lower of the appropriate per diem amount or the actual expense.
2.2.1 Meal Gratuities.
Meal gratuities of up to 20 percent are reimbursable.
2.2.2 Alcoholic Beverages.
There shall be no reimbursement for alcoholic beverages.
2.2.3 Meals Provided as Part of Functions.
An Official may not request reimbursement for any meal which is provided or otherwise available to the official at a function, whether or not there is an actual charge for the meal. For Item: 15
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example, if lunch is provided at a function, the traveler may not request reimbursement for eating elsewhere.
2.3 Lodging.
Actual lodging costs will be reimbursed when an Official’s travel on official City business reasonably requires an overnight stay due to distance or an Official’s need for sleep or rest to properly and safely perform their duties. The Official shall use lodging that is either: offered by a provider of lodging that is consistent with the per diem rates for lodging as established: (1) in IRS Publication 1542, as amended, or any successor publication; or (2) as a governmental rate offered by the provider of lodging.
2.3.1 Lodging for Conferences or Other Educational Activities.
Lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, provided that the lodging at the group rate is available to the Official at the time of booking. If the group rate is not available, then the Official shall use comparable lodging that is consistent with the per diem rates for lodging as established: (1) in IRS Publication 1542, as amended, or any successor publication; or (2) as a governmental rate offered by a provider of lodging.
2.4 Miscellaneous Expenses.
Bridge, road tolls, housekeeping tips, parking fees and other similar miscellaneous expenses are reimbursable. Baggage handling fees up to $2 per bag are reimbursable.
2.5 Unauthorized Expenses.
Expenses the City will not reimburse include, but are not limited to:
a) The personal portion of any trip.
b) Political or charitable contributions or events.
c) Family expenses, including a partner’s expense when
accompanying the Official on City-related business, as well as children or pet-related expenses.
d) Entertainment expenses, including theater, movies (including in- room), sporting events (including but not limited to gym, massage and golf-related expenses), or other cultural events.
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e) Non-mileage personal automobile expenses, including traffic citations.
f) Personal losses incurred while on City business.
g) “Pre-boarding”, “upgrade” or “change” fees charged for the convenience of the traveling official.
3 After Your Trip.
3.1 Documentation of Expenses/ Expense Reports
Officials shall submit expense report forms, as provided by the City, to the City Manager or the Manager’s designee within thirty (30) days of incurring the expense. The expense report is to be signed, under penalty of perjury, and state that all expenses listed were necessary, reasonable and incurred in connection with City business and in conformity with this Policy. If an Official does not submit expense report forms within thirty (30) days of incurring the expense, the Official will be ineligible for any future City paid travel arrangements or use of City Cal-Cards until the signed expense report form is submitted.
3.1.1 Expense Documentation.
To qualify for reimbursement, expense reports must be
accompanied by documentary evidence, such as a receipt, canceled check, or bill for each expense. The documentary evidence should show the amount, date, place, and essential character of the expense.
a) If the evidence submitted is a bill, it must be itemized so as to sufficiently indicate which costs the Official claims are in connection with City-approved travel and for what purpose such costs were incurred (e.g., an itemized hotel bill would indicate cots for room, parking fee, meals, and room tax, with the respective cost of each listed on the bill).
b) Any evidence submitted must be attached to a written statement signed by the Official attesting the evidence is an accurate depiction of the expense and that the charges are appropriate and incurred in connection with City business and in conformity with this Policy.
c) Receipts shall document the expenses of the Official exclusively. Personal expenses (including, but not limited to, a partner’s expenses) shall not be included on the submitted receipt.
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3.1.2 Substitute Expense Documentation.
If documentary evidence (e.g., receipt or bill) is not available, the following limitations on reimbursement shall apply:
a) Lodging, food, and beverage expenses shall not be
reimbursed.
b) Per IRS guidelines, only expenses of less than $75.00 shall be reimbursed where substitute documentary evidence is
provided.
Acceptable forms of substitute documentary evidence may include, but are not limited to, written statements from the Official’s guests or other witnesses setting forth detailed information about the expense, or an In Lieu of Receipt Form signed by the traveling Official. A sample In Lieu of Receipt Form is attached to this policy (Attachment 1).
3.1.3 California Public Records Act.
All documents related to reimbursable City expenditures are subject to disclosure under the California Public Records Act Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1.
3.2 Reimbursement.
The City will reimburse Officials for all actual and necessary expenses within the limitations of this policy.
3.2.1 Preliminary Review by Staff.
The City Manager or his or her designee shall review all forms and documentary evidence as outlined in the attached Staff Travel Expenditure Review Procedure (Attachment 2).
.
3.2.1.1 Reimbursement .
Once the expense report is complete, signed and all
necessary receipts are attached, staff will submit the
report and supporting documentation to the Finance
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department for processing with the next scheduled
Warrant Register.
4 Policy Violations.
Pursuant to California Government Code Section 53232.4, penalties for misuse of public resources or falsifying expense reports in violation of expense reporting policies may include, but are not limited to, the following:
a) The loss of reimbursement privileges.
b) Restitution to the City.
c) Civil penalties for misuse of public resources pursuant to California Government Code Section 8314.
d) Prosecution for misuse of public resources, pursuant to Section 424 of the Penal Code.
In addition to the above penalties as prescribed by State law, violation by an Official of this Policy shall result in the following:
a) Termination of that Official’s privilege to use City CAL-cards, unless such privilege is reinstituted by the City Council; and/or
b) Ineligibility for any future pre-paid travel, unless such eligibility is restored by the City Council.
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ATTACHMENT 2
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CITY OF LAKE FOREST
CITY COUNCIL COMMITTEE APPOINTMENTS LIST
Revised 1/4/2022
COMMITTEE DESIGNATED
MEMBER(S)
ALTERNATE MEETING DAY /
TIME
MEETING LOCATION STIPEND/
MILEAGE
California Joint
Powers
Insurance
Authority (CJPIA)
MOATAZEDI
All Council
Members,
City Manager, &
Risk Manager
Annually
July
CJPIA Office
El Capitan Room
8081 Moody Street, La Palma
$100/mtg + Mileage
Reimbursement
Foothill/Eastern
Transportation
Corridor Agency
(TCA) **
VOIGTS PEQUEÑO 2nd Thursday of the
Month at 9:30 a.m.
TCA Offices
125 Pacifica
Irvine
$120/mtg.
max. 18 mtgs/qtr.;
mileage at IRS rate
Upper Newport
Bay Watershed VOIGTS Staff
Quarterly, 3rd
Wednesday,
1:30-3:00 p.m.
Irvine Ranch Water District
Offices
15600 Sand Canyon Ave., Irvine
None
Orange County
Fire Authority ** TETTEMER N/A 4th Thursday of the
month
6:00 p.m.
Regional Fire Operations &
Training Center Board Rm.,
One Fire Authority Rd.,
Irvine, CA
$100 per meeting;
max $300
Orange County
Public Library
Advisory Board
PEQUEÑO MOATAZEDI Meets three (3) times a
year
OC Public Library Headquarters
Yosemite Conference Room B,
2nd Floor, 1501 E. Saint Andrew
Place, Santa Ana
None
South Orange
County
Watershed
Management
Area
MOATAZEDI PEQUEÑO Semi Annually Laguna Niguel Council
Chambers 30111 Crown Valley
Prkwy,
Laguna Niguel, CA
None
City Council
Audit Committee CIRBO &
TETTEMER N/A Meets four times a year Lake Forest City Hall None
** FPPC 700 Form required
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4 7
9 9
0 ATTACHMENT 3
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RESOLUTION 2023-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE
FOREST, CALIFORNIA, DESIGNATING AND APPOINTING ITS
REPRESENTATIVE TO THE ORANGE COUNTY FIRE
AUTHORITY’S BOARD OF DIRECTORS
WHEREAS, the City, as a “member” of the Orange County Fire Authority Joint Powers Authority (JPA) is entitled to appoint a representative director (“Director”) to the Orange County Fire Authority’s Board of Directors, and WHEREAS, each member agency, by resolution of its governing body, shall designate and appoint one representative to act as its Director on the Authority Board of Directors, except the County whose Board of Supervisors shall appoint two representatives to act as its Directors, and
WHEREAS, each Director shal l be a current e lected membe r of the governing body, and
WHEREAS, each Director shall hold office until the selection of a successor by the appointing body, and
WHEREAS, each Director is to serve at the pleasure of his or her appointing body and may be removed at any time, with or without cause, at the sole discretion of that appointing body, and
WHEREAS, any vacancy shall be filled in the same
manner as the original
appointment of a Director.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lake Forest, California, does hereby designate and appoint __ as its Director to the Orange County Fire Authority Board of Directors.
PASSED, APPROVED, AND ADOPTED this 3rd day of January 2023. _
DOUG CIRBO
MAYOR
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ATTEST:
LISA BERGLUND, MPA
CITY CLERK
APPROVED AS TO FORM:
MATTHEW E. RICHARDSON
CITY ATTORNEY
I, Lisa Berglund, City Clerk of the City of Lake Forest, California, do hereby certify that the foregoing Resolution No. 2023-xx was duly passed and adopted at a regular meeting of the Lake Forest City Council on the 3rd day of January 2023, by the following vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
LISA BERGLUND, MPA
CITY CLERK
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