Travel Authorization & Expense Reporting Form
Instructions: Prior to any travel, complete Part! of this form to have travel and anticipated expenses approved. Submit a copy of this approved form with each payment expense submitted. Upon returning from travel, complete Part I! of this form to confirm total expenses including any approved adjustments Submit form to Accounts Payable within 15 days of the travel end date. Always use the most up-to-date Travel Form located on the City's Intranet Employee Signature Immediate Supervisor Signature
Part I - Travel Authorization
Name: Elena Baca-Santa Cruz : Purpose of Trip: League of Ca Cities 2024 Annual Conference & Expo Out of State?
Job Title: Councilmember Destination: Long Beach, CA - LB Convention Center Enter below the departing date and time then the return date and time. Per diem travel days will Division: Council
automatically be calculated.
GL Org Sets) % Split Departure Example:
10/15/249:00 PM 1/2/187:30 AM
1010-10-01-10011 100% Split Total Equals Date & Time:
Return 10/18/24 1:30 PM Example.
12/18 5:30 PN
100% Date & Time:
CAL-Card?
Expense Type Account # Description of Expenses Amount
Registration: (620510) Registration Fee $650.00
Lodging : (620510) Inn at 50 $741.87
Mileage: (620510) Miles: Rate: $0.67
Airfare: (620510)
*Per Diem: (620510) Long Beach, CA $86 Check box to decline Pe - Diem, whereby actua
4 receipts must be submitted
Total Travel Days (Enter # of Days) >>>
*To receive per diem, travel must include an overnight stay. Total Per Per diem on first and last day are to be calculated at 75% of daily per diem rate. Diem: $268.75 Misc. Other: (620510)
Business Meals: (620510)
Division Manager Approval Date Total Anticipated Expenses: $1,660,62 City Manager Approval (as required) Date
x
Depayment Head Approval Jate
x 10|8 34
X
Part |l - Expense Reporting (Please check the appropriate box below and provide details) No adjustments are necessary. Anticipated expenses match actual expenses incurred.
Advance payments exceeded the actual expenses incurred. Attached is my receipt as evidence of reimbursement to the City. (Explain below, use negative numbers Actual expenses exceeded the anticipated original request. Additional funds are required as listed below.
Expense Details Expenditure Code Amount CAL-Card?
Long Beach - Parking 1010-10-01-10011 $15.00
Post-Trip
Employee Elena ButC
I certify that this document is GL Org Set
a true and accurate record of Signature: ›
• Split Totals:
travel expenses for official
Date: i|/4/24 Ext.
City business.
Division Manager Approval Date Final Total Expenses: $1,675.62 11/5/2024 City Manager Approval (as required) Date
x
Head Approval Date
11/5/24 x X
Version 4.0
Own Finance
10/8/2024
Per Diem Worksheet
Travel Destination: Long Beach, CA
(City, State)
Total Travel Days: 4
(# of Days)
Per Diem Rate: $86.00
(Daily M&IE Rate)
Breakdown
Travel Days Rate
First Day Check if you began travel afte $32.25
12:00PM (Noon
Travel Days $172.00
Last Day • Check if you ended travel before $64.50
12:00PM (Noon)
Total Per Diem $268.75
ACE
Date Vite
18/18/2024 89:05
Name: 3bouQuan Glenn
Emplogee #: 885619
Lot: 400 Garage
Lot #: 2637
Gate:
Device: ACE IPHONE 380
PUBLIC RATE
Paid: $15.08
Card:
1*1+2933
Visa
OPEy
41893001 0528
Thank you for your purchase!
Order SC-C-972524-VQUFR
Date of purchase: 6/12/2024
Payment: Credit Card **** 0982
Bill To: Gomez, Sonia
Gift Card: -
PO#:
Bill To Address
Sonia Gomez
15670 Perris Blyd
Moreno Valley, CA 92551-4612
INV-18884-T4J3P7
a) Early Bird Full Conference - Member City Officials & City Staff - Baca-Santa Cruz, Elena Price per unit
$650.00
Quantity
1 Discount
$0.00
Taxes
$0.00
Charges
$650.00
Total Charges $650.00
Sales Tax $0.00
Order Total $650.00
Gift Card $0.00
Previous Payments $0.00
Payment $650.00
Balance Due $0.00
-
Thank you! Your reservation has been confirmed.
We've sent a confirmation to the e-mail address [email protected].
Reference number: #BB24100815515923
Please, keep your reference number accessible for check-in.
Booking summary
Accommodation Prices are in USD
Councilmember Baca - Santa Cruz's Room
Non-smoking Queen Room
Book Direct - Save More
Adults: 1 Children: O Infants: O
Jasmin Rivera's Room USD 125.00
Non-smoking Queen Room
Book Direct - Save More
Adults: 1 Children: O Infants: O
USD 125.00
Additional charges
City Tax USD 40.70
Total USD 290.70
Each USD145.35
Includes taxes + fees
INN AT 50 LONG BEACH CONVENTION CENTER
50 Atlantic Ave, Long Beach, CA, US, 90802
& Reservation Details
Confirmation Number 0342ACN659 CANCEL RESERVATION
Guest Details EDIT DETAILS
Name Status
Elena Baca-Santa Cruz CONFIRMED
Email Phone
[email protected] +19514133008
Address
14177 Frederick St, Moreno Valley, undefined US 92553
Stay Details EDIT DETAILS
Check-In Date Check Out Date
Oct 16, 2024 Oct 18, 2024
Nights Adults / Children
2 & 1/ 9 0
Room Total for Stay
1 QUEEN BED NON SMOKING $596.52
Payment Methods CHANGE PAYMENT METHOD
VISA XXXX XXXX XXXX 1014 (PRIMARY)
Sonia Gomez
From: [email protected]
Sent: Monday, June 24, 2024 2:14 PM
To: City Clerk; [email protected]
Subject: Bookina confirmation for INN AT 50 LONG BEACH CONVENTION CENTER Jun 24, 202.
Follow Up Flag: Follow up
Flag Status: Flagged
Some people who received this message don't often get email from [email protected]. Learn why this is important Warning: External Email - Watch for Email Red Flags!
Confirmation Letter
Confirmation No # 0342ACN659
Phone 5624358369
SINN AT 50 LONG BEACH CONVENTION CENTER Email [email protected] 50 Atlantic Ave, Long Beach CA US - 90802 Website http://www.innat50.com Guest Details
Guest Name Elena Baca-Santa Cruz Contact +19514133008
Stay Details
Check In Date Oct 16, 2024 Number Of Nights 2
Check Out Date Oct 18, 2024 Check In Time Oct 16, 2024
Guests 1
Room Type Details
1 QUEEN BED NON SMOKING Max Occupancy 2
Room Type
Description
Reservation Details
Estimated Estimated Estimated Estimated
Date Charge Rate
Nights Per Night
Range Type Type Rate Tax Total
Total
BEST
Oct 16, 2024 AVAILABLE $513.00 $83.52 $298.26 $596.52
- Oct 17, 2024 ROOM RENT 2
RATE
Reservation Summary
Type Amount
RR $596.52
other $0.00
Total $596.52
Min Amount To Collect $0.00
Cancellation Policy
You may cancel free of charge until 2 days before arrival. You will be charged the total price of the reservation if you cancel in the 2 days before arrival.
General Policy
Your reservation has been confirmed for the above-listed dates and is guaranteed for arrival by your CREDIT CARD. You may cancel free of charge until 2 days before arrival. You will be charged the total price of the reservation if you cancel in the 2 days before arrival.
In case of a no- show, By making a reservation with an accommodation provider, you accept and agree to the relevant cancellation and no-show policy of that accommodation provider, and to any additional (delivery) terms and conditions of the accommodation provider that may apply to your reservation or during your stay, including for services rendered and/or products offered by the accommodation provider (the delivery terms and conditions of an accommodation provider can be obtained with the relevant accommodation provider). The general cancellation and no-show policy of each accommodation provider is made available on our website on the accommodation information pages, during the reservation procedure and in the confirmation email. Late payment, wrong bank, debit or credit card details, invalid credit/debit cards or insufficient funds are for your own risk and account and you shall not be entitled to any refund of any (non-refundable) prepaid amount unless the accommodation agrees or allows otherwise 2 LEAGUE OF
CALIFORNIA
CITIES
REGISTE
CALIFORNIA
NO
ANNUAL
CONFERENCE AND EXPO
NG BEACH, CA OCTOBER 16-18, 2024
Annual Conference and Expo
October 16-18, 2024
Long Beach Convention Center
300 E Ocean Blvd, Long Beach, CA
Register (https://my.calcities.org/Events/Calendar-Of-Events/Meeting-Home-Page? meetingid=%7BE886DAA3-7AB5-EE11-A569-000D3A19AAEA%7D)
The League of California Cities is excited to announce that registration is now open for the 2024 Annual Conference and Expo at the Long Beach Convention Center, Oct. 16-18!
The conference will feature speakers and timely presentations on key topics for local leaders, plus numerous opportunities for peer-to-peer sharing with other California city officials.
Our popular Expo Hall, filled with new and familiar faces, will be brimming with opportunities to engage with organizations that provide services to cities. For
LEAGUE OF
CALIFORNIA
CITIES
Importantly, Cal Cities convenes a member-driven General Assembly and Resolutions process (/advocacy/resolutions-and-the-general-assembly) every year at the conference. This is a unique opportunity to engage all members on a range of significant policy issues to protect local control.
For questions about conference registration, please contact our conference registrar, Megan Dunn (mailto:[email protected]) . For all other questions, please contact Senior Manager, Education and Events Christina George (mailto:[email protected]) •
Become an Exhibitor (https://www.cacities.org/2024ACExpo) Become a Sponsor (https://my.calcities.org/Events/Sponsorships/Product-Details? productid=%7B43851511-FBF8-EE11-A1FD-7C1E521C55FC%7D)
Please review our event and meeting policies. (/education-and-events/event-and- meeting-policies-26201#0)
2024 Conference Information
Registration →
Full registration includes
• Admission to general and concurrent sessions and the expo • Wednesday host city reception
• Admission to CitiPAC and diversity caucus receptions
• Electronic access to all program materials
LEAGUE OF
CALIFORNIA
CITIES
Registration Process:
Complete registration directly through your MyCalCities account. If you have not yet used your MyCalCities account, please review details about the portal (/about-MyCalCities) and contact us with questions.
If you are registering someone other than yourself, first sign in as yourself and then choose the option to register someone else.
Note: Registrations through MyCalCities are available for credit card payments only. If you need to pay with a check, create your account and then reach out to Conference Registrar Megan Dunn (mailto:[email protected]) to request a mail-in registration form. Full payment is due at the time of registration. We do not invoice for registrations.
Conference registration is required for all conference activities, including department, division, and caucus meetings as well as the General Assembly.
Sharing of registration is prohibited.
To request an accommodation or for inquiries about accessibility, please contact conference registrar Megan Dunn (mailto:[email protected]) . Every effort will be made to honor requests submitted.
Full Conference Registration Fees
*Save $50 on the published full conference registration fees if you register by Thursday, July 18.
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CITIES
All Others $875
One-Day Registration Fees
Member-City Official $350
Non-Member City Official $1,350
Other Public Official $400
All Others $450
Add-On Registration Fees
Guest Reception Pass $125
NOTE: The guest/spouse fee is restricted to persons who are not city or public officials, are not a Cal Cities Partner or exhibitor, and would have no professional reason to attend the conference. It includes access to Wednesday's host city reception, the Expo Floor, and CitiPAC Reception.
Meals are NOT included. There is no refund for the cancellation of a guest/spouse registration. It is not advisable to use city funds to register a guest/spouse.
City Clerks Workshop Registration Fees
(The City Clerks Workshop is not included in Full Conference or One-Day Registration. Lunch is included.)
Member-City Official $175
Non-Member City Official $350
LEAGUE OF
CALIFORNIA
CITIES
to Megan Dunn (mailto:[email protected]), and received on or before Oct.
4. Refunds will not be available after this date. If you are unable to attend, you may substitute a colleague for your entire registration.
Hotel and Travel →
A limited number of hotel rooms are available at reduced rates for registered attendees and exhibitors at the 2024 Annual Conference and Expo. The deadline to reserve your discounted hotel room is Friday, Sept. 20, or until the hotel block is sold out - whichever happens first.
STEP ONE: Register for the conference
Registration can be completed through your MyCalCities account (https://my.calcities.org/Security/Sign-In?returnurl=%2fmy-account%2fmy-profile).
Instructions on how to access your account can be found at this link (/about- MyCalCities) :
STEP TWO: Book a hotel room
Once you've registered, you will receive a confirmation email with a link to the hotel reservations page where you can access discounted hotel room rates and manage your reservations, including modifications and cancellations. Hotels are quickly selling out; we recommend checking the portal often for openings or booking with your favorite hotel brand at the market rate.
You must be registered for the conference prior to booking a hotel room in the Cal Cities block. Rooms not associated with registered conference attendees, exhibitors, speakers or sponsors will be canceled.
LEAGUE OF
CALIFORNIA
CITIES
Scam Notice: Scammers may contact you claiming to be the nousing bureau/service for the conference. Cal Cities has contracted with LiveCon as the official housing bureau/service for the 2024 Annual Conference and Expo.
Official emails regarding the conference will come from addresses ending in @calcities.org or @live-con.com, or the actual hotel. Neither party will call you directly without prior communication.
Parking and Transportation
In addition to the main parking lot along Shoreline Drive, the convention center has three parking garages: Terrace Theater, Arena, and Promenade.
Convention center garages can be accessed from Linden Avenue. Please visit Long Beach Convention Center (https://www.longbeachcc.com/directions- parking/ for additional information. Parking prices are subject to change without notice.
Public transportation is easily accessible and includes the Metro Blue Line (https://www.metro.net/riding/schedules/?line=801), Los Angeles County's light rail system, and Long Beach Transit (https://ridelbt.com/), the city's public transportation services available both on land and water.
Nearby airports:
Long Beach Airport (LGB): 10 miles
Los Angeles International Airport (LAX): 22 miles
John Wayne Airport (SNA): 30 miles
Schedule at a Glance V
Schedule is subject to change.
LEAGUE OF
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CITIES
City Clerks Workshop (additional registration required) 8:30 a.m.-1:00 p.m.
AB 1234 Ethics Training
10:00 a.m.-noon
Department and Caucus Business Meetings**
10:30 a.m.-noon
Regional Division Lunches**
11:30 a.m.-1:15 p.m.
First-Time Attendee Orientation
12:45-1:15 p.m.
Opening General Session*
1:30-3:30 p.m.
Concurrent Sessions, Department, and Caucus Business Meetings** 3:30-5:00 p.т.
Grand Opening Expo Hall and Host City Reception*
5:00-7:00 p.m.
CitiPAC Leadership Reception
7:00-9:00 p.m.
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CITIES
r.ov a.m1. 4.uv p.m.
Petitioned Resolutions Due
8:30 a.m.
Concurrent Sessions and Caucus Business Meetings**
8:30-9:45 a.m.
Expo Hall Open
9:00 a.m.-4:00 p.m.
General Session*
10:00-11:30 a.m.
Attendee Lunch in Expo Hall
11:30 a.m.-1:00 p.m.
Regional Division Lunches**
11:30 a.m.-1:00 p.m.
Young Professionals Meet and Greet
12:30-1:00 p.m.
Resolutions Committee
1:00-2:30 p.m.
Concurrent Sessions, Department, Issues Group, and Caucus Business Meetings**
1:00-5:15 p.m.
Regional Division and Caucus Events**
Evening
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CITIES
Registration open
7:30-11:30 a.m.
Regional Division Breakfasts**
7:00-8:15 a.m.
Concurrent Sessions
8:00-10:45 a.m.
General Assembly
8:30-10:30 a.m.
AB 1661 Sexual Harassment Prevention Training
8:45-10:45 a.m.
Closing General Session*
11:00 a.m.-12:30 p.m.
*No competing events may be scheduled during this time. **Check with your regional public affairs manager, caucus president, issues group leader, or department president for the specific day/time for this event.
Additional registration may be required.
Explore Previous Conferences →
Click here to view the 2023 Annual Conference and Expo program (Idocs/default-source/annual-conference---session-materials/2023-annual-conference-