1987-112-Authorizing Attendance At Governmental Business Functions And Providing For Reimbursement Of Reasonable Expenses Incurred In Such AttendanceRESOLUTION N0, 1987 -112
A RESOLUTION AUTHORIZING ATTENDANCE AT GOVERNMENTAL
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. 1987 -16
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is hereby repealed.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 conferences,
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
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 conferences,
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
$.24 cents per mile for round trip mileage by the most direct route, provided that
reimbursement for transportation expenses by private automobile on trips which
exceed five hundred (500) miles round trip shall not be greater than the equivalent
lowest cost of round trip air fare if air service is provided from the City of San
Jose to the destination (or from any Bay Area airport for out -of -State
destinations). Air fare shall be allowed at the lowest cost available at the time
of submittal of a request for "advance of expenses" or at the time of registration
at a governmental business function. Employees receiving 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 round trip.
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;
S. Meals;
6. Conference, convention or other registration fees; and
7. Other necessary and reasonable expenses.
Registration fees and other prepaid expenses shall be paid at the earliest
possible date to take advantage of early payment discounts.
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.
Section 5.
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 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
runner 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.
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PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 17th day of August 1987
by the following vote.
AYES: COUNCIL MEMBERS Joanne Benjamin, Eric Carlson &
Mayor Brent Ventura
NOES: COUNCIL MEMBERS
Robert
Hamilton
ABSTAIN: COUNCIL MEMBERS
None
ABSENT: COUNCIL MEMBERS
Thomas
Ferrito
_
/l'7
SIGNED:
MAYOR OF
THE TOWN OF LOS GATOS
ATTEST:
CLER OF 1HE IOWN OF LOS GA S
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