PRIVATE
PRIVATE POLICY AND PROCEDURE
Subject:
Legislative Body Reimbursement
Index:
Finance
Number:
1201-8
Effective Date:
May 15, 2007
Prepared By:
Finance and Administrative Services
Supersedes:
Approved By:
1.0 PURPOSE:
Expense reimbursement policies and procedures for members of the legislative body are hereby established to provide a common understanding of the circumstances in which such persons are entitled to reimbursement for travel outside the local area; to provide for the reimbursement of expenses incurred while members of the legislative body are conducting City business; and to ensure that all requests for reimbursement are in accordance with AB 1234, Government Code Section 53232 and existing City policies and generally accepted accounting practices.
2.0 ORGANIZATIONS AFFECTED:
Elected City Council Members
Appointed Members of City Commissions and Committees
Any other “Brown Act” Legislative Bodies
3.0 REFERENCES:
Government Code Section 53232
AB 1234
4.0 POLICY:
4.1 Reimbursement – Members of the legislative body will be reimbursed for all business expenses incurred while conducting City business provided that all required documentation is presented to substantiate the expenses. Reimbursements will be made for:
Meetings with government and business leaders.
Conferences, training and educational trips, including visiting other governments to discuss and observe best practices.
Lobbying trips.
Business-related trips where a benefit to the City can be defined.
City business-related reading and educational materials and governmental organization memberships.
Reimbursement is limited to lodging, telephone charges, transportation, registration fees, meals, parking, airport or train station to hotel transportation, tips and laundry/dry cleaning.
4.1.1 Lodging reimbursement is limited to the minimum number of nights required to conduct the assigned City business. If a member of the legislative body chooses to arrive earlier, stay later or upgrade the room, the additional expenses will not be reimbursed by the City.
4.1.2 If Lodging is in connection with a conference or organized educational activity conducted in compliance with subdivision (c) of section 54952.2, included but not limited to, ethics training required by Article 2.4, lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available to the member of a legislative body at the time of booking. (53232.2 (d))
4.1.3 If the group rate is not available, the member of a legislative body shall use comparable lodging that is consistent with the Internal Revenue Service rates for reimbursement of travel and use government and group rates offered by a provider of lodging services when available.
4.1.4 Local and long distance telephone charges will be reimbursed only when such calls are made while conducting City business.
4.1.5 Transportation reimbursement will be for expenses incurred by the most direct route.
4.1.6 Laundry/dry cleaning expenses will be reimbursed only for members attending a seminar or school for more than one week in length.
4.1.7 Reasonable actual costs of meals or refreshments provided while conducting City business will be reimbursed. Identification of the elected and appointed officials and the nature of the business must be documented. As an alternative to actual costs a “per diem” reimbursement may be selected for reimbursement.
4.1.7.1 Expenses for liquor, spouses, guests or other persons not authorized to receive reimbursement will not be allowed.
4.1.8 Costs incurred, as part of travel, but not identified as allowable for reimbursement as part of this policy are considered the individuals responsibility.
4.2 Per Diem Allowance – A daily or "per diem" allowance for meals, including the meal tip, has been established at the following rates:
Breakfast $9
Lunch $12
Dinner $25
4.2.1 A "per diem" allowance will not be reimbursed for meals included in the conference or seminar cost. A copy of the conference registration (brochure) and whether meals are included should be attached to the Travel Expense Report.
4.2.2 A “per diem” allowance will not be allowed if the meal is provided as part of the hotel stay.
4.3 Travel Advance – Individuals are encouraged to prepay all transportation, lodging and registration costs. The City may provide an advance of City funds if requested.
4.4 Mileage Reimbursement – Mileage for personal vehicles may be reimbursed only when the cost is lowest when compared to other means of transportation. If a personal vehicle is authorized for use, a mileage reimbursement will be made at the standard mileage rate published by the Internal Revenue Service. The mileage reimbursement is intended to pay for gas, wear and tear and liability insurance for the personal vehicle.
4.5 City Manager Credit Card – A credit card has been made available to the City Manager to pay for business conducted on behalf of the City. The cardholder is responsible for the security and use of all purchases made with the credit card.
5.0 DEFINITIONS:
Not Applicable.
6.0 PROCEDURE:
6.1 Legislative Reporting - Members of the legislative body shall provide brief reports on meetings attended at the expense of the City at the next regular meeting of the legislative body. (53232.3(d))
6.2 Travel Expense Report - Requests for reimbursement of authorized expenses must be made on a Travel Expense Report. All requests must be submitted within 60 days of the original transaction or the completion of travel to be reimbursed. Documentation of all original receipts or bank card charge slips detailing the amount paid, the items/services received and the date must be submitted with the Travel Expense Report. Requests for reimbursement will be processed within the normal Accounts Payable schedule. Travel expense reports are located in Microsoft Word under the general templates, and general tab.
Travel Advance Requests - Requests for Travel Advances must be made on a Travel Expense Report. Upon completion of travel, a second Travel Expense Report must be submitted with the proper documentation of expenses for Finance Department reconciliation. In the event that the actual expenses were less than the amount advanced, a refund of the unspent portion of the advance must be turned in with the expense report. If the expenses were greater than the amount advanced, reimbursement will be processed within the normal Accounts Payable schedule.
Credit Card Repayment – The credit card statement is to be provided with copies of the supporting documents/receipts and list the purpose for all purchases made with the credit card. The expenditure account number for each of the purchases is to be properly listed on the payment request. This information is to be submitted to the City Treasurer for approval. Once approved, the expenses will be submitted to Finance to be processed within the normal accounts payable schedule.
Approvals – Travel expenses and travel reimbursements must be first approved by the City Manager or Assistant City Manager/Treasurer before reports are sent to the Finance Department for the processing of payment.
Attachment 3
Page page \* arabic2