1.02.004_Expense Reimbursement for City CouncilCITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
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TABLE OF CONTENTS
TABLEOF CONTENTS.................................................................................................................................... 1
1. PURPOSE...............................................................................................................................................2
2. SCOPE................................................................................................................................................... 2
3. BACKGROUND...................................................................................................................................... 2
4. PROVISIONS..........................................................................................................................................2
5. AUTHORIZED EXPENSES........................................................................................................................ 3
1. Examples of Authorized Expenses.................................................................................................... 3
2. Expenses Requiring City Council Approval....................................................................................... 3
3. Personal Expenses............................................................................................................................ 3
6. COST CONTROL..................................................................................................................................... 4
1. Budgeting Practices.......................................................................................................................... 4
2. Mayor's Supplemental Budget......................................................................................................... 4
7. TRANSPORTATION................................................................................................................................4
1. Airfare...............................................................................................................................................4
2. Automobile.......................................................................................................................................4
3. Car Rental......................................................................................................................................... 4
4. Taxis /Shuttles.................................................................................................................................. 5
8. LODGING...............................................................................................................................................5
9. MEALS...................................................................................................................................................5
10. TELEPHONE/FAX/CELLULAR................................................................................................................. 5
11. AIRPORT PARKING................................................................................................................................ 6
12. OTHER EXPENSES.................................................................................................................................. 6
1. Baggage Handling Fees..................................................................................................................... 6
2. Outside Agency Reimbursement...................................................................................................... 6
3. Parking Fees...................................................................................................................................... 6
4. Spreckels Performing Arts Center.................................................................................................... 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
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CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
/ ! o e o
1. PURPOSE
To establish City of Rohnert Park ("City") policy and prescribe guidelines related to
expenses incurred on behalf of, or reimbursed to, elected City Councilmembers.
2. SCOPE
This policy applies to all elected City Councilmembers.
3. BACKGROUND
Government Code section 36514.5 provides that City Councilmembers may be
reimbursed for actual and necessary expenses incurred in the performance of official
duties. Assembly Bill 1234, which took effect on January 1, 2006, adds Article 2, 3,
commencing with Government Code section 53232, to the Government Code, addressing
expense reimbursement to public officials. In addition, City of Rohnert Park Municipal
Code Section 2.12.050 — Reimbursement, provides for reimbursement to
councilmembers for actual and necessary expenses incurred during the performance of
official City duties.
4. PROVISIONS
The City takes its stewardship over the use of limited public resources seriously and
acknowledges that public resources should only be used when there is substantial benefit
to the City from those actions. Such benefits include:
1. The opportunity to discuss the community's concerns with state and federal officials;
2. Participating in regional, state and national organizations whose activities affect the City;
3. Attending educational seminars designed to improve officials' skill and information level; and
4. Promoting public service and morale by recognizing such service.
Legislative and other local, regional, state and federal agency business is frequently
conducted over meals; sharing a meal with regional, state and federal officials is frequently
the best opportunity for a more extensive, focused and uninterrupted communication about
the City's policy concerns; and each meal expenditure must comply with the limits and
reporting requirements of local, state and federal law.
This policy provides guidance to elected and appointed officials on the use and expenditure
of City resources, as well 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.
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CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
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5. AUTHORIZED EXPENSES
1. Examples of Authorized 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 is incurred.
Expenses incurred in connection with the following types of activities generally
constitute authorized expenses, as long as the other requirements of this policy are
met:
a. Communicating with representatives of local, regional, state and national
government on City adopted policy positions;
b. Attending educational seminars designed to improve officials' skill and information
levels;
c. Participating in local, regional, state and national organizations whose activities
affect the City's interests;
d. Recognizing service to the City (for example, thanking a longtime employee with a
retirement gift or celebration of nominal value and cost);
e. Attending City events;
f. Implementing a City -approved strategy for attracting or retaining businesses to the
City typically involving at least one staff member; and
g. Other actual and necessary expenses incurred for city -related business.
2. Expenses Requiring City Council Approval
a. International and out-of-state travel; and
b. Expenses which exceed the annual budget limits established for each City
Councilmember.
3. Personal Expenses - Examples of personal expenses that the City will not reimburse
include, but are not limited to:
a. The personal portion of any trip;
b. Political or charitable contributions or events;
c. Family expenses, including partner's expenses when accompanying official on
agency -related business, as well as children or pet -related expenses;
d. Entertainment expenses, including theater, movies (either in -room or at the
theater), sporting events (including gym, massage and /or golf related expenses),
or other cultural events;
e. Non -mileage personal automobile expenses, including repairs, traffic citations,
insurance or gasoline; and
f. Personal losses incurred while on City business.
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CITY OF ROHNERT PARK
62 CITY COUNCIL POLICY
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SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
6. COST CONTROL
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 councilmember may not incur costs or
receive reimbursements in excess of the budgeted amount. The City Council may
increase the budgeted amount for a councilmember during the fiscal year.
2. Mayor's Supplemental Budget- In addition to amounts allocated for each
councilmember, the City will budget an equal amount for the mayor serving the first
half of the fiscal year and for the mayor serving the second half of the fiscal year. Only
the sitting mayor may incur costs or receive reimbursements charged to this respective
budget line item.
7. TRANSPORTATION
The most economical mode and class of transportation reasonably consistent with
scheduling needs and cargo space requirements must be used, using the most direct and
time -efficient route. Government and group rates must be used when available.
1. Airfare - The City will pay only the costs for the most direct route and least expensive
travel necessary to accomplish the purpose of City -related travel. Travelers shall fly
coach class on the lowest cost flight/s available at the time travel is needed for the
most direct route to the final destination. This could include reasonably scheduled
layovers up to 1 and 1/2 hours when in route to the final destination. Any additional
cost resulting from deviation from the most direct route will not be reimbursed unless
incurred for the benefit of the City, as determined by the Approving Official. Travelers
that choose to use their personal frequent flyer miles for City business shall not be
reimbursed for the value of the tickets. Only out of pocket costs for City -related air
travel will be reimbursed.
2. Automobile - Automobile mileage is reimbursed at Internal Revenue Service rates in
effect at the time the expense is incurred. These rates are designed to compensate the
driver for gasoline, insurance, maintenance, and other expenses associated with
operating the vehicle. This amount does not include bridge and road tolls, which are
also reimbursable.
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
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CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
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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 City covers this responsibility through
self-insurance.
When travelers on City business are renting vehicles and use the rental car for
personal transportation, any liability arising from personal use will be the responsibility
of the traveler. Because of this liability, the traveler may purchase additional insurance
coverage, but it will be at the traveler's sole expense (i.e., non -reimbursable by the
City).
4. Taxis /Shuttles - Taxis or shuttle fares may be reimbursed, including a 15 percent
gratuity per fare, when the cost of such fares is equal to or less than the cost of car
rentals, gasoline and parking combined, or when such transportation is necessary for
time -efficiency.
8. LODGING
Lodging expenses will be reimbursed or paid for when travel on official City business
reasonably requires an overnight stay. If such lodging is in connection with a conference,
lodging expenses must not exceed the group rate published by the conference sponsor for
the meeting in question if such rates are available at the time of booking. If group rates are
not available, reimbursement shall not exceed available government rates established at
time of travel. If government rates are not available, reimbursement for lodging expense
shall not exceed 150% of the GSA per diem limits (see www.gsa.gov)
9. MEALS
Meal expenses and associated gratuities will be reimbursed at the rates specified in City
Administrative Policy 128.8 — Travel/Expense Policy (meals).
10. TELEPHONE/FAX/CELLULAR
Officials will be reimbursed 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.
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CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
11. AIRPORT PARKING
Long-term parking, as opposed to short-term parking, must be used for travel exceeding
24 hours.
12. OTHER EXPENSES
1. Baggage Handling Fees - Baggage handling fees are reimbursable up to $1 per bag
and up to 15 percent for associated gratuities.
2. Outside Agency Reimbursement - Expenses for which City Councilmembers receive
reimbursement from another agency are not reimbursable by the City.
3. Parking Fees - Parking fees for City -related business and associated activities will be
reimbursed.
4. Spreckels Performing Arts Center- Each official shall be issued one complimentary
ticket for each performance at the Spreckels Performing Arts Center.
13. CASH ADVANCES
Cash advances are prohibited by the City.
14. CREDIT CARD USE
The City does not issue credit cards to individual office holders but does have an agency
credit card for selected City expenses. City office holders may request City administrative
support staff to use the City's credit card for such purposes as purchasing airline tickets
and making hotel reservations. In compliance with this policy, receipts documenting
expenses incurred on the City credit card must be submitted to the Finance Department by
the cardholder when received.
City credit cards may not be used for personal expenses, even if the official subsequently
reimburses the City. Cash advances on credit cards are not permitted.
1S. EXPENSE REPORT CONTENT AND SUBMISSION DEADLINE
All Councilmember reimbursement requests must be submitted on an expense report form
provided by the City. This form shall include the following advisory:
"All expenses reported 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. "
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CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
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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
any credit card receipts, are also part of the necessary documentation.
Inability to provide such documentation in a timely fashion may result in the expense being
borne by the official.
16. AUDITS OF EXPENSE REPORTS
All expenses are subject to policy compliance verification.
17. REPORTS TO GOVERNING BOARD
Each Councilmember shall provide brief reports on meetings attended at the expense of
the local agency at the next regular meeting of the legislative body (GC Section
53232.3(d)). Such reports shall be made under the Council Committee/Liaison/Other
Reports section of City Council meeting agendas. If multiple officials attended, a joint
report may be made. In addition, staff shall submit Council expense summary reports for
acceptance by the Council on a quarterly basis.
18. COMPLIANCE WITH LAWS
City officials should keep in mind that some expenses may be subject to reporting under
the Political Reform Act and other laws. All documents related to reimbursable agency
expenditures are public records subject to disclosure under the Public Records Act
(Chapter 3.5 commencing with Section 6250 of Division 7, Title 1).
19. VIOLATION OF THIS POLICY
Use of public resources or falsifying expense reports in violation of this policy may result in
any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution
to the City, 3) the City reporting the expenses as income to the elected official to state and
federal tax authorities, 4) civil penalties of up to $2,000 per day and three times the value
of the resources used, and 5) prosecution for misuse of public resources.
1. Policy 128.8 — City of Rohnert Park Travel/Expense Policy (meals)
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�iCITY OF •
CITY COUNCIL POLICY
SUBJECT/TITLE:
POLICY NO:
DATE APPROVED:
REVISION NUMBER:
EXPENSE REIMBURSEMENT
FOR CITY COUNCIL
Sign: d
Mayor
❑ MINUTE ORDER DATE:
APPROVED BY:
AUTHORIZED BY:
❑ MINUTE ORDER DATE:
RESOLUTION NO. �� j
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Sign: d
Mayor
❑ MINUTE ORDER DATE:
Date: qzvli
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