HomeMy WebLinkAboutCouncil Policy No. 300-03 - City Credit Cards, Meals, Meetings and Travel ExpensesCITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: City Credit Cards, Meals, Meetings Policy No. 300-3
And Travel Expenses Effective Date: 09/12/06
Revised: 07/22/08
Revised: 06/23/20
Page No. 1 of 6
PURPOSE
To set forth the policy for official City travel and use of City credit cards and to establish
procedures for reimbursement of expenses incurred by City Council members, appointed officials,
members of special boards, commissions, and committees (“Officials”).
POLICY
General
The City of Lake Elsinore appreciates the value of having City Officials participate in and educate
themselves at professional conferences, seminars, meetings, and other training events as they relate
to City business. To foster and encourage participation in such events under state law, particularly
Government Code, Sections §53232 et seq., the City has promulgated the this policy for
reimbursement of various travel and related expenses incurred while attending approved events or
training.
AB 1234 Requirement
• The legislative body must adopt a written policy concerning reimbursement of expenses
for travel, meals, lodging and other actual and necessary expenses incurred in the
performance of the Official’s duties. The policy establishes guidelines, which shall be
complied when an Official is arranging and participating in travel, lodging, and other
approved expenses.
• Reimbursement is available for actual costs that are reasonable and necessary out-of-pocket
expenses incurred in the performance of an Officials duties as provided herein.
• When seeking reimbursement, an Official is required to submit an expense report
immediately after incurring the expense. All detailed receipts documenting each expense
shall accompany the report.
• An Official is required to provide a brief report on meetings or training attended at the
expense of the City at the next regular Council Meeting.
• When travel and related expenses are necessary, it is the responsibility of each Official to
incur these expenses at the lowest reasonable cost to the City commensurate with
schedules, work, and time constraints.
• Review of all credit charges and expense reimbursements shall be part of the annual audit
process, and the auditors may report any improper charges to the City Manager/City
Council.
CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: City Credit Cards, Meals, Meetings Policy No. 300-3
And Travel Expenses Effective Date: 09/12/06
Revised: 07/22/08
Revised: 06/23/20
Page No. 2 of 6
AB 23 Requirement
Government Code, Section §54952.3 (b), (AB 23), provides that compensation and stipend shall
not include amounts reimbursed for actual and necessary expenses incurred by an Official in the
performance of City business. To prevent receiving additional unapproved compensation, an
Official’s allowable related travel expenses or reimbursements are on actual cost.
Expenses Not to Exceed Federal Per Diem Rates
An Official may claim reimbursement for actual costs of, but not limited to, personal meals,
incidentals, transportation, and lodging, provided that such reimbursements shall not exceed the
U.S. Government’s Domestic Per Diem Rates in effect for their travel destination.
The Domestic Per Diem Rates found on the U.S. General Services Administration’s website at
www.gsa.gov is by the Administrative Services Department to verify and monitor all travel
expenses.
Credit Cards
Before an Official is assigned a City credit card, he or she must agree to the terms and conditions
contained in the City’s credit card agreement and the debt limit on such credit cards shall not
exceed $2,500. The City Council reserves the right to request that an Official immediately
surrender a credit card assigned by the City for any reason.
Assigned credit cards will be held with the Administrative Services Department, Finance Division,
and can be checked out as needed for training or travel purposes related to City business. The
credit card is for actual and necessary expenses incurred in the performance of an Official’s duties.
An Official may not use a City-issued credit card for personal charges.
Any improper use of a credit card assigned to an Official, including but not limited to improperly
making personal charges, and charges for meals and incidental expenses (including stand-alone
beverage charges), or failure to timely submit receipts, is subject to action by the City Council.
Such action includes but is not limited to public reproval and/or cancellation of the City assigned
credit card.
Travel
A. Ground Transportation
Shuttle service shall be used between an airport or train station and a hotel whenever
available. Taxis may be used only when the scheduled shuttle service or other methods of
public transportation is not cost-effective, unavailable, or incompatible with the City
business mission.
CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: City Credit Cards, Meals, Meetings Policy No. 300-3
And Travel Expenses Effective Date: 09/12/06
Revised: 07/22/08
Revised: 06/23/20
Page No. 3 of 6
B. Travel by Vehicle – Rental Car
When several Officials are attending the same event, every effort shall be made to
coordinate plans and, if possible, share any needed rental car.
In selecting and accepting rental cars, an Official shall be sensitive to both cost and
appearance and, therefore, should avoid requesting or accepting luxury vehicles.
If a rental car is used on a trip combining business and more than minimal personal travel,
only that portion of the expense attributable to City business is reimbursed by the City; the
Official is responsible for the portion of expense attributable to personal use.
Rental car collision insurance (collision damage waiver or CDW for damage to the rental
car) should be purchased on the rental contract, but do not purchase the liability (PD/PI,
for damage to other cars) insurance. An Official must carry the name of the City insurer
and its insurance policy number when renting automobiles. Information concerning the
City’s insurer and insurance policy number can be obtained by the Administrative Service
Department, Risk Management Division.
C. Mileage Reimbursement
When using a private vehicle for City business activities, an Official may seek
reimbursement based on the mileage driven (less the commute to and from the Official’s
home and City Hall) to attend the event at the reimbursement rate designated by the U.S.
Government’s Domestic Travel Rates. The City’s Administrative Services Department can
provide these rates. If an Official receives an auto allowance, mileage reimbursement is
not reimbursable.
D. Parking
Parking fees on City travel are reimbursable. Less expensive, yet safe parking should be
used whenever possible. Receipts are required in order for reimbursement.
F. Traffic Tickets
Officials are responsible for any parking tickets, moving violations, and fines received
while using a personal or rental vehicle while on City business.
G. Airline Travel
Except for reasons of time and/or monetary allocation, transportation for trips of 200 miles
or more may be by airline travel. An Official must travel using the lowest available fare
arriving or departing within one hour of the desired time provided that such reimbursements
shall not exceed the U.S. Government’s Domestic Travel Rates.
CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: City Credit Cards, Meals, Meetings Policy No. 300-3
And Travel Expenses Effective Date: 09/12/06
Revised: 07/22/08
Revised: 06/23/20
Page No. 4 of 6
Any unauthorized airline travel will be invoiced to the Official and will be subject to action
by the City Council.
H. City Pool Vehicle
The use of a City Pool Vehicle is not available for any Official.
Meals and Incidentals
A. Meal Expenses for Local Meetings
The City will reimburse actual costs of meals for City business meetings within the greater
Southern California area as listed below if such reimbursement shall not exceed the U.S.
Government’s Domestic Travel Rates. Additionally, this applies to the use of the Official’s
City-issued credit card.
• Meals with other officials or representatives of the City, other public or private
agencies, associations, businesses or individuals so long as the meal is part of or in
furtherance of the performance of the Official’s duties, including promotion of
good working relationships
• Meals that are part of a business program or officially sponsored by business or
professional associations related to City business and the performance of the
Official’s duties
• Meals that an Official has while traveling on City business
B. Incidental Expenses
Incidental expenses are defined as fees and tips given to porters, baggage carriers, and
bellhops.
C. Tips or Gratuities
Reasonable tips in relation to services rendered will be reimbursed. In the case of meals,
tipping is not to exceed 15 percent of the total cost of the meal; in the case of taxis, 10
percent of the total fare is deemed acceptable. If necessary, porters and bellhops may be
used and tipped from $1 to $2 per bag or box.
D. Alcohol
The City’s Alcohol and Drug Abuse Policy remains in effect while the Official is on City
business; therefore, the purchase of alcoholic beverages on a City credit card is prohibited.
Lodging
CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: City Credit Cards, Meals, Meetings Policy No. 300-3
And Travel Expenses Effective Date: 09/12/06
Revised: 07/22/08
Revised: 06/23/20
Page No. 5 of 6
Lodging costs shall not exceed the maximum group rate published by the conference or activity
sponsor if lodging at the group rate is available to an Official at the time of booking. If the group
rate is not available, the Official shall use comparable lodging rates for reimbursements but shall
not exceed the U.S. Government’s Domestic Lodging Rates.
Miscellaneous Costs
A. Personal Expenses
The City will not pay for purely personal expenses, even if incurred while on City business.
This includes:
• The cost of personal entertainment (books, theater tickets, movies, sporting events,
etc.)
• The cost of personal care items (toiletries, hair styling, manicures, etc.)
• Valet and laundry service is not reimbursable for business trips of fewer than five
consecutive days, unless necessary to clean clothing soiled while working
• The cost of additional travel insurance accidental injury or death while traveling on
City business in excess of such insurance already provided by the City
B. Spouse and Significant Other Accompaniment
Spouses and significant others may accompany an Official when traveling on business,
provided, however, that the cost associated with such accompaniment shall not be
reimbursable nor charged on a City-issued credit card.
C. Personal Travel
Personal travel (e.g., vacations, extended weekends, and so on) combined with business
travel is permitted. Any costs (e.g., extra hotel nights, additional stopovers, long-distance
calls, and so forth) associated with personal travel shall not be reimbursable nor charged
on a City-issued credit card.
Procedure for Seeking Reimbursement
For the City to reimburse an Official for expenditures incurred for City business, an Official must
submit an expense reimbursement form along with detailed documentation to the Administrative
Services Department immediately upon return from the travel. It is the Official’s responsibility to
submit the expense report promptly.
CITY OF LAKE ELSINORE, CALIFORNIA COUNCIL POLICY MANUAL SUBJECT: City Credit Cards, Meals, Meetings Policy No. 300-3
And Travel Expenses Effective Date: 09/12/06
Revised: 07/22/08
Revised: 06/23/20
Page No. 6 of 6
In addition to providing written documentation of expenses incurred, an Official is to provide a
brief report on meetings or conferences that were attended, at the expense of the City, at the next
regular meeting of the City Council.
All documents related to reimbursable agency expenditures are public records subject to disclosure
under the California Public Records Act (Cal. Gov. Code Section §6250 et seq.).
Documentation
Expense reports must include all original itemized receipts for City credit card expenditures,
lodging, cash expenditures, meals, shuttle and taxi services, and parking fees. A minimal
exception applies in those rare instances where a receipt cannot be obtained. In such cases where
a receipt is not obtainable, a written memo must be supplied.
Officials must be as specific as possible in describing each expense. Each expense item should
detail the following:
• Reason for the expense (for example, League of California Cities’ conference)
• Type of expense (for example, meal, travel, and hotel)
• Persons involved (for example, names of people for whom a meal was purchased,
their title, and place of business)
• Credit card or cash meal receipts with a detailed listing of purchase
Penalties for Violations of Policy
As per AB 1234, penalties for misuse of public resources or falsifying expense reports in violation
of expense reporting policies may include, but are not limited to, the following:
• The loss of reimbursement privileges
• The loss of credit card privileges
• Restitution to the City
• Civil penalties for misuse of public resources under California Government Code
Section 8314
• Prosecution for misuse of public resources under California Penal Code Section
424
HISTORY
Approved by Resolution No. 2006-152 9/12/06
Revised by Resolution No. 2008-79 07/22/2008
Revised by Resolution No. 2020-53 06/23/2020