1980-51 RESOLUTION NO. 80- 51
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION
NO. 79-6 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
expenses; and
WHEREAS, the City desires to rescind its previous Resolution No.
79-6 pertaining to travel expenses and reimbursement for City representa-
tives: -
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 tray.e.l....expenses. are authorized.representatives of the City, includ-
ing 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 sub-
mitted 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 main-
tain 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 important phase of City service
and holds promise of benefit to the City as a result
of attendance.
(B) Authorization for attendance without expense reimburse-
ment, 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 sub-
stantiated by a statement, to be inserted after each
trip, on the request showing the authorization for
travel :
M. "Travel Request. "
(II) "Within Appointing Authority's Authority."
(B) Submit receipts or vouchers for all items of expense
except:
(I) Street car, bus, and ferry boat fares; bridge
and road tolls.
(II) Taxi fares on official business.
(III) 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. In no case
shall reimbursement be made for alcoholic beverages.
-(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.
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( 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 transportation
is, that mode shall be used which represents 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.
Reimbursement at this rate 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,
1 eames_-.di.rect_ly..fr.om. 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, 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) Automobiles, both privately and City owned, may be
used in lieu of public carriers for d-istances greater
than one-hundred-fifty (150) miles from the point of
departure, only when such circumstances as isolation
of the destination, or the number of travelers in a
group justify such use through savings to the City.
(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. Travel via charter aircraft shall be
limited to emergencies, or when other types of-trans-
portation are impractical or more expensive. Specific
prior approval for travel via charter aircraft must
be obtained from the City Manager.
(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 destinations
where regular commercial air transportation 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 additional insured. Written
evidence of such insurance must be on file with
the Finance Office.
SECTION 4. Reimbursement.
(1 ) Reimbursement for lodging and meals shall be made at actual
cost as provided in this chapter.
(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.
Charges greater than the maximum 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
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(such as San Francisco Bay area, Sacramento, Fresno,
Los Angeles, and San Diego) . Receipts or vouchers
will be required for reimbursement.
(B) The maximum allowance for lodging is thirty-five
dollars ($35) plus tax per night, single.
(C) The maximum allowance for meals is twenty dollars ($20)
per day for three (3) meals, or when separate meals are
charged, four dollars ($4) for breakfast, six dollars
($6) for lunch, and ten dollars ($10) for dinner.
(D) Within the County of San Bernardino, actual meal expendi-
tures up to the maximum permitted for the meal 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 travel-
ing 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 Resolution. The minimum amount to
be advanced is twenty-five dollars ($25) .
Mayor f--the Ci d T race
and of the C' y Co it th eof.
ATTEST:
r
- = - Ci ty,Cl k of the City of Grand
.Terr-ace. and of the City Council
�ther-ed, .
Approved as to form:
City Attorney
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STATE OF CALIFORNIA ) .
COUNTY OF SAN BERNARDINO ) ss.
CITY OF GRAND TERRACE )
I , MYRNA LINDAHL, 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 a regular meeting of the City
Council held on the 18th day of December 19 80 , and
that it was so adopted by the following vote:
AYES: Councilmen Grant, Petta, Nix, Rigley;
Mayor Tillinghast.
NOES: None
ABSENT: None
City C1 of the City of Grand-
Terrace and of the City Council
Thereof.
(SEAL)
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss.
CITY OF GRAND TERRACE )
I , MYRNA LINDAHL, 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. 80-51 of said City Council , and
the same has not been amended or repealed.
DATED: December 18, 1980
City C rk of the City 4of Grand
Terra e and of the City Council
thereof.
(SEAL)