HomeMy WebLinkAboutRES 2024-32RESOLUTION NO. 2024-32
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND
BAR APPROVING A TRAVEL, EXPENSE AND REIMBURSEMENT
POLICY IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE
SECTIONS 53232.2 AND 53232.3.
WHEREAS, elected and appointed City Officials are responsible for promoting and
protecting public health, safety and welfare;
WHEREAS, these duties may require elected and appointed City Officials to travel
to attend meetings with constituents and other local, state, federal and intergovernmental
officials, professional educational seminars and conferences, and other events benefiting
the City;
WHEREAS, it is in the public interest to adopt a policy in accordance with state
law that sets appropriate guidelines for City -sponsored travel and related expenses and
reimbursements; and
WHEREAS, the City Council desires to amend the existing Travel, Expense and
Reimbursement Policy F-5 which was last updated on October 7, 2014 with the adoption
Resolution No. 201440.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Diamond
Bar as follows:
Section 1. Resolution No. 2014-40 is hereby rescinded in its entirety.
Section 2. City Council Policy 2024-01, Travel, Expense &Reimbursement
Policy, is hereby approved as shown A A attached hereto and incorporated herein
by reference, thereby replacing City Council Policy F-5,
Section 3. This Resolution is adopted in accordance with Government Code
Sections 53232.2 and 53232.3 so that the City of Diamond Bar may reimburse
appropriate expenses incurred by elected and appointed officials while on authorized
travel or otherwise engaged in City business. The City will not reimburse City Officials
any amount greater than allowed by this Resolution for expenses incurred during the
course of conducting City business, except under extraordinary circumstances with the
approval of the City Council.
Section 4. If any part of this Resolution or its application is deemed invalid by a
court of competent jurisdiction, the City Council intends that such invalidity will not affect
the effectiveness of the remaining provisions or applications, and, to this end, the
provisions of the Resolution are severable.
Resolution No, 2024-32
Section 5. The City Clerk shall certify to the passage and adoption of this
resolution and enter it into the book of original resolutions, which shall become effective
immediately upon its approval.
PASSED, APPROVED, and ADOPTED on this 16th day of July, 2024.
CITY OF DIA
n Liu,l�'llfavor
ND BAR:
I, Kristina Santana, City Clerk of the City of Diamond Bar, California, do hereby certify
that the foregoing Resolution was duly and regularly passed and adopted by the City
Council of the City of Diamond Bar, California, at its regular meeting held on the 16th
Jay
of July, 2024 by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS.
ABSTAIN: COUNCIL MEMBERS:
Chou, Low, MPT/ Teng, M/Liu
None
Tye
None
Kristina Santana, City Clerk
2
Resolution No. 2024-32
EXHIBIT A
POLICY 2024-01
TRAVEL, EXPENSE &REIMBURSEMENT POLICY
City Council Policy and Procedure
Number: 2024-01 Reviewed: As -Needed
Effective Date: 10/7/14 Revised Date(s): 7/16/24
Travel, Expense, and Reimbursement Policy
1. Purpose
1.1 The Travel, Expense and Reimbursement Policy ("Policy") establishes
uniform procedures for expenditures and reimbursements incurred by City
Council members, appointed officials, and employees in the course of City
business. This Policy also establishes travel authorization, expense
reimbursement and reporting standards in compliance with California
Government Code Sections 53232.2 and 53232.3.
2. Definitions
2.1 "City business" refers to the official duties of City Council members,
appointed officials, and employees with a reasonable connection to:
2.1.1 City policy positions or strategic goals and department operations;
2.1.2 Advocacy efforts with local, regional, state, and/or federal
representatives;
2.1.3 Participation in local, regional, state, and/or national organizations
that advance the City's interests;
2.1.4 Business attraction, retention, and economic development activities;
Education, training, and professional development; and
2.1.6 City -sponsored and co -sponsored event(z.
2.2 "City Council member(s)" refers to the Mayor, Mayor Pro Tem, and each
member of the City Council.
2.3 "Appointed official(s)" refers to all members of City Council -appointed
Commissions, committees, and/or task forces.
2.4 "Reimbursement" means all forms of payment for expenses incurred by City
officials and employees in the course of their official duties whether paid
directly by the City (City -issued purchasing card or City check) or
advanced by city officials and employees with personal funds and later
reimbursed from City funds.
City Council Policy (2024-01) Revised Date: 7/16/2024 Page 1 of 6
3. Policy
3.1 Expenses incurred by City Council members, appointed officials, and
employees in the course of conducting City business are eligible for
reimbursement, provided that the expenses do not exceed the rates set
forth in this Policy and the amount appropriated in the annual budget.
3.2 The establishment of reasonable limits on expense reimbursement assures a
prudent and responsible use of public funds and allows officials and
employees to attend beneficial meetings, conferences, seminars, and
events.
3.3 Absent unusual circumstances and only with the permission of the City
Council, expense reimbursements will not exceed the amounts set forth in
this policy.
3.4 This Policy applies to all City Council members, appointed officials, and
employees.
4. Procedure
4.1 Approval of Travel
4.1.1 General. All reimbursement of expenses is contingent upon the
availability of appropriated budgetary resources.
4.1.2 Council Members and Appointed Officials. Overnight travel for City
Council Members shall be arranged through the City Manager's
Office and is subject to all provisions of this policy except as
otherwise noted. Travel for appointed members of City Commissions
shall be coordinated and arranged by the corresponding
department.
4.1.3 Employees. Approval is required before incurring any travel expenses
and is granted via a completed Travel Authorization Form with the
appropriate signatures. For budgeted travel in California, approval is
given by the employee's Department Director. For non -budgeted or
out-of-state travel, approval is given by both the Department
Director and City Manager,
4.1.4 International Travel. All international travel must be authorized by the
City Council and is subject to all provisions contained in this policy.
4.2 Authorized Expenses
4.2.1 General. Registration fees for approved conferences, seminars,
events and meetings are reimbursable, and shall be paid in in
advance by the City whenever possible. All travel arrangements
City Council Policy (2024-01) Revised Date: 7/16/2024 Page 2 of 6
should be made using the most economical (cost-effective and
time -efficient) means available. Reasonable efforts to secure
government, group, and/or conference rates should be made when
making travel arrangements.
Automobile. City officials and employees who do not receive an
automobile allowance should use City vehicles to the greatest
extent possible. When necessary to use private automobiles,
reimbursement will be at the current Internal Revenue Service (IRS)
standard mileage rate per mile driven for business use. Mileage will
be calculated to and from City Hall or the employee's home,
whichever distance is less. Out -of -area trips shall be reimbursed at
the lesser of actual mileage expense or the least expensive
available direct airfare.
For Council Members and/or employees that receive an automobile
allowance, mileage reimbursement is available only for the distance
beyond a 60-mile radius from City Hall. For example, if the person
receives an automobile allowance and the destination is 100 miles
from City Hall, 40 miles are reimbursable in each direction (80 miles
are reimbursable for a roundtrip of 200 mile).
Pursuant to Government Code Section 1223, City Council members
may elect to receive a flat monthly expense reimbursement of $300
for automobile expenses related to performance of their duties
within a 60-mile radius of the City. The City Council finds that this
amount accurately reflects actual automobile expenses within the
City and its immediate environs. No monthly bill is required for
reimbursement of this amount.
4.2.3 Air Travel. Air travel costs are reimbursable, based on the shortest
and most direct route in economy/coach class or equivalent lowest
class of seating. Whenever possible, air travel shall be booked at
least fourteen (14) days in advance, so as to receive the lowest fares
possible. Baggage fees and reasonable gratuities shall be
considered reimbursable expenses. Flight insurance and in-flight
beverages and entertainment are not reimbursable expenses.
4.2.4 Ground Transportation. Taxi, shuttle, ridesharing, and/or public
transportation costs, including reasonable gratuities, incurred in the
course of conducting City business are reimbursable when the cost
of such fares is equal or less than the cost of car rentals, gasoline,
and parking combined, or when such transportation is necessary for
time -efficiency. Whenever feasible, the lowest cost transportation
provider should be utilized.
City Council Policy (2024-01) Revised Date: 7/ 16/2024 Page 3 of 6
Car Rental. If deemed to be more economical than ground
transportation alternatives, car rental expenses are reimbursable,
including damage insurance coverage and fuel costs. Approval for
the use of car rentals is required through the Travel Authorization
Form,
Parking and Tolls. Parking and tolls incurred while conducting City
business are reimbursable. Long-term parking must be used at
airports.
4.2.7 Meals. Meals associated with City business will be reimbursed at a
not -to -exceed daily amount of $75, including tax and reasonable
gratuities, for all meals. Meals provided with an event or conference
registration shall be taken whenever possible. Meals taken in place
of such prepaid meals are not reimbursable.
4.2.8 Lodging_ Overnight lodging expenses are reimbursable at the single -
occupancy room rate. from the night preceding the start of the
event through the night preceding the close of the event. If
associated 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. In the
event lodging is not available at the conference location, lodging
may be secured at an alternate nearby location with every attempt
to secure a rate not exceeding the published conference rate.
Travelers must request government rates, when available. Lodging
rates that are equal or less than government rates are presumed to
be reasonable and reimbursable for purposes of this policy. When air
additional charge is imposed for City business related
internet/broadband access, the charge may be reimbursed as part
of the room rate.
4.3 Unauthorized Expenses
4.3.1 Non-business/personal expenditures are not reimbursable, including
but not limited to:
4.3.1.1 Personal expenses, such as laundering or barbering, etc.
4.3.1.2 Entertainment, except when it is a regularly scheduled part
of the meeting being attended.
4.3.1.3 Purchase of alcoholic beverages.
4.3.1.4 Any expenses incurred by a city official or employee's
spouse, partner, family members, or their guests in
City Council Policy (2024-01) Revised Date: 7/16/2024 Page 4 of 6
connection with conference registration, event sponsorship,
meals, transportation, or miscellaneous expenses.
4.3.1.5 Any personal expenses incurred outside the authorized
event's duration. For example, if a city official or employee
elects to travel to an event in advance or stay longer on
personal business, the City need only reimburse the official
for roundtrip travel costs and costs associated with the
authorized event.
4.3.1.E Political or charitable contributions or events.
4.3.1.7 Expenses for which city officials receive reimbursement from
another agency.
4.4 Advances
4.4.1 No cash per diem will be issued. To the greatest extent possible, all
travel expenses, including conference and event registration,
transportation, and lodging will be paid in advance using a
departmental purchasing card.
4.4.2 All other expenses paid using personal funds will be reimbursed upon
submittal of an approved Expense Report with itemized receipts.
4.5 Reporting and Compliance
4.5.1 All reimbursement claims must be reported by submitting the
Expense Report form (Exhibit B). The Expense Report must be filed
with the Finance Department within 14 days of returning from the
approved trip or incurring the cost. Expense Reports must be
accompanied by itemized receipts documenting each reported
expense.
4.5.2 Inability to provide such documentation in a timely fashion may
result in the expense being borne by the City official or employee. All
reported expenses are subject to verification of accuracy and
compliance with this policy.
4.5.3 At the next public meeting, Council Members and/or Appointed
Officials must briefly report on the purpose of the travel. If multiple
City officials attended, a joint report may be made.
4.5.4 All agency expenditures are public records subject to disclosure
under the California Public Records Act.
4.5.5 The City Council is responsible for imposing any actions on individual
City Council members and Appointed officials, and the City
City Council Policy (2024-01) Revised Date: 7/16/2024 Page 5 of 6
Manager is responsible for imposing any actions on City employees,
for violations of this policy which may result in:
4.5.5.1 Loss of travel and/or reimbursement privileges,
4.5.5.2 A demand for restitution from the City;
4.5.5.3 The City's reporting the expenses as income to the City
official or employee to state and federal fax authorities;
4.5.5.4 Prosecution for misuse of public resources;
4.5.5.5 For City Council members and Appointed officials, removal
from an appointed commission, committee or board; and
4.5.5.E For employees, discipline up to and including termination.
5. References
5.1 California Government Code Sections 53232.2 and 53232.3.
6. Exhibits
6.1 Travel Authorization Form
6.2 Expense Report
City Council Policy (2024-01) Revised Date: 7/16/2024 Page 6 of 6