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RESOLUTION NO. 1235
RESOLUTION AMENDING RESOLUTION NO. 1020
ESTABLISHING RULES FOR TRAVEL AUTHORIZATION
AND TRANSPORTATION, AND FIXING AMOUNTS FOR
REIMBURSEMENT FOR EXPENSES
WHEREAS, Resolution No. 1020 entitled "RESOLUTION ESTABLISHING
RULES FOR TRAVEL AUTHORIZATION AND TRANSPORTATION, AND FIXING AMOUNTS
FOR REIMBURSEMENT FOR EXPENSES" was adopted by the City Council on
February 16 , 1977; and
WHEREAS, the City Council desires to amend Resolution No. 1020 ,
NOW THEREFORE, BE IT RESOLVED by the City Council of the City
of the Town of Los Altos Hills , County of Santa Clara, State of California,
that Resolution No. 1020 Be and It hereby is amended to read as follows :
Whenever any member of the City Council, officer, deputy or employee in
the service of the City, or any member of a City commission, in the
performance of his or her duty is required to travel outside of the City,
such person shall comply with the following rules for travel authorization
and transportation, and shall be allowed, in addition to his or her salary
or compensation, his or her actual and necessary travel expenses based
upon the amounts hereinafter set forth:
1. Except as herein provided, each person performing travel
shall be advised by the City Manager of the within rules and shall
obtain from the City Manager a Travel Authorization and Expense Report
(herein called TAER) , which shall first be approved and signed by the
City Manager verifying that funds authorized by the City Council are
available. In the event of a change in trip plans , itinerary, purpose
of trip, mode of travel or upgrading of class in travel which would
increase the billing to the City, there shall be initiated a
supplemental TAER, which shall be approved in the same manner as and
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referenced to the original TAER.
1 , The City Manager shall determine the amount of cash advance
to be given to the person traveling which will reasonably cover the
expenses of the trip, taking into consideration the distance and
duration of travel that is not to exceed a twenty-eight (28) day
period and which normally would be a maximum of Six Hundred Dollars
($600 .00) for travel within the continental United States . In case of
emergencies, an additional cash advance may be provided upon approval of
the City Manager.
3. The TAER shall be audited as required by the Accountant
employed by the City to assure compliance with applicable account
requirements .
4 . The person traveling, upon his or her return, shall complete
and file with the City Treasurer a signed expense report supported
with receipts of such expenses as airline, bus or rail tickets , hotel
bills , gas, car rental, etc.
5 . Each person traveling shall be entitled to a standard per
diem allowance for subsistence, including meals , laundry, valet service,
and minor miscellaneous expenditures based upon the following schedule:
STANDARD PER DIEM FOR DAY OF.'" FOR DAY OF
DESCRIPTION OF TRAVELER ALLOWANCE DEPARTURE RETURN
Salaried-Exempt Employees , $35 .00 $35 . 00 $17.50
Council Members , City
Attorney, Committee &
Commission Members, and
others officially traveling
for the Town
6 . Lodging accommodations to the extent possible should be made
by the City. Reimbursement for lodging arranged by the person traveling
will be based upon prevailing commercial rates for the travel area. Any
reimbursement shall be reduced proportionately for any lodging or
subsistence provided by the Military or other government agencies.
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7 . Transportation costs shall be reimbursed in accordance with
the following rules :
a. In the case of air and commercial rail transportation,
the actual amount of a reasonable expenditure, except that first
class travelmust -be previously authorized by Council.
b. In the case of automobile rental reimbursement, it is
limited toheprevailingn
t standard car rates .
c. In the case of transportation by private automobile at
the request of the City, reimbursement shall be at the rate of twenty
cents ($0 . 20) per mile, together with the actual amount of tolls and
parking fees , provided that only the driver of the vehicle is re-
imbursed, and, if at the request of the person traveling, the sum of
twenty cents ($0 . 20) per mile plus the actual amount of tolls and
parking fees , or the amount of fare charges for available coach class
air transportation plus transportation to and from the airports ,
whichever is less, provided that only the driver is reimbursed.
d. In the case of travel by private airplane, the sum of
twenty cents ($0 . 20) per highway mile or the amount of the fare
plus ed for available coach class air transportation trans-
portation to and from the airports , whichever is less , provided
that only the pilot is reimbursed.
e. In the case of travel by bus, limousine, street car,
or taxicab, the amount of actual reasonable expenditures therefor.
8 . Miscellaneous business expenses including, but not limited
to, telephone, postage or telegraph, are to be reimbursed in the
actual amount of reasonable expenditures .
9 . Reimbursement for any of the above described classes of
expenditures inexcess of the limits set forth above shall require
the approval of the City Council.
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10 . Expenditures incurred for travel and meals in connection
with authorized local functions which involve short trips constituting
less than one day local travel shall be exempt from the foregoing
rules . The actual amount of such expenditures made shall be paid
by the City upon presentation of the completed, signed standard
expense report form.
11. Whenever any Council Member, or other City Official, in the
service of the Town attends a meeting, or represents the Town, such
person shall be entitled to reimbursement for actual costs incurred.
REGULARLY passed and adopted this 19th day of September
1979 .
APPRO Al D :
/
(/2MAY f R
ATTEST :
CITY CLERK
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