Attachment A
CITY OF VICTORVILLE
COUNCIL POLICY
SUBJECT:
City Council Spending and
Expense Reimbursement Policy
POLICY NO: CP-24-07
SUPERCEDES:
Council Policy CP-23-03
DATE:
December 17, 2024
I. PURPOSE
It is the intent of this policy to establish rules and guidelines governing spending and reimbursement for actual and necessary expenses incurred in the performance of City Councilmembers’ official duties. This policy conforms to the requirements of California Government Code sections 53232 through 53232.4 to the extent that such requirements are applicable to charter cities under the California Constitution.
II. BACKGROUND
City Councilmembers are required from time to time to travel to attend various meetings, or other events which relate directly to City business. The City of Victorville recognizes the constructive value of professional conferences, seminars, meetings and training and provides travel funds for elected officials who attend such events.
III. POLICY
It is the responsibility of each official to accomplish essential City travel as economically as feasible. This policy shall apply where City Council members act as members of the Victorville Water District or Southern California Logistics Airport Authority Board Members, or any other City-related capacity in which they serve.
The City Manager has the authority to determine the reasonableness of an expense and, as such, may disallow it for reimbursement. A request for reimbursement that has been disallowed by the City Manager may be appealed to the City Council who will make its decision at a regularly scheduled City Council meeting under an agendized item requesting such appeal. The decision of the City Council shall be final.
IV. PROCEDURES
A. Covered Travel and Meeting Expenses
Requests for travel and meeting expense reimbursements or City-paid travel and meeting for any events will require the advance approval of the City Council at a regularly scheduled Council Meeting under an agendized item requesting such approval. For exceptions to the required Council approval, please refer to Chapter 8 Section IV of the City Council Policy and Procedures Manual;
No travel outside the state or the country is permitted without advance approval of the City Council, who shall make sure decision at a Council Meeting under an agendized item requesting such approval.
Officials shall document all allowable and authorize d travel-related expenditures with original, itemized receipts, invoices, or other acceptable documentation a s required to substantiate acceptable expenses.
B. Unauthorized Expenses
Examples of expenses that the City will not reimburse include, but are not limited to:
a. The personal portion of any trip;
b. Political or charitable contributions or events;
c. Family expenses, including spouse/partner expenses when accompanying an official on City business, as well as children or pet-related expenses;
d. Entertainment expenses, including premium television services, movies (either in-room or at the theater), shows, sporting events, gym, massage and/or golf related expenses, etc.;
e. Alcohol/personal bar expenses;
f. Laundry or dry cleaning expenses;
g. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline; and
h. Personal losses incurred while on City business.
Any questions regarding the propriety of a particular type of expense should be resolved by the City Manager before the expense is incurred.
C. Transportation
The most economical mode and class of transportation reasonably consistent with scheduling needs must be used, using the most direct and time-efficient route.
a. Carpooling: When possible, officials should carpool, if they are attending the same event at the same time.
b. Use of Privately Owned Vehicles: Documented automobile mileage is reimbursed at Internal Revenue Service (IRS) rates presently in effect (see www.irs.gov
). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. The IRS rates will not be paid for rental vehicles; only receipted fuel expenses will be reimbursed. Mileage reimbursement will be provided from the workplace to and from the event only; the City will not reimburse for mileage for personal travel.
Where an elected official is paid a monthly auto allowance, only documented mileage in excess of 200 miles per event shall be reimbursed.
c. Car Rental: Car rentals should be used when the rental and projected gas is at least $50 less than mileage for privately owned vehicle; or when required for traveling to or from the airport/hotel when the cost is less than taxi, shuttle, or rideshare fares as outlined herein. Receipted fuel expenses will be reimbursed.
d. Airfare: Officials or staff coordinating Officials’ travel should make every effort to search for the most economical and reasonable airfare, taking into consideration safety, total travel time and any other reasonable accommodations required.
e. Taxi, Shuttle or Ride -Share: Taxi , Shuttle, or Ride -Share fares may be reimbursed to or from the airport/hotel, including an up to 18% tip per fare, when the cost of such fare is equal to or less than the cost of car rentals, gasoline and parking combine d, or when such transportation is necessary for time efficiency.
D. Lodging
The cost of lodging will be paid by the City at the rates listed below, plus the cost of any applicable taxes. Hotel accommodations for the night before or after the event will be considered based on need and circumstances such as the start and end time of the event, and availability of safe travel times. Tips for baggage are not reimbursable.
a. Conferences/Meetings: If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, see next section.
b. Other Lodging: Officials must request government rates, when available.
Lodging rates that are equal to or less than government rates are presumed to be reasonable and hence reimbursable for purposes of this policy.
If the official chooses to incur additional costs that are above the rates established above, then they may do so at their own expense.
E. Meal Allowance
The meal per diem allowance to cover the costs of meals (including tax and up to a 18% tip) shall not exceed $100.00 per day. The City does not pay for snacks, coffee, or other drinks when not part of a meal. The City does not pay or reimburse for alcohol.
F. Registration
The City shall pay for registration fees as required for attendance.
G. Communication
Charges
The City will reimburse telephone, fax, and internet charges utilized for City-related business purposes; such services used for personal reasons will not be reimbursed.
H. Miscellaneous Expenses
Other miscellaneous expenses may be reimbursable if reasonably related and necessary to the authorized activity which the official is attending as follows:
a. Long-term airport parking, if the travel period exceeds 24 hours.
b. On-site hotel parking or other reasonable parking fees.
c. Bridge and toll fees.
I. Reimbursement from other Agencies and Organizations
Where reimbursement of all or part of travel and meeting expense is made by other organizations or agencies, such reimbursement shall be submitted directly to the City.
J. Submission Deadline
A request for reimbursement must be submitted to the City Manager within 30 days after returning from the event. To be reimbursed for travel expenditures, a city reimbursement form must be signed and submitted along with receipts supporting the expenses. No reimbursement shall be made until the City reimbursement form has been properly executed and approved by the City Manager. The inability to provide receipt s or other supporting documentation of expenses within 30 days, will result in the expense being borne by the official.
K. Meeting Reports
Council Members who attend meetings, conferences, seminars, or events at the City’s expense shall provide a brief report on those meetings at the next regular City Council meeting. If multiple Councilmembers attend the same event, a joint report may be made.
L. On Duty
All City policies , including but not limited to anti -harassment and anti - discrimination policies, are in effect while an official is traveling for City business or otherwise serving in their official capacity.
M. Credit Card Use Policy
The City does not issue credits cards to elected officials but does have a City credit card for selected City expenses. City officials may use the City’s credit card for such purposes as airline tickets and hotel reservations by following the procedures
established for the use of city credit cards . Receipts documenting expenses incurred on the City credit card and compliance with this policy must be submitted with the City credit card reconciliation form.
City credit cards may not be used for personal expenses, even if the official subsequently reimburses the City.
N. Compliance with Laws
Officials should be aware that some expenditures may be subject to reporting under the Political Reform Act and other laws. In addition, all City expenditures are public records subject to disclosure under the Public Records Act.
O. Violation of this Policy
Misuse of public resources or falsifying expense reports in violation of this policy may result in any or all of the following:
a. Loss of reimbursement privileges,
b. Restitution to the City of Victorville,
c. Civil penalties for misuse of public resources, and
d. Prosecution for misuse of public resources