PRIVATE
PRIVATE POLICY AND PROCEDURE
Subject:
Legislative Body Reimbursement
Index:
Finance
Number:
1201-8
Effective Date:
November 19, 2024
Prepared By:
Finance and Administrative Services
Supersedes:
Same Policy: April 18, 2023
Approved By:
City Council
PURPOSE and PROCESS:
The City of San Clemente travel and expense policy is intended to be consistent with all provisions of California State law, specifically California Government Code Section 53232. Where and if discrepancies between California State law and these policies exist, the provisions of California State law will prevail. Travel is subject to the dollar limitations set forth in the Annual Budget adopted by Council. Budgeted amounts in the Travel and Training line item will be divided equally among Councilmembers.
2.0 AUTHORIZED FUNCTIONS:
Expenses incurred in connection with the performance of official duties at functions described below are eligible:
Official meetings with representatives of regional, state and national government on City adopted policy positions.
Official meetings, conferences, events for organizations to which the City Council has appointed the Councilmember as a representative, member or liaison.
Advocacy for City of San Clemente issues, when directed or otherwise approved by the City Council.
4. Educational seminars designed to improve skills and knowledge related to City Council duties or activities.
5. Participation in regional and state organizations whose activities affect the City’s interests, including but not limited to Orange County Division of the League of California Cities (LOCC) and Association of California Cities – Orange County (ACCOC).
6. Participation in national organizations whose activities affect the City’s interests, when approved by the City Council.
Implementation of an adopted strategy for economic development, attracting or retaining businesses which will typically involve at least one City staff member.
Travel that involves attendance outside of California should be approved by the City Council.
3.0 UNAUTHORIZED EXPENSES:
City of San Clemente will not reimburse Councilmembers for personal travel (or the personal portion of any trip); political or charitable contributions or events; campaign activities, events or costs; family expenses including partner, children or pet expenses when accompanying a member on City business; entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including tickets, gym, massage and/or golf related expenses) or other cultural events; personal automobile expenses including repairs, traffic citations, insurance or personal losses incurred while on City business; “pre-boarding”, “upgrade” or “change” fees charged for the convenience of the traveling official.
3.0 TRANSPORTATION DURING AUTHORIZED TRAVEL:
When traveling, Councilmembers will use the most economical mode and class of transportation reasonably consistent with scheduling needs and space requirements. This includes the use of the most direct and time efficient route. In the event a more expensive transportation form or route is used, the cost borne by City will be limited to the cost of the most economical, direct, efficient, and reasonable transportation form. Government and group rates must be used when available.
When reimbursement for airport parking is requested, any airport parking more than 24 hours must be in long term parking or private economy lots. Reasonable and standard baggage handling fees will be reimbursed.
Reasonable and necessary charges for public transportation, taxi, or shuttle service are reimbursable at actual cost with receipts. Car rental is allowed when it is determined it is the most economical and reasonable mode of transportation during travel. Itemized original receipts must be submitted with vehicle rental reimbursement claims. If a personal car is used the Councilmember can seek reimbursement for mileage at the Internal Revenue Service (IRS) rates presently in effect.
4.0 LODGING:
Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. Extended stays and extra nights, often for personal travel, are the responsibility of the Councilmember. If possible, lodging in connection with a conference or organized educational activity should be secured using the group rate provided by the conference or activity sponsor. In situations where conference group rates are not available, the IRS per diem rates for lodging can be used as a guide.
Non-reimbursable lodging expenses include, but are not limited to, costs for an extra person staying in the room, costs related to late check out or uncancelled reservations, and in-room pay-per-view movie rentals. Original itemized receipts must accompany claims for lodging reimbursements.
5.0 CANCELLATIONS
In the event a Councilmember is unable to travel according to pre-arranged and/or pre-paid itineraries, the Councilmember 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 a Councilmember does not cancel his or her reservations and the City is charged a fee or unable to receive a credit or refund, the Councilmember shall reimburse the City the full cost of the fee or non-cancelled charges within thirty (30) days of the cancelled or missed travel.
5.0 PER DIEM, MEALS AND TRAVEL RELATED EXPENSES:
5.1 Per Diem
Councilmembers are encouraged to request a per diem based upon the IRS per diem rates for meals and incidental expenses in the area the Councilmember is traveling. Per diem rates may be deducted for applicable meals included in conference or seminar registration and program fees. 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 ( HYPERLINK "http://www.gsa.gov" www.gsa.gov) based on the limit for the city or county to which the official is traveling. Extended stays for personal travel will not be eligible for per diem. Receipts are not required to claim the meal and incidental expenses per diem.
5.2 Meals
Meal expenses and associated gratuities should be moderate, considering community standards and the prevailing restaurant costs of the area. The City will not pay for or reimburse alcohol/personal bar expenses, or meals for guests or spouses. The IRS per diem rates can be used as a guide for reimbursement. A Councilmember 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 example, if lunch is provided at a function, the traveler may not request reimbursement for eating elsewhere.
5.3 Incidental Expenses
Incidental expenses must be related to the purpose of the approved travel and not for personal reasons. For instance, when approved travel lasts for more than one week, laundry/dry cleaning expenses may be reimbursed. An attempt to list all potential incidental expenses is challenging, but Councilmembers are aware that all expenses will be identified on a travel expense report.
Incidental expenses should be pre-authorized whenever possible as details of the travel are assembled.
6.0 Travel Expense Report:
Officials shall submit a travel expense report, as provided by the City, to the City Manager or the Manager’s designee within sixty (60) days of incurring the expense. Documentation of all receipts 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.
7.0 Expense Allowance:
Every member of the City Council shall have an expense allowance. The Mayor’s expense allowance will be at the rate of $450.00 per month due to increase responsibilities and all other councilmembers will receive $400.00 per month. The allowance shall be in lieu of any other automobile or mileage allowance, parking fees, office supplies, meal expenses, insurance, motor fuels and lubricants, depreciation, wear and tear, repairs or maintenance, automobile rental and other similar expense for routine City Council business and travel within 50 miles of the City. For trips greater than 100 miles round-trip, Councilmembers may submit a travel expense report for reimbursement for mileage in excess of the first 100 miles.
Attachment 1
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