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2015/09/08 City Council Resolution 2015-151RESOLUTION NO. 2015-151 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK APPROVING AND ADOPTING AN AMENDED EXPENSE REIMBURSEMENT POLICY FOR CITY COUNCIL AND REPEALING CURRENT EXPENSE REIMBURSEMENT AND USE OF PUBLIC RESOURCES POLICY WHEREAS, Government Code section 36514.5 provides that city council members may be reimbursed for actual and necessary expenses incurred in the performance of official duties; and WHEREAS, reimbursement for these expenses is further regulated by provisions set forth in Government Code Sections 53232.2 and 53232.3; and WHEREAS, on January 27, 2004, the City of Rohnert Park ( "City ") adopted Resolution 2004 -19, which established a "Policy for Reimbursement of Expenses for City Council Members "; and WHEREAS, on January 24, 2006, the City adopted Resolution 2006 -42, which adopted a Policy for "Expense Reimbursement and Use of Public Resources "; and WHEREAS, on August 8, 2006, the City adopted Resolution 2006 -206, which adopted an "Expense Reimbursement and Use of Public Resources Policy" and repealed Resolutions 2004 -019 and 2006 -42; and WHEREAS, the City Council wishes to make certain changes and clarifications to the Expense Reimbursement and Use of Public Resources Policy adopted through Resolution 2006- 206. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Rohnert Park hereby repeals Resolution No. 2006 -206; and BE IT FURTHER RESOLVED, that the Policy entitled "Expense Reimbursement for City Council," attached as "Exhibit A" to this Resolution, is hereby adopted. DULY AND REGULARLY ADOPTED this 8th day of September, 2015. C �OF R HNERT PAI2 � Mayor Amy`O. Ahanotu ee ATTEST: t oAnne M. Buergler, City Clerk Attachment: Exhibit A CALLINAN: 01 e MACKENZIE: q P STAFFORD: � BELFORTE: AHANOTU: AV AYES: ( ) NOES: ( G) ) ABSENT: ( ) ABSTAIN: ( 0 ) 4ot1NERr PA" CITY OF ROHNERT PARK CITY COUNCIL POLICY �.iB�FGT�'IT`1L:� POLiC'Y N4 D�1.'TE AP�'R�CiY;Q; R�Y�S�QN NUMBER . EXPENSE REIMBURSEMENT FOR CITY COUNCIL coTENTS 4 TABLEOF CONTENTS ....................................................................................................... ..............................1 1. PURPOSE ................................................................................................................. ..............................2 2. SCOPE ...................................................................................................................... ..............................2 3. BACKGROUND .......................................................................................................... ..............................2 4. PROVISIONS ............................................................. I .................... . ..................... ............................... 2 5. AUTHORIZED EXPENSES ............................................................ ..................... ..............................3 1. Examples of Authorized Expenses ............................. ....................... ............................... 3 2. Expenses Requiring City Council Approval................... .... .. r 3 3. Personal Expenses ........... ............................... �. 3 4 6. COST CONTROL ................................................. ..................... ....... ..............................4 4 1. Budgeting Practices ............................ 2. Mayor's Supplemental Budget ........... .........`'�� ..........................4 ` Fz, 7. TRANSPORTATION .� z.... ` . ...................... 4 1. Airfare ...... ............................... fi ............................... ..............................4 2. Aiitmmnhila } ..................... ..............................4 3. Car Rental........ ... Lh:z a 4 4. Taxis /Shuttles. �k ... ............................................... 5 8. LODGING....... .. .. ... .... ........ ........ .................... ..............................5 9. M EALS ................. ........ .................. ............................................ ............................... 5 10. TELEPHONE/FAX /CELLULAR :` 5 11. AIRPORTARKING x y ......................................... ..............................6 12. OTHER EXPENSES .. ......................................... ............................... 1. `gage Handling Fees ............ .:............................................... ............................... 6 2. Outsicb Agency Reimbursement ...... ...................................................... ..............................6 3. Parkingl*ees ................ ........................................................................ ..............................6 4. Spreckels rmin Arts Ceer ....................................................................... ..............................6 13. CASH ADVANCES .....,.;, ......................................................................... ..............................6 14. CREDIT CARD USE .............................................................................. ............................... 6 15. EXPENSE REPORT CONTENT AND SUBMISSION DEADLINE .................................... ..............................6 16. AUDITS OF EXPENSE REPORTS ................................................................................ ..............................7 17. REPORTS TO GOVERNING BOARD ........................................................................... ..............................7 18. COMPLIANCE WITH LAWS ...................................................................................... ..............................7 19. VIOLATION OF THIS POLICY ..................................................................................... ..............................7 APPENDIX....................................................................................................................... ............................... 7 Page 1 of 8 Rp HNERT IrA @A, CITY OF ROHNERT PARK CITY COUNCIL POLICY �Atrrort�TF SLTBJ�CT/TITI.E l'QI.iCY NOS, `N i?A'1rE A.'C'PRC)y�D RE�'�SIC?N NUMBER EXPENSE REIMBURSEMENT FOR CITY COUNCIL To establish City of Rohnert Park ( "City ") policy and prescribe guidelines related to expenses incurred on behalf of, or reimbursed to, elected City Councilmembers. This policy applies to all elected City Counci Government Code section 36514.5 provides reimbursed for actual and necessary expeps duties. Assembly Bill 1234, which took Q44111" commencing with Government Code sentZo expense reimbursement to public officials:1 Code Section 2.12,050 — Reimbursement, councilmembers for actual an,0g9A- ,essary e� official City duties. conddc*over meals; the best "opportunity for the City's polm concer reporting requirements p over Such th at,,Gity Cod -d,@,' members may be W ncurred in fhdPerformance of official x�n January 1, 2066N Article 2, 3, 53232,t the Governie�t Code, addressing &ddition,Qjty of Rohm ark Municipal 1"idesf imbursementto pe �rred during the Oftrmance of ources seriously and there is substantial benefit Comm ity's concerns with state and federal officials; natioorganizations whose activities affect the City; i ned mprove officials' skill and information level; and 10 raie b recognizing such service. ajll na1,, state and federal agency business is frequently ng a ej with regional, state and federal officials is frequently ire extensive, focused and uninterrupted communication about id each meal expenditure must comply with the limits and al, state and federal law. This policy providesgutidafce to elected and appointed officials on the use and expenditure of City resources, as vue`II as the standards against which those expenditures will be measured. This policy supplements the definition of actual and necessary expenses for purposes of state laws relating to permissible uses of public resources and supplements the definition of necessary and reasonable expenses for purposes of federal and state income tax law. This policy also applies to any councilmember- related charges made to a City credit card or other line of credit with the exception of expenses incurred for city - related event participation fees, and educational and /or training programs. Page 2 of 8 CITY OF ROHNERT PARK CITY COUNCIL POLICY I UA�, 1. Examples ofAuthorized Expenses City funds, equipment, supplies (including letterhead, note cards, and printer cartridges), and staff time must only be used for authorized City business. Any questions regarding the propriety of a particular type of expense should be resolved by the City Council before the expense isincurred. _ Expenses incurred in connection with the hd constitute authorized expenses, ns long ast nns«: _ -_—_'---ng with representatives gg government on City adopted policy t — Attending educational seminars c. Participating in x/ne| regional, affect the City's interests; _ R_--g'-_n" service ' retirement gift or celeb -a Jotlootp in _ Attending _, events; _ i implementing a Cit City typicall� g . Other - ---' of activities generally iirements of this policy are reg and national to improve offiftis'skill and information ational,,,organizatioh' hose activities ME or retaining businesses tnthe 2. b. Expenses;xft,exc, a n n u a fi, get limits established for each City I expenses that the City will not reimburse 16clude, but no fions or events; c. Fa""m"My ex n s e s, ner's expenses when accompanying official on SS -related expenses; Vv, relate u as well as children or pet es, including theater, movies (either in-room or at the ts (including gym, massage and /or golf related expenses), theater) Ort, 1, or other Ul ts; e. Non-mil al automobile expenses, including repairs, traffic citations, insurance Or gasoline; and f. Personal losses incurred while on City business. Page 3 of 8 EXPENSE REIMBURSEMENT FOR CITY COUNCIL 1. Examples ofAuthorized Expenses City funds, equipment, supplies (including letterhead, note cards, and printer cartridges), and staff time must only be used for authorized City business. Any questions regarding the propriety of a particular type of expense should be resolved by the City Council before the expense isincurred. _ Expenses incurred in connection with the hd constitute authorized expenses, ns long ast nns«: _ -_—_'---ng with representatives gg government on City adopted policy t — Attending educational seminars c. Participating in x/ne| regional, affect the City's interests; _ R_--g'-_n" service ' retirement gift or celeb -a Jotlootp in _ Attending _, events; _ i implementing a Cit City typicall� g . Other - ---' of activities generally iirements of this policy are reg and national to improve offiftis'skill and information ational,,,organizatioh' hose activities ME or retaining businesses tnthe 2. b. Expenses;xft,exc, a n n u a fi, get limits established for each City I expenses that the City will not reimburse 16clude, but no fions or events; c. Fa""m"My ex n s e s, ner's expenses when accompanying official on SS -related expenses; Vv, relate u as well as children or pet es, including theater, movies (either in-room or at the ts (including gym, massage and /or golf related expenses), theater) Ort, 1, or other Ul ts; e. Non-mil al automobile expenses, including repairs, traffic citations, insurance Or gasoline; and f. Personal losses incurred while on City business. Page 3 of 8 �OtINERI' pA k,,. CITY OF ROHNERT PARK CITY COUNCIL POLICY GhAfY0AN1Y To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines. 1. Budgeting Practices - City will budget an equal amount for each councilmember including the seated mayor. To control costs, a coutac� 1"' er may not incur costs or receive reimbursements in excess of the budgeted amount. The City Council may increase the budgeted amount for a council mrnbei tduring the fiscal year. 2. Mayor's Supplemental Budget- In add ition`�o amount allocated for each councilmember, the City will budget an e&A"al� amount forte mayor serving the first half of the fiscal year and for the mayor, ing the second hejf of the fiscal year. Only the sitting mayor may incur costs Orr', reimbursements c to this respective budget line item.. The most economical mode an��,ci f transport reasonably consistent with WOO scheduling needs and cargo spac,;.rqui .ments mus Tie used, using the most direct and time - efficient route. Government arei groutes must" e >;ued when available. Airfare -The Ilk travel necessary to aec� coach clas';,,,, _the I i most direct rod #e to the layovers up to 1 aid 1/. costresulttna from dev that choose to use their` reimbursed fort ue trau�.l will be reimb��s�d 2. Autornol ile - Automc b00 effect at the time the eX driver for gasoline, incur`; operating the vehicle �T also reimbursable': only fhi, costs fl, ost dif route and least expensive iplish the urpQ e v C1ky, related travel. Travelers shall fly cost flighbW 'fir cable at t1 e.�ffine travel is needed for the 06 destinaticfZ;fhis could include reasonably scheduled icurswhen in Tote to the final destination. Any additional on ff Fthe moftirect route will not be reimbursed unless the Citj , deter'rined by the Approving Official. Travelers 3r onal fre0- ue�ttflyer miles for City business shall not be %p ickets. Only out of pocket costs for City - related air milei is reimbursed at Internal Revenue Service rates in -rise is incurred. These rates are designed to compensate the nce, maintenance, and other expenses associated with s amount does not include bridge and road tolls, which are 3. Car Rental - Rental cars are only allowed for business reasons (i.e., travel to and from a hotel and a conference if this service is not included in the event/conference registration) and with prior approval by the Finance Director. Cars rentals shall only be approved, if other methods of ground transportation (such as shuttles or taxis) are more expensive during the stay at the destination. If a rental car is approved, it is the traveler's responsibility to only rent a Compact, or equivalent rental car, and to reduce Page 4 of 8 `9 EXPENSE REIMBURSEMENT FOR CITY COUNCIL To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines. 1. Budgeting Practices - City will budget an equal amount for each councilmember including the seated mayor. To control costs, a coutac� 1"' er may not incur costs or receive reimbursements in excess of the budgeted amount. The City Council may increase the budgeted amount for a council mrnbei tduring the fiscal year. 2. Mayor's Supplemental Budget- In add ition`�o amount allocated for each councilmember, the City will budget an e&A"al� amount forte mayor serving the first half of the fiscal year and for the mayor, ing the second hejf of the fiscal year. Only the sitting mayor may incur costs Orr', reimbursements c to this respective budget line item.. The most economical mode an��,ci f transport reasonably consistent with WOO scheduling needs and cargo spac,;.rqui .ments mus Tie used, using the most direct and time - efficient route. Government arei groutes must" e >;ued when available. Airfare -The Ilk travel necessary to aec� coach clas';,,,, _the I i most direct rod #e to the layovers up to 1 aid 1/. costresulttna from dev that choose to use their` reimbursed fort ue trau�.l will be reimb��s�d 2. Autornol ile - Automc b00 effect at the time the eX driver for gasoline, incur`; operating the vehicle �T also reimbursable': only fhi, costs fl, ost dif route and least expensive iplish the urpQ e v C1ky, related travel. Travelers shall fly cost flighbW 'fir cable at t1 e.�ffine travel is needed for the 06 destinaticfZ;fhis could include reasonably scheduled icurswhen in Tote to the final destination. Any additional on ff Fthe moftirect route will not be reimbursed unless the Citj , deter'rined by the Approving Official. Travelers 3r onal fre0- ue�ttflyer miles for City business shall not be %p ickets. Only out of pocket costs for City - related air milei is reimbursed at Internal Revenue Service rates in -rise is incurred. These rates are designed to compensate the nce, maintenance, and other expenses associated with s amount does not include bridge and road tolls, which are 3. Car Rental - Rental cars are only allowed for business reasons (i.e., travel to and from a hotel and a conference if this service is not included in the event/conference registration) and with prior approval by the Finance Director. Cars rentals shall only be approved, if other methods of ground transportation (such as shuttles or taxis) are more expensive during the stay at the destination. If a rental car is approved, it is the traveler's responsibility to only rent a Compact, or equivalent rental car, and to reduce Page 4 of 8 �Qxxatcr p,,RA, CITY OF ROHNERT PARK CITY COUNCIL POLICY CAtt r00.x1� SLiBJECT/T>[�'Ll� s r P!QLIC�Y `�`+C� �h' ,h , iJATE APPi<tC3YjEI� R,EYIS>(AN Nt�SER EXPENSE REIMBURSEMENT FOR CITY COUNCIL the total cost of the car rental by reducing optional costs such as vehicle options and refueling charges. Traveler shall refuel the rental car prior to returning the rental car if additional charges apply for refueling. A rental car level above Compact requires prior approval by the Finance Director and is only authorized for group travel. Car insurance for rental cars is not necessary if the rental car is being used for City business. The City, as the employer, bears responsibility for damage or injury arising from a traveler's use of the rented vehicle, provided that the use is within the scope and course of their employment. Presently the Citygvers this responsibility through self- insurance. When travelers on City business are renting,6hicles and use the rental car for personal transportation, any liability arising from person' l use will be the responsibility of the traveler. Because of this liability the #faveler may purchase additional insurance coverage, but it will be at the travele' sole expense (i.e., non reimbursable by the City). 4. Taxis /Shuttles - Taxis or shuttle fares rriay e reef frsed, includin'gla 15 percent gratuity per fare, when the�,bosof such fares eggai to or less than th cost of car rentals, gasoline and par kI , Illed, or when such transportation is necessary for time - efficiency. Lodging expenseirrrllenbursed or paid for;vuhen travel on official City business reasonably re g ore's an overnight stay. }t suchaodging i§jh `connection with a conference, lodging expensesaust not eed the g�pup rate published by the conference sponsor for the meeting in quesf', if su h ates are available at the time of booking. If group rates are not a, a be: ,�reimbur a art halhi pt exceed available government rates established at tirr e�t�fvelltvernmtates aYetova7lale, reimbursement for lodging expense shall not exceed i %o of f l SSA per d�etrt „Itmits (see www.gsa.gov) Meal ex"p ises and associated grafd ties will be reimbursed at the rates specified in City Administrative policy 128.0,, Travel /Expense Policy (meals). Officials will be reimNirse"'d for actual telephone and fax expenses incurred on City business. As necessary, officials will be provided a City -owned fax machine and any other equipment as the full City Council determines necessary to use in the conduct of its official business. Page 5 of 8 _vatein CITY OF • PARK CITY COUNCIL POLICY SiIB 4 � lrl PQLTCY 1�C+ UA ErA1' C3ifT KE!'ISIUN1Ni B R . j ;` >9 EXPENSE REIMBURSEMENT FOR CITY COUNCIL Long -term parking, as opposed to short -term parking, must be used for travel exceeding 24 hours. 'i vx.�,..u.u'1,tse 1. Baggage Handling Fees - Baggage handling fees arereimbursable up to $1 per bag and up to 15 percent for associated gratuities 2. Outside Agency Reimbursement - Expenses for vlhich City Councilmembers receive reimbursement from another agency are not etnbuisai le by the City. 3. Parking Fees - Parking fees for City - related business andssociated activities will be reimbursed. 4. Spreckels Performing Arts Center 4ech official shall be issu one complimentary ticket for each performance at the Spreckels Performlg Arts Certrx Cash advances are prohibited The City does n credit card for se! support staff toc% and making hotel expen rre i ,,credit cards maynot be reimbW,ses the City. BAs a E�XP�`�SE$I�.EP(3RT Cfl All Councilmerrber reimb��r provided by the City, Thas fo cards t individual officeholders but does have an agency penses City office holdd mers ay request City administrative ;redit card for such purposes as purchasing airline tickets In complian(,.e,with this policy, receipts documenting credit.car submitted to the Finance Department by s set;for personal expenses, even if the official subsequently ante on credit cards are not permitted. ent requests must be submitted on an expense report form shall include the following advisory: "All expenses�repdited on this form must comply with the City's policies relating to expenses and use of public resources. The information submitted on this form is a public record. Penalties for misusing public resources and violating the City's policies include loss of reimbursement privileges, restitution, civil and criminal penalties as well as additional income tax liability. " Page 6 of 8 RpNNEkT p,,yA, CITY OF ROHNERT PARK CITY COUNCIL POLICY Expense reports must document that the expense in question met the requirements of this policy. For example, if the meeting is with a legislator, the local agency official should explain whose meals were purchased, what issues were discussed and how those relate to the City's adopted legislative positions and priorities. Officials must submit their expense reports within 30 days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to an credit card receipts, are also art of the necessa a �' mentation. Y p p rY�� �µ Inability to provide such documentation in a borne by the official. All expenses are subject to policy corn Each Councilmember shall pr&W'd I the local agency at the next regtar 53232.3(d))_ Siir_.h repnrts shalII&I Reports section of City Council me" t report may be made addition, sta acceptance by the Council on aqua City officials_ shou the P,olltcal <Refar 3.5 Use of publi , 6,reso any or all of thefo to the City, 3) the federal tax author! of the resources u lic subj iI result in the expense being verification. reports "eetings attended at the expense of !ng of theative body (GC Section r 7ndpr the Committee /I inisnn /Other g, �s,�If mUA J officials attended, a joint all su�tuncll e nse summary reports for enses may be subject to reporting under " ents related to reimbursable agency Irn )sure under the Public Records Act Division 7, Title 1). urces orf Isifying expense reports in violation of this policy may result in Ilowing '1j loss of reimbursement privileges, 2) a demand for restitution ity rep' Ing the expenses as income to the elected official to state and il penalties of up to $2,000 per day and three times the value seep acid 5) prosecution for misuse of public resources. APPENDIX 1. Policy 128.8 — City of Rohnert Park Travel /Expense Policy (meals) Page 7 of 8 SLIB�ECTJTtTi:� POL>CCY NU � ` � ,�" ����1� "��'P12.S�7�D R.�'4T�SIQN NUMBER EXPENSE REIMBURSEMENT FOR CITY COUNCIL Expense reports must document that the expense in question met the requirements of this policy. For example, if the meeting is with a legislator, the local agency official should explain whose meals were purchased, what issues were discussed and how those relate to the City's adopted legislative positions and priorities. Officials must submit their expense reports within 30 days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to an credit card receipts, are also art of the necessa a �' mentation. Y p p rY�� �µ Inability to provide such documentation in a borne by the official. All expenses are subject to policy corn Each Councilmember shall pr&W'd I the local agency at the next regtar 53232.3(d))_ Siir_.h repnrts shalII&I Reports section of City Council me" t report may be made addition, sta acceptance by the Council on aqua City officials_ shou the P,olltcal <Refar 3.5 Use of publi , 6,reso any or all of thefo to the City, 3) the federal tax author! of the resources u lic subj iI result in the expense being verification. reports "eetings attended at the expense of !ng of theative body (GC Section r 7ndpr the Committee /I inisnn /Other g, �s,�If mUA J officials attended, a joint all su�tuncll e nse summary reports for enses may be subject to reporting under " ents related to reimbursable agency Irn )sure under the Public Records Act Division 7, Title 1). urces orf Isifying expense reports in violation of this policy may result in Ilowing '1j loss of reimbursement privileges, 2) a demand for restitution ity rep' Ing the expenses as income to the elected official to state and il penalties of up to $2,000 per day and three times the value seep acid 5) prosecution for misuse of public resources. APPENDIX 1. Policy 128.8 — City of Rohnert Park Travel /Expense Policy (meals) Page 7 of 8 �Ox1iF Rt 1'Apk CITY OF ROHNERT PARK fr CITY COUNCIL POLICY o` : �1,,:'�,. _.L. _...e .. ...�`€-v.. x_..r..w „•..a".r_o ., 4.- .3xat"A $,.w.,. ."0, 4 .x .... .V. sc> P.. e,�... r 3 SLIBJCTITiTi ` SPOL 1C1' iAT> APPR(�YEDYxstaN Ni�Y1ER 7 Mayor ❑ MINUTE ORDER DATE: EXPENSE REIMBURSEMENT Date: FOR CITY COUNCIL o` : �1,,:'�,. _.L. _...e .. ...�`€-v.. x_..r..w „•..a".r_o ., 4.- .3xat"A $,.w.,. ."0, 4 .x .... .V. sc> P.. e,�... ❑ MINUTE ORDER DATE: Sign: ❑ RESOLUTION NO. Mayor ❑ MINUTE ORDER DATE: Date: Page 8 of 8 (Attachment 5) CITY OF ROHNERT PARK TRAVEL /EXPENSE POLICY PURPOSE /,I F-8 The purpose of this policy is to establish guidelines for the expenditure of public funds for authorizing attendance, travel and reimbursement of expenses for City employees, attending conferences, training, meetings and other City related business. Council Members, Commissioners and Board Members, Contract Employees and Consultants are not covered under this policy. Business travel is defined as authorized attendance at conferences, meetings and seminars or authorized travel for any other purpose in connection with official City responsibilities. Business travel includes day trips and trips requiring one or more overnight stays: GENERAL The City of Rohnert Park encourages and promotes training and education of its staff. However, personal business should not be mixed with official business if it will cost the City anything in dollars and lost time, or if it will harm the City's interests in any way. This policy assumes mutual trust between the City and its employees. These guidelines are not intended to address every issue, exception or contingency that may arise in the course of City travel. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City's resources. Many of these guidelines simply reaffirm values in judgment that we already practice. POLICY This policy is to assure that City employees adhere to procedures when arranging travel, lodging, meals and other expenses. The City expects to pay all reasonable expenses incurred for travel, conferences, meetings and meals as a result of conducting authorized City business. This policy also assures that City employees will receive advances /reimbursements in a timely manner. Travel and Authorization: Travel is distinguished between local and overnight. Funds must have been approved in the adopted budget for both. Local travel must be completed within one day and only automobile travel is authorized for these trips unless previously noted in the budget. (The City's Vehicle Use Policy outlines the guidelines for all vehicle use for conducting City business.) Each Department Head shall be held responsible and accountable for the interpretation and administration of the Travel and Expense policy within his /her department. Department Heads will be expected to consult with the Director of Administrative Services and /or the City Manager on any questions related to this policy. An individual may not authorize or approve (Attachment 5) reimbursement for his /her travel; claim forms /expense reports must be approved by the individual's supervisor. Overnight travel by a Department Head must be approved in advance by the City Manager. All temporary employees, contract employees or consultants must receive express authorization in advance from the City Manage for all travel and conferences. The City Manager may authorize the request subject to his /her discretion and subject to City Council approval. Travel and meeting expenses are not intended for reimbursement of meals for departmental meetings, which are attended by City staff only, especially when a meeting can be scheduled during normal business hours. Travel Arrangements: Travel arrangements shall be made as far in advance as possible to obtain the best possible fares and rates. If travel arrangements must be cancelled for any reason, the person who made the arrangements shall cancel them in sufficient time to prevent the City from incurring unnecessary costs. If travel involves the purchase of airline tickets, all arrangements must be made through the City Manager's office. Cooperative purchase agreements will be utilized in the purchase of tickets whenever feasible, price and other factors considered. If necessary, the City will contract with a local travel agent chosen through a competitive bid process. Any discount coupons, frequent flyer miles, etc., are the property of the City of Rohnert Park and should be surrendered upon return to the City. Transportation: Travelers shall use whatever mode of transportation is the most logical and overall least expensive. These guidelines do not require you to take a bus, stay in a cheap motel or eat at only fast food restaurants. A bus or train may cost less than a plane, but the added time away from work can make this slower option more expensive to the City overall. You are responsible for exercising good judgment in requesting, arranging and making a trip. If an employee elects to use a mode of transportation other than the most logical and overall least expensive, the City will pay only the cost of the most logical and overall least expensive. The difference between the selected mode and the overall least expensive mode shall be considered the employee's personal expense; and any additional lodging and rneal expenses resulting from the employee's selection shall be also paid by the employee. In addition, the employee shall charge any additional time spent in route during normal work hours to vacation or a similar leave. This paragraph does not apply to special accommodations made to qualified employees under the American with Disabilities Act provided that the alternate mode of transportation is approved in advance by the Department Head or City Manager. If the most logical and overall least expensive mode of transportation is determined to be a City vehicle or the traveler's private vehicle, the traveler shall comply with the City's Vehicle Use Policy. Employees will be compensated for the use of their private vehicle at the current IRS standard mileage rate. The Employees mileage shall be calculated from their designated work /9�� g (Attachment 5) site to the destination. The Employees who receive a car allowance will be compensated at the current IRS standard mileage rate for all miles in excess of 75 miles in a single roundtrip. To drive a privately owned vehicle on City business you must:. • Possess a valid California Driver's License • Carry liability insurance limits requested by the City's Risk Management Manual • Realize that any damage to the car, needed service or repair occurring on the trip will be your responsibility. The City will pay all expenses, such as bridge tolls and parking fees, incurred on City business. Air travel on City business should be coach class. Take advantage of lower airfares by booking flights as early as possible. You may sometimes avoid higher airfare by staying over a Saturday night. In some instances, an extra night in a hotel /motel can be much less that the added cost of the airfare. Department Heads may consider taking different flights in case an emergency may occur in flight. A generally accepted rule is to have no more than two members on the same flight, if there is a strong possibility of danger while traveling. Lodginp_: The City will pay lodging expenses for City employees during business travel requiring one or more overnight stays. The City will pay for lodging for the evening preceding or subsequent to a meeting or business event when the employee would have to travel at unreasonable early or late hours to reach his /her destination. Such overnight stays shall be preauthorized by the Department Head or City Manager. Employees shall make an effort to obtain lodging at or near the facility were official City business is to take place to minimize travel time and transportation costs. The City will only pay for standard single rooms for individual employees. Single standard rooms at conference, government or corporate rates shall be requested. Also, when making reservations, be sure to ask about local transient occupancy tax (TOT): some cities.,exempt travelers on City business, some do not. The City will pay for a double room only if two employees share a room. If a double room is requested by an employee because he /she is accompanied by family members or guests, the difference between the single and double room rate shall be considered the employee's personal expense. Employees shall cancel any reservations for lodging they will not use. Any charge for an unused reservation shall be considered the employee's personal expense unless failure to cancel the reservation was due to circumstances beyond the employee's control. Meals: City will pay for an employee's meals during business travel and incidental expenses (including snacks, tips and non - business telephone calls, etc. at a rate of $60.00 per day.) (Attachment 5) The following per diem amounts (including beverages, taxes and gratuities) are allowed for meals: Breakfast $12.00 Lunch $18.00 Dinner $25.00 Incidental $ 5.00. Total Per Diem $60.00 Because of reimbursement limitations by other agencies (such as P.O.S.T.) or other budget constraints, Department Head or the City Manager may authorize lower meal allowances. Any reimbursements exceeding these allowances require approval by the Department Head or City Manager, In calculating meal allowances for partial days, the following guidelines should be used: Departure • If you depart after 8:00 a.m., you may not claim meal for breakfast allowance for that day. If you depart after 2:00 p.m., you may not claim meal for breakfast and lunch allowance for that day. ■ If you depart after 8:00 p.m., you may not claim all meal allowances for that day. Return ■ If you return, after 8:00 p.m., you may claim the full ner diem meal allowance. for thgt day. !� If you return between 2:00 p.m. and 8:00 p.m., you may claim the breakfast and lunch allowance. If you return between 8:00 a.m. and 2:00 p.m., you may claim the breakfast allowance. General • If meals are provided without charge at a meeting or while in transit (meals served on a plane, for example), appropriate deductions must be made from the per diem meal allowance. Alcoholic Beverages: City funds should not be used to purchase alcohol or reimburse employees for alcohol related costs. The City Manager may approve exceptions to this policy on a case -by -case basis for special receptions or other unique circumstances. This discretion applies primarily to non - travel related expenditures such as special receptions and not routine travel or meetings by City employees. Spouses and Guests: Spouses and guests are welcome to accompany you on City travel and at conferences, seminars and meetings. However, any additional costs associated with the participation of your spouse or other guests are your responsibility. M (Attachment 5) Guests as passengers in City vehicles: Due to liability concerns, non -City employees should not ride as passengers in City vehicles when it is not directly related to City business. However, Department Heads or the City Manager may approve exceptions on a case -by -case basis, subject to review by the Risk Manager. Unauthorized Expenses: Items of a personal nature are not reimbursable including: movies, entertainment, premium television services, alcoholic beverages, dry - cleaning, spas, gyms, barber /hairdresser, magazines, shoe shines, travel insurance, purchase of clothing or toiletries, loss of, tickets, fines or traffic violations, excess baggage costs, spouse and /or guests accommodations, repairs to personal vehicles, office equipment and other items of personal nature. Optional tours, banquets or other activities not related towards professional advancement offered through the conference, but at an additional cost to registration, are solely at the discretion of the employee and will be considered as a personal expense. If unauthorized expenses have been paid by the City by credit card, cash advance or petty cash, the employee will be responsible for reimbursement within 10 days to the City. Accountiny, for Expenses: When you return from your trip or official function, a final accounting of all expenses must be approved by your Department Head or City Manager and submitted to the Finance Department within ten (10) working days. An expense report is required in all cases with all required receipts attached. Payment for allowable travel expenses may be in the form of prepayment by City check, City credit card payment, travel advances in an amount equal to I estimated expenses and /or out -of- pocket payments by the employee. Any unused amount of travel advance shall be returned to the City. Non- allowable expenses shall be deducted from any reimbursement due to the employee for out -of- pocket expenses. Discretion: This policy does not claim to have addressed all contingencies and conditions. Expenses will be reviewed for reasonableness based on price differentials in different cities. Any necessary and reasonable expense that may from time -to -time be justified due to circumstances or opportunities for the City, will be honored upon approval by the Department. or the City Manager. Those expenses will be reimbursed to the traveler with adequate documentation and justification. Unnecessary or exorbitant expenses will be disallowed. Original receipts and copies of the conference schedule will be required to substantiate ALL expenses. No reimbursement will be granted without a receipt or outside the 10 -day submittal restriction.