HomeMy WebLinkAboutPR - 34 reimbursement - Superseded by Reso 2022-35l0
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POLICY RESOLUTION NO. 34
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF UKIAH DECLARING POLICY REGARDING
REIMBURSEMENT OF EXPENSES FOR ELECTED AND/OR
APPOINTED CITY OFFICIALS~ OFFICERS~ AND EMPLOYEES
WHEREAS, it is necessary to determine policy regarding reimbursement of elected
and/or appointed City officials, officers, and employees for expenses incurred that are
directly related to conducting their respective City duties and responsibilities; and
WHEREAS, it is the intent of this policy to establish and define consistent practices
to expense reimbursement throughout our municipal organization; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ukiah,
State of California, ~hat those allowable expenses for which elected and/or appointed City
officials, officers, and employees shall be reimbursed by the City of Ukiah shall include the
following:
1. Elected and/or appointed City officials, officers, and employees shall attempt to use
City vehicles whenever conducting City business locally, or when traveling to
meetings, training seminars, and conferences outside of the County of Mendocino.
In the event City vehicles are unavailable, and private vehicles are utilized, 'mileage
shall be reimbursed at the stated rate allowed by the Internal Revenue Service.
The City shall normally only reimburse the cost of a single room incurred during
attendance at regional or state-wide meetings, training seminars, and conferences
outside of the City. City Council spouses shall be covered under this lodging
provision as a reimbursable expense.
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The City shall reimburse for the lowest cost scheduled air fare feasible for air travel
expenses incurred to conferences outside of the North Coast Region. If any City
official decides to stay beyond the term of the conference or seminar, their
expenses for that period shall not be covered by the City.
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A daily per diem of $45.00 shall be issued to cover expenses for meals, tips and
other related miscellaneous expenses. For less than full day attendance, the
reimbursement for meal expenses will be $10 for breakfast, $15 for lunch, and $20
for dinner.
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Parking rental fees shall be considered an allowable reimbursable expense beyond
the daily per diem.
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City Councilmembers and appointed officials shall be reimbursed for the cost of
attendance at local community events directly related to their role as elected or
appointed City officials.
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The City shall cover the cost of specialized publication subscriptions directly related
to the duties and responsibilities of elected or appointed City officials.
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The City shall reimburse traveling, tuition, and book expense incurred by employees
for college or special courses directly related to their present career with the City.
9, Non-reimbursable expenses shall include but not be limited to the following:
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10.
a,
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Any and all associated expenses incurred in attending partisan political
functions, meetings, or conferences.
Any and all associated expenses incurred in attending fUnctions, meetings,
or conferences sponsored by Political Action Groups (PACS).
Any and all associated expenses incurred in attending religious functions,
events, meetings, or conferences.
Spousal expenses incurred by City Councilmembers or City appointed
officials for local community events or functions they Would have ordinarily
attended as private citizens irrespective of their official role.
Expenses incurred by City Councilmembers or City appointed officials for
local community events or functions they would have ordinarily attended as
private citizens irrespective of their official role.
Training, tuition, and book expenses incurred by' employees for cOllege or
special course unrelated to their present career with the City.
The City Manager shall be authorized to review and approve any and all requests
for expense reimbursement. Furthermore, the City Council delegates to the City
Manager the necessary authority to determine whether expense requests not
anticipated or delineated in this Policy Resolution are reimbursable by the City.
11.
Policy Resolution No. 31 is superseded and no longer in effect with the adoption of
this Policy Resolution.
PASSED AND ADOPTED this 21 st day of September, 2005, by the following roll
call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Councilmembers Crane, McCowen, Baldwin, and Mayor Ashiku
None
Councilmember Rodin
None
ATTEST:
Marie Ulvila, City Clerk