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Home My WebLink About1979 042 CC RESO1979 042 CC RESO(Ììñ1RESOLUTION NO. 79-42 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK ADOPTING A CITY TRAVEL AND EXPENSE POLICY THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. It has been deemed to be in the public interest that the City adopt a Travel and Expense Policy; therefore the attached document entitled, Travel and Expense Policy", be, and the same hereby is, adopted as the Travel and Expense Policy for the City of Baldwin Park. SECTION 2. That the City Clerk shall certify to the adoption of this Resolution. APPROVED AND ADOPTED this dav^o? 1979. MAYOR ATTEST: e^^^^j^ THELMA L. BALKUS, CITY CLERK STATE OF CALIFORNIA COUNTY OF LOS ANGELES) SS: CITY OF BALDWIN PARK I, THELMA L. BALKUS, City Ckrk of the City of Baldwin Park do hereby certify that the foregoing Resolution was duly and regularly approved and adopted by the City Council of the City of Baldwin Park at its regular meeting of the City Council on the 18th day of April 1979, by the following vote: AYES: COUNCILMEN Aguilar, King, Izell. Me Neiti and Mayor White NOES: COUNCILMEN ABSENT: COUNCILMEN BIB] 37680-U01 1979-U02 042-U02 CC-U02 RESO-U02 LI3-U03 FO10488-U03 FO10489-U03 DO10793-U03 C6-U03 RESO-U03 2/27/2003-U04 ROBIN-U04 1979 042 CC RESO(Ììñ1TRAVEL AND EXPENSE POLICY Purpose The City of Baldwin Park recognizes the constructive value of professional conferences, seminars and meetings and provides travel and expense funds For city officials, department heads and other employees who attend such official events. I. Transportation A- Travel by AiL All travel on city business outside the T^os Angeles metropolitan area will normally be by air unless the City Manager approves for good reason) another mode of transportation,. It is expected that the shortest and most direct route will be taken. All ajr travel will be coach class if possible. B. Use of Pa i^aLe Vehicle If the City Manager a ppro"7ers'~D /c^TIs::' f~a~personal vehicle for travel, Lhc I ran;-^ ortafcion allowance or reli ibui s^mLin L sh J I be based on the cost of coach air ai-^, o- 0.15 per mile, whichever is less. her.. j;,. celv-ing a monthly auto allowance If--.ill nut be entitled to mileage re LmburseineiJ- C. Use of Ci Ly-owned Vehicle There shall be no allowance or relLmbnr' ernent for transportation when a oiby-ownecl vehicle is used. However, any out"of-pock el expenses incurred in operat- ing the vehip.-e shall be reimbursed. D. Air Reservations Airline reservations shall be made"~througB~the Administrative Services Department wjhh the city's authorized travel agent. The airline tickets may then be billed directly to the city. II. Accommodations A. City officials and employees will be reimbursed for hotel accommodations. Reimbursable days for lodging shall correspond to the foregoing travel policy regarding dates of arrival and departure. BIB] 37680-U01 1979-U02 042-U02 CC-U02 RESO-U02 LI3-U03 FO10488-U03 FO10489-U03 DO10793-U03 C6-U03 RESO-U03 2/27/2003-U04 ROBIN-U04 1979 042 CC RESO(Ììñ1TRAVEL AND EXPENSE POLICY Page 2 B. Minimum cost accommodations in keeping with availability, convenience and propriety will be obtained by the attending official or employee. C. If permitted by the hotel, the billing for accommodations may be sent directly to the city for payment, in such cases, the Administrative Services Department will pay the hotel bill and will in turn bill said official for any additional charges for double occupancy, room service, tele- phone, etc. D. Bonafide receipts are required for all reimburse- ments except reasonable gratuities. III. Meals A. Expenses for meals, including gratuities up to 15%, will be reimbursed at actual cost. B. Alcoholic beverages are not subject to reimburse- ment, except as enl-ertainment expenses as pro'- \ded r in C". C. Reimbursement will be made for reasonable entertainment of other parties only when receipts reflect the individual's name and organization. The purpose of: the entertainment should be clearly ck-ntifiable as beneficial to the city. D. Receipts for all meals should be furnished wherever they can conveniently be secured. IV. Miscellaneous Expenses A. Authorized city officials and employees will be reimbursed for conference registration fees, vehicle parking expenses/ and, if travel is by air, transportation expenses at the point of destination to the hotel and for return from the hotel to the point of departure. B. A receipt or some other proof of the registration fee, such as a copy of the convention program setting forth the fee rate, as well as receipts for parking and other miscellaneous expenses should be provided. BIB] 37680-U01 1979-U02 042-U02 CC-U02 RESO-U02 LI3-U03 FO10488-U03 FO10489-U03 DO10793-U03 C6-U03 RESO-U03 2/27/2003-U04 ROBIN-U04 1979 042 CC RESO(Ììñ1TRAVEL AND EXPENSE POLICY Page 3 C. When an employee is requested to attend certain social functions directly related to city business and the invitation includes the spouse or guest, the city will reimburse the employee for all normal and customary expenses. Procedure I. Cash Advances A. The traveler should determine at least two weeks ahead of the scheduled trip whether or not he will require a cash advance. The proper form must then be completed and forwarded to the Administrative Services Department for processing See attached form) B. The maximum cash advance that will be issued is $200,00 or $40.00 per day of anticipated travel, whichever is less. II. Expense Report A. Immediately apon return from a trip, the employee should complete an expense report see attached) accord i.ng to the instructions found on the form, and forward it to the Administrative Services Department for processing. B. If the expense report indicates that cash advances exceeded actual expenses, the employee's personal check, made payable to the city, should accompany the submifctal. C. All receipts or other forms of proof of payment shall be attached to the expense report. D. Department heads, as well as other employees who continually make reimbursable expenditures, shall accumulate these and submit an expense report monthly or less frequently when convenient. BIB] 37680-U01 1979-U02 042-U02 CC-U02 RESO-U02 LI3-U03 FO10488-U03 FO10489-U03 DO10793-U03 C6-U03 RESO-U03 2/27/2003-U04 ROBIN-U04