City of Santa Clara
Council Policy Manual
OFFICIAL TRAVEL BY ELECTED OFFICIALS
Revised 9/4/2019 Council Policy 043 Page 1 of 6 Resolution No. 19-8751
PURPOSE Consistent with the City of Santa Clara (City)'s Code of Ethics and Values, the City is fiscally responsible and endorses the proper use of City assets to help ensure the City's fiscal stability.
In order to ensure an open and transparent government, the City Council will regulate and prescribe guidelines for official travel by all elected officials. Reimbursement for official travel funded by non-City entities shall be in accordance with the guidelines issued by such other non-City entity.
To the extent the official’s expenses are not reimbursed by the non-City entity, the official may request reimbursement in accordance with the requirements of this policy (e.g., the official is chosen to serve as the City representative on a County-wide committee and the County agency sends the official to a conference, and reimburses the official for conference attendance and hotel, but not for meals and mileage; the Official may seek reimbursement for meals and mileage in accordance with the terms of this policy.)
This policy does not address an official’s reporting requirements relative to payments by a non-City entity for official travel; elected officials must comply with FPPC reporting requirements relating to payments for travel.
POLICY In order to control and properly account for expenditures made by elected officials in the course of their official duties, only authorized expenses may be reimbursed in accordance with the Travel-Meal Reimbursement & IRS Mileage Rates established by the Finance Department on an annual basis and within the criteria outlined within this policy.
Any questions regarding the appropriateness of a particular type of expense should be resolved by the City Council before the expense is incurred. Examples of non-reimbursable expenses include personal expenses, charitable/political contributions, entertainment expenses, personal losses incurred while travelling, and expenses for family members.
In order to conserve City resources and keep expenses within community standards for public officials, expenditure amounts should adhere to the guidelines set forth within. Expenses that exceed these City of Santa Clara
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guidelines will be reimbursed only to the maximum extent of the guidelines.
All cash expenditures, credit card expenses, and expense reimbursement requests must be submitted to the City Auditor on an expense report form provided by the City, accompanied by receipts documenting each expense. Expense and mileage reports must document that the expense in question meets the requirements of this policy. Inability to provide such documentation in a timely fashion may result in the expense being borne by the official.
All expenses are subject to review and verification by the City Auditor for compliance with this policy and eligibility for reimbursement.
TRAVEL
GUIDELINES
Reports by Elected Officials
The elected official must file a written or oral report to the City Council within fifteen (15) business days or at the next City Council meeting immediately following any travel attended at City expense or travel attendance as a City official that is funded by a non-City entity.
The report shall include, but is not limited to:
a. A listing of any workshops, presentations, educational seminars, speeches, or other sessions attended with summary and/or descriptions of information gathered
b. A listing of meeting(s) held during travel with legislators, other governmental officials, or groups with subjects addressed during the meeting(s)
c. A listing of any speeches, presentations, or other speaking roles during travel
Course Materials
Course materials received will be turned into the Mayor and Council Offices - Council Library or elected official’s respective department’s library, as applicable, for open accessibility, except for safety-sensitive portions of such materials.
Rewards and Promotional Benefits
Rewards granted under frequent travel programs through airlines, City of Santa Clara
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hotels, or any type of travel vendor, if accrued through official travel and at the City's expense, shall be used only for official travel and/or turned over to the City for future official travel, to the extent possible.
Promotional benefits or materials received during official travel, if obtained under the same conditions as those offered to the general public and at no expense to the City, may be retained for personal use.
CRITERIA FOR
OFFICIAL
TRAVEL
Official City Representative Criteria
When travelling to a conference, convention, workshop, or similar event, one or more elected officials shall be specifically designated to act as the official representative(s) of the City with the following criteria:
a. Official travel must be related to the elected official’s roles or duties such as work performed on a particular issue or
substantive area in an official capacity, committee assignment, liaison assignment, task force assignment, or council
assignment.
b. If multiple members of the City Council meet the criteria, the representative(s) will then be designated based on seniority.
Public Purpose Criteria
Travel by elected officials is an allowable activity and expense when it is performed for a valid public purpose:
a. Attending educational seminars designed to improve the elected official’s skill and information levels, or to comply with applicable professional standards
b. Participating in regional, state, and national organizations whose activities affect the City’s interests
c. Communicating with representatives of regional, state, and national government and their various agencies
d. Travel is consistent with the adopted budget and/or legislative priorities
Elected officials may attend conferences or any other official travel at City of Santa Clara
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their own expense if such travel falls outside the criteria set forth in this policy.
SUMMARY OF
CONFERENCES
AND TRAVEL
Official Travel – Local (Drivable Distance)
c. Local travel or single-day events that do not require an overnight stay are open to all elected officials.
d. Local travel or single-day events that require an overnight stay must meet the criteria for official travel.
Official Travel – In-state
a. In-state travel is limited to a maximum of two elected officials per official travel event, except as follows:
The League of California Cities Annual Conference is open to all elected officials, and the League of California Cities New Members Academy is open to all newly elected or appointed members of the City Council.
b. In-state travel requires elected officials to meet the criteria for official travel.
Official Travel – Out-of-state
a. Out-of-state travel is approved in advance annually with the respective department’s Operating Budget
b. Out-of-state travel is limited to a maximum of two elected officials per conference, with the exception of United States Conference of Mayors and National League of Cities
conferences and meetings.
c. Out-of-state travel requires elected officials to meet the criteria for official travel.
Official Travel – International
a. International travel is limited to a maximum of three elected officials per trip.
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Resolution No. 19-8751
b. International travel may be initiated by invitation or commemoration of anniversaries with the City of Santa Clara's sister cities.
c. International travel requires elected officials to meet the criteria for official travel.
d. International travel is approved in advance annually in the respective department’s Operating Budget and must be
submitted in advance to the City Council for approval with sufficient time to ensure that, if approved by Council, arrangements can be made before the first day of travel.
Official Travel – Other
For any official travel that has not been pre-approved in the respective department’s Operating Budget, requests for travel approval must be submitted to the City Council with sufficient time to ensure that, if approved by Council, arrangements can be made before the first day of travel.
a. Requests for travel approval must meet all of the criteria for official travel.
b. Requests for travel approval require 5 votes from the City Council.
c. When reviewing and considering approval of requested travel by elected officials, the City Council shall ensure compliance with the Brown Act (California Open Meeting Requirements for Local Legislative Bodies).
PROCEDURE Prior to incurring expenses, review policy to ensure proposed expenses are allowed based on the criteria established within this policy.
Within fifteen (15) business days of an expense being incurred, elected officials submit to the City Auditor an expense report form, accompanied by receipts, documenting the amount and purpose of each expense and how it meets the requirements of this policy. Course materials must be turned into the respective department’s library for open accessibility, except for safety-sensitive materials.
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Council Policy Manual
OFFICIAL TRAVEL BY ELECTED OFFICIALS (cont.)
Revised 9/4/2019 Council Policy 043 Page 6 of 6
Resolution No. 19-8751
The elected official must file a written or oral report to the City Council within fifteen (15) business days or at the next City Council meeting immediately following any travel attended at City expense, with the criteria outlined within this policy.