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HomeMy WebLinkAboutCity Council - 4688 RESOLUTION NO. 4688 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ESTABLISHING A BUSINESS EXPENSE POLICY FOR ALL OFFICERS AND EMPLOYEES OF SAID CITY WHEREAS, the City Council of the City of Huntington Beach finds it expedient to provide an acceptable expense policy for all officers and employees of the city, and that such policy be established and published, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Huntington Beach that it does approve and establish the following procedure as the business expense policy for all city officers and employees who may wish to attend meetings, schools, conferences , training programs and seminars : BUSINESS EXPENSE POLICY I. POLICY A. All departments and employees shall conform to the rules and procedures established in this policy. B. All exceptions shall have prior written approval from the City Administrator. C. Employee business expenses shall not be allowed ex- cept for: 1. Approved schools and training exercises speci- fically related to the functions and responsibilities of the employee in his present job classification. 2 . Approved participation in meetings that provide specific job-related information or input for city programs. 3. Approved participation in meetings that affect department or city programs so that the value to the city warrants attendance . D. Attendance at non-budgeted meetings may be granted on ADLL:ahb 9/26/78 1. at the expense of the employee provided the criteria in Sec- tion C hereof are met. II. RESPONSIBILITY A. Department heads shall be responsible for the proper administration of this policy within their departments . B. The City Administrator shall be responsible for the proper administration of this policy for all employees under his immediate supervision, and for all department heads or heads of city agencies. C. The Finance Director shall audit business expense reports and present his findings to the City Administrator. D. Employees shall comply with this policy and insure that all requests are approved in advance and proper reports and receipts are submitted. III . PROCEDURE A. Reasonable, actual and itemized expenses shall be allowed for meals , not to exceed $25 per day, when such expenses are incurred on official city business . B. Permitted expenses and limitations are as follows : 1. Registration and fees 2 Travel a. Expense for local transportation shall be allowed when necessary to conduct city business . b. Air travel at coach fare by the most di- rect route. c. Car rental shall have prior approval by Administration and a city discount credit card shall be used. d. Personal cars may be used, with prior ap- proval of Administration, at the rate of 18� per mile, or the equivalent amount of round trip air coach fare by the most direct route for one passen- ger, whichever is the lesser amount. e. Travel time, when allowed, will be based on the most cost-effective mode of travel. The ap- proving authority shall make such determination. 2. 3. Lodging a. Lodging shall be obtained at the single room rate or at government rate when available . Government rates shall be requested on all lodging reservations . b. Rates shall not be higher than any special rate offered for the meeting location. c . Whenever practical, lodging shall be ar- ranged and paid for by the city directly. 4 . Communications Telephone expense shall be allowed for city business only. 5. Miscellaneous Cost for necessary school or meeting supplies which cannot be obtained by the city prior to such school or meeting. 6. Group Rates Whenever possible, group rates shall be used. C. Advances Advances may be allowed by the approving authority in an amount not to exceed 90 percent of the approved estimate of expenses . Advances shall be paid in accordance with procedures established by the Finance Director. In no case shall any money be advanced for expenses to be incurred by any person other than the authorized employee . D. Tickets Air transportation, registration fees and other costs normally payable in advance shall be obtained through the regular requisition and purchasing process . E. Records Itemized expense receipts shall be provided by the employee for the following: 1. All travel for which tickets must be purchased; lodging; parking; all meals; all other expenses for which receipts can be obtained. 3. 2. All expenses for which receipts cannot be ob- tained shall be itemized by date, amount, purpose and reason for failure to furnish such receipt . 3. All expenses , with or without accompanying re- ceipts, shall be reported on the appropriate city form, approved for such purpose . Expense reports shall be sub- mitted to the approving authority within five (5) working days upon return. Any employee who fails to comply with this provision shall forfeit his right to future advances . F. Miscellaneous 1. Cost of miscellaneous items may be allowed when it is specifically shown that such items were necessary to conduct city business . 2. All additional charges incurred shall be at the employee ' s expense . The foregoing business expense policy shall have no applica- tion to benefits which have been granted to employees under mem- oranda of understanding entered into by the City Council with the various recognized employee organizations. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 2nd day of October 1978 oe Mayor Pro Tempore ATTEST : APPROVED AS TO FORM: City Clerk City Attorney INITIATED AND APPROVED : At_�y/lAdministrator 4. Res. No. 4688 STATE OF CALIFORNIA ) COUNTY OF ORANGE CITY OF HUNTINGTON BEACH ) I, ALICIA M. WENTWORTH, the duly elected, qualified 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 2nd day of October 19 78 by the following vote; AYES: Councilmen: Pattinson , MacAllister , Bailey, Mandic , Siebert NOES: Councilmen: Thomas ABSENT: Councilmen: --Shenkman City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California