HomeMy WebLinkAbout10-90 •
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RESOLUTION NO. 10-90
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF
LOS ALTOS HILLS ESTABLISHING POLICIES GOVERNING
OFFICIAL TRAVEL OF TOWN OFFICERS AND EMPLOYEES
RESOLVED, by the City Council of the Town of Los Altos Hills, County of
Santa Clara, State of California, that
(a) The purpose of this Resolution is to establish a policy governing
the official travel of Town officers and employees; and
(b) The following be and they hereby are adopted as the policies
governing travel by Town officers and employees in
performance of their duties:
SECTION 1. GENERAL
Attendance of officers and employees at selected conferences,
conventions, and professional meetings is beneficial to the Town. Expenses
incurred at such meetings will be paid by the Town if adequate funds have
been budgeted for that purpose, attendance was authorized, the expenses
were incurred for the benefit of the Town, and the procedures specified in
this policy are followed.
The Town's intent is to ensure that officers and employees do not
incur personal expenses to conduct Town business. It is also the Town's
intent that the Town not incur expenses unrelated to Town business.
Expenses for family members and personal guests are not
reimbursable by the Town. Expenses for Town-related business guests may
occasionally be reimbursed.
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Expenses reimbursable by another agency are not reimbursable by
the Town.
SECTION 2. AUTHORIiZATION
Attendance and expense reimbursement is authorized without any
specific action for meetings of outside agencies--such as boards,
commissions, and committees--to which a Town officer or employee has
formally been appointed as a member or liaison.
Attendance and expense reimbursement for other functions is
authorized when approved by specific action of the appropriate authority:
Person Traveling Authority
City Council City Council
Commission, Committees, and other City Council
volunteers appointed by the Council
City Manager, City Attorney City Council
All others City Manager
SECTION 3. COVERED EXPE SES
Expenses that can be reimbursed include:
(a) Lodging;
(b) Transportation and parking;
(c) Meals, laundry, valet service, and tips;
(d) Telephone and facsimile; and
(e) Other expenses, including registration and special meeting
fees, clerical and copying charges, and any other normal,
goods necessary, p and reasonable ex for or services
that benefit the Town.
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a. Lodging.
Lodging reservations will be I made by the City Clerk or a
designee. Actual and reasonable costs of single occupancy will be
reimbursed, upon presentation of a receipt or other evidence of
payment.
b. Means, laundry, valet service,; and tips.
Upon presentation of receipts or other evidence of payment,
actual expenses shall be reimbursed, up to a total of $50 for each
full day of travel, and one-half that amount for a half day of
travel. Comparison of actual and maximum reimbursable
expenses will be made on a per-trip basis, not per day. Meal
expenses for Town-related business guests may be reimbursed,
up to $50 per day.
c. Transportation and Parking.
Reimbursement for transportation costs including all en-
route reimbursable expenses will not exceed round-trip economy
class air fare plus limousine service to and from the airport,
unless specifically authorized.
For travel by commercial transportation, actual costs will be
reimbursed, upon presentation of a receipt or other evidence of
payment.
For travel by private auto, reimbursement shall equal the
Internal Revenue Service rate approved for non-itemized travel
(currently 25.5€ per mile) for the estimated round-trip mileage
by the shortest practical route, plus tolls, parking, and local
travel. As state above, reimbursement shall not exceed round-
trip economy class air fare plus limousine service. When two or
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more persons travel together, only one shall recover mileage.
Officers and employees of the Town who receive a monthly
mileage allowance shall not be reimbursed for travel by private
auto for any travel to a destination within 50 miles of the Town.
Travel by private plane shall require prior approval of the'
City Council. Reimbursement shall equal the round-trip economy
class air fare, plus any airport fees at the destination. When two
or more persons travel together, only one shall be reimbursed.
Rental cars will be reimbursed up to the offset local
transportation costs.
d. Telephone and Facsimile.
Actual expenses for Town business may be reimbursed, as
well as up to one telephone call per day to one's family.
e. Other Expenses Including Registration, Clerical, and
Copying Charges.
Any other expenses for Town business may be reimbursed,
upon presentation of a receipt or other evidence of payment.
SECTION 4. PROCEDURES TO BE FOLLOWED
The City Manager may approve a cash advance to cover the
anticipated costs of any trip.
Within 30 days of return, all persons receiving an advance or seeking
reimbursement shall file with the City Treasurer a completed expense report
(attached) supported by appropriate receipts and other records. Payment
will be made upon certification by the Treasurer that the request is in
conformance with this policy.
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Reimbursement in excess of the limits described above shall require
the approval of the City Council.
REGULARLY passed and adopted this 17th day of January, 1990.
MAYOR
ATTEST:
CITY CL K
013190
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