1987-09 RESOLUTION NO. 87-09
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION
NO. 80-51 AND ESTABLISHING A POLICY FOR THE REIM-
BURSEMENT OF CITY REPRESENTATIVES FOR TRAVEL
EXPENSES.
WHEREAS, the City Council desires to establish and maintain an
equitable policy for the reimbursement of City representatives for travel
expense; and
WHEREAS, the City desires to rescind its previous Resolution No. 80-51
pertaining to travel expenses and reimbursement for City representatives:
NOW, THEREFORE, the City Council of the City of Grand Terrace does
hereby RESOLVE, DETERMINE AND ORDER as follows:
SECTION 1. Persons authorized to receive reimbursement from the City
for travel expenses are authorized representatives of the City, including
members of the City Council , City employees, and non-salaried -committee or
commission members as established by the City Council .
SECTION 2. Authorized Travel :
(1) All travel outside San Bernardino, Riverside, Imperial , Los
Angeles, Orange, and San Diego Counties must be approved by
the City Council .
(2) The City Manager is authorized to approve necessary trips
within San Bernardino, Riverside, Imperial , Los Angeles,
Orange, and San Diego Counties by private vehicle consistent
with mileage allowance. Requests for such travel shall be
submitted to the City Manager on a "Travel Request" form.
The Finance Department shall maintain for one (1) year a record
of where and when official travel was performed.
(3) Authorization for attendance at meetings will be considered in
accordance with the following guidelines:
(A) Authorization for attendance at meetings at City expense;
Authorization may be granted when the program material is
directely related to business and may benefit the City as
a result of attendance.
(B) Authorization for attendance without expense
reimbursement or with limited expense reimbursement, but
on City time, may be granted when the officer or employee
is engaged on the City's behalf, but from which the gain
will inure principally to the benefits of the one in attendance
and only incidentally to the City. In such uses, the amount of
expense reimbursement will be determined on an individual basis.
Those authorized to attend such meetings shall furnish reports of
such activity to the City Manager on such meetings.
(4) Expense reimbursement claims may be submitted any time after the
expense has been incurred.
(A) Request for reimbursement for all travel expenses shall
be substantiated by receipts and vouchers which verify
the claimed expenditures.
(B) Reimbursement shall be made for personal expenses such as
entertainment, tips, etc when such expenses are related to
City business and may benefit the City.
SECTION 3. Transportation Modes.
(1) The mode of transportation selected shall represent the lowest,
expense to the City.
(2) Travel via Automobile.
(A) Reimbursement for City use of privately owned vehicles will
be at the ,rate of twenty-five cents. ($0.25) per mile.
(B) When an employee, traveling on official City business,
leaves directly from his/her residence rather than from a
designated work location, mileage allowed to the first work
contact point shall be equal to the actual mileage from the
residence or the mileage computed from the designated work
location, whichever is less. Similarly, if the officer or
employee departs from the last point of contact directly to
his/her residence, only such mileage shall be allowed as the
lesser distance between it and the designated work location.
When an officer or employee of the City is required to use a
privately owned automobile on City business outside of
working hours, mileage shall be allowed from the residence
to the first point of contact in the performance of duties,
and from the last point of contact in the performance of
duties to residence.
(C) Private vehicles may be used in lieu of public carriers in
such circumstances as isolation of the destination or the
number of travelers in a group resulting in savings to the
City. The maximum reimbursement of a private vehicle is the
cost of actual mileage or the cost of a round trip air coach
ticket.
(D) The City does not have any insurance for private automobiles
used on City business. The owner of a car is responsible
for the personal liability and property damage insurance
when the vehicle is used on City business.
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(3) Travel via Air:
(A) When commercial aircraft transportation is approved, the
"cost of public carrier" shall mean the cost of air coach.
(B) No private or charter aircraft transportation will be
permitted.
SECTION 4. Reimbursement.
(1) Reimbursement for lodging and meals shall be made at actual cost.
(A) Reimbursement for lodging or meals shall not be allowed
without prior approval of the City Manager and only as
deemed necessary for the purpose of conducting City
business, or under emergency or special conditions.
(B) Reimbursement for lodging shall be at rates reasonable and
_ customary as to the area. Reimbursement for meals shall be
at rates reasonable and customary to the area with a maximum
- - expenditure of $10.00 for breakfast, $15.00 for lunch and
$20.00 for dinner to the total maximum expenditure being
$45.00 a day.
(C) Within the County of San Bernardino, actual meal
expenditures may be reimbursed when ',attending breakfast,
luncheon, or dinner meetings at direction of and with
approval of the City Manager.
(D) Reimbursement shall be made for one (1) personal telephone
call of reasonable duration.
SECTION 5. Travel Expense Advances - Advances of funds for traveling
expenses can be obtained from the Finance Office through submission of a "Travel
Request" form.
ADOPTED this 9th day of April , 1987;
ATTEST:
`may-CI er of t h o i o Grand lay o f Ci o rand errace
Terrace and of the City Council a of the City Council thereof.
thereof.
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I, LORETTA THOMPSON, City Clerk of the City of Grand Terrace, doe
hereby certify that the foregoing Resolution was introduced and adopted at a
regular meeting of the City Council of the City of Grand Terrace held on the
9th day of April , 1987, by the following vote:
AYES: Councilmembers Pfennighausen, Grant, Evans, Crawford;
Mayor Matteson.
NOES: None
ABSENT: None
ABSTAIN: None
City Clerk — -
Approved as to form:
City ttor y r
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