HomeMy Public PortalAbout74-007 (02-05-74)~ ~ .
RESOLUTIO:N 1`:O. 7l}_7
A RESOLUTIOr7 Ob' T,HF, CITY COUNCIL OF THE CITY Of' LI''i`?:fi00D
ESTABLISHING ~ REIl~IEiURSEMENT EXPENSF AI`TD TRAVEL I'JLICY
Section I. Purpcse. Provisions of this regulation define authorized
reimbursemer~t travel expenses incurr~ed on City business 3nd establi~n procedures
for authorization and reimbursement for such expenses. All City officials and
employees of the Cit,y of Lynwood who are authorizeci to travel on City business
will be reimburse~ for eYpenses in accordance ~vith this regulation.
Section II. Scope~ This regulation is applir,able to all City officials anci
employees of the City of Lynwaod. In the interests of. uniforr_7it,y, effectiveness,
and completeness, it is requi~°ed that each individual official and emplay~ee comply
with these procedures utilizing t'rie e~pense reimbursement form as described
herein,
Section III~ Exp~nse Items Authorized for Reimbursement, Officials and
employees shall exercise responsik~ility in mat~ers o: t~ avEl expenses and have
proper regard for economy in the course of Lraveling on Citv business, The
following list of expense classifica*~ans is for information and gu~dance in deter-
mining e:~pensES whic~ are appropr~fate to travel on City business, Discretion
is allowed in the approvdi of il acei : equeats in crder to prc.~ide f~r um.zsual
'~' circumstances, how-ever, re~uesied e:+~penses may be reviscd or eliminated
by the reviewing autho:. ity if app~ op~iate, Specifically pronibited are reimbu?~~er
ments for the purchase of personat items. and aicoholic beverages. Reimburse:ment
for entertainment e.~penu:ture~, 1vi11 be aut~orized when necess<~ry to the conduct
of City businesse Frohi~ited al~o are reimbursements for ehpenses of inembers
of the empioyee~s f'ami!y who are accorripanying him on a trip. In the latter c~3se,
the expense r~epo~~°t must be prepared to reilect only those expenses incurred by
the employeee
1. Transpor'tation. Pu~lic transportation will norma~ly be used when
t~°avel is necessany ou~side tr~e metropolitsn area. The actudi cost of kravel by
public carrie~ will be ~°eimbursed and will be limited to the cost of round trip
coach air- *'~re, This met?~od of e~+-:blishing trip co~ts s!:ai1 apply regardless oi
the rnode of travel selected, Those electing to travel by privat~ automobile or
other mod~ may claim the actu:~i co~c fo~° established mileage allowance but not
to exceed t!-~e air fe~ e as outYined herein,
ae Private Automobi7.e, ~~Then a City vehicle is not available for requii~ed
travel witi-~in the Los Angeles l~Ietro~oliian area, mileage costs for private
vehicles will be reimbt,~sed when ~lpproved by the Depa~°tment u~ad and the City
Nldnager~ T?~e emptoy~eE sr.outd sno~~~ itie d~~ate, destination, ~~nu beg~nnin~ and
ending odometes° reading *rom cis ~rei~icle in suppor~ing the request, Yayment will
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RESOLUTiON NO,
Page 2
be made on the foilowing basis:
Mileage During Calendar Month
1-100
101-500
Over 500
Amount Yer r/Iile
$. 13
$. 10
$e 08
b. Miscellaneous Transportation Costs - Vehicle~Ftentals,. Bus and
Taxi Fare, Etc. Expense for such transportation will be allowed where such
conveyances are re asonable and necessary to the conduct of City business,
Receipts for vehicle rentals must be provided to obtain reimbursement<
Miscellaneous transportation costs outside of the metropolitan area, exclusice
of air fare and vehicle rental, shall not exceed ~10 per day,
2. Lodging, Costs eligible for reimbursement are the actual expenses
in the conference city. Expense of lodging will be reimbursed on the basis of the
single room rate, Telephone calls9 chargeable to the lodging bill, will be limited
to reimbursement of official calls. Receipts for lodging cnust be provided to obtain
reimbursement.
3. Mealso Reimbursement allowance for meals during the inclusive dates
of the trip will be made on the basis of actual cost including tax and tipe
Reasonable amounts for. tips will be allowed for meal~, hotel and transportation
purposes. Tips for meale si;ouia b~ :ncludcd in the meal catego~°y ar.d should
'~ not exceed 15% of the total cost uf the xneal,
4. Miscellaneous, Any miscellaneous eYpense considered unavoidable
or unusuai by the indicidual may be submitted and reimbursement reque~ted.
Such expense may include cost of baggage check required by delay of departure,
transfers, ground transportation between transier termin~l, air terminal and
hotela Parking charges as part of the trip are appropriate, Personal telephone
calls, travel insurance, and othe*° miscellaneous e~.penses incurred are not
reimburseable since these are expenses of the empioyeeo All items of expense as
otherwise unclassified will be entered in this c~tegory.
Section IV, Travel Expense and Request Reporto Authorized ekpenses
shall be reimbursed using the Trr~vel Expense and Request Report signed by
the requestee and appro~Ted by t!:e Department Head and the City Manager. Each
City official or employee shaTl list actual eXpenses individually incurred, The
respective Depa~°tment Head or the City IVianager shall then code such expenditures
to coincide with the approved bud~et account authorized by the City Council, Ail
receipts for hotel, transportation and other reitnburseable items tivhen available
should be attached to the e~pense ~°epox°t ~nd filed for justification of reimbursement
requestso
PASSED, APPROVED, AND ADOPTED this 5th I]ay of February , 1974
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ATTEST: N D, F3` ORK, ~'Iayor
~ ~-~~ ~L" ~~~
~TbSF I(INF, SH ~:PIT}'RT y~Clerk
~
.
STATE OF CALIFORNIA )
. ss.
COUNTY OF 'LOS ANGELES )
I, the undersigned, City Clerk of the City of
Lynwood, do hereby certify that the above and foregoing
resolution was duly adopted by the City Council of said
city at a regular meeting thereof held
in the City Hall of said city on the 5th day of
February , 19 74 , and passed by the following vote:
AYES: COUNCILMEN BYork, Liewer, Malchow, Morris, Rowe
NOES: COUNCILMEN None
ABSENT: COUNCILMEN None
?C' .,. ~j ,
'~C T CLERK, C OF YNW00
- , --
~ J
STATE t~r' CA~ ~r'UR~; r11 ;
' . ss.
COUNTY OF LOS APIGELES )
I, the undersigned, City Clerk of the City of
Lynwood, do hereby certify that•the above and foregoing
resolution was duly adopted by the City Council of said
city at a regular meeting thereof held
in the City Hall of said city on the 5th day of
~ February , 1974 , and passed by the following vote:
AYES: COUNCILP~IEN BYork, Liewer, Malchow, Morris, Rowe
NOES : COUNCILP~EN None
ABSENT: COUNCILMEN None
(SEAL)
s/ Josephine L. Shepherd
CITY CLERK, CITY OF LYNGJOOD
STATE OF CALIFORNIA )
' . ss.
COUPITY Or' LOS ANGELaS )
` I, the undersigned, City Clerk of the City of
Lynwood, and clerk of the City Council of said city, do
hereby certify that the above and foregoing is a full,
true and correct copy of Resolution No. 74-7 on
Pile in my office and that said Resolution was adopted
on the date and by the vote therein stated.
Dated this 8th day of February , 197~.
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~ .%CITY- CLERK, CI~tY OF ~YNWOOD