HomeMy WebLinkAboutCity Council - 2448 RESOLUTION NO. 2448
A RESOLUTION OF THE CITY OF HUNTINGTON
BEACH, CALIFORNIA SETTING FORTH RULES
AND REGULATIONS GOVERNING EXPENSE
ALLOWANCES FOR TRAVEL ON CITY BUSINESS
WHEREAS, the basic concepts of proper fiscal manage-
ment and control dictate the need for rules and regulations
governing expense allowances for travel on City business;
and
WHEREAS, the City Council of the City of Huntington
Beach has expressed a desire to promulgate rules, regula-
tions and guidelines which will protect the interest of the
City and which will insure like treatment of all;
THEREFORE, BE IT RESOLVED by the City Council of the
City of Huntington Beach that the following rules, regula-
tions and guidelines be followed and adhered to :
Section 1. Per Diem, in state:
a. In order to defray costs of lodging, meals
and miscellaneous expenses incurred by a
City official, or employee, while attending
conferences or meetings held within the
State of California, a $30.00 per diem is
hereby authorized.
b . A day for which lodging is paid will be con-
sidered a full day for per diem purposes;
all other days will be considered fractional
days and only actual expenses incurred will
be allowed.
Section 2. Out of state .
a. Expenses will be allowed for adequate lodg-
ing including double or twin rates but not
including additional rooms when an employee's
family accompanies him.
b. Cost of meals purchased during inclusive
dates travel by air plus dates of conference
or meeting) of a trip will be allowed.
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C . Cost of miscellaneous items will be allowed
where it is specifically shown that such items
are necessary to the successful completion
of City business .
Section 3. Transportation
a. Travel by air on a round-trip basis at City
rate will be considered the standard.
b. Travel by air shall be via the shortest and
most direct route . Any differences in fare
costs because of personal desire for addition-
al stopovers, different routes, etc . , will be
borne by the city official or employee .
C . Travel by personal automobile may be authori-
zed and will be reimbursed at the rate of 8¢
per mile via the shortest route between City
and destination, but in no instance will this
amount be greater than City ' s air rate plus
normal transportation costs to and from air-
ports .
d. Expenses for local transportation will be
allowed for such transportation necessary
to the conduct of City business .
Section 4. Advances and Reimbursements .
a. Advances may be allowed when necessary upon
presentation to the Finance Department of
estimates in detail sufficient to substantiate
the amount requested.
b. Reimbursements of expenses will be paid only
upon presentation of receipts of hotel-motel
costs, transportation ticket costs, registra-
tion fees, convention dinner or luncheon fees;
certification by the City representatives of
meal costs, local transportation costs,
gratuities or other miscellaneous costs and
fees . Amounts due the City from advances must
be submitted to the Finance Department within
three working days following return; amounts
due representative will be paid on the first
warrant register following return.
C . It must be emphasized that the authorization
of an advance does not constitute approval to
expend the entire amount advanced. All expendi-
tures must be justified.
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Section 5. Other .
a. The City is exempt from payment of Federal
tax on transportation. Certificates are
available and should be used. Any official,
or'-employee, who fails to use a Federal Tax
Exemption Certificate in purchasing travel
accommodations will have to assume the
additional cost personally.
b. Registration fees will be allowed.
PASSED AND ADOPTED by the City Council of the City
of Huntington Beach, California at a regular meeting
thereof held this 20h day of October 1966.
Mayor
ATTEST:
APPROVED AS TO FORM:
v` ity Clerk
K. DALE BUSH
City Attorney
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Res . No. 2448
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss :
CITY OF HUNTINGTON BEACH )
I , PAUL C. JONES, the duly elected, qualified and
acting City Clerk of the City of Huntington Beach, and ex-
officio Clerk of the City Council of said City, do hereby
certify that the whole number of members of the City Council
of the City of Huntington Beach is seven; that the foregoing
resolution was passed and adopted by the affirmative vote of
more than a .majority of all the members of said City Council
at a regular meeting thereof held on the 20th day of October
1966 , by the following vote :
AYES : Councilmen:
Coen, Bartlett , Gisler, Kaufman, Shipley, Green, Stewart
NOES : Councilmen:
None
ABSENT: Councilmen:
None
CL
City Clerk a ex-officio Clerk
of the City Council of the City
of Huntington Beach, California