Resolution No. 2011-187RESOLUTION NO. 2011-187
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND ADOPTING A TRAVEL AND EXPENSE
REIMBURSEMENT POLICY FOR CERTAIN EXPENSES OF CITY
COUNCIL MEMBERS AND CITY EMPLOYEES AND REPEALING
RESOLUTION NO. 9201
WHEREAS, on December 20, 2006, the City Council of the City
of Vernon adopted Resolution No. 9201 approving a written policy for
the reimbursement of certain expenses of City Council Members; and
WHEREAS, the City Council of the City of Vernon desires to
establish a travel and expense reimbursement policy for certain
expenses for City Council members and City employees.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon does
hereby find and determine that the recitals contained hereinabove are
true and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and adopts the Travel and Expense Reimbursement Policy for
certain expenses for City Council members and City employees, a copy of
which is attached hereto as Exhibit A.
SECTION 3: All resolutions or parts of resolutions,
specifically Resolution No. 9201, not consistent with or in conflict
with this Resolution are hereby repealed.
SECTION 4: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of Resolutions
of the Council of this City.
APPROVED AND ADOPTED this 15th day of November, 2011.
ATXST :
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Name: Hilar_io Gonzales
Title: Mayor / JIa:yar Pr-o-�___;;
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STATE OF CALIFORNIA )
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COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2011-187, was duly passed, approved and adopted by the City Council
of the City of Vernon at a regular meeting of the City Council duly
held on Tuesday, November 15, 2011, and thereafter was duly signed by
the Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this day of November, 2011, at Vernon, California.
(SEAL)
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EXHIBIT A
CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
I) General Policies
a) The City recognizes the constructive value of professional conferences, seminars and
official meetings. To that end, the City provides travel and training funds when necessary
and reasonable for City Officials, Department Heads, and employees to conduct City
business. City business includes, but is not limited to, the following:
i) Meeting with representatives of local, regional, state and national government on City
related issues;
ii) Attending educational seminars and courses designed to improve individuals' skill
and information levels as related to their job duties;
iii) Participating in local, regional, state and national organizations whose activities affect
the City of Vernon;
iv) Attending City of Vernon sponsored events;
v) Promoting the City of Vernon's interest in attracting or retaining businesses;
vi) Attending international conferences, seminars, and official meetings, to promote the
City's interests. (All international travel shall require prior approval by the City
Council.)
b) The Vernon Police Department participates in California Peace Officer Standards and
Training (POST) and Standards and Training for Corrections (STC) Programs which
reimburses the City according to their program guidelines. The Police Department will
follow those program guidelines.
II) Definition of Travel
a) For purposes of this policy statement the word "travel" is used to denote activities of
individuals in connection with authorized attendance at conferences and meetings, either
formal or informal, which take place at any location other than City -owned facilities,
including necessary transportation thereto and therefrom. Travel is further defined as
local, or non -local as provided below:
i) Local Travel — Official travel performed within the six Southern California
Association of Governments (SLAG) counties (Imperial, Los Angeles, Orange,
Riverside, Ventura, San Bernardino), San Diego County and the City of Santa
Barbara.
ii) Non -Local Travel — Official travel involving at least one overnight absence from the
normal place of duty or a location outside SCAG, San Diego County and the City of
Santa Barbara.
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CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
(1) Non -local travel exceeding 400 miles (one-way) requires City Council's approval.
III) Automobile Reimbursement
a) Any member of the City Council of the City of Vernon and any person holding a position
provided for in the Personnel Resolution who does not receive an auto allowance and
who is required to use his/her own automobile on City business for local travel shall be
reimbursed mile traveled, as defined in Section III.B, at the standard mileage rates
established by the Internal Revenue Service.
b) No reimbursement shall be allowed for that portion of travel or transportation between
the home of any person and the place where such person is ordinarily required to report
for duty with the exception of travel required on days where a person is not schedule to
report to duty. Therefore the mileage reimbursement shall be calculated from Vernon
City Hall or other City facilities to the respective travel destination(s).
c) Where non -local travel is required, the Department Head may permit those reporting to
him or her to obtain automobile reimbursements at the rates provided above where, in the
opinion of such officer, reimbursement results in a benefit to the City.
d) Where travel is authorized the claimant shall submit the expense reimbursement form as
prescribed by the Finance Director, or his designee, including mileage calculations
verified with Google maps, MapQuest or any other similar mileage tracker.
e) Mileage traveled on official City business shall be recorded at the completion of each
trip. Mileage driven on personal business shall be excluded from the calculation of
mileage submitted for reimbursement. Each request for reimbursement shall include the
date of each trip and the mileage for each individual trip. Requests for reimbursement
shall be approved by Department Head (for employee), City Administrator (for
Department Heads) or City Councilmember (for City Administrator).
f) All employees receiving mileage reimbursement for use of their personal vehicle on City -
related business must continuously maintain the state mandated limits for vehicle
insurance, and may be required to show proof of insurance upon request.
g) City will continue to provide worker's compensation coverage to authorized travelers
while away from home on City business. Additional accident or other insurance, if
desired, must be provided by the employee.
IV) General Transportation
a) The normal mode of transportation for local travel shall be automobile, either City -owned
or personal vehicle. For non -local travel, air travel at coach rates shall be utilized where
available and practical; in the absence of reasonably convenient air service, another mode
of transportation may be authorized. If air travel is utilized, to save costs, round trip
CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
tickets should be purchased. Purchases should be made in advance to take advantage of
reduced rates. Also, any other cost saving means should be considered. If approved by
Department Heads or the City Administrator, travelers may also be authorized the use of
City or personal automobile in lieu of air transportation. Employees who receive
monthly car allowance are expected to use their cars without further reimbursement for
all local travel unless approval is provided by the City Administrator. Full mileage
reimbursement may be -made when authorized for that portion of travel which is
considered non -local travel.
b) Co -travelers - Under no circumstances will the City reimburse an authorized traveler for
additional expenses incurred as a result of the simultaneous but unauthorized travel of a
spouse, fellow employee or other companion.
V) Conference Reimbursement
a) An employee or other individual may be authorized by the City Administrator,
Department head or City Council to attend any conference or meeting of any association
or informal group at or in which representation or participation will be of benefit to the
City, and expenses in connection therewith shall be reimbursed according to this policy.
b) Expenses may be audited and paid as are other claims made to the City. The Director of
Finance or his designee may prescribe and provide forms to be used in making such
claims, and may require receipts or other evidence of payment of the amounts claimed by
the party entitled thereto.
V I) Meals
a) Actual costs for meals (including gratuities) but not to exceed $10 for breakfast for $15
lunch or $20 for dinner unless accompanied by an actual receipt. Without a receipt total
reimbursement for meals shall not exceed $33 per day ($8 for breakfast, $10 lunch and
$15 dinner).
VII) Lodging
a) City officials and employees should choose reasonably priced accommodations based on
the location of the business meeting or conference. Government rates should be selected
when available. Reimbursed at actual rates, including occupancy taxes, for single
accommodations on those nights which the traveler must spend away from home on
official City business. Receipted copies of itemized hotel bill must be submitted to secure
reimbursement. When the hotel bill is double occupancy (as when the traveler is
accompanied by a spouse), the equivalent single -occupancy rate must be stated.
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CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
VIII) Miscellaneous Reimbursements
a) The following items are reimbursable when accompanied by the receipts:
(1) Parking fees
(2) Fuel
(3) Baggage fees
(4) Taxi or shuttle service
(5) Rental cars
b) Receipts
i) Documentation of expenses by receipt or other satisfactory documented support with
reimbursement claims is required.
ii) Receipts along with the Expense Reimbursement Form shall be submitted no later
than fourteen (14) working days after returning from the trip.
IX) Direct Payments by the City
a) Whenever possible, payments for airline tickets, conference registrations and hotel
deposits should be made directly to the vendor by City check or City credit card, so as to
minimize the need for cash advances and to reduce exposure to possible duplicate
payments.
X) Advances
a) If authorized an employee may submit and receive an advance for meals and other
miscellaneous expenses. The maximum advance shall not exceed $500 unless
authorized. If the advance exceeded the actual expenses, the employee must reimburse
the City for the excess amount or the advance is reportable as income to the IRS.
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CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: November 17, 2011
TO: Rory Burnett, Finance Director/City Treasurer
Daniel Calleros, Interim Police Chief
Kristen Enomoto, Council Department Manager
Carlos Fandino, Director of Light & Power
Masami Higa, Assistant Finance Director
Alex Kung, Senior Accounting Manager
Joaquin Leon, Deputy City Treasurer
Lewis Pozzebon, Director of Health & Environmental Control
James Rodino, Police Captain
Martha Valenzuela, Director of Personnel/Business Services
Mark Whitworth, City Administrator/Fire Chief
Kevin Wilson, Director of Community Services & Water
FROM: Willard Yamaguchi, City Clerk
RE: Resolution No. 2011-187 — A Resolution of the City Council of the City of Vernon
Approving and Adopting a Travel and Expense Reimbursement Policy for Certain
Expenses of City Council Members and City Employees and Repealing Resolution No.
9201
Transmitted herewith is a copy of Resolution No. 2011-187 referenced above, which was approved by
City Council on November 15, 2011.
Thank you.
WY:dj
Attachment
c: Resolution No. 2011-187
OF . ER'ti
RECEIVED
`s�VELY IN�J
NOV 0 9 2011
CITY CLERWS OFFICE STAFF REPORT
CITY ADMINISTRATION
DATE: November 9, 2011
TO: Honorable Mayor and City Council
FROM: Mark C. Whitworth, City Administrator A %% % A r—
RE: Travel and Expense Reimbursement Policy
Background
Former Attorney General John Van De Kamp recommended in his report dated July 29, 2011 the
City adopt a written formal travel policy for employees and amend the City Council travel policy
to provide specific guidance related to the purchase of economy airline tickets for City
Councilmembers.
As recommended, attached is the Travel and Expense Reimbursement Policy for City
Councilmembers and city employees. The policy provides specific guidance on the following
reimbursements:
1) Conference
2) Transportation
3) Lodging
4) Meals
5) Miscellaneous
Recommendation
It is recommended the attached Travel and Expense Reimbursement Policy be adopted at the
November 15, 2011 City Council meeting.
Attachment