1987-016-Authorizing Attendance At Governmental Business Functions And Providing For Reimbursement Of Reasonable Expenses Incurred In Such AttendanceRESOLUTION NO. 1987 -16
A RESOLUTION AUTHORIZING ATTENDANCE AT GOVERN-
MENTAL BUSINESS FUNCTIONS AND PROVIDING FOR
REIMBURSEMENT OF REASONABLE EXPENSES INCURRED
IN SUCH ATTENDANCE.
BE IT RESOLVED, AND IT IS HEREBY RESOLVED by the Town Council of the Town
of Los Gatos, County of Santa Clara, State of California, that Resolution No.
1978 -86 entitled, "A RESOLUTION AUTHORIZING ATTENDANCE AT GOVERNMENTAL BUSINESS
FUNCTIONS AND PROVIDING FOR REIMBURSEMENT OF REASONABLE EXPENSES INCURRED IN
SUCH ATTENDANCE ", is hereby repealed.
BE IT FURTHER RESOLVED that the following regulations shall govern the
attendance upon business of the Town of Los Gatos and the reimbursement of
expenses incurred as a result of such attendance.
Section 1.
Authorization
Subject to the conditions and limitations contained herein, elective and
appointive officers and employees of the Town are authorized to attend con-
ferences, seminars, technical or professional governmental meetings, luncheons,
banquets and other functions concerning the governmental business of the Town of
Los Gatos within the scope of position responsibility of the person attending,
and to be reimbursed for the actual, necessary and reasonable expenses incurred
as a result of such attendance.
Section 2.
Advance Approval
Such expenses shall not be reimbursed unless the amount thereof is included
in a budget appropriation in advance of the date the expense is incurred. When
attendance by any officer or employee of the Town other than elective officers
and members of boards and commissions appointed by the Town Council, at con-
ferences, conventions, meetings, or other business of the Town located outside
of Santa Clara County necessitates an overnight stay or longer at the destination,
permission shall be given in advance by the Town Manager.
Section 3.
Amount of Reimbursement
All expenses other than that of private automobile transportation incurred
as a result of an officer's or employee's attendance upon Town business shall be
reimbursed at the actual cost thereof. Costs associated with the
attendance of a family member of any officer or employee are not eligible
for reimbursement.
The cost of private automobile transportation shall be reimbursed at
the rate of twenty -four ($.24) cents per mile for roundtrip mileage by the
most direct route; provided that reimbursement transportation expenses by
private automobile on trips which exceed two hundred and fifty (250) miles
one way shall not be greater than the equivalent cost of roundtrip airfare
if regular carrier air service is provided from the City of San Jose to
the destination. Employees receiving a monthly car allowance will be
eligible for reimbursement on the use of a private automobile as stated
above only when a trip exceeds one hundred (100) miles in one direction.
Section 4.
Submission of Claims
Written claims for reimbursement shall be submitted to the Office of the
Town Manager.
All persons shall submit itemized claims on forms supplied by the Town
Manager no later than thirty (30) days after the costs have been
incurred. Receipts or other documentation shall be submitted for the
following types of expenses:
1. Transportation, including taxi and airport limousine fare;
2. Automobile rental;
3. Parking fees and bridge tolls;
4. Lodging;
5, Meals;
6. Conference, convention or other registration fees; and
7. Other necessary and reasonable expenses.
If meals are included in any registration fee, claim for reimbursement
shall not be made for such meals separately. The total charges for
purchased meals shall not exceed thirty five dollars ($35) per day.
The propriety of receipts or other documentation submitted in support of
claims expenses shall be at the discretion of the Town Manager.
Advances of Expenses
Advances of estimated reimbursable costs shall be granted upon written
application to the Town Manager. All such applications other than those by
elective officers, and those members of boards and commissions appointed by
the Town Council, shall be approved in advance by the Town Manager. Claims
for the actual and necessary expenses incurred shall be filed with the Town
Manager in the same manner as specified above, but not later than thirty (30)
days after the conclusion of the event attended, and such claims shall be
accompanied by any unexpended balance of the amount advanced.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 17th day of February, 1987, by the
following vote.
AYES: COUNCIL MEMBERS Eric D. Carlson, Thomas J. Ferrito
Robert L. Hamilton, and Mayor Brent N. Ventura
NOES: COUNCIL MEMBERS None
ABSTAIN: COUNCIL MEMBERS _ None
ABSENT: COUNCIL MEMBERS Joanne Benjamin
SIGNED:
ATTEST:
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DEPUTY CLERK OF THE TO OF LOS GATOS
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