HomeMy WebLinkAboutItem 1b: Adopt Resolution No. 6852 adopting an expense reimbursement and travel policy for City Council and Officials.Office of the City Manager
AT November 20, 2011
P#: inonorable Mayor and Cifq�
FROM. Dominic Lazzaretto, City Manager
By: Linda Garcia J mmunications, Marketing and Special
Projects Mar _ �
SUBJECT: RESOLUTION NO. 6852 ADOPTING AN EXPENSE
REIMBURSEMENT AND TRAVEL POLICY FOR THE CITY
COUNCIL AND CITY OFFICIALS WHO SERVE ON A
LEGISLATIVE BODY
Recommendation: Adopt
MEOW=
At a meeting on October 31, 2012, the City Council directed staff to revise the current
Expense Reimbursement and Travel Policy to allow reimbursement for attendance at
commun4-related events that are held for the purpose of raising fands for a non-profit
Mayor and City Council — Expense and Travel Policy/Resolution 6852
November 20, 2012
Page 2 of
organization. In addition to adding this language, the attached policy includes the
following substantive changes:
1. Removes the reference to a Design Review Committee as said Committee does
not exist.
2. Removes references to specific events and instead allows reimbursement for any
community function, as determined by the City Manager.
3. Ties the daily reimbursement rate for meals to the Internal Revenue Service per
them rather than to a specific dollar amount.
Attachments: Resolution No. 6852
Expense Reimbursement and Travel Policy for the City Council and
other City Officials who serve on a Legislative Body
RESOLUTION OF ADOPTING AN EXPENSE
OF
R POLICY
COUNCIL D OTHER CITY OFFICIALS WHO SERVE
ON A LEGISLATIVE BODY
WHEREAS, such benefits include the opportunity to discuss the community's
concerns with State and Federal officials; participating in regional, state and national
organizations and events whose activities affect the City; attending educational
seminars designed to improve officials' skill and information levels; promoting public
service and morale by recognizing such service; fostering ties with residents and civic
groups; and discussing City affairs with members of the community; and
Council WHEREAS, the City desires adopt the Reimbursement
•
Travel Policy for the City Council and City Employees Who Serve on a Legislative
Body," attached hereto ( "Policy ") for the purpose of providing guidance to elected and
appointed officials on the use and expenditure of City resources, as well as the
standards against which these expenditures will be measured; and
Policy WHEREAS, the requirements of •
Sections 53232.2 and 53233.3 in the event such requirements could at some point bj
constitutionally applied to charter cities; and
0
WHEREAS, the Policy also supplements the definition of necessary and
reasonable expenses for purposes of Federal and State income tax laws; and
advance or other line of credit; and
members of a "legislative body" as defined in Government Code Section 54952.
M! �*
SECTION 1. The Policy attached hereto is adopted as the approved expense
reimbursement and travel policy of the City in compliance with AB 1234 and other
.0r .� - I I �11 11
SECTION 2. All prior City Ordinances, Resolutions and Policies inconsistent with
the policies approved by this Resolution are hereby repealed in their entirety. Included
in this rescission is Resolution No. 6581 and any relevant Administrative Policies.
SECTION 3. This Resolution is effective upon its adoption by the City Council.
SECTION 4. The City Clerk shall certify to the adoption of this Resolution.
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Passed, approved and adopted this _ day of )2011
FAWN
City Clerk
APPROVED AS TO FORM:
I
0, b�
Stepl en P. Deitsch
City Attorney
I
A
The purpose of this Administrative Policy is to provide guidelines and a procedure for
handling expenses incurred by members of the City Council, the Planning Commission
and City staff who serve on a legislative body, while conducting City business and/or
attending community functions, conferences and other events.
It is the policy of the City of Arcadia to pay for expenses incurred by Council Members
and other City Officials when the expense is related to municipal affairs and/or when it
serves a public purpose. Said expenses include those related to travel, office supplies,
attendance at conferences, workshops, meetings and special events.
DEFINITIONS
This policy does not in any way supersede AB 1234 or other State law. Rather, it is
intended to put the City in compliance with the legislation and to provide a framework
for how the City pays for travel to and attendance at events and reimbursement for
expenses incurred while conducting CV business.
In this policy the word "Official" is used interchangeably in reference to Council
Members, Commissioners, and City employees,
For the purpose of this policy the City does not make a distinction between expen
payments made in advance or reimbursed. Both are considered a use of public fun
and are subject to the procedures defined herein. Again, it should be clear though th']
this policy does not supplant any of the requirements of AB 1234, which arguably, rn
distinguish between the two types of payments.
AUTHORIZED EXPENSES
The City will pay for or reimburse Council Members and City Officials for expenses
incurred while conducting City business or while representing the City at community
functions. The City may pay for or reimburse the following types of expenses.
Activities that generally qualify for advance payment or reimbursement include.
For cornn,iunity events at which attendance by the City
OfflcW and
the Official's
6 gnificant other is
generally considejob e expected,
t1herd'by serving
the pUblic
purpose of j6ning
tr;e City OfflcW in fering ties with the CORHIIUnity,
'El"ie City may
puirchase a floket'
r the r)fflcial arid thle Official's signiftant
isth&'
jram�sortation
The most economical mode and class of transportation reasonably consistent with
scheduling needs and cargo space requirements should be used.
Airfare is limited to coach class on a commercial air carrier, An Official may obtain
personal frequent flyer credits for flights taken, but the selection of an airline or a given
trip shall not be made for the purpose of accumulating such miles.
CITY MANAGER
Automobile mileage is reimbursed at the prevailing Internal Revenue Service rate.
City vehicles are not usually used for transportation on extended trips, but if necessary
they can be used with the approval of the City Manager or appropriate Department
Head.
Taxi fare® shuttle fees and parking fees are eligible for reimbursement as long as said
expenses are incurred for City business.
If lodging is in connection with a conference or group meeting, the cost shall not
exceed the maximum group rate published by the conference or activity sponsor,
provided that lodging at the group rate is available at the time of booking, If the group
rate is not available, comparable (e.g. government rate) lodging may be used, keeping
in mind that it should be within the median retail price for the area.
MW
Reasonable (market rate) meal expenses and associated customary gratuities are
eligible for reimbursement. Whenever possible, an attempt should be made to take
advantage of meals that are included as part of the event. For the purpose of this
Policy No.: 11-0
Adopted: 03/07/199 1
Amended: 08/07/200
11/20/201
policy, when on a trip the reasonable reimbursement rate for meals is $SO-pef-ft the
current lnterna� Revenue Service per diem, unless unusual circumstances exist. This
daily amount does not preclude the Official's responsibility to take advantage of meals
included as part of the event.
When attending a City-related function other than a conference, seminar or meeting,
the actual cost of the meal will be reimbursed,
City and community functions at which City business is conducted, or at which a
representative from the City is expected to attend or, participate, are legitimate
reirnbursable expenses,, Should a question arise, the City Manager will determine what
is "legitimate,"
For major community functions hosted by an outside organization, at which it is
traditional and expected that Council Members or City Officials attend on behalf of the
City, it is acceptable for the City to purchase a "block" of tickets or a "table" in advance,
without knowing which Officials will attend, and then distributing the tickets when it is
known who is able to go to that particular function.
Expenses not eligible for reimbursement or advance payment by the City include:
* Personal exp.-Ins-_11
* Alcohol
* Dry cleaiiing
23�
CrTY MANAGER
Political or charitable contributions (Purchasing a ticket to an event that raises
funds for a non-proft chadtabke organization is a re4'n6tjrsaUe expense,
Provided f[hail',-I the Offlcial's atterldance at th(-,, event serves a Pr Uic PLWPOSe.)
Entertainment expenses such as movies, sporting events, golf® etc.
Non-mileage personal automobile expenses such as repairs, traffic citations,
insurance and related
As noted below, expenses may be pre -paid® with the understanding that receipts still
need to be submitted®
PROCEDURE
All expense reimbursement requests are to be documented with receipts and submitted
on the appropriate paperwork, which may include an expense report form® a petty cash
slip or another City Manager approved form. For extended trips, a "Travel Request and
Expense Report-, Form" is usually required and must be completed and approved by the
City Manager prior to the travel taking place,
As noted above, City Officials shall submit an expense report. (or another approved
form) in order to receive reimbursement. Expense rep6rts must document that the
expense in question meets the requirements of this policy. For example, if the meeting
is with a i ue legislator, the local official should explain whose meals were purchased, what
sss were discussed, and how they relate to the City of Arcadia.
Expense documentation should be submitted within 30 days of the expense being
incurred, accompanied by receipts. Inability to provide such documentation in a timely
fashion may result in the expense being borne by the Official.
All expenses are subject to verification that they comply with the intent of this policy.
All ether- expenses for activities and materials not included in this policy require prior
majeft approval. Fol, Council Members that approval is to be by the City Council at a
public meeting, For City employees, that approval �s to be by the City Manager,
'The penalties for misusing public resources or falsifying expense reports in violation of
this policy may include, but are not limited to, the following:
a. Loss of reimbursement privileges
b. Restitution to the City, nt Code
C Civil penalties pursuant to Section 8314, of the Govern me
cl. Prosecution pursuant to Section 424 of the Penal Code