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HomeMy WebLinkAbout218 - Reimbursement of Expenses for City Council Members and Other City Officials Appointed to Serve on Boards, Commissions and Committees Created by the City Council • CITY OF REDDING, CALIFORNIA • COUNCIL POLICY • SUBJECT RESOLUTION NUMBER POLICY EFFECTIVE NUMBER DATE PAGE Reimbursement of Expenses for City Council Members and Other City Officials Appointed to Serve on Boards, Commissions and Committees 2006-03 218 01/03/06 1 of 2 Created by the City Council BACKGROUND Public resources should only be used when there is a substantial benefit to the City of Redding. Such benefits include: • The opportunity to discuss the community's concerns with state and federal officials; • Participating in regional, state and national organizations whose activities affect the City of Redding; • Attending educational seminars designed to improve officials' skill and information levels. PURPOSE This Policy sets forth a fair and equitable standard of reimbursement for expenses incurred by members • of the City Council and members serving on any board, commission or committee created by the City Council and subject to the Brown Act. POLICY City of Redding funds, equipment, supplies (including letterhead), titles and staff time must only be used for authorized City of Redding business. The following types of expenses generally constitute authorized expenses, provided that approval is first obtained through proper administrative channels prior to incurring the expense and other requirements of this policy are met: • Communicating with representatives of regional, state and national government on City of Redding adopted policy positions; or • Attending educational seminars designed to improve officials' skill and information level; or • Participating in regional, state and national organizations whose activities affect the City of Redding interests; or • Activities associated with implementing a City of Redding approved strategy for attracting or retaining businesses to the City of Redding, which will typically involve at least one staff member. All other expenditures require prior approval by the City Council at a public meeting. • Council members and members ofother boards,commissions or committees subject to this Policy shall adhere to the same rules and requirements for accounting and reimbursement of lodging, meals and travel reimbursement as applies to all City of Redding employees, as authorized pursuant to CITY OF REDDING, CALIFORNIA • COUNCIL POLICY • SUBJECT RESOLUTION NUMBER POLICY EFFECTIVE NUMBER DATE PAGE Reimbursement of Expenses for City Council Members and Other City Officials Appointed to Serve on Boards, Commissions and Committees 2006-03 218 01/03/06 2 of 2 Created by the City Council Reimbursement Procedures approved by City Council (Attached), except, however, members of the City Council and members of other bodies subject to this Policy shall also adhere to the following: • If lodging is in connection with a conference or organized educational activity, 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 to the member at the time of booking. If the group rate is not available, the member shall use comparable lodging consistent with the requirements of this subdivision; and • Government and group rates offered by a provider of transportation or lodging services shall be used when available: and • Council members or members of other boards, commissions or committees subject to this Policy shall provide brief reports on meetings and conferences attended at the expense of the City of Redding • at the next regularly scheduled meeting after the event when the member is in attendance. • • • REIMBURSEMENT OF EMPLOYEE EXPENSE GUIDELINES •he following provisions allow for a fair and equitable means of reimbursing expenses incurred while conducting City business, i.e., traveling to authorized meetings, seminars,training sessions, luncheons and other events approved by the Department Director. These reimbursement procedures have been authorized by the City Council and are applicable to all employees unless superseded by an existing Memorandum of Understanding (MOU) negotiated with a recognized bargaining unit. 1. Transportation Related Expenses A. Whenever employees use their personal vehicles for City business at the City's convenience, reimbursement will be in accordance with City Council Resolution 2005-140. B. Whenever employees use their personal vehicles for the employee's convenience for out-of-City travel on official City business, the total allowance for transportation shall not exceed the cost of coach class air passage if such service is available. (This would include any additional expenses that would be incurred for lodging, meals and other expenses.) C. The City is not responsible for any loss or damage, operating maintenance or repair expenses to personal vehicles used on City business. • D. Travel time will be allowed on the same basis as if the employee had traveled by air. The employee will charge to the City only the time that would have been required to make the trip using air transportation. All time in excess of air travel time will be charged to the employee. Exceptions may be authorized if recommended by the Department Director and approved by the Finance Officer in cases where it is beneficial to the City for the employee to use their personal vehicle. 2. Lodging and Meal-Related Expenses: A. Employees who have a temporary work assignment at such distance that it is impractical for them to return to their regular residence will be allowed actual personal expenses for board and lodging for the duration of such assignment provided they board and lodge at places to be approved by the Department Director or his/her designee. The time spent by such employees in traveling to such temporary assignment at its beginning, to and from home on holidays and weekends, and from such temporary assignment at its conclusion and any reasonable expense incurred thereby will be paid by the City. B. Lodging expenses shall be reimbursed at actual and reasonable costs as approved by the Department Director or designee. Receipts are required to support expenses. Department should check to see if City employees are exempt from • paying transient occupancy tax. An exemption form is attached (page 12) that can be copied. • • C. If an employee is required to be out of Shasta County during their regular meal time • due to City business, meals can be reimbursed up to the following maximum rates. (Regular meal times are as follows: breakfast two hours before regular starting time; lunch 12:00 noon; dinner two hours after regular quitting time.) An employee may also choose to be paid a meal allowance using the same rates: Dinner $17.50 Lunch $ 9.50 Breakfast $ 7.00 D. When meals (other than continental breakfast or meals of a similar nature) are included in the registration fees or transportation charges, meal allowances are adjusted accordingly. E. Any request for reimbursement in excess of the normal meal allowance must be accompanied by a written explanation as to the reason for the excess and will be subject to City approval by the Finance Officer. Alcoholic beverages are not a reimbursable expense. Itemized receipts for meals in excess of the normal meal allowance must be provided in order to obtain reimbursement. F. Reimbursement of meal expenses for non-employees incurred while conducting business on behalf of the City shall be allowed provided itemized receipts are submitted detailing the guest's name, position, organization and business purpose. Such expenses shall be subject to approval by the department director or his/her designee. • G. Use of a City credit card or reimbursement of meals exclusively for employees while in Redding or its vicinity are not allowed unless prior approval is received from the City Manager or his designee. 3. Reimbursement for reasonable costs other than meals and lodging incurred for the following incidental expenses shall be permitted providing such expenses are itemized and proper support and justification are provided. Some examples are: Registration Tips and other gratuities Taxi, bus, parking and other transportation expenses Business telephone calls and faxes Other justifiable incidental expenses 4. Employees will be reimbursed for actual expenses only. Any savings realized by employees ride sharing, lower accommodation costs, etc., shall accrue to the City. Therefore, any unused advanced funds are to be returned to the city by recapping on a Request for Demand all of the employee's costs and subtracting any advances. The employee's check payable to the city of Redding for the credit amount shown on the "Net total" line along with the recap request should be sent to Finance. • 5. The City shall pay the reasonable cost of repair or a prorated replacement cost of uniforms, glasses, watches or other personal property up to two hundred dollars($200.00) damaged in the course of employment. This provision does not apply to items lost or damaged as a result of negligence of the employee. Items submitted for reimbursement must be approved by the Personnel Manager. • • 6. An employee who is required to change residence to accommodate employment with the • City may be compensated for moving expenses, under special circumstances, subject to approval by the City Manager. Refer to Personnel Policy Manual Page 17.30. 7. Continuing Education: Regular employees who complete City-approved courses taken for credit with a passing grade may upon application, be reimbursed for the following expenses: (1) tuition; and (2) cost of required textbooks. Employees must obtain prior approval from their Department Director. Reimbursement under this program shall be limited to two hundred dollars ($200.00) per course (semester/quarter). A completed City of Redding Continuing Education Program Course Authorization and Reimbursement Certification must be attached (Form F-402 8/97). • •