APPENDIX C
The travel guidelines in this Policy establish a City policy for official travel by elected City officials. Travel should be necessary to accomplish the city's purposes effectively and economically, and incurred expenses should be prudent, reasonable, and necessary. The Mayor and Councilmembers may undertake official, authorized travel and be reimbursed by the City for all reasonable and necessary expenses incurred while traveling on City business.
It is the policy of the City Council of the City of South San Francisco that Councilmembers and the Mayor be reimbursed for actual and necessary expenses incurred in the performance of official duties, subject to budget, applicable laws, standards, and procedures established by the Council.
Approval process for travel requests:
All travel and meeting expenses shall be approved as part of the annual budget process. Once the budget is approved, travel and meetings included therein will be considered as approved, and no further Council action is necessary. The City Manager’s office will monitor appropriations and controls. Travel and meeting expenses not included in the Council’s budget must be approved on consent at a Council meeting prior to the travel dates.
Reimbursable expenses are limited to those that would be deductible business expenses under IRS regulations and are incurred in compliance with IRS “accountable” plan requirements. Expenses will further comply with the City’s Administrative Instructions, Section IV, No.2 (Travel and Training Policy and Reimbursement of Expenses). An expense will not be reimbursable if it is paid for or reimbursed by another entity or person.
All claims for reimbursement shall be submitted using the City Council Expense Reimbursement Forms (Appendix D), signed and certifying that expenses were incurred in connection with an eligible expense. All expense reimbursement forms shall be completed to show the general nature of the costs incurred, such as travel, meals, and lodging, and the relationship of all expenses to City business in compliance with the city’s expense reimbursement policies. The forms will be processed by the City Manager’s Office and approved by the Finance Department.
As part of the adoption of the annual operating budget each fiscal year, the City Council will allocate an individual appropriation amount for Council travel and expense reimbursement for each Councilmember and the Mayor. Such allocation may not be exceeded without approval of the City Council. To the extent an individual annual budget allocation is exceeded without Council approval, such excess will be the responsibility of the Councilmember.
City Council Travel Budget and Expense Reimbursement Policy APPENDIX C – continued
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A City credit card may be issued to a Councilmember upon request following the established guidelines listed in the City’s Administrative Instruction, Section IV, No. 6 (Use of City Issued Credit Cards). All receipts for charges on a City credit card, including supporting documentation and receipts, shall be submitted to the City Manager’s Office within five days of the incurrence of the charge or completion of the travel, whichever is later.
The City Manager's office shall make all travel arrangements, except for the use of a personal vehicle, to ensure the most economical fare available, consistent with the individual's available travel time. Government and group rates must be used for lodging and transportation when available.
If the business travel includes a non-business personal trip, the City Manager’s office will make the travel arrangements so that the business portion of the cost can be identified. In these instances, the cost of personal travel will be paid for by the individual Councilmember and the City credit card may not be used to pay for the travel arrangements. Any additional expenses resulting resulting from the inclusion of the nonbusiness trip will be the responsibility of, and will be paid for by, the individual.
If the trip is paid for by the individual making a nonbusiness personal trip, then an expense claim for reimbursement of the expenses related to City business must be submitted at the completion of the trip with supporting documentation and receipts.
Unless the City Council approves the expense in advance, no expense will be reimbursed that exceeds the following rates:
A. Air Fare: Allowable air travel costs shall be calculated using the shortest and most direct route with the least en-route stops. All air travel shall be booked as far in advance as possible to receive the lowest fares possible, except where the lowest fare is for an overnight flight, which may be chosen by the individual but is not required.
B. Personal Vehicle Use: The federal mileage rate for business use of a taxpayer’s private vehicle, as published by the Internal Revenue Service of the United States of America, will be multiplied by the number of miles traveled in an individual’s personal vehicle to determine the maximum expense reimbursement allowed.
C. Use of City Vehicle: When City vehicles are available, their usage is encouraged but not required.
D. Lodging: If lodging expense is incurred in connection with a conference or organized educational activity specified in Government Code Section 53232.2(d), then the 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 when booking the reservation. If the group rate is not available, then lodging expenses that are comparable and deemed reasonable shall be subject to approval and reimbursement.
E. Meals: Councilmembers will be entitled to reimbursement for meals and associated gratuities in an amount equivalent to the per diem rate for City employees with APPENDIX C – continued
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supporting documentation as listed in the City’s Administrative Instructions, Section IV, No.2 (Travel and Training Policy and Reimbursement of Expenses). Alcohol expenses will not be reimbursed.
F. Other Expenses: Actual and reasonable incidental costs incurred for travel away from home, considering all the circumstances, will be reimbursed for: Telecommunication and fax charges, telephone expenses, laundry and/or dry cleaning charges, parking, shuttle, and taxi, and other miscellaneous necessary expenses.
Reports at Next Regular Meeting
The Councilmember shall provide a brief oral or written report on the accomplishments of any business trip attended at the expense of the City at or by the next regular meeting of the City Council.