1984-210-Authoring Attendance At Governmental Business Functions And Providing For Reimbursement Of Reasonable Expenses Incurred In Such AttendanceRESOLUTION NO. 1984 -210
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SUCH ATTENDANCE ", is hereby repealed.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 reimburse-
ment.
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 not later than thirty (30) days after the costs have been incurred.
Receipts shall be submitted for the following types of expenses:
(1) Transportation by public conveyance, other than taxi or
airport limousine fare;
(2) Automobile rental;
(3) Automobile parking;
(4) Lodging; and
(5) Conference, convention, or other registration fees.
If meals are included in any registration fee, claim for reimbursement shall not
be made for such meals separately.
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, 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
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the same manner as specified above, but not
after the conclusion of the event attended,
panied by any unexpended balance of the amo
PASSED AND ADOPTED at a regular
the Town of Los Gatos held on the 19th
1984, by the following vote:
ATTEST:
later than thirty (30) days
and such claims shall be accom-
ant advanced.
_ meeting of the Town Council of
day of November ,
AYES: COUNCILMEMBERS Terrence J. Daily, Thomas
J. Ferrito and Mayor Joanne Benjamin
NOES: COUNCILMEMBERS None
ABSENT: COUNCILMEMBERS Eric D. Carlson and Brent
N. Ventura
ABSTAIN: COUNCILMEMBERS None
DEPUTY CLERK OF THE TOWN LOS GATOS
r
SIGNED: �} y
4 YOR OF THE Tawki COS GATOS
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