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HomeMy WebLinkAbout1020 • RESOLUTION NO. 1020 RESOLUTION ESTABLISHING RULES FOR TRAVEL AUTHORIZATION AND TRANSPORTATION, AND FIXING AMOUNTS FOR REIMBURSEMENT FOR EXPENSES RESOLVED, bythe CityCouncil of the Cityof the Town of Los Altos Hills, County of Santa Clara, State of California, that when- ever any member of the City Council , officer, deputy oremployee in the service of the City, or any member of a City commission , in the performance of his or her duty is required to traveloutside 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 referenced to the original TAER. 2. 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. q 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 Saried-Exempt Employees, $25.00 $25.00 $12.50 Council Members, City Attorney, Committee & Commission Members, and others officially traveling for the Town 6. Lodging accommodations to the extent possible should be made by the City. Reimbursement for lodging arranged by the person traveling will be based upon prevailing commercial rates for the travel area. Any reimbursement shall be reduced proportionately for any lodging or subsistence provided by the Military or other government agencies. 7. Transportation costs shall be reimbursed in accordance with the following rules: a. In the case of air and commercial rail transportation, the actual amount of a reasonable expenditure, except that first class travel -2- Y1 • A , . • must be previously authorized by Council . b. In the case of automobile rental reimbursement, it is limited to the prevailing standard car rates. c. In the case of transportation by private automobile at the request of the City, reimbursement shall be at the rate of fifteen cents ($.15) per mile, together with the actual amount of tolls and parking fees, provided that only the driver of the vehicle is reimbursed, and, if at the request of the person traveling, the sum of fifteen cents ($.15) per mile plus the actual amount of tolls and parking fees, or the amount of fare charges for available coach class air transportation plus transportation to and from the airports, whichever is less, provided that only the driver is reimbursed. d. In the case of travel by private airplane, the sum of fifteen cents ($.15) per highway mile or the amount of the fare charged for available coach class air transportation plus transportation 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 limtis set forth above shall require the approval of the City Council . 10. Expenditures incurred for travel and meals in connection with authorized local functions which involve short trips constituting less -3- r, 111 than one day local travel shall be exempt from. the. foregoing .rules. The actual amount of such expenditures made shall bepaid 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 16th day of February 1977. APPROVED: / 4g1/7// MAYOR ATTEST: = CITY CL RK -4-