1979-06 RESOLUTION NO . 79-6
RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF GRAND TERRACE , CALIFORNIA, ESTABLISHING
POLICY FOR THE REIMBURSEMENT OF CITY REPRE-
SENTATIVES FOR TRAVEL. EXPENSES
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 ) Travel outside San Bernardino , Riverside, Imperial ,
Los Angeles , Orange and San Diego Counties must be
approved by the City Council . Requests for such travel
shall be submitted to the City Manager on a standard
"Travel Request" form.
(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. The Finance
Department shall maintain for one ( 1 ) year a record of
where and when official travel was performed.
( 3) The City Manager, or his designated representative ,
shall initiate Travel Requests ,
(4) 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 directly related to an impor-
tant phase of City service and holds promise of
benefit to the City as a result of attendance.
(B) Authorization for attendance without 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. Appointing
authorities authorized to attend such meetings
shall furnish reports of such activity to the City
Manager on such meetings.
(.5) Expense accounts shall be submitted no more than twice
each month, on or before the tenth and twenty-fifth of
the month.
(A) The request for reimbursement for travel expenses,
unless otherwise provided by this resolution,
shall be substantiated by receipts and vouchers
which verify the claimed expenditures. It shall
be further substantiated by a statement, to be
inserted after each trip, on the request showing
the authorization for travel :
(I) "Travel Request"
2 .
(II) "Within Appointing Authority's Authority"
(B) Submit receipts or vouchers for all items of
expense except:
(I) Meals
(II) Street car, bus and ferryboat fares, bridge
and road tolls.
(III) Telephone and telegraph charges of less than
three dollars ($3) .
(IV) Taxi fares on official business.
(V) Other authorized expenses of less than one
dollar ($1) .
(C) Reimbursement shall not be made for personal expenses
such as entertainment, barbering, and tips except
as otherwise provided in this chapter.
(D) Reimbursement shall not be made for expenses of
other employees or persons except for:
(I) Custodial cases in the care of a City employee.
(.II) Engineering parties and work groups working
under one charge. The supervisor in these
cases is responsible for ensuring that adequate
service is given to all those under his charge.
(III) Passengers who share a toll bridge, ferry, or
auto rental charge.
Section 3. Transportation Modes.
(1) The general rule for selection of a mode of transporta-
tion is, that mode shall be used which represents the
lowest expense to the City.
3 .
(2) Travel via Automobile.
(A) Reimbursement for City use of privately owned
vehicles will be at the rate of nineteen cents
($ .19) per mile for the first five hundred miles,
and eighteen cents ($ .18) per mile for the second
five hundred miles , and sixteen cents ($ .16) per
mile for all mileage over 1,000 miles driven per
month.
Reimbursement at these rates shall be considered
as complete payment for actual necessary expenses
for the use of the private vehicle, insurance and
all other transportation-related costs.
(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 residence to the first point of contact in the
4 .
performance of duties , and from the last point of
contact in the performance of duties to residence.
(C) Automobiles, both privately and City owned, may be
used in lieu of public carriers for distances
greater than one hundred fifty (150) miles from
the point of departure, only when such circum-
stances as isolation of the destination, or the
number of travelers in a group justify such use
through savings to the City.
(D) All City automobiles are fully insured. The City
does not have any insurance for private automobiles
used on City business. The owner of a car is respon-
sible for the personal liability and property damage
insurance when the vehicle is used on City business .
(E) City officers shall be entitled to use City auto-
mobiles assigned to them for occasional personal use.
Any such use shall be reported on a monthly basis to
the Finance Office and the officer shall reimburse
City for such use at the established rate per mile.
3. Travel via Air:
(A) When commercial aircraft transportation is approved,
the "cost of public carrier" shall mean the cost of
air coach. Travel via charter aircraft shall be
limited to emergencies , or when other types of
transportation are impractical or more expensive.
Specific prior approval for travel via charter
aircraft must be obtained from the City Manager.
5 .
(B) When private aircraft transportation is approved
by the City Manager, reimbursement will be as
follows :
(I) Reimbursement for use of aircraft owned or
rented and flown by City personnel will be
for equivalent road miles at the first mile
rate of the current private-automobile use
reimbursement schedule. Landing or tie-down
fees will be reimbursed similar to auto-
parking charges .
(II) Reimbursement for trips to and from destina-
tions where regular commercial air transporta-
tion is readily available will be limited to
the commercial air fare at coach-class rate
including tax and security surcharges.
(III) Authorized charter flights with a licensed
charter service providing the aircraft and
pilot will be reimbursed at actual cost. Charter
flights must be individually approved by the
City Manager prior to departure.
(IV) The employee or owner of the aircraft must have
a minimum single-limit liability insurance
coverage of five hundred thousand dollars
($500 , 000) for bodily injury and/or property
damage and have the City included as an addi-
tional insured. Written evidence of such insur-
ance must be on file with the Finance Office.
6 .
Section 4. Subsistence.
(1) Lodging and meals, except as otherwise provided in this
Chapter:
(A) Subsistence allowances 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 . Charges greater
than the allowances listed below in (B) and (C)
may be authorized with prior approval under special
conditions, such as a convention requirement, or
in an area of unusually high cost (such as San
Francisco Bay area, Sacramento, Fresno, Los
Angeles , and San Diego) . If such excess charges
exceed the allowances set forth below by more
than 10% , receipts or vouchers will be required
for reimbursement.
(B) The allowance for lodging is twenty dollars ($20)
plus tax per night, single.
(C) The allownace for meals is twelve dollars and fifty
cents ($12 . 50) per day for three (3) meals, or when
separate meals are charged, two dollars and fifty
cents ($2. 50) for breakfast, three dollars and
seventy five cents (.$3. 75) for lunch and six dollars
and twenty five cents ($6 . 25) for dinner.
(D) Within the County of San Bernardino, actual meal
expenditures up to the maximum permitted for the meal
7 .
L
may be reimbursed when attending breakfast,
luncheon, or dinner meetings at direction of
and with approval of the City Manager. The actual
cost of the meal which exceeds the stated maximum
will be allowed when the meal is served table
d'hote in conjunction with a required meeting.
Section 5 . Travel Expense Advances. Advances of funds for
traveling expenses can be obtained from the Finance Office through
submission of "Request for Travel Expense Advance" form. Travel
advances are limited to the maximum allowances set by this resolu-
tion. The minimum amount to be advanced is twenty five dollars
($25. 00) .
Section 6 . City Council Members. It is the policy of the
City Council to provide reimbursement to its members for approved
expenses incurred while serving in their official capacity in
behalf of the City. Said reimbursement shall be provided pursuant
to the following provisions :
(1) The current City Travel Policy will be the basis for
travel and expense reimbursement.
(2) Council members shall be entitled to reimbursement for
expenses incurred for meals and private automobile
mileage in attending called meetings or while on
authorized trips . Said reimbursement shall be in
accordance with the established rates for the City
employees.
(3) Individual requests for reimbursement for travel and
meeting expenses shall be submitted to the Finance
8 .
Office no more than twice each month, on the tenth
and twenty-fifth of each month on forms provided by
the Finance Office.
ADOPTED this 1st day of February 1979.
CITY OF GRAND TERRACE
By
MAYOR
ATTEST:
mrri<n. sc„i�
a.. - JAMES S. ROSS
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ITY CLERK - —D'res Mh 14. 188t
(SEAL)
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APPROVED AS T4FORM:
CITY A
9 .
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) as .
CITY OF GRAND TERRACE )
I, SETH ARMSTEAD, City Clerk of the City of Grand Terrace,
DO HEREBY CERTIFY that the foregoing Resolution was duly adopted
by the City Council of said City at the regular meeting of the
City Council held on the 1st day of February 1979, and that
it was so adopted by the following vote :
AYES : Councilmembers Tillinghast, Erway, Allen;
Mayor Petta
NOES: Councilman Grant.
ABSENT: None
(OrfIC qL 9EFU
' JAMES S. ROSS
norur +uxuo-ww oxxu
sxn aenxanmb eountt
My commlEaion E.phes March 14, 1— City Clerk ot the City of Grand
Terrace and of the City Council
thereof.
(SEAL)
.i
STATE OF CALIFORNIA, ', _ )
COUNTY OF SAN BERNARDINO ) as .
CITY OF GRAND TERRACE )
I, SETH ARMSTEAD, City Clerk of the City of Grand Terrace ,
DO HEREBY CERTIFY, that the above and foregoing is a full, true
and correct copy of Resolution No. 79-6 of said City Council and
that the same has not been amended or repealed.
DATED: February 1 , 1979
IOiRJ 4L aEF4
JAM ES S. ROSS
WARY 1U3Un CA111cexu
un¢an,nmxo couxrt �
dye—a.nion Expires March 14. 1981 City Clerk o the City of Grand
Terrace and of the City Council
thereof.
SEAL)
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