§ 2-4.405. Cost Control.

To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within the guidelines.

No charges will be reimbursed without a receipt.

(a)

Transportation. The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time-efficient route. Government and group rates must be used when available.

(1)

Airfare. Airfares that are equal or less than those available through the Enhanced Local Government Airfare Program offered through the League of California Cities (www.cacities.org/travel) and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy.

(2)

Automobile. Automobile mileage is reimbursed at the Internal Revenue Service rate in effect at the time of travel (http://www.irs.gov/publications/p463/ch04.html#d0e3119). The reimbursement rate at the time of the adoption of the ordinance codified in this article is forty-four and five-tenths (44.5) cents per mile. The reimbursement rate is designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are also reimbursable.

The City does not provide any insurance for private automobiles used on City business. The owner of an automobile is responsible for the personal liability and property damage insurance when the vehicle is used on City business. Officials using their own vehicle to conduct City business are encouraged to discuss the liability issues with their insurance carrier.

(3)

Car Rental. Rental rates that are equal or less than those available through the State of California's website (http://www.catravelsmart.com/default.htm) shall be considered the most economical and reasonable for purposes of reimbursement under this policy. When the rental of an automobile is authorized, insurance covering physical damage to the vehicle shall not be purchased.

(4)

Taxis/Shuttles. Taxis or shuttles fares may be reimbursed, including a fifteen (15) percent gratuity per fare, 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.

(b)

Lodging. Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay.

(1)

Conferences/Meetings. If such lodging is in connection 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. If the group rate is not available, see next section.

(2)

Other Lodging. Travelers must request government rates, when available. A listing of hotels offering government rates in different areas is available at http://www.catravelsmart.com/lodguideframes.htm. Lodging rates that are equal or less than government rates are presumed to be reasonable and hence reimbursable for purposes of this policy.

If lodging rates exceed the government rate for the area, actual lodging costs may be reimbursed conditioned upon performance of a good faith effort evidenced by documentation (e.g., internet search or phone calls) that demonstrate an attempt to find median-priced lodging.

(c)

Meals. Meal expenses and associated gratuities will be reimbursed up to the regular federal IRS approved maximum meals and incidental expenses (M&IE) per diem rate established for the area of travel and in effect at the time said expenses are incurred with seventy-five (75) percent of the M&IE paid for the first and last days of travel.

Reimbursement rate information by location may be found on the U.S. General Services Administration website at http://www.gsa.gov and clicking on the per diem link. If a location is not published, the M&IE reimbursement shall not exceed the standard continental United States (CONUS) rate approved by the IRS.

The City will not pay for alcohol/personal bar expenses or for meal expenses for third parties.

The City shall pay for dinners provided to City Council members prior to City Council meetings.

(d)

Telephone/Fax/Cellular. Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which call minutes were made on City business. For cellular calls when the official has a particular number of minutes included in the official's plan, the official can identify the percentage of calls made on public business.

(e)

Internet. Officials will be reimbursed up to forty-five dollars ($45.00) per calendar month, with appropriate documentation, for Internet service provider charges in order to enable e-mail and Internet communication from their home residence or via PDA for official City-related business. When an official is outside the City boundaries and outside of range for PDA and it is necessary for the official to access e-mail and Internet communication for official City-related business, the official will be reimbursed up to fifteen dollars ($15.00) per day, with appropriate documentation. Internet usage, which is eligible for City reimbursement, must comply with the City's policy on Internet usage.

(f)

Airport Parking. Long-term parking must be used for travel exceeding twenty-four (24) hours.

(g)

Other. Baggage handling fees of up to one dollar ($1.00) per bag and gratuities of up to fifteen (15) percent will be reimbursed. Expenses for which City officials receive reimbursement from another agency are not reimbursable.

(Ord. 3406-C.S., effective 5-4-06)