HomeMy WebLinkAboutRes 2025-078RESOLUTION NO. 2025-078
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM
DESERT, CALIFORNIA, RESCINDING RESOLUTION NO. 2016-80
AND ADOPTING A REVISED TRAVEL EXPENSE REIMBURSEMENT
POLICY FOR OFFICIAL CITY BUSINESS FOR ELECTED AND
APPOINTED OFFICIALS AND CITY EMPLOYEES
WHEREAS, the City Council of the City of Palm Desert desires to revise and
update its travel expense reimbursement policy in accordance with the
requirements of Assembly Bill 1234, codified in California Government Code
Section 53232; and
WHEREAS, the updated Travel Expense Reimbursement Policy is attached
hereto as Exhibit A, incorporated herein by this reference
WHEREAS, the revised policy establishes standards and procedures for
reimbursing eligible travel expenses incurred while attending civic or governmental
functions on behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, that Resolution No. 2016-80 is hereby rescinded.
BE IT FURTHER RESOLVED that the City Council hereby adopts the revised
Travel Expense Reimbursement Policy for Official City Business for Elected and
Appointed Officials and City Employees, attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that this Resolution shall take effect
immediately upon its passage and adoption.
ADOPTED ON DECEMBER 11, 2025.
_____
EVAN TRUBEE
MAYOR
ATTEST:
ANTHONY J. MEJIA
CITY CLERK
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I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that
Resolution No. 2025-078 is a full, true, and correct copy, and was duly adopted at a
regular meeting of the City Council of the City of Palm Desert on December 11, 2025, by
the following vote:
AYES: HARNIK, NESTANDE, PRADETTO, QUINTANILLA, AND TRUBEE
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
RECUSED: NONE
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of Palm Desert, California, on ______________.
________________________________
ANTHONY J. MEJIA
CITY CLERK
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12/22/2025
Resolution No. 2025-078 Page 3
CITY OF PALM DESERT
Subject Travel Expense Policy
Policy No. FIN-013
Date Issued: December 11, 2025
Approved by Resolution No. 2025-078
Authored by Finance Department
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City of Palm Desert
Expense and Reimbursement Policy
Table of Contents
I. Policy ............................................................................................................................... 5
II. Purpose ........................................................................................................................... 5
III. Authorized and Eligible Travel Activities ............................................................................. 5
IV. Public Meeting Reporting Requirements ............................................................................ 6
V. Approvals, Authorizations, and Advances .......................................................................... 6
A. Out-of-State Travel ........................................................................................................... 6
B. Travel Pre-Approval .......................................................................................................... 6
C. Reimbursement Authorization Review ............................................................................... 6
D. Prepayment ..................................................................................................................... 7
E. Advances ......................................................................................................................... 7
VI. Reimbursable and Allowable Expenses ............................................................................. 7
A. Airline Travel .................................................................................................................... 7
B. Registration Fees .............................................................................................................. 7
C. City Vehicle ...................................................................................................................... 8
D. Personal Vehicle .............................................................................................................. 8
E. Ground Transportation ..................................................................................................... 9
F. Parking Expenses and Tolls ............................................................................................. 10
G. Meals and Incidental Expenses (M&IE) ............................................................................ 10
H. Lodging .......................................................................................................................... 11
I. No Show and Late Cancellation Fees .............................................................................. 13
J. Airfare Vouchers ............................................................................................................. 13
K. Other Allowable Expenses .............................................................................................. 13
VII. Non-Reimbursable Expenses .......................................................................................... 14
VIII. Non-Exempt Employees Travel Time ............................................................................... 14
A. Travel During the Workday .............................................................................................. 14
B. Travel Outside the Workday ............................................................................................ 15
IX. Expense Reporting and Reimbursement Procedures ........................................................ 15
X. Compliance and Enforcement ........................................................................................ 16
XI. Key Definitions ............................................................................................................... 16
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Policy
It is the policy of the City of Palm Desert that Elected Officials, designated Appointed
Officials identified in the City’s Conflict of Interest Code, and Employees (collectively,
“Travelers”) exercise restraint and sound judgment when spending public funds for travel.
The City complies with AB 1234 (Transparency in Local Government Compensation and
Reimbursement Reform), California Government Code Sections 53232–53232.4, and all
other applicable laws and regulations governing travel authorization and reimbursement.
Only Elected Officials, designated Appointed Officials, and Employees are eligible for
reimbursement. All travel expenses must be reasonable and necessary.
Purpose
This policy establishes the procedures for approving and reimbursing expenses incurred
by Elected Officials, designated Appointed Officials, and Employees while traveling
overnight on official City business. It does not apply to local meetings, commuter (l ocal)
training seminars, or local City business expenses, which are addressed separately
under the City’s Local Meeting Policy.
The policy provides guidance consistent with California Government Code Section 53232
et seq. It includes, but is not limited to, expenses related to travel, business meals,
lodging, conference expenses, and other expenditures incurred while conducting official
City business.
Authorized and Eligible Travel Activities
California Government Code Section 53232.2(b) requires the City to specify the types of
occurrences that qualify an Elected Official, designated Appointed Official, or Employee
for reimbursement of expenses related to travel, meals, lodging, and other actu al and
necessary costs. Accordingly, the following non -exclusive list identifies expenses
authorized for official City business, including travel and related expenses. Travelers are
expected to exercise good judgment and demonstrate fiscal responsibility w hen incurring
expenses on behalf of the City.
The following classifications of activities are eligible for expense reimbursement:
1. Meetings with government officials and business or community leaders;
2. Conferences, training programs, and educational trips conducted on behalf of the
City, including visiting other jurisdictions to discuss and observe best practices;
3. Lobbying trips where a defined benefit to the City can be demonstrated, such trips
must be reported to the State on a quarterly basis;
4. Other business-related travel where a clear benefit to the City can be identified.
Travel within the State of California does not require prior City Council approval, in an
open meeting, if (1) it adheres to the adopted provisions of the travel reimbursement
policy, and (2) there are adequate budgeted funds.
Travel outside California, travel that does not conform to the policy, or travel not supported
by sufficient budget appropriations requires prior City Council approval in an open
meeting. Generally, out-of-state travel is authorized as part of the annual budget adoption
process.
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Public Meeting Reporting Requirements
It is the policy of the City that all reimbursements provided to Elected Officials and
designated Appointed Officials comply with Government Code Sections 53232 -53232.4
and AB 1234. An Elected Official or designated Appointed Official requesting
reimbursement shall provide a brief report on meetings attended at the City’s expense
during the next regular meeting of the legislative body. The report may be presented orally
or in writing. Reports are not required for Local Meetings, as defined in the City’s Loc al
Meetings Policy.
Approvals, Authorizations, and Advances
This section establishes the levels of approval, authorization, and reporting required for
Elected Officials, designated Appointed Officials, and Employees.
Out-of-State Travel
Travel outside the State of California by Elected Officials, designated Appointed
Officials, and Employees requires prior approval by the City Council in an open
meeting. The preferred method for obtaining approval is through the annual budget
adoption process. If not included in the budget, such travel must be placed on the
City Council agenda and approved before any expenses are incurred.
Travel Pre-Approval
All travel on official City business must receive written pre -approval prior to
incurring any expenses. The purpose of the pre -approval process is to verify that:
1. The travel serves a legitimate and necessary City business purpose;
2. Adequate budgeted funds are available; and
3. The travel conforms to this policy and other applicable laws or regulations.
Travelers must complete a Travel Pre-Authorization Form and attach supporting
documentation (such as a conference brochure, agenda, or itinerary). The form
ensures that travel is justified, cost-effective, and properly authorized before
commitments are made.
Employee travel requires the approval of the Department Head using the Travel
Pre-Authorization Form before incurring any expenses. Elected Officials and
designated Appointed Official travel requires review and authorization by the City
Clerk or City Manager prior to incurring any expenses.
Reimbursement Authorization Review
The Finance Director shall determine whether requested reimbursements or
prepaid expenses comply with this policy. The City Manager may, at their
discretion, modify or approve reimbursements based on cost-effectiveness,
efficiency, or the benefit to City operations.
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Prepayment
Whenever practical, Travelers should arrange for travel-related expenses (e.g.,
registration fees, lodging, transportation, or per diem expenses) to be directly billed
to the City or prepaid through the City’s regular accounts payable process.
Advances
Travelers requesting advances shall submit their requests through the regular
accounts payable process with an approved Travel Pre -Authorization Form.
Employees must obtain approval from their Department Head. Elected Officials or
designated Appointed Officials must obtain approval from the City Clerk or City
Manager.
Travelers should allow a minimum of two weeks for processing. All advances must
be reconciled by submitting a Travel Expense Report and returning any unused
funds within 30 days of returning from travel.
Reimbursable and Allowable Expenses
The following categories describe allowable expenses that may be reimbursed when
incurred for official City business.
Airline Travel
Elected Officials, designated Appointed Officials, and Employees shall travel in
coach class and select the lowest-cost flight available for the most direct route to
their destination. Reasonable layovers of up to two hours may be included. All
travel arrangements shall balance the Traveler's needs, cost efficiency, and the
operational requirements of the City.
Airline travel may be made directly with the carrier, through a travel agent, or via
an online booking service. Travelers shall pay in advance using a personal credit
card or another approved method, then submit the cost for reimbursement.
Because airfare rates fluctuate daily, Travelers must provide documentation (e.g.,
internet search results or a travel agent's quote) showing that the fare selected
was the most practical and cost-effective available at the time of booking.
Airfare costs may be advanced prior to departure if the Traveler submits proof of
payment. Proof of travel (e.g., board pass or itinerary) must be submitted within 30
days of return. Failure to do so will require repayment of the advance.
The City will reimburse only the actual round -trip coach fare paid, including
reasonable baggage fees. Travelers may, at their own expense, choose to upgrade
accommodations. The purchase of travel insurance is reimbursable only with prior
written approval from the City Manager.
Registration Fees
The preferred method for paying registration fees is through prepayment using the
City’s regular accounts payable process.
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If registration fees are not prepaid and are paid personally by the Traveler, they
are eligible for reimbursement upon submission of:
1. A receipt showing proof of payment; and
2. Documentation confirming attendance (such as a name badge, agenda, or
certificate of completion).
A record of attendance is not required for reimbursement of travel -related
expenses; however, it may be required by the Department Head or City Manager
for timekeeping or verification purposes.
City Vehicle
City Vehicles may be used for travel in accordance with the City’s Fleet Policy.
However, use of a City Vehicle for overnight travel outside the Coachella Valley is
discouraged.
When the use of a City Vehicle is appropriate and authorized, Travelers will only
be reimbursed for out-of-pocket expenses directly related to the trip, such as fuel
or necessary vehicle repair. All such expenses must be substantiated by original
receipts.
Personal Vehicle
Use of a personal vehicle for official City business may be authorized in
accordance with the City’s Fleet Policy. Mileage reimbursement shall be made at
the standard rate established by the Internal Revenue Service (IRS) for miles
traveled to and from designated locations on City business. Prior authorization is
required, and Travelers should review the Fleet Policy before travel to ensure
compliance with all applicable regulations.
The following requirements apply to the use of a personal vehicle for City travel:
1. Mileage Calculation: Reimbursement shall be based on the distance from the
Traveler’s home (if travel begins there) or from City Hall, whichever results in
fewer miles.
Example: Jane Doe, who lives in Palm Springs, and John Smith, who lives
in Indio, are both traveling to Ontario Airport. Jane will be reimbursed for
mileage from her home; John will be reimbursed based on the mileage from
City Hall.
2. Documentation of Mileage: Travelers must substantiate mileage claims. The
preferred method is to attach a printed route map from www.maps.google.com
or www.mapquest.com to their Travel Expense Report. Mileage claimed in
excess of standard route distances must be supported by additional
documentation, such as odometer readings and travel logs, and approved by
the Finance Director.
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3. Carpooling: Travelers are encouraged to coordinate travel and carpool
whenever practical to reduce City costs and environmental impact. Only the
primary driver will receive mileage reimbursement, including reasonable
additional miles incurred to pick up colleagues.
4. Driving Instead of Flying: Travelers who choose, for personal reasons, to
drive their personal vehicle instead of using air or other public transportation
will be reimbursed based on the lowest-cost method of travel. Documentation
of the lowest-cost option (e.g., airfare, bus, or train) must be submitted with the
Travel Pre-Approval Form at least 30 days before departure. Parking fees are
reimbursable only if they would have been eligible had public transportation
been used.
Example: Stan drives to a meeting in Sacramento rather than fly. Mileage
totals $350 (500 miles each way), but roundtrip airfare is $200 plus a $40
shuttle. Stan’s maximum transportation reimbursement is $240.
5. Local Mileage During Travel: Miles driven between lodging and dining
locations are not reimbursable; these expenses are covered under the Per
Diem Meals and Incidental Expenses (M&IE) allowance.
Ground Transportation
1. Ground Transportation Planning: Before travel, the Traveler should
determine whether taxi cabs, shuttle buses, ridesharing services, or other
transportation modes provide a practical and lower -cost alternative to airport or
off-airport parking. When airport parking is required, Travelers should consider
off-airport parking facilities, which are generally more cost -effective.
2. Cost Efficiency and Approval: Travelers should select the lowest-cost
reasonable transportation option, considering both travel time and related costs
such as parking. Reimbursement for ground transportation shall be approved
by the Department Head for Employees, and by the City Clerk or City Manager
for Elected Officials and designated Appointed Officials.
Approval will be based on the lowest total cost to the City, with reasonable
consideration given to efficiency and time constraints.
Reimbursable expenses include:
• Airport shuttle service;
• Baggage handling fees;
• Parking fees;
• Cab fares and rideshare services;
• Public transportation costs; and
• Gasoline for City-owned vehicles
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All reimbursable expenses require a receipt. If a receipt is unavailable,
Travelers must provide supporting documentation or complete a lost receipt
form.
3. Daily Reimbursement Limit: Reimbursement for taxis, shuttles, rideshare
services, and public transit is limited to a maximum of $100 per day. Receipts
are required. Amounts in excess of the limit may be permitted upon approval
by the City Manager.
4. Vehicle Rentals at Destination: Vehicle rentals at a travel destination are
reimbursable only when there is a demonstrated business need or clear
economic benefit to the City. Reimbursement is limited to vehicles classified as
full-size or smaller in size. The rental must be substantiated with receipts and
shall include insurance coverage, if selected by Traveler. Rentals that are not
pre-approved or do not meet this policy will be denied. If a rental is denied,
related expenses such as parking or tolls will also be disallowed. In such cases,
reimbursement will be limited to the equivalent round-trip shuttle cost for that
location.
5. Vehicle Rentals for Travel to Airport or Destination: If a Traveler rents a
vehicle as the primary means of transportation to or from the airport or to travel
destination, the rental must comply with the City’s Fleet Policy. Reimbursement
will be made at actual cost, including applicable insurance, but not to exceed
the equivalent mileage reimbursement or the cost of airfare, whichever is less
to the City.
Parking Expenses and Tolls
Necessary parking fees for personal or City vehicles are reimbursable, provided
that receipts are submitted and the most cost -effective parking option available
was used. Short-term airport parking may be used for trips lasting less than 24
hours, while long-term airport parking is required for trips exceeding 24 hours.
Actual amounts paid for toll road use are also reimbursable. Travelers must
document all toll expenses and include the documentation with their Travel
Expense Report.
Meals and Incidental Expenses (M&IE)
This section applies to meals and incidental expenses incurred while attending
conferences, seminars, and other official business meetings located more than 50
miles from City Hall or the Traveler’s home (whichever is closer) and that
reasonably require an overnight stay.
1. Rates: Meals and incidental expenses shall be reimbursed according to the
U.S. General Services Administration (GSA) Per Diem rate for the destination
city. Current rates are available at www.gsa.gov.
2. First and Last Day of Travel: On the first and last day of travel, Travelers are
eligible for 75% of the applicable per diem rate for M&IE.
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3. Provided Meals: When meals are provided as part of a conference, seminar,
or meetings (e.g., lunch included with registration), the M&IE per diem is not
reduced.
Example: Stan attends a three-day conference that includes lunch on the
second day. No reduction in his M&IE per diem is made.
4. One-Day Travel: Reimbursement for meals incurred during same -day travel
(no overnight stay) to seminars or meetings located more than 50 miles away
is governed by the City’s Local Meetings Policy. Such reimbursements are
treated as taxable income to the recipient and are subject to applicable
employment tax withholding.
Lodging
Overnight lodging is authorized, with prior approval, when the travel destination is
more than 50 miles from City Hall or the Traveler’s home (whichever is closer to the
destination).
Lodging may also be authorized, with prior approval by the City Manager, for
destinations located between 40 and 50 miles from City Hall or the Traveler’s home if
the travel extends for two or more consecutive days, and/or would result in a one-way
commute exceeding 1.5 hours.
Lodging expenses may be prepaid by the City or reimbursed to the Traveler following
the trip. In all cases, detailed receipts must be submitted with the Travel Expense
Report, regardless of whether costs were prepaid or reimbursed.
Lodging arrangements should be based on necessity, practicality, and cost -
effectiveness. Travelers are expected to request and utilize the government rate
whenever available and when that rate is lower than other available rates.
In the absence of a conference rate, reimbursement shall be limited to the GSA
Lodging Per Diem rate for the destination or the available government rate, whichever
is less, unless otherwise authorized under this policy.
The amount authorized and/or reimbursed for lodging is governed by the following
factors:
1. Conferences: Travelers attending conferences where lodging is appropriate and
necessary may prepay or be reimbursed for lodging at an official conference hotel
at the published conference rate, provided such rates and rooms are available at
the time of booking.
• If the conference rate is unavailable, the Traveler should first request a room
at the government rate.
• If a government rate is not available, the Traveler may obtain lodging at a
comparable, nearby business-class hotel at a cost not to exceed the published
conference rate.
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• If suitable lodging cannot be secured within the published conference rate, any
amount exceeding that rate will be treated as taxable income to the Traveler
and subject to employment tax withholding, unless otherwise preapproved by
the City Manager.
2. Seminars: Travelers attending seminars located more than 50 miles from their
home or City Hall (whichever is closer) may have lodging prepaid or reimbursed
up to the GSA Lodging Per Diem rate for the destination, or the applicable
government rate, whichever is less. Lodging should be of business-class quality,
reflecting reasonable and professional standards.
Prior approval from the Department Head and the City Manager is required before
incurring any expense. Both rates (GSA and government) must be clearly noted
on the Travel Pre-Approval Request Form.
3. Occupancy Taxes and Fees: The GSA Per Diem and government lodging rates
apply only to the base room rate. Occupancy taxes and related fees (e.g., utility or
resort fees) vary by location and are eligible for reimbursement at the actual
amount paid.
Discretionary or personal hotel charges, including, but not limited to, room service,
fitness center access, in-room entertainment, or other amenities, are not
reimbursable.
Example: Lodging is $100; taxes, resort fees, and utility fees total $12.50; and
an in-room movie is $15. The Traveler is eligible for reimbursement of $112.50.
4. Receipts Required: Travelers must submit detailed lodging receipts with their
Travel Expense Report, regardless of whether the costs were prepaid by the City
or reimbursed after travel.
5. Credit Card Charges: Due to the practical challenges of using a City credit card
for hotel reservations, the preferred method of securing lodging is for the Traveler
to make the reservation using a personal credit card or other payment method.
Travelers may then:
• Prepay lodging charges through the City’s regular accounts payable
process,
• Request an advance with proper documentation; or
• Request reimbursement after travel.
If no alternate payment method is available, Travelers may request authorization
to use a City credit card (if available) by submitting a Credit Card Authorization
Form to the Finance Department prior to booking.
6. Authorized Number of Nights: Lodging is typically authorized for either the night
before or the night following a conference, business meeting, or other approved
event. Lodging for both nights may be authorized only under extraordinary
circumstances, such as when early arrival or late departure is necessary, and must
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receive prior written approval of the City Manager via the Travel Pre -Authorization
Form.
Example 1: Stan attends a conference beginning Monday at 9:00 a.m. and
concluding Wednesday at 1:00 p.m. He is authorized for lodging on Sunday
night or Wednesday night, but not both.
Example 2: Stacy attends a conference beginning Monday at 8:00 a.m. and
concluding Wednesday at 5:00 p.m. The earliest return flight departs at 8:00
p.m. and arrives at Ontario Airport at midnight. Stacy may be authorized, with
prior written approval from the City M anager, for lodging on both Sunday and
Wednesday nights.
No Show and Late Cancellation Fees
If a Traveler does not attend a conference, seminar, or business meeting and costs
have been incurred for that event (such as conference registration fees, prepaid
lodging, or airline tickets), the Traveler shall make every reasonable effort to obtain
refunds for any prepaid expenses made by the City.
A written explanation stating the reason for non -attendance must be attached to
the Travel Expense Form, along with documentation of all related expenses. Such
reimbursements shall be subject to City Manager approval prior to payment or
reimbursement.
Airfare Vouchers
If a Traveler books airfare for official City business and subsequently cancels the
trip but is unable to obtain a refund, the airfare charges will remain in the City’s
travel advance account until the fare is applied to another authorized purpose. If
the airfare credit is not used for City business and either expires or is used for
personal travel, the value of the unused fare shall be reported as taxable income
to the Traveler and will be subject to applicable employment tax withholding.
Other Allowable Expenses
Telephone, internet, and fax expenses incurred to conduct official City business
are reimbursable up to $20 per day. Receipts are required for reimbursement.
Travelers may also be reimbursed for up to two personal telephone calls per day,
provided the calls are of reasonable duration and cost.
No Traveler should incur a personal monetary loss as a result of performing official
City duties. All expenditures and reimbursement requests must directly relate to
the conduct of City business, be necessary to accomplish that business, and be
reasonable in amount.
Expenses not otherwise classified in this policy may be eligible for reimbursement
under this category, including but not limited to:
• Public notary fees;
• Duplicating or printing expenses; and
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• Subscriptions or publications that provide value to the City or assist the Traveler
in performing official duties.
Other necessary and reasonable expenses incurred while traveling on City
business may be reimbursed if supported by documentation and approved by the
City Manager.
Non-Reimbursable Expenses
The following are examples of expenses that are not eligible for reimbursement under
this policy. This list is not exhaustive; any expense not expressly authorized elsewhere in
this policy or otherwise preapproved by the City Manager shall be considered non -
reimbursable.
1. The personal portion of any trip.
2. Expenses for spouses, family members, or other traveling companions
accompanying a Traveler. All such expenses shall be paid by the Traveler.
3. Entertainment or personal leisure expenses, including but not limited to theater
tickets, movies (in-room, in-flight, or at a theater), sporting events, fitness center
fees, massages, spa services, golf-related expenses, or other cultural or
recreational activities.
4. Political, religious, or charitable contributions.
5. Non-mileage personal automobile expenses, including repairs, insurance, or
parking and traffic citations.
6. Tips, gratuities, or mileage driven between lodging and dining locations are
considered incidental expenses and included in the M&IE per diem allowance.
They are not eligible for separate reimbursement.
7. Personal losses or property damage incurred while on City business, including lost
luggage and contents. Travelers should seek resolution directly with the airline or
vendor.
8. Airline-related personal expenses, including fees or dues for airline clubs, frequent -
traveler programs, travel insurance (unless preapproved by the City Manager),
expenses related to obtaining personal airline miles, and class-of-service
upgrades.
9. Personal travel expenses, including clothing, laundry, or dry -cleaning services.
10. Normal commuting costs to and from work, including mileage.
11. Gift cards in any amount for employees or non -employees.
Non-Exempt Employees Travel Time
The following provisions clarify how travel time for non -exempt (hourly) employees is
treated for compensation purposes in accordance with applicable state and federal labor
laws.
Travel Time During the Workday
Travel time that occurs after an employee has reported to work is considered hours
worked for the City of Palm Desert, except during a bona fide meal period. Travel
time from the employee’s final work location to their home is not compensable.
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Supervisors should avoid requiring employees who travel during the workday to
report to their regular work site at the beginning or end of the shift unless it is
operationally necessary.
Travel Time Outside the Workday
Overnight travel or travel time outside the employee’s regular workday is
considered compensable time if it meets any of the following criteria:
1. Occurs during the employee’s regular work hours;
2. Occurs on an employee’s scheduled day off during hours that coincide with
their regular work schedule; or
3. Occurs outside regular work hours when the employee is required to drive to
the destination.
When public transportation is offered for travel outside of normal work hours and
the employee declines, compensable travel time will be calculated as the lesser
of:
1. The time spent driving a personal vehicle; or
2. The time that would have been spent traveling by public transportation.
Expense Reporting and Reimbursement Procedures
Travelers shall submit Travel Expense Report Forms to the Finance Department through
the regular accounts payable process within 30 days of returning from approved travel.
The report must include receipts and supporting documentation that substantiate all
expenditures related to attendance at the authorized event.
Receipts are required for all expenses except those covered by the M&IE per diem or
tolls. Any expense not included in the M&IE or not substantiated by required
documentation shall not be reimbursed and will be considered a personal expense.
Required documentation may include, but is not limited to, the following:
1. Completed Travel Expense Form;
2. Detailed receipt (credit card or cash) issued by the vendor;
3. Itemized hotel receipts;
4. Transportation receipts (taxi, airfare, rideshare, or shuttle);
5. No Receipt Form with a statement of charges and appropriate approval, if original
receipts are unavailable;
6. Mileage verification, such as a printed route from a recognized mapping service
(e.g., Google Maps or MapQuest);
7. Conference brochure or program, including the published “conference rate” for
lodging;
8. Statement of trip or meeting purpose;
9. Approved Travel Pre-Authorization Form;
10. City Council actions approving travel, if required; and
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11. Applicable per diem rates documentation (e.g., GSA rate, government rate, or
published conference rate).
Compliance and Enforcement
Pursuant to Government Code Section 53232.4, misuse of public resources or
falsification of expense reports may result in one or more of the following actions:
1. Loss of reimbursement privileges;
2. A demand for restitution to the City;
3. Reporting of the expenses incurred by or paid to the Traveler as taxable income
to state and federal tax authorities;
4. Civil penalties of up to $1,000 per day and three times the value of the resources
misused; and/or
5. Criminal prosecution for misuse of public resources pursuant to Section 424 of the
California Penal Code.
6. Employees who violate this policy may be subject to disciplinary action, up to and
including termination, in accordance with the City Personnel Rules.
In accordance with Government Code Section 53232.2(f), any expenses not covered by
this policy must receive prior approval before being incurred. Such expenses shall be
approved by the City Council in a public meeting for Elected Officials and designated
Appointed Officials, and by the City Manager for Employees.
Any extraordinary circumstance related to travel or reimbursement shall be considered
and approved by the City Council in an open meeting.
Key Definitions
1. Advance/Travel Advance – Funds provided to the Traveler prior to a trip to cover
estimated travel expenses.
2. Bonafide Meal Period – When an employee is relieved of all duties and free to use
time for personal purposes.
3. Conference Rate(s) – The group hotel rate(s) advertised in an official conference
brochure for registered attendees.
4. Designated Appointed Official – An appointed member serving on a City Board,
Commission, Committee, or Task Force that has been designated as eligible for
reimbursement in the City’s Conflict of Interest Code.
5. Elected Official – Individuals elected to serve on the Palm Desert City Council.
6. Employee – An individual employed directly by the City, excluding independent
contractors, subcontractors, and other persons performing work for the City while self-
employed or employed by another entity.
7. Independent Contractors – Individuals or entities engaged by the City to provide
specialized services under contract, distinct from City employees. Independent
contractors assume financial risk, provide their own tools and supplies, are
responsible for their own taxes, and are not eligible for employee benefits. Contracts
that include “Travel Expenses” must ensure costs are itemized, reasonable, and
limited to business-related expenses only. Travel costs for contractors, such as
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transportation, lodging, meals, and incidentals, must align with the City’s Travel Policy,
the project scope, and applicable standards such as GSA per diem rates.
8. Local Travel/Local Meetings – Travel within a 50-mile radius of City Hall that does
not require an overnight stay. Such costs are covered by the City’s Local Meetings
Policy.
9. Meals and Incidental Expenses (M&IE) – The daily allowance covering meals,
snacks, and related tips and taxes, including gratuities for porters, baggage carriers,
bellhops, hotel staff, and stewards/stewardesses, as well as mileage between lodging
and meals locations.
10. Mileage Reimbursement – Payment for use of a personal vehicle for authorized City
business, based on the IRS standard mileage rate.
11. Official City Business – Work-related activities directly connected to the mission,
programs, or operations of the City of Palm Desert.
12. Per Diem – The daily rate established by the U.S. General Services Administration
(GSA) for lodging and meals/incidental expenses for specific geographical areas.
Rates are published at www.GSA.gov.
13. Reasonable and Necessary – Expenses that are ordinary, appropriate, and required
to conduct official City business (see Reimbursable Expense).
14. Reimbursable Expense – Costs incurred and paid by Elected Officials, designated
Appointed Officials, and Employees in connection with authorized City business.
15. Travel Expense Report – The form designated by the Finance Director and available
on the City’s Intranet for documenting and reconciling all travel expenses.
16. Travel Pre-Approval Form – The form designated by the Finance Director and
available on the City’s Intranet for requesting advance authorization for official City
travel.
17. Traveler – Collectively refers to Elected Officials, designated Appointed Officials, and
Employees authorized to travel on official City business.
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