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Home My WebLink AboutDiscussion - Travel Policy �,�,� CITY OF PALM DESERT � � OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: Discussion of the City of Palm Desert's Travel Policy SUBMITTED BY: John M. Wohlmuth, City Manager DATE: October 22, 2009 CONTENTS: 2008 City of Palm Desert Travel Expense Guidelines (Resolution 08-101) 2007 City of Palm Desert Travel Expense Guidelines (Resolution 07-72) 2002 City of Palm Desert Travel Policy Guidelines (Resolution 02-8) City Manager Interoffice Memorandum dated October 9, 2009 Federal Government Per Diem Rate Tables AB 1234 (2005) Local Agencies: Compensation and Ethics Recommendation By Minute Motion: (1) Consider providing direction to staff related to changes to the City of Palm Desert`s Travel Policy; and, (2) Consider identifying the City Manager's rofe relating to Council travel, which is consistent with the City of Palm Desert's Travel Expense Guidelines. Backqround Resolution 08-101 was approved by the City Council in December, 2008. This Resolution was a comprehensive overhaul of Resolution 02-8 (February 2002) relating to the City of Palm DeserYs Travel Policy. A minor amendment to the Travel Policy was approved in 2007, which primarily dealt with "travel companions". The Travel Policy has recently undergone scrutiny, and Councilmember Kelly requested staff to agendize this policy for City Council discussion. In addition to the City identifying the need to update the City of Palm Desert Travel Policy, last year State law was passed requiring that the Travel Policy be consistent with AB 1234, passed in October, 2005. I prepared an interoffice memorandum to suggest and clarify a possible role of the City Manager when travel is planned by a councilmember and later when travel reimbursement is sought (please see attached). G:ICITYMGRIKAREN RUSSOIAGENDA REPORrS 20091TRAVEL POLICY.DOCX t If the City Council desires to revisit the Travel Policy, staff could prepare a policy that reimburses meals and hotels based on a per diem basis. A per diem travel policy would require little City Manager review and ease administrative oversight. The federal government established the Office of General Services acceptable per diem rate for most metropolitan areas, which takes into consideration more expensive/affordable areas. Attached is the Federal Government per diem rate for California metropolitan locations. If the City's current Travel Policy reimbursement for reasonable expenses is preferred over a per diem model, staff recommends additional minor modifications be enacted to policy. Specifically, additional clarification is needed in the current policy relating to: (1) Travet related to conferences/meetings within a 75-mile radius from City Hall; and (2) Travel one day prior and/or after a conference or meeting Any amendment to the current resolution concerning the Travel Policy requires a draft resolution be written, with a new or amended resolution brought back for Council consideration at a future meeting date. Submitted By: CITY COUNCtLACTION APPROVF,D nFNiEn � �_ R EIVED O�'HER C�� 6 � �/� � ,� MEETI G DATE � J M. WOHLMUTH AYES: � r � ity anager NOES: � `' A[3SENT: �� 7 pproval: ABSTAIN: VERIFIED BY: Origina!on File wtth City C 's Office * With City Council concurrence (Ferguson ABSENT), directed staff ta bring the matter back to the November 12, 2009, Regular Meeting with two policies providing options: PAUL GIBSON ) Per diem structure and strict interpretation of AB1234; 2) per diem structure, with an egception for Director of Finance/City Treasurer Conference flotel rate and indentification of certain charitable and/or co�unity events where a spouse/ guest can participate. G:ICITYMGRIKAREN RUSSOIAGENDA REPORTS 20091TRA VEL POLICYDOCX r� G �,�,� CITY OF PALM DESERT � � OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: Discussion of the City of Palm Desert's Travel Policy SUBMITTED BY: John M. Wohlmuth, City Manager DATE: October 22, 2009 CONTENTS: 2008 City of Palm Desert Travel Expense Guidelines (Resolution 08-101) 2007 City of Palm Desert Travel Expense Guidelines (Resolution 07-72) 2002 City of Palm Desert Travel Policy Guidelines (Resolution 02-8) City Manager Interoffice Memorandum dated October 9, 2009 Federal Government Per Diem Rate Tables AB 1234 (2005) Local Agencies: Compensation and Ethics Recommendation By Minute Motion: (1) Consider providing direction to staff related to changes to the City of Palm Desert`s Travel Policy; and, (2) Consider identifying the City Manager's role relating to Council travel, which is consistent with the City of Palm Desert's Travel Expense Guidelines. Background Resolution 08-101 was approved by the City Council in December, 2008. This Resolution was a comprehensive overhaul of Resolution 02-8 (February 2002) relating to the City of Palm Desert's Travel Policy. A minor amendment to the Travel Policy was approved in 2007, which primarily dealt with "travel companions". The Travel Policy has recently undergone scrutiny, and Councilmember Kelly requested staff to agendize this policy for City Council discussion. In addition to the City identifying the need to update the City of Palm Desert Travel Policy, last year State law was passed requiring that the Travel Policy be consistent with AB 1234, passed in October, 2005. I prepared an interoffice memorandum to suggest and clarify a possible role of the City Manager when travel is planned by a councilmember and later when travel reimbursement is sought (please see attached). G:I qTYMGRIKAREN RUSSOUIGENDA REPORrS 20091TRAVEL POLICY DOCX � If the City Council desires to revisit the Travel Policy, staff could prepare a policy that reimburses meals and hotels based on a per diem basis. A per diem travel policy would require little City Manager review and ease administrative oversight. The federal government established the Office of General Services acceptable per diem rate for most metropolitan areas, which takes into consideration more expensive/affordable areas. Attached is the Federal Government per diem rate for California metropolitan locations. If the City's current Travel Policy reimbursement for reasonable expenses is preferred over a per diem model, staff recommends additional minor modifications be enacted to policy. Specifically, additional clarification is needed in the current policy relating to: (1) Travel related to conferences/meetings within a 75-mile radius from City Hall; and (2) Travel one day prior and/or after a conference or meeting Any amendment to the current resolution concerning the Travel Policy requires a draft resolution be written, with a new or amended resolution brought back for Council consideration at a future meeting date. Submitted By: � c��r'`'`�_ �� J M. WOHLMUTH ity anager pproval: PAUL GIBSON Director of Finance/City Treasurer G:ICINMGRIKARENRUSSOL4GENDA REPORTS 20091TRAVEL POLICY.DOCX � ��OLLJ'I'IOlaI NO. p8-101 A RESOLUTION OF THE CITY COUNCIL OF THE CITX OF PALM DESERT AMENDING RESOLUTION 0772 AND 1ZESOLUTION NUMB�R 02-8 ADOPTING TRAVEL EXPENSE GUIDELINES FOR CITY REPRESENTATIVES, OFFICIALS AND EMPLOYEES. WHEREAS, the City of Palm Desert City Council wishes to adopt updated travel expense guidclines which have been prepared; and WHEIZEAS, travel expense guidelines are attached hereto and made a part hereof marked as �;xhibit A which guidelines establish reimbursement for allowable expenses for civic and governmental functions attended by City representatives. NOW THEREFORE, the City Council far the City of Palm Desert, California does hereby adopt the travel and expese guidelines attached hereto marked Exhibit A. ADOPTED, SIUNED AND APPROVED this llth day of December 2008. — , AYES: BExsoN, FERGUSON, RELLY, and SPIEGEL NOES: xo� ABSENI': FINERTY ABSTAIN: NONE �Y� /��-C. �G ROBLRT A. SPIEG aT rEs�r: sy: RA E D. KLASSEN, CITY CLERR CITY OF PALM DESERT, CALIFORNIA R1�1(3US\DERWIN\301927 1 j • ��`�� i��, ��_`�� tW��9�� Itj9 O'��If11 ��i`� _ �xpe��e �eirv�bursernent for Of#i�i�l City �u�ines� �y Elecfiecl or Appointeti Official� �1nd City Employees PURPOSE The purpose of this policy is to define and clarify authorized reimbursable expenses in accordance with California Government Code Section 53232 et seq. It includes, but is not limited to travel, business meals, lodging, conference expenses, professionai memberships, employee functions, and other related expenditures incurred while conducting City business, and to establish procedures for authorization and reimbursement of such expenses. POLICY This policy is applicable to the City Council, all Commissions, Committees, Boards and - Agencies, (hereafter "Agencies") of the City that are subject to �the Brown Act and City employees. In accordance with Government Code Section 53232.2(fj, all expenses that do not fall within the adopted travel reimbursement policy must be approved by the City Council in a public meeting, and for Employees, by the City Manager, before the expense is incurred. 1. Definitions For the purpose of this policy, the following definitions will be used: � � • Elected Officials-those individuals elected to the City Council � � • Appointed Officials - members of all Palm Desert Commissions, Boards and Agencies appointed and subject to the Brown Act and City Manager, Assistant City Managers and Department Heads designated by the City Council to represent the City • Agency - the City Council, and all Palm Desert Commissions, Boards and Agencies • Employee - an individual employed directly and solely by the City, excluding independent contractors, subcontractors, and other persons performing work on behalf of the City but self-employed or employed by other persons, corporations or entities City of Palm Desert fVovember 2008 Expense Reimbursement for�fficial City�u�ines� Page 1 ofi 3 ��BJ d��k�9 �C90 �� . � 6�eir�iburs�ble e3tp�ns� � �ity b��i�ess expen�� i�e�r�ed a�d p�id fo� �y Offi�ia�ls and �mployees 2o Pre-Payment by City Whenever possible, Officials and Employees should arrange for the City to be directly billed or prepay for expenses incurred for official City business, including travef arrangements and lodging. Expenses paid directly by the City are not "reimbursable expenses" within the meaning of this Policy. 3. Specific Occurrences Qualifying for Reimbursement of Expenses Incurred in Official City Business Government Code Section 53232.2(b) requires the City to specify the types of occurrences that qualify an Official or Employee to receive reimbursement of expenses relating to travel, meals, lodging, and other actual and necessary expenses. Accordingly, the following non-exclusive list contains expense classifications for - guidance in determining expenses authorized to be expended for official City business, including travel and related expenses, memberships in professional organizations, and subscriptions to business-related newspapers and journals. Officials and Employees are expected to exercise good judgment and show proper regard for economy when incurring expenses in connection with official City business. The principle of "reasonable and necessary° should be used when deciding to expend taxpayer money. ; • Meetings with government and business leaders • Conferences, training and educational trips on behalf of the City, including visiting other governments to discuss and observe best practices, when request is presented to Council in an open meeting ._ � • Lobbying trips, when a benefit to the City can be defined, such must be reported` to the State quarterly • Business-related trips where a benefit to the City can be defined • City business-related reading and educational materials and` organizational memberships Examples of expenses that the City shall not reimburse include, but are not limited to: • The personal portion of any trip • Family expenses, i.e. children or pet-related expenses • Laundry and entertainment expenses, including theatre, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events City of Palm Desert (Vovember 2008 Exp�nse ReimbuPse�e�t foP�fficial�ity�usin�� Page� of� e . . 6��1�@JJ�9��9 �4�a ��_�� 96��`��, � � �olitic�l, religious or charitable contributions � i�on-r�ileage pe�-��na1 automobile expenses including rep�irs, i�sura�ice ar�d traffic citations • Personal losses incurred while on City business • Individual meal costs if a group breakfast, luncheon, or dinner was provid�d at the same time as the individual meal • Valet or other special services, including fitness center charges 4. City Payment for Expenses Consistent with its Charter, the City of Palm Desert recognizes the constructive value of professional conferences, seminars, meetings and training and recognizes that occasionally an Official or Employee may find it necessary, or advantageous, to be accompanied by a guest. When request is �pproved by Council in advance in an open meeting, a guest shall be entitled to payment for reasonable expenses associated with travel, meals, lodging, and other actual and necessary expenses associated with attending such events in a manner and in the amounts as set forth in this policy. The amount paid for travel and meal expenses of a guest accompanying an Official would be subjected to income and employment tax withholding. Officials and Employees may be reimbursed for expenses associated with travel, meals, lodging and other actual and necessary expenses associated with attending and participating in charitable, cultural and other social events where a benefit to the City can be determined and when approved. The City Manager shall be the approving authority for employees and the City Council shall be the approving authority for Councilmembers and members of all City committees and commissions. The following functions are considered pre-approved for Elected and Appointed Officials and do not require additional approval: � a. Dinner Meetings of the Riverside County Division of the League of California Cities b. League of California Cities Annual Conference (summer and winter) c. Dinner Meetings of the California Contract Cities Association d. Dinner Meetings of the Coachella Valley Association of Governments Charitable, cultural, civic and other social events in the Coachella Valley. 5. Transportation, Meals and Other Reimbursement Airline Travel All Officials and Employees shall utilize coach or tourist class accommodations when traveling by commercial airline. Reservations, where possible, should be made at least City of Palm Desert November 2008 �acpense Reimbur�enn�nt foP�ffici�l �i�y��i�� Page 3 of� 0'ki�e�J�l��9 d��@C7 A'll�e ��11�� f @��5��E�5 � . �4 d�ys in �dvance t� tak� adv�ntag� �f available discou�ts. Increased fees relatecl to I�te booking may be disallovved without a sound business reason. Travel should be arranged through a travel agent or internet provider, charged on a City credit card or, when necessary, charged on a personal credit card. Personal credit card purchases will be reimburSed only for the actual round-trip fare and only after the trip. Officials and Employees may, at their own expense, pay to upgrade their airline accommodations. Private Automobile Officials and Employees will be reimbursed for actual mileage, (not to exceed coach or tourist class airfare, where airline travel is a reasonable alternative,) for the use of their private cars in travel to and from designated place(s) on Gity business outside the City. The reimbursement ra#e will be at the current Internal Revenue Service rate. Officials and Employees who do not receive a monthly auto allowance shall be reimbursed for total round-trip miles. The number of miles used for reimbursement calculations will be either from the Official or Employees home or from City Hall, whichever is the least number of miles. Use of Citv-Owned Vehicle � - - There shall be no allowance or reimbursement for transportation when a City-owned vehicle is used. However, any out-of-pocket expenses, including gas or maintenance costs incurred in operation the vehicle during City business shall be reimbursed based upon representation of receipts. Garaqe and Parking Expenses Expenses for necessary parking and storage of private or City vehicles may be authorized. Receipts should be provided to obtain reimbursement. Short-term airport parking is permissible for trips less than 24-hours, long-term airport parking must be � used for trips exceeding 24-hours. M �` �. Vehicle�Rentals. Taxi and Transit Fare Out of town expenses for such transportation may be authorized where reasonable and necessary to conduct City business. Receipts must be provided to obtain reimbursement. When vehicle rental is chosen over taxi or shuttle service, there should be a business reason or economic benefit to support the rental decision. If rental vehicle is subsequently denied, the retated parking fees will also be denied and the employee will be reimbursed the round trip shuttle charges. Rental car used as the primary source of transportation from an Official's or Employee's home to and from the destination is considered a personal vehicle and will be reimbursed actual expenses not to exceed mileage allowance. City of Palm Desert Novemb�r 2008 �ao��n�e Reirnburserrae�t foe Offi�i�l �ity�usi�� !'age�of o . 9 ��A�B�� 9�0 ��0� ��d a ��d i� _ Expenses will be allowed for adequafe lodging. Price is an issue in selecting "adequate lodging". Prudence and good stewardship should be used when selecting a hotel. Itemized receipts for lodging must be provided to obtain reimbursement. Lodging in connection with a conference or event held in a hotel qualifies as adequate lodging for purposes of this Policy. However, if lodging at the event hotel is not available, lodging is then limited to the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available at the time booking. If the group rate is not available, the Official and Employee shall use comparable lodging that is consistent with the requirements of this Policy. Lodging expenses are limited to the cost of the room plus related taxes and will be reimbursed after the stay. Advance room deposits may be made directly to the hotel. However, in such instances, the advance deposit MUST appear on the Travel Reimbursement Request form as such. Personal expenses incurred at the hotel, such as movies and laundry, are not�reimbursable. Local lodging, defined as within 75 miles from City Hall, will not be reimbursed. r Out of Town Meals Reasonable and customary expenses for meals are authorized for Officials or Employees as required to conduct official City duties. Officials and Employees traveling on City business shall be entitled to reimbursement of expenses incurred for necessary meals not to exceed breakfast, lunch and dinner in any one day and only for the duration of the travel. Alcohol will not be reimbursed for Officials or Employees. When attending conferences or other organized educational activities of two (2) or more � days where a meal(s) is provided, Official and Employees shall not be reimbursec�fo� any additional meal expenses incurred in conjunction with the hosted meal(s). Local Meals Reimbursement of lunch expenses for one-day seminars are considered income and will be subject to income and employment tax withholding. Out of State Travel Out of state travel must be authorized by City Council in an open meeting prior to the trip or disbursement of advances. City of Palm Desert �lovember 2005 �xpense Reimb�Ps�m�nt for Official �ity��in��s P�ge 5 of� � ��C�A�@�€�9 �9�iJo ��_�� 6��`�� en�ral �u�ir�ess fi�eals Officials and �rnployees who, du�ing the �orrnal course of performing tf�ei� duties, must provide meals for representatives of other governmental agencies or other persons doing business with the City in order to most effectively execute their responsibilities must use prudent judgment and are subject to challenge for excessive amounts. In such cases, the meal must be documented with a description of the purpose of the meal(s), including an explanation of its necessity to the City; and a list of all persons, including other Officials and Employees who were in attendance, specifying their organization and/or title. Expenses for persons not related to the conduct of City business shall be deducted from the Travel Reimbursement Request. Tips and Gratuities Reasonable expenses for tips are allowable for meals (as limited above), and transportation purposes, with or without a receipt, not to exceed 20°/a of the allowable charge. Reasonable tips for hotel housekeeping and porters are allowed. Registration Fees � - � Convention or meeting registration fees qualify for reimbursement. The City will pre-pay conference registrations prior to the date of the event. In cases where early registration is not possible, a receipt or registration form documenting the fee must be provided with the reimbursement request. In all cases, a brochure or registration document must ' accompany the payment voucher or petty cash voucher. , Telephone, Internet Access Usaqe and Fax Telephone, internet access usage and fax expenses may be incurred only to conduct City business. Up to two (2) daily telephone calls to an Official or Employee's family for � a reasonable duration will be reimbursed by the City. Internet access usage fee wifi b�s� reimbursed up to the amount of$30.00 per day. No Shows and Late Cancellation This section addresses situations where an Official or Employee fails to attend a conference or general business meeting, after incurring expenses for that event. Such expenses may include conference fees, prepaid hotel charges, and airline charges. If an Official or Employee is unable to attend a planned trip, including a conference or general business meeting, it is the Official or Employee's responsibility to ensure that any prepaid fees are refunded to the City. For any fees not fully refunded, the Official or Employee shall attach a written explanation to the Travel Reimbursement Request form addressing the reason(s) the Official or Employee was unable to attend. City of Palm Desert �Jovember 2008 �3c��nse Reirnbur�era��nt f��Oifii�i�l �i�y��a�in�� p�g�6 �g$ - G��.�9 u 9��9 �I�a ��0� ��6�8`�� iAiscella�e�us All items of expense othe�ise unclassified shall b� considered i� this category. Examples of such expenses which may be authorized are public stenographer fees, duplicating expenses, memberships in professional City�related organizations, and the cost of publications of value to the City or to the Officiaf or Employee in furtherance of his/her official duties. Other expenses as necessary when traveling on City business may be allowed and should be included within this classification when requesting reimbursement. It is the policy of the City that no Official or Employee shall sustain personal monetary loss as a result of duties performed in the service of the City. However, all expenditures and requests for reimbursement shall logically relate to the conduct of City business and shall be "necessary" to accomplish the purposes of such business and shall be "reasonable" in amount. 6. Procedures for Reimbursement of Travel Expenses Officials and Employees shall submit Expense Reports or forms designated by the � Finance Department within 30 days after incurring the expense, and the reports shall be accompanied by the itemized receipts documenting each expense. Required documentation may include, but is not limited to: • Credit card slip and/or cash payment receipt • Hotel receipt • Transportation and other receipt • Conference brochure • Meeting agenda • Statement of trip or meeting purpose � • Other attendees at a meal or meeting � � �� • Documentation of prior authorization as necessaty The reason for the expenses should be clearly documented on the Expense Report or in the attached documents, if not otherwise obvious. Public Trip Meetina Report• In accordance with Government Code Section 53232.3(d), an Elected Official requesting reimbursement shall provide a brief report on meetings attended at the expense of the local Agency at the next regular meeting of the Agency. Routine City of Palm Desert �lovember 2005 Expense �eiml�urserr►ent fo��fiicial�ity��ines� ��.�� ,N��9�� 6�9�a ��_�� ' �S��I�e�'�' busi�ess meetin�� r��y be rep�r�ed i� wri#i�� th� ��e`i� �ale��a� �f fhe a�end�. `�he repoit rnay be r�nade �rally o� ir� writi��. �e Advances Requests for advances should be submitted on the Request for Payment-Travel or Cash Advance. The Finance Department requires seven (7) business days to process these requests PRIOR to the date it is needed. Advance requests must be approved by the Department Head or his/her authorized representative. Such approval will constitute not only approval as to reasonableness of amount, but also verification that such travel will be for official City business 8. Ethics Training Each Official shall receive at least two hours of training in general ethics principles and ethics laws relevant to his or her public service every two years. - The form of such �" training shall meet the requirements of California Government Code Section 53234 et seq. 9. Violation of This Policy Use of public resources or falsifying expense reports in violation of this policy may result � in any or all of the following: a) loss of reimbursement privileges; b) a demand for restitution to the City; c) the City's reporting the expenses as income to the Official to state and federal tax authorities; d) civil penalties of up to $1,000.00 per day and three times the value of the resources used; and, 3) prosecution. for misuse of public � resources. � Gity of Palm Desert hlovember 200� ��cpense R�imbur�em�n�f�e O�fici�! �ity�u�in�s� Page� of o F2ESQ�UTlON NO. q7-72 A RESpLUTION t�F TH� clTY COUNCIL OF tHE CITY O� PALM bESERt, CAl.f�ORNlA, AM�ND{NG R�SOLUi'ION NO. d2-g AbOPTING tRAVEL �XpEN5E GUIDELIN�S�OR CI7Y FiEPR�S�NTAtIVES WHEFt�A5,the City of Palm Oesert City Councii wishes tv amend �rgvel Expense �uidelines submitted by the �inance Director on February 14, 2DOz: and WH�Ft�AS, the Tr�vel �xpense Guidetines have been p�epa�ed fpr the City vf P�Im beSert (att�ched hereto�nd made a part hereof as �xhibit"A"); ar�d WH�FtEAS, the purpose af the Travel Expense Guidelines �s to establish reir»bursement of allowable expenses for cuhference and fun�tion attendance by City representatives; and WNER�AS, the City At#orney h�s reviewed snd �pproved the travel Expense Gu�delines as submitted. NOW.THEREFOl�E,g�IT RESOLVED by the City Council of the C(ty af palm Desert,Califomia, that travel Expense Guidelines (Exhibit"A") �re hereby amended as follows: � Cit�r Pavment fa�Expenses Consistent with ►ts Charter, the City of P�Irr� pesert reCognizes the con5tru�tive value of professional conferences, semin�rs, meetings, and traihing and provides travel funds for City aff'icials and, at their election, a traveling companion. City Council Members and their traveting corr+panion shall be entitled to payment for their reasohgbEe expenses asseciated wikh lravel, ; meals,Iodging,and other actual ar►d hecessary expehses assoc+ated with�tte►�ding suCh events in a manner and in the amounts as set fonh tn this pollcy. l-his poliCy shafl apply where City Council Members act as Members of the C�ty Cnuncil, Ftedevelopment Agency. �nd Housing Auihority, and any other legal ent�ty. �URGtI0n5 fOr Wh1Ch�hls SeCtf0�1 8pDti1@5 8�@ GNiC 8t1d GOV8P11tT1@t1t81 EV@ntS. - I'ASSED,APPROVEb,AND ADOP7�t�by the City Cou�Gi�of the G�ty of Palm Desert,Caiifornia, at its regular meeting hetd on the�d�y of O tober, 2007, by the following vote, to w�t: AYES: BENSON, ��RGUSON, and FINERtY NOES: SpIEGEL and KELLY ABS�Nt: NaNE Ag5fiAIN: NONE � C RD . ELL , AYOR ATTEST: ' RA EL E b. SEN, 17Y CL�RK CITY OF PALM D�SERT. CALE�dRNlA ��9 ��o �%�� . j } ` � o G o � � � ��. TI�A.t��.�I��t.�:lT3l�L�5 Atz.vw�,�t��ts�� ollnv,ring ar�y�err�rt�r/ronEeren�e�1 t�rigir�al,deta�l.ec�x�ceip4s will�eed t�t be subn�it-�d ta gin�nce�nr r�imbt�rs�m.er�t �xp�►r��s r.nv�t b�rela�d 4n�e se�xuinar/c�r��enc�ati.d must be�eason�ble. ��d�littes ar��s f.o11a�: � 112�aTs: �r�,hur��m�nt c�f exp�r��s fa�orte-r�ay s�mins�rs wil�be comp�s�t�d as is�,pprdpriate ft�r th�dt�atFa�i,af s�rne. Seminars l�shn�two dgys+o�mor�,br��i��st, tunch at�d ctuu�.er wi��be a].1aw�d. I)�f�iled teceipt��re r��ui�ed�or rei�tburs�sr�e�t f�cnhvl is fi�t�r�imbur6abl�e�e). �m.p�oye�s�re or�y r�irn.burs�rl fc�r the pc►rtion nf the t�ceipt whieh app li�s to�tesn. Exper}ses[v�any C+ar�erence rel�fed gues�rr►u�t b�pr�-�p�roverl by your Depa�hn�rrt.�eari. Tips� �'i.ps i�exe�ss aF�4� wil�be the resparisib�i�y vf�e employee. 1�'nt�L �ote�rece;pts must b�subrni�d.�rsr reirnburser��nt af�.y expenses•�s�.#atly if the hvtel�csam wais pr�a�id by the City. I Maai.�ren.4�ls a�r�rio�r�imbursable. rhe City allc3ws e.trtpl�rees Eo sta.y thE+.rtigh.t befvre th�s�.nir�,r starFs�d tlte t�ight�fEer the seminat e�cls.3f nee�ssary.du� t�Ehe earl�.n�ss/lat�r�ess v�the semxrtar/�astEerence. Aftfctre: �imitar Er�ti�gisir�tidn�ees,girFar�shr�uld be paid di��ctty h� eh�.._ City a�fi�lm 17esest. �irfs�te wi311��reirnbursed fvr the eqaivatent ` of cn�ch�ix��re. Yot3 h�2,y t:s�any tr�v�!�gent vr irit�rn�t�r�rie� _ 4v purcttase�rot�r ticket. I�you u�e the t��gue vf Ca1.i�arni�Cities �.ixlisae pass,yo�.m�y use An�elop�Tr�v�I 5ervic�wltich kr,ow� ho�v�to process th��SouEhvvest airtine tiekeF�at a$?D serwice feE. As�rkfng � Fe�s: 1�arkirtg fees are r�intbux��rle wh�r�a�p�rsart�I or ci�y vehicle is u�ed�nrhile attene�i�g� cortfe��cersetnina�. ]Vlflea,�e: Milea�e is reimbursable�r persa�c�.t v�hirt�usage�t�r�te�f �.345/mil.e. M�lea�is calcu�a4ed b�the lesser of th�Civic Center to eanfer�nce desti��t�an vr e�nptey��`s horrle to conf�r�n�e d�st�iahnn. Mil�age wili��Iy be t ei�ct.bursed at a r�t�eqt�� t��t � m ��d�� e �i�� ` � �� e s � . . .� d�t�n�.ticsne �rfi�e��will�rr�ii jr�e reirrtbttYs�d�t�r�te��al to t�� f�tern��v��crf Erar�port�Eiv�.. (i.e. �'f yr��ct�oas� �d.�iv� �a 5a�r�m.e�4a�t��d of�ying,��rr�axim�rn m�eage s�eirnb�rsem�nt you cat►rec�ive is�at to�t o�the air.E�.re�l�s x�stt�car/`t�)- if a c�t�r c�r x�rit�vehicf�is�s�c#,g�s�eceipts v�i �be nec�ss�r fdr reimb�r�enrt�nt. A11 tnal��s v�t�.��ed t�y�i.� ��n�nc�b�p�cbru.ettt�.si�.g Mapqu�st.rdm. � Phr�t��. t1t1 btt�ui��s rel�ted phane cafls are reim�bursable(incit�d�t�g dne re�sanably brief(10 minut�s er L�),t�o�t-etnetger�,pe�nn�.�call home pr�r day,i�dps�ired). Regfstra�t'orc. k��istratidn shotil.d be�r�ed c�ir�ctly 1�r t��,�y pr�or td�he eon[�t°enr.e/set�in�r d�dlin.�. (7'hfs c�s ndL�inctuc�r.o��eg�/mcv�ahnued edr,ccaitarc c+�urs�ulork trrhat�is pafd d�rec� fhe E acpnn rarnptetian mtd parssing f�cx�tt�se. �C�r�ternbur��r.��Ehen emplrn,��.} 1'e��ingc �y rlassJ�ire�ing course whi�t i��rd2tres test�r�imust be p�rd by the e�p�l,ayep axtd r�wil!be reiml�rsed fd ttite�tnploq�e a�r 1�/sh� provrdes p�u�f of having pas�ed the e�sti f»r�i,e cla�,/lic�nsing . co�t�se. ProoE o�pa�rmt�t�and l�est.srore fnust b�at�tch�d t�the r�i�tlnrrs�m�nt�eque5t. . lbifscellat��ot�s: Miscellan�aUs exp��es whfch�re lre�nbursable include: N.._ � . i. r�fe�ence ma�eri�ls, _ u- xe.�o�raph.Ec�r typ��tvices iii. x�rtt�l of affiG�tn�c�tines in carrt�.ection wlt�. prepara�an vf o.�f€ria�.r�port�or co��,dence iv. purehase of matet'�ials attd sttpp�ies,�+th�r►�tutm�I p�cliasing praced.t�r�cannat b��ollov�ed:and �. x�nt�al of a roum rsr ath�r fa ' '�r f�r the tra�sacti.or vf v6Eicz�l bttsine�s C3n occasia�t�e�re spe�al c�Ctutns�ances ut w�r1��.�ersvn wili be teimbuesed fa�i#�rt�s nat�.rluded�.�uve. In such c�s�s,e��t expense witl�e�cl to b��pp�ttv�d by the Uepar�n�nt�e�,d pri.a�t� tC�ttSit��r��st�. 2 ��i� G�,9�o ��'_�� . 3 � � , o � a a . i S� T��r�1�g�h�ll��rt��t�t'a�rel�x�erts�a�d.ac�et�.nt For tr��r�l�.d.�an�e�s�►�r snt�tt�r��. Trav�Exp�n�trt�tyeh�re Yv�t��n tttrv►mi.dar�#�te�'x�� 7_C}�*�rsic��t of the�'��r�1�xxp�tt�� oucher from the Vv:�v�o��dtl��d�t�e�det�°ork. �t�t�T��Ttt�v&�� A�.ot�t uf g�.t�trave�i��llvv+��d i�authe�rized by CEty Cvurceil�►�iar to�h�tri�a a,r disbur�em�t�t rjF�dva�►c��. � Please att��l�ed ba.�kup shQwin��li.e autt�torixat�t+rt Ear�h� but c�f st�t�brip. Cm p�n►�v�-�n S�rUs�� n the ir�.EereSt t�o1��v.rig in�cittl,lltri w�.Ltie FYa2�C�2�t�iitt.�rictitm5,�:�e i�nlerit�n �i�rtd��ce by filie s�otts�s of d�1e��gs. �such in�t�ne�s,f3�e City wilt,p�y for�te �pou5es'expenses as if he At she�nrere a del�g�te. �unrtiiat�fd�u►hickt t#r's� i�an a,�,�#�tes��e. a►, bitu��r 1VIe�t�s r�f�#t�Ri�erside Cdu�ti�r t�ivision�af Ehe L�e�.gue af �Iifcrrni�.Cdtiesa b) �e�gtf�d�Califo�tia��.E�Ees Ar�x►t�t Cvr�ker�nce(surnuier and wirster}. r) I�inc�er Mt�iings uf�t�CaUfcarhi�.Ctitttr�e�Cities Assoriativri. ' d) 17i�tte�Meetittgs oE th�Ca�.chelt��T�jf�y Association a�Gavernm�r►ts. e) Such vther funttio�►s�s m�y b�sp��iflcally�canu�a�.d�d b� tl,e City . �Vlanager and ap�ruv�d in��.d�r�ttc�b}►fhe M�yor ur City Cvut�cil. Tt�+1'�LiMST Fo�5� ivLss oN . A Travel Bxp�nse Vaucher mvst a�s�ubm�itted tu t�e�anance Departm�nt�nritl�ti�i.10 _ ._ ` days a�ter cb�x�.pl�Eic,n of th��e+p ttt�iess th�ze is re�uxring lt�.t tr�veL itt whith case - vvuc�iers tnay be stihmittecl monthly. �t1�R�D INFoh.ture� � The �r�vel�r shall.pra�+tide�!itxformation xeques�ed an�Tr�v�t�xper�se Vot�cher, alang with ar�t expl�tavn v�u�usual it�rng,capi�s nf any wrlt��n a�uthorizatio�s� atu� �ny nth�r it�fotrn��iori,�qtsir�d by�,te t�ravel policy_ �e�tpetEses for a frip should b� teprst�ted on C71�1"E�rav�l�Sxpense V�ttcher.Supple�tental vaurlt�rs rnay be subnti.tt�ed if tie��sa�y,bu�they musf be cle�rl�m�rked "sup�lementat" attd musf 6e aceamp�Mied by a p�otocopy of the arigin�E vot��her_The 7ra�e1�xper�se�Tvucfte�m.c.�t shnw tYt� �n��usive dat�s�ru�the times of dep�rh3re�nd�etvrn af eacf�trip for wI-�ich a�iow�ane�s are claimed. � � �� a �� ` .` � ° ` ° �, , �a�u �r � ��e�fpf.�e °Fhe nri�r�al c��th� Edl�br�vin�i�ert�rin.��i�submit�d�vl�,�kt��r@� : Expe�e�'crt��It�: I � (1} �ub,s ar�m�.�r's ct��y�:f transp�rlat�e�n�Cc�c��_ (�) �e�ip�s ft�r 1t��1 trar�sportati�. ',. (3) R�ceefp4�#ar eaeh m�sc��Iat�►eotts exp�e. ��;(4� I�e�ip1��'or ali Iadgir�g �(5� �eas�t�p�a�t rece�pts to a f�ti eh��t vf pap�r and att��,�.�tv �h.e tr�vc�l vc�tichet iM the�ame seqvence as�he extt�y of irh.ei�to�ts on�h�voucher. Identi.[y or ele�rly r�ence atk�c�unents.P�e�se inciicate�h��,cchang� raEe nsed far each rr�cc�ip�wh�n�pplicabl�. ttt I e i7E P'E'S11T0'i'Asret�t A�� IrE cas�s where ori�iri�l�ipE�t have been lost or�.re o�tterwise un�vailabl�,�tr�veler can subax�t� "Derl�tatinn of M3�gs�ttg Iteeeipt" tvr�t�d.an A�tkaC�tt��.t A �at fhe end c�F this poli�)with his/h�r Tr�r�el�xp�t�se'Vcyi�cher i�.plare a�a.tn�ssing vtigir��I�eteipE_ . T��cn�np.l�ed fdrm wilt b�a�cept�d by Ehe�i�attace��p�r�m.pnt as adey.uat�e r�acua��nta�,on It is in�n�ed that�e form�,�vs�d vnly in cs.�usu�I situatiar� - wheti e�th�r�,�r.ori�gi�n�I�eceigt i�unavaiE�bl�nr lost. Acc��starice af�h�farnt is su6j�rt t�►the�Erequeriicy aE it�use�nd tlte e7cplat�ai�.on fc�r th�ur►av�il�ble�c��rt- i �4M'kQVAL AN1y Ch'[i��[C:A7ION dF ,l�V$L�`tfat�NaX� � �.e tra�relpx attd tt�e p�rstir�a�provinF P�S��t should sig,n tlte typed tr.�v�1 vvu,ch�r �t�er t�e tr�vel�r Cl�.imy.ng reimbt�tsettie�tt xeview�s iE.`l�re Woucher rrevst be appro+��d Eor payment by fhe d�partment he�d at�person tiv whom s�ch at�thority has been d�.�Eed.as�vid�n.re�.b�r a 5igr�4�.ire Aut�eori�a�.vn Fam�on.�ile wi�1�e Pirtiarice 13�partmertE. .�4.DVANC�GASH CyR CIi�C�C _- ._ <. Requesi�i`v�ad�*�ti.ces�hould be subrt�itE�on th�ii�+qu�t Eor Pay�nerrt Tr��vel or Cash _ I�dvastce: ?1t�Firar�ce D�parhn�.t requires serrr�n(7j h�iness days tr►prvEess�hese r�qv.esEs PRI�Lt fio thp date it ir need+ed. Adv�nte reques#s rrEust be appraved by th�b�p�bn��t He�d vr�i.s/her authotized represer�t�t�.ve.S�rh apprnval wi1� cot�st�tute ttb��nly �pproval a� to reasanabieness vf amounf,be�E�lso v�ri�i�ativn th��sueh ttavel wili be fnr af�ci�l Cit�*business. liofeF:Anytime a ho�1 is r�c�uYred fa�senunar/conf�rence attenda�ce,Ehe €uI��etaE�i f�e��std bed t��x s�►ould be ad�v�ced to ttie h.�t�l prinr to the date��h��r�nt Up�n r�l�uxt� f�am#Jn.e s�n,ir►�r/c�r�er�ee� Qri�receipt is reqt�ired in ord�r tn clear tti,e ad.vance. l�ny Pxp�t�s inevrr�d by�te em.p��y�e�ttendirt��t.� ��/�v�€��n��h�ll a�ot b�p��d uritil a r�C�ip�i� pr��id�d. � P � A � ��'�� o �� . � � '' a . e a � � �'��: �s��ct�r�t�.��r�ay 1a�t��r�r ar`er�pl�ye��ri�rr te�€h� ��rn�rr�r/�nf�x��t��d�to c��r�r�ny expet��the�r sh�u�d irt�. ��.�ra�y,cash is��v��d.at�rat�c�f$1Qn.fIOf da�r ut�I�� ot�t:�r�nr#�e��th�r��d b��e t�ep�e.t�t Head. t?pcm rctr�rn frorr� the�etriin��/eor��nGe,� dri�at�ere�pts mu�t�e attached t�c►� �r�...��t�x��ns��'orm at�d�t��smittert tu Fir��r�cp in or��r to�le�th� adv�ce. �►�rec�ipts are�u.difed and.�l�d with the origit�I aeivar��r�qu�st. Any tntiney x�m.a'u�ii�sha�l be�,v�ts ll�� irE�n�e l�e,pat tmettt Eot re�:i�fitti�. �r�tture�'a C�'�Qt�Rd�czrac�s ist a Tfr�t,y�4latrn�r: Tf�u�standit�.��dvances h�ve not b��n rerover�d withi.t�.30 rl�ys ��resm�he d�.�:�thhe accou�tirtg�'or th�lrip was rlu�,the Fit��ttce '�e�ic��tt sh�t11,�.th��►b�ence af e�ct�muating circtt.�nstanees, fc�rward a list of thbs�wha a�e.��t�tcr the City Ivi��r. 1'he City M�rt�.ger�will det�nitte what�ctias�s is r�quired. fn.tern�1. Iie�vv�.�p�e�►ice{I.12_S.}r�qui�es tha.t advances be�l�ared quic�cl�r . �r risk h�v�a1�adv��e��t�+d gs w,��s to�t�emp]oyee(s)c ( �. d ��-+/LSIJ Il �`ix%OAV OV�e �H �tl(S � J - -L � . . �_� . /�!��/�Iis{��/�l ; ,�,��L�1RA'�t�N C�� II��IN��batC�tN�L ��I�'T� l�R P V' �N � AAAb� t�.� � gEWALF dF"�ltY �� ALN1 #��5��°�e it�dividt�� R�c�Ept� �� o�les�e Ihstt�c#ians: � �vpy ti�is fr�rm as n�ed�d_ Aftach this completed�rm t� the �"r�vel�xp�rrs� Vvuch�r ir� pf,�ce of�m;s�ir�g a�gEnaJ r��ipt �ompt�te thfs t`vrm f�r missrng ot��ina!r��eipt(s)_ �ls�, only carnpl�te the app�p►iat� sec�iort th�f�►p�lies t+o Nt�fyp� df pe�en€r�r�d�. Ea . cl��far�th�t.° • (IVameJ �. i disbtttsed person�l r�vh►�s ort b2h�lf v� t�he C`ity af l��lm f�es�r��s fallaws: (A� l7at�: Atnot�nf F`'�id:� Y�r�dnr A►�m�: Vendr�r Add��s: A�scr�ptidn af I�ayrnenf- (B) Dat�: _ �AmoUnt Waid: $ Vendnr IVgr»e_ Venrlor Addl�ss_;,� . Qescr�'ptivn of Paymerat_ (G) Date:� — �1mou�►t I�aid� $ � 1lendot l�eme: Venddr Addr�ss: 17e�cniptin� of Payment: 1"dtal $ 2. The arfgira►r�cefpt is not r�var/�bl�_ T'he nse�son (i_�. Cauld rtot be abt�in�rl. /c,st,y.�tc_,�" !s �s fo►loW�: I h�reby certJfy th�t th��bvv� informatian is trlte ta the best of nrty knc�wledge_ i3ate: Stgnatc�re: t��p�rtm�n#He�d Apprrsrr�l: ��t�: �i��atu�e: � ` • � ��•�� CITY OF PALM DESERT � � ___ FINANCE DEPARTMENT INTEROFFICE MEMORANDUM To: All City Employees From: Paul S. Gibson, Director of Finance/ ;'�� Date: March 1, 2002 Subject: Resolution 02-8 - Travel Policy Guidelines On February 14, 2002, City Council approved Resolution 02-8 Travel Policv Guidelines for all City employees, commissioners, committee members and representatives. Please Note: Per IRS Publication 463 entitled, Travel. Entertainment Gift and Car Expenses, all expenses require receipts with detailed information in order to be considered a reimbursable expense. Ticket stubs will not be acceptable forms of a receipt. If you require any additional information or clarification, please do not hesitate to contact myself or Veronica Tapia at extension 321. G:1Finance\Veronica TapialWPdocs\travelpolicymemo.wpd TRAVEL EXPENSE GUIDELINES ADVANCES Requests for advances should be submitted on the Request for Payment-Travel or Cash Advance. The Finance Department requires seven (7) business days to process these requests PRIOR to the date it is needed. Advance requests must be approved by the Department Head or his/her authorized representative. Such approval will constitute not only approval as to reasonableness of amount, but also verification that such travel will be on official City business. Hotel: Anytime a hotel is required for seminar/conference attendance, the full hotel fees and bed tax should be advanced to the hotel prior to the date of the event. Upon return from the seminar/conference an original receipt is required in order to clear the advance. Any expenses incurred by the employee attending the seminar/conference shall not be paid until a receipt is provided. Cash: Cash advances may be taken by an employee prior to the seminar/conference in order to cover any expenses they should incur. Generally, cash is advanced at a rate of$100.00/day, unless otherwise authorized by the Department Head. Upon return from R the seminar/conference, all original receipts must be attached to a Travel Expense Form and turned into Finance in order to clear the advance. All receipts are audited and filed with the original advance request. Any money remaining shall be given to the Finance Department for receipting. Failure To Clear Advances in a Timely Manner If outstanding advances have not been recovered within 30 days from the date the accounting for the trip was due, the Finance Technician shall, in the absence of extenuating circumstances, initiate action for recovery by forwarding information to the City Manager who will then decide if reimbursement should be a deduction from the employees wages or other means. ALLOWABLE EXPENSES Following any seminar/conference all original, detailed receipts will need to be submitted to Finance for reimbursement. Expenses must be related to the seminar/conference and reasonable. Guidelines are as follows: Meals: One day seminars allow for lunches to be comped by the City. Two Page 1 of 5 days or more, allow for breakfast, lunch and dinner: Detailed � receipts are required for reimbursement. Alcohol is not a reimbursable expense. Employees are only reimbursed for the portion of the receipt which applies to them. Any conference related guests must be pre-approved by your Department Head. Tips: Tips in excess of 20% will be the responsibility of the employee. Hotel: Hotel receipts must be submitted for reimbursement of any expenses, especially if the hotel room was prepaid by the City. Movie rentals are not reimbursable. Airfare: Similar to registration fees, airfare should be paid directly by the City of Palm Desert. Antelope Travel Service provides airline tickets at a $10 service fee. Parking: Parking is reimbursable when a personal or city vehicle is used while attending a conference/seminar. Mileage: Mileage is reimbursable for personal vehicle usage at a rate of $.345/mile. Mileage is calculated by the lesser of the Civic Center to conference destination or employee's home to conference destination. Mileage will only be reimbursed at a rate equal to that of alternative means of transportation. (i.e. If you chose to drive to Sacramento instead of flying, the max mileage reimbursement you can receive is equal to that of the airfare + rental car/taxi). If a city or rental vehicle is used, gas receipts will be necessary for reimbursement. All mileage is verified by the Finance Department using Mapquest.com. Phone: All business related phone calls are reimbursaUle (including one reasonably brief, non-emergency, personal call home per day, if desired). Registration: Registration should be paid directly by the City prior to the conference/seminar deadline. (This does not include college%ontinued education course work which is paid directly by the employee and then upon completion and passing the course, the City reimburses the employee.) Testing: Any class/licensing course which involves testing, must be paid by the employee and reimbursed following the employees passing the test. Proof of payment and test score must be attached. Page 2 of 5 Miscellaneous: Miscellaneous expenses which are reimbursable include: i. reference materials, ii. xerographic or typewriting services iii. rental of office machines in connection with preparation of official reports or correspondence iv. purchase of materials and supplies, when normal purchasing procedures cannot be followed; and v. rental of a room or other facility for the transaction of official business On occasion there are special circumstances in which a person will Ue reimbursed for items not included above. In such cases, each expense will need to be approved by the Department Head prior to consideration. FORM USED Travelers shall report travel expenses and account for travel advances by submitting a Travel Expense Voucher. You can download the Exce17.0 version of the Travel Expense Voucher from the G: Everyone drive on the Network. OUT OF STATE TRAVEL All out of state travel is allowed if authorized by City Council prior to the trip or disbursement of advances. Please attach backup showing the authorization for the out of state trip. CITY PAYMENT FOR SPOUSES In the interest of obtaining maximum value from certain functions, there is merit in attendance by the spouses of delegates. In such instances, the City will pay for the spouses' expenses as if he or she were a delegate. Functions for which this section applies are: a) Dinner Meetings of the Riverside County Mayors' and Councilmembers' Group. b) Dinner Meetings of the Citrus Belt Division. League of California Cities. c) Dinner Meetings of the California Contract Cities Association. d) Dinner Meetings of the Coachella Valley Association of Governments. e) Such other functions as may be specifically recommended by the City Manager and approved in advance by the Mayor or City Council. TIME LIMIT FOR SUBMISSION A Travel Expense Voucher must be submitted to the Finance Department within 10 days after completion of the trip unless there is recurring local travel, in which case Page 3 of 5 � vouchers may be submitted monthly. REQUIRED INFORMATION The traveler shall provide all information requested on the Travel Expense Voucher, along with an explanation of unusual items, copies of any written authorizations, and any other information required in travel policies. All expenses for a trip should be reported on ONE Travel Expense Voucher. Supplemental vouchers may be submitted if necessary, but they must be clearly marked "supplemental" and must be accompanied by a photocopy of the original voucher. The Travel Expense Voucher must show the inclusive dates of each trip for which allowances are claimed and the times of departure and return. DOCUMENTATION Receipts: The original of the following items must be submitted with the Travel Expense Voucher: (1) Stubs or carrier's copy of transportation tickets. (2) Receipts for local transportation. (3) Receipts for each miscellaneous expense. (4) Receipts for all lodging. (5) Please tape all receipts to a full sheet of paper and attach them to the travel voucher in the same sequence as the entry of their totals on the voucher. Identify or clearly reference attachments. Please indicate the exchange rate used for each receipt when applicable. ORIGINAL RECEIPTS NOT AVAILABLE In cases where original receipts have been lost or are otherwise unavailable, a traveler can submit a "Declaration of Missing Evidence" located on Attachment A (at the end of this policy) with his/her Travel Expense Voucher in place of a missing original receipt. The completed form will be accepted by the Finance Department as adequate documentation. It is intended that the form will be used only in unusual situations when either an original receipt is unavailable or lost. Acceptance of the form is subject to the frequency of its use and the explanation for the unavailable receipt. APPROVAL AND CERTIFICATION OF TRAVEL EXPENSES The traveler and the person approving payment should sign the typed travel voucher after the traveler claiming reimbursement reviews it. The voucher must be approved for payment by the department head or a person to whom such authority has been delegated, as evidenced by a Signature Authorization Form on file with the Finance Department. Page 4 of 5 ATTACHMENT A DECLARATION OF MISSING EVIDENCE FOR MISSING ORIGINAL RECEIPTS AND/OR PAYMENTS MADE ON BEHALF OF "CITY OF PALM DESERT Instructions: Copy this form as needed. Attach this comp/eted form to the Trave/Expense Voucher in p/ace of a missing origina/receipt. Complete this form for missing original receipt(s). A/so, only complete the appropriate section that applies to the type of payment made. �� , declare that: (Name) 1. l disbursed persona/monies on behalf of the City of Palm Desert as follows: (A) Date: Amount Paid: $ Vendor Name: Vendor Address: Description of Payment: (B) Date: Amount Paid: $ Vendor Name: Vendor Address: Description of Payment: ( C) Date: Amount Paid: $ Vendor Name: � Vendor Address: � Description of Payment: Total � 2. The original receipt is not available. The reason (i.e. Could not be obtained, lost, etc.) is as follows: I hereby certify that the above information is true to the best of my knowledge. Date: Signature: Department Head Approval: Date: Signature: Page 5 of 5 �� CITY OF PALM DESERT _� - OFFICE OF THE CITY MANAGER INTEROFFICE MEMORANDUM To: Honorable Mayor and Members of the City Council From: John M. Wohlmuth, City Manager � Date: October 9, 2009 Subject: Travel Policy for the City of Palm Desert Recently, the City of Palm Desert's Travei Policy has been under scrutiny. As an internal process, the City Manager could review a travel plan prior to the Mayor or Councilmember's trip to determine consistency with the existing policy. This review would be preferable to signing a reimbursement form that may be inconsistent with the policy. Some determinations are more subjective than objective and concerns could be resolved prior to the expense. At this point, the Council has not identified the City Manager's role as to the approval of reimbursement travel expenses. � In order to avoid this confusion, I recommend the following process: 1. If Council approval is necessary, agendize for Council consideration (out of state travel) 2. Identify if adequate funds are budgeted (do adequate funds exist in the department budget?) 3. Provide the City Manger with a travel plan (review plan against budget and policy) 4. City Manager reviews travel plan with Councilmember(s) (to determine reasonable expenses) 5. Councilmember takes trip and maintains all receipts 6. Provide City Manager with travel expense report 7. Provide verbal or written report to the City Council �� ` , ��' � � JOHN M: WOHLMUTH City Ma�ger ' „ Per Diem Rate Tables, Publication 1542, dated April 2009 Computing Maximum Rate Meals and Maximum Maximum Incidentials Per Diem State Key City County Effective Date Lodging Rate Expense Rate Rate A B A+ B = C CA Los Angeles Los Angeles, Orange,Venura All Year 118 64 182 Oakland Alameda All Year 99 59 158 Ontario San Bernardino All Year 92 59 151 Sacramento Sacramento All Year 111 59 170 San Diego San Diego 1/1-3/31 146 64 210 4/1- 12/31 139 64 203 San Francisco San Francisco 1/1-8/31 152 64 216 9/1-11/30 168 64 232 12/1- 12/31 152 64 216 San Luis Obispo San Luis Obispo 1/1-6/30 106 54 160 7/1-8/31 126 54 180 9/1- 12/31 106 54 160 Santa Barbara Santa Barbara 1/1-6/30 141 59 200 7/1 -8/31 181 59 240 9/1- 12/31 141 59 200 San Jose Santa Clara All Year 119 59 178 State Net � Bill Text Page 1 of 13 � In bill text the fo�lowing has special meaning green underline denotes added text red text denotes vetoed text 2005 CA A 1234 nuTHort: Salinas veRsioN: Chaptered VERSION DATE: 1O/O7/2OOS CHAPTER 700 FILED WITH SECRETARY OF STATE OCTOBER 7, 2005 APPROVED BY GOVERNOR OCTOBER 7, 2005 PASSED THE ASSEMBLY AUGUST 30, 2005 PASSED THE SENATE AUGUST 29, 2005 AMENDED IN SENATE AUGUST 22, 2005 AMENDED IN SENATE AUGUST 15, 2005 AMENDED IN SENATE JULY 13, 2005 AMENDED IN SENATE JUNE 29, 2005 AMENDED IN SENATE JUNE 21, 2005 AMENDED IN SENATE JUNE 1, 2005 AMENDED IN ASSEMBLY APRIL 5, 2005 INTRODUCED BY Assembly Member Salinas FEBRUARY 22, 2005 An act to amend Sections 25008 and 36514.5 of, and to add Article 2.3 (commencing with Section 53232) and Article 2.4 (commencing with Section 53234) to Chapter 2 of Part 1 of Division 2 of Title 5 of, the Government Code, to amend Sections 6060 and 7047 of the Harbors and Navigation Code, to amend Sections 2030, 2851, 4733, 4733.5, 6489, 9031, 13857, 13866, and 32103 of the Health and Safety Code, to amend Section 1197 of the Military and Veterans Code, to amend Sections 5536, 5536.5, 5784.15, and 9303 of the Public Resources Code, to amend Sections 11908, 11908.1, 11908.2, 16002, and 22407 of the Public Utilities Code, and to amend Sections 20201, 21166, 30507, 30507.1, 34741, 40355, 50605, 55305, 56031, 60143, 70078, 71255, and 74208 of, and to add Section 20201.5 to, the Water Code, relating to local agencies. LEGISLATIVE COUNSEL'S DIGEST AB 1234, Salinas Local agencies: compensation and ethics. Existing law provides for the establishment and operations of cities, counties, cities and counties, districts, and other local government agencies, the composition of their governing bodies, and the payment of governing body members for attending meetings and performing other duties, and prescribes conflicts of interest. This bill would require a local agency that provides reimbursement for expenses to members of its legislative body to adopt a written policy on the duties for which legislative body members may receive compensation, other than meetings of the legislative body or an advisory body or attendance at a conference or organized educational activity. The bill would require such a governing body to adopt a written policy concerning what occurrences qualify a member to receive reimbursement of expenses for travel, meals, and lodging and would impose related requirements, including the filing of expense reports,'which would be public records. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005 OOOA 12 3 4_... 10/15/2009 State Net � Bill Text Page 2 of 13 This bill would also require that if a local agency provides any type of compensation, salary, or stipend to, or reimburses the expenses of, a member of the legislative body, all local agency officials, except a member whose term of office ends before January 1, 2007, in local agency service as of January 1, 2006, or thereafter receive training in ethics, as specified. This bill would provide that if any entity develops criteria for the ethics training, then the Fair Political Practices Commission and the Attorney General shall be consulted regarding any proposed course content. This bill would specify, with respect to certain special districts, how a director's activities on a specific day are determined to be compensable and would make related changes. THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS: SECTION 1. Section 25008 of the Government Code is amended to read: 25008. Members shall be allowed their actual expenses in going to, attendance upon, and returning from state association meetings and their actual and necessary traveling expenses when traveling outside their counties on official business. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3. SEC. 2. Section 36514.5 of the Government Code is amended to read: 36514.5. City council members may be reimbursed for actual and necessary expenses incurred in the performance of official duties. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3. SEC. 3. Article 2.3 (commencing with Section 53232) is added to Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code, to read: Article 2.3. Compensation 53232. For the purposes of this article, the following terms have the following meanings: (a) "Governing body" means the board of supervisors in the case of a county or a city and county, the city council or board of trustees in the case of a city, and the board of directors or other governing body in the case of a special district. (b) "Legislative body" has the same meaning as specified in Section 54952. (c) "Local agency" means a city, county, city and county, charter city, charter county, charter city and county, or special district. (d) "Meeting" has the same meaning as specified in subdivision (a) of Section 54952.2. 53232.1. (a) When compensation is otherwise authorized by statute, a local agency may pay compensation to members of a legislative body for attendance at the following occurrences: (1) A meeting of the legislative body. (2) A meeting of an advisory body. (3) A conference or organized educational activity conducted in compliance with subdivision (c) of Section 54952.2, including, but not limited to, ethics training required by Article 2.4 (commencing with Section 53234). (b) A local agency may pay compensation for attendance at occurrences not specified in subdivision (a) only if the governing body has adopted, in a public meeting, a written policy specifying other types of occasions that constitute the performance of official duties for which a member of the legislative body may receive payment. (c) This section shall not apply to any local agency that pays compensation in the form of a salary to members of a legislative body, including, but not limited to, those local agencies whose legislative bodies' compensation is subject to Section 36516 or 36516.1, subparagraph (B) or (C) of paragraph (2) of subdivision (a) of Section 21166 or Section 22840 of the Water Code, Section 11908.1 of the Public Utilities Code, Section 6060 of the Harbors and Navigation Code, or subdivision (b) of Section 1 or Section 5 of Article XI of the California Constitution. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 3 of 13 53232.2. (a) When reimbursement is otherwise authorized by statute, a local agency may reimburse members of a legislative body for actual and necessary expenses incurred in the performance of official duties, including, but not limited to, activities described in Article 2.4 (commencing with Section 53234). (b) If a local agency reimburses members of a legislative body for actual and necessary expenses incurred in the performance of official duties, then the governing body shall adopt a written policy, in a public meeting, specifying the types of occurrences that qualify a member of the legislative body to receive reimbursement of expenses relating to travel, meals, lodging, and other actual and necessary expenses. (c) The policy described in subdivision (b) may also specify the reasonable reimbursement rates for travel, meals, and lodging, and other actual and necessary expenses. If it does not, the local agency shall use the Internal Revenue Service rates for reimbursement of travel, meals, lodging, and other actual and necessary expenses as established in Publication 463, or any successor publication. (d) If the lodging is in connection with a conference or organized educational activity conducted in compliance with subdivision (c) of Section 54952.2, including, but not limited to, ethics training required by Article 2.4 (commencing with Section 53234), lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available to the member of a legislative body at the time of booking. If the group rate is not available, the member of a legislative body shall use comparable lodging that is consistent with the requirements of subdivisions (c) and (e). (e) Members of the legislative body shall use government and group rates offered by a provider of transportation or lodging services for travel and lodging when available. (f) All expenses that do not fall within the adopted travel reimbursement policy or the Internal Revenue Service reimbursable rates as provided in subdivision (c), shall be approved by the governing body, in a public meeting before the expense is incurred, except as provided in subdivision (d). (g) This section shall not supersede any other laws establishing reimbursement rates for local agencies. 53232.3. (a) If a local agency reimburses members of a legislative body for actual and necessary expenses incurred in the performance of officiai duties, then a local agency shall provide expense report forms to be filed by the members of the legislative body for reimbursement for actual and necessary expenses incurred on behalf of the local agency in the performance of official duties. Reimbursable expenses shall include, but not be limited to, meals, lodging, and travel. (b) Expense reports shall document that expenses meet the existing policy, adopted pursuant to Section 53232.2, for expenditure of public resources. (c) Members of a legislative body shall submit expense reports within a reasonable time after incurring the expense, as determined by the legislative body, and the reports shall be accompanied by the receipts documenting each expense. (d) Members of a legislative body shall provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body. (e) All documents related to reimbursable agency expenditures are public records subject to disclosure under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1). 53232.4. Penalties for misuse of public resources or falsifying expense reports in violation of expense reporting polices may include, but are not limited to, the foliowing: (a) The loss of reimbursement privileges. (b) Restitution to the local agency. (c) Civil penalties for misuse of public resources pursuant to Section 8314. (d) Prosecution for misuse of public resources, pursuant to Section 424 of the Penal Code. SEC. 4. Article 2.4 (commencing with Section 53234) is added to Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code, to read: Article 2.4. Ethics Training http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 4 of 13 53234. For the purposes of this article, the following terms have the following meanings: (a) "Legislative body" has the same meaning as specified in Section 54952. (b) "Local agency" means a city, county, city and county, charter city, charter county, charter city and county, or special district. (c) "Local agency official" means the following: (1) Any member of a local agency legislative body or any elected local agency official who receives any type of compensation, salary, or stipend or reimbursement for actual and necessary expenses incurred in the performance of official duties. (2) Any employee designated by a local agency legislative body to receive the training specified under this article. (d) "Ethics laws" include, but are not limited to, the following: (1) Laws relating to personal financial gain by public servants, including, but not limited to, laws prohibiting bribery and conflict-of-interest laws. (2) Laws relating to claiming prerequisites of office, including, but not limited to, gift and travel restrictions, prohibitions against the use of public resources for personal or political purposes, prohibitions against gifts of public funds, mass mailing restrictions, and prohibitions against acceptance of free or discounted transportation by transportation companies. (3) Government transparency laws, including, but not limited to, financial interest disclosure requirements and open government laws. (4) Laws relating to fair processes, including, but not limited to, common law bias prohibitions, due process requirements, incompatible offices, competitive bidding requirements for public contracts, and disqualification from participating in decisions affecting family members. 53235. (a) If a local agency provides any type of compensation, salary, or stipend to a member of a legislative body, or provides reimbursement for actual and necessary expenses incurred by a member of a legislative body in the performance of official duties, then all local agency officials shall receive training in ethics pursuant to this article. (b) Each local agency official shall receive at least two hours of training in general ethics principles and ethics laws relevant to his or her public service every two years. (c) If any entity develops curricula to satisfy the requirements of this section, then the Fair Political Practices Commission and the Attorney General shall be consulted regarding the sufficiency and accuracy of any proposed course content. When reviewing any proposed course content the Fair Political Practices Commission and the Attorney General shall not preclude an entity from also including local ethics policies in the curricula. (d) A local agency or an association of local agencies may offer one or more training courses, or sets of se►f- study materials with tests, to meet the requirements of this section. These courses may be taken at home, in- person, or online. (e) All providers of training courses to meet the requirements of this article shall provide participants with proof of participation to meet the requirements of Section 53235.2. (f) A local agency shall provide information on training available to meet the requirements of this article to its local officials at least once annually. 53235.1. (a) Each local agency official in local agency service as of January 1, 2006, except for officials whose term of office ends before January 1, 2007, shall receive the training required by subdivision (a) of Section 53235 before January 1, 2007. Thereafter, each local agency official shall receive the training required by subdivision (a) of Section 53235 at least once every two years. (b) Each local agency official who commences service with a local agency on or after January 1, 2006, shall http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 5 of 13 receive the training required by subdivision (a) of Section 53235 no later than one year from the first day of service with the local agency. Thereafter, each local agency official shall receive the training required by subdivision (a) of Section 53235 at least once every two years. (c) A local agency official who serves more than one local agency shall satisfy the requirements of this article once every two years without regard to the number of local agencies with which he or she serves. 53235.2. (a) A local agency that requires its local agency officials to complete the ethical training prescribed by this article shall maintain records indicating both of the following: (1) The dates that local officials satisfied the requirements of this article. (2) The entity that provided the training. (b) Notwithstanding any other provision of law, a local agency shall maintain these records for at least five years after local officials receive the training. These records are public records subject to disclosure under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1). SEC. 6. Section 6060 of the Harbors and Navigation Code is amended to read: 6060. The commissioners shall serve without salary until the yearly gross income of the district, exclusive of taxes levied by the district, exceeds twenty thousand dollars ($20,000) per year, when the board may, by ordinance, fix their salaries, which shall not exceed the sum of six hundred dollars ($600) per month each. In addition to any salary received pursuant to this section, the commissioners shall be allowed any actual and necessary expenses incurred in the performance of their duties. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 7. Section 7047 of the Harbors and Navigation Code is amended to read: 7047. Each director shall receive a sum as may be fixed by the board, not exceeding fifty dollars ($50) for each meeting of the board attended by him or her, for not exceeding four meetings in any calendar month. A director may also receive traveling and other expenses incurred by him or her when performing duties forthe district other than attending board meetings. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 8. Section 2030 of the Health and Safety Code is amended to read: 2030. (a) The members of the board of trustees shall serve without compensation. (b) The members of the board of trustees may receive their actual and necessary traveling and incidental expenses incurred while on official business. In lieu of paying for actual expenses, the board of trustees may by resolution provide for the allowance and payment to each trustee a sum not to exceed one hundred dollars ($100) per month for expenses incurred while on official business. A trustee may waive the payments permitted by this subdivision. (c) Notwithstanding subdivision (a), the secretary of the board of trustees may receive compensation in an amount determined by the board of trustees. (d) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 9. Section 2851 of the Health and Safety Code is amended to read: 2851. The members of the district board shall hold office at the pleasure of the board of supervisors. They shall serve without compensation, but shall be allowed their necessary traveling and other expenses incurred in performance of their official duties. In lieu of expenses, the district board may, by resolution, provide for the allowance and payment to each member of the board of a sum not exceeding one hundred dollars ($100) as expenses incurred in attending each business meeting of the board. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 6 of 13 SEC. 10. Section 4733 of the Health and Safety Code is amended to read: 4733. (a) The district board may fix the amount of compensation per meeting to be paid each member of the board for services for each meeting attended by the member. Subject to subdivision (b), the compensation shall not exceed one hundred dollars ($100) for each meeting of the district board attended by the member or for each day' s service rendered as a member by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incident thereto. (b) The district board, by ordinance adopted pursuant to Chapter 2 (commencing with Section 20200) of Division 10 of the Water Code, may increase the compensation received by the district board members above the amount of one hundred dollars ($100) per day. (c) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. (d) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 11. Section 4733.5 of the Health and Safety Code is amended to read: 4733.5. Where two or more county sanitation districts have joined in the purchase, ownership, use, construction, maintenance, or operation of a sewerage system, or sewage disposal or treatment plant, or refuse transfer or disposal system, or both, either within or without the districts, or have so joined for any combination of these purposes, as provided in Section 4742, and the districts hold their meetings jointly, and one or more of the directors serve as a director on more than one of these districts meeting jointly, the districts may, by joint resolution approved by each district, limit the compensation of a director to compensation equal to not more than fifty dollars ($50) for each jointly held meeting attended by him or her, not to exceed one hundred dollars ($100) in any one month for attendance at jointly held meetings. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. SEC. 12. Section 6489 of the Health and Safety Code is amended to read: 6489. (a) Subject to subdivision (b), each of the members of the board shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incident thereto. (b) The district board, by ordinance adopted pursuant to Chapter 2 (commencing with Section 20200) of Division 10 of the Water Code, may increase the compensation received by board members above the amount of one hundred dollars ($100) per day. (c) The secretary of the sanitary board shall receive compensation to be set by the sanitary district board, which compensation shall be in lieu of any other compensation to which he or she may be entitled by reason of attendance at the meeting or meetings of the sanitary board. (d) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. (e) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 13. Section 9031 of the Health and Safety Code is amended to read: 9031. (a) The board of trustees may provide, by ordinance or resolution, that each of its members may receive compensation in an amount not to exceed one hundred dollars ($100) for attending each meeting of the board. A member of the board of trustees shall not receive compensation for more than four meetings of the board in a month. (b) The board of trustees, by ordinance adopted pursuant to Chapter 2 (commencing with Section 20200) of http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 7 of 13 Division 10 of the Water Code, may increase the amount of compensation received for attending meetings of the board. (c) In addition, members of the board of trustees may receive their actual and necessary traveling and incidental expenses incurred while on official business other than a meeting of the board. (d) A member of the board of trustees may waive any or all of the payments permitted by this section. (e) For the purposes of this section, a meeting of the board of trustees includes, but is not limited to, regular meetings, special meetings, closed sessions, emergency meetings, board field trips, district public hearings, or meetings of a committee of the board. (f) For purposes of this section, the determination of whether a trustee's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. (g) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 14. Section 13857 of the Health and Safety Code is amended to read: 13857. (a) Subject to subdivision (b), each member of the district board may receive compensation in an amount set by the district board not to exceed one hundred dollars ($100) for attending each meeting of the district board. The number of ineetings for which a member of the board of directors may receive compensation shall not exceed four meetings in any calendar month. (b) The district board, by ordinance adopted pursuant to Chapter 2 (commencing with Section 20200) of Division 10 of the Water Code, may increase the compensation received by the district board members above the amount prescribed by subdivision (a). (c) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. SEC. 15. Section 13866 of the Health and Safety Code is amended to read: 13866. A district may authorize its directors and employees to attend professional or vocational meetings and pay their actual and necessary traveling and incidental expenses while on official business. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 16. Section 32103 of the Health and Safety Code is amended to read: 32103. The board of directors shall serve without compensation except that the board of directors, by a resolution adopted by a majority vote of the members of the board, may authorize the payment of not to exceed one hundred dollars ($100) per meeting not to exceed five meetings a month as compensation to each member of the board of directors. Each member of the board of directors shall be allowed his or her actual necessary traveling and incidental expenses incurred in the performance of official business of the district as approved by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 17. Section 1197 of the Military and Veterans Code is amended to read: 1197. The board shall consist of five members who shall be registered electors residing within the district or proposed district at the time of their election and shall be elected by the qualified electors of the district. A majority of the seats on the board shall be designated for veterans, as defined in Section 940. Any board seat that is so designated, but is not currently filled by a qualifying individual, shall be filled by a qualified individual at the next election at which that seat is to be filled. Members shall serve without compensation, but shall be entitled to actual and necessary expenses incurred in the performance of duties. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 8 of 13 SEC. 18. Section 5536 of the Public Resources Code is amended to read: 5536. (a) The board shall establish rules for its proceedings. (b) The board may provide, by ordinance or resolution, that each of its members may receive an amount not to exceed one hundred dollars ($100) per day for each attendance at a meeting of the board. For purposes of this section, a meeting of the board includes, but is not limited to, closed sessions of the board, board field trips, district public hearings, or meetings of a committee of the board. The maximum compensation allowable to a board member on any given day shall be one hundred dollars ($100). Board members shall not receive any other compensation for meetings, and no board member shall receive more than five hundred dollars ($500) compensation under this section in any one calendar month, except that board members of the East Bay Regional Park District may receive compensation for not more than 10 days in any one calendar month. A board member may elect to waive the per diem. In addition, the board may provide, by ordinance or resolution, that each of its members not otherwise eligible for an employer-paid or partially employer-paid group medical or group dental plan, or both, may participate in any of those plans available to permanent employees of the district on the same terms available to those district employees or on terms and conditions as the board may determine. A board member who elects to participate in any plan may also elect to have the premium for the plan charged against his or her per diem and may further elect to waive the balance of the per diem. (c) All vacancies on the board shall be filled in accordance with the requirements of Section 1780 of the Government Code, except that, in the case of vacancies caused by the creation of new wards or subdistricts, the directors shall, prior to the vacancies being filled, determine by lot, for the purpose of fixing the terms of the first directors to be etected to the wards or subdistricts, which ward or subdistrict shall have a four-year term and which ward or subdistrict shall have a two-year term. The persons who fill the vacancies caused by the establishment of new wards or subdistricts shall hold office until the next general election and until their successors are elected and qualified for the terms previously determined by lot. (d) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. SEC. 19. Section 5536.5 of the Public Resources Code is amended to read: 5536.5. Members of the board of directors may be allowed actual necessary traveling and incidental expenses incurred in the performance of official business of the district as approved by the district board. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 20. Section 5784.15 of the Public Resources Code is amended to read: 5784.15. (a) The board of directors may provide, by ordinance or resolution, that each of its members may receive compensation in an amount not to exceed one hundred dollars ($100) for attending each meeting of the board. The board of directors, by ordinance adopted pursuant to Chapter 2 (commencing with Section 20200) of Division 10 of the Water Code, may increase the amount of compensation received for attending meetings of the board. (b) The maximum compensation in any calendar month shall be five hundred dollars ($500). (c) In addition, members of the board of directors may receive their actual and necessary traveling and incidental expenses incurred while on official business. (d) A member of the board of directors may waive the compensation. (e) For the purposes of this section, a meeting of the board of directors includes, but is not limited to, regular meetings, special meetings, closed sessions, emergency meetings, board field trips, district public hearings, or meetings of a committee of the board. (f) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. (g) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 9 of 13 SEC. 21. Section 9303 of the Public Resources Code is amended to read: 9303. The directors shall receive no compensation for their services as such, but each shall be allowed reasonable and necessary expenses incurred in attendance at meetings of the directors or when otherwise engaged in the work of the district at the direction of the board of directors. The directors shall fix the amount allowed for necessary expenses, but no director shall be appointed to any position for which he or she would receive compensation as a salaried officer or employee ofthe district. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 22. Section 11908 of the Public Utilities Code is amended to read: 11908. The board shall establish rules for its proceedings and may provide, by ordinance or resolution, that each member shall receive for each attendance at the meetings of the board, or for each day's service rendered as a director by request of the board, the sum of one hundred dollars ($100). No director shall receive any other compensation, nor receive pay for more than six days in any one calendar month. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. SEC. 23. Section 11908.1 of the Public Utilities Code is amended to read: 11908.1. (a) Notwithstanding Section 11908, a district with a board having seven directors may provide, by resolution or ordinance, that each director shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at public meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a totaf of six days in any calendar month, or, in lieu of that compensation, a salary of not to exceed six hundred dollars ($600) per month subject to annual adjustments pursuant to subdivision (b), together with any expenses incurred in the performance of his or her duties required or authorized by the board. No resolution or ordinance establishing compensation pursuant to this subdivision shall provide for any automatic increase in that compensation. (b) Any district which adopts salaries for directors pursuant to subdivision (a) may increase those salaries by not more than 5 percent for each calendar year following the operative date of the last adjustment, commencing with the calendar year following adoption of the salary or increase. (c) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 24. Section 11908.2 of the Public Utilities Code is amended to read: 11908.2. Notwithstanding Section 11908, the board of a district which has owned and operated an electric distribution system for at least eight years and has a population of 250,000 or more may provide, by ordinance or resolution, that each director shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at public meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of 10 days in any calendar month, together with any expenses incurred in the performance of his or her duties required or authorized by the board. The board may, by resolution or ordinance, increase the compensation per day by not more than 5 percent for each calendar year following the operative date of the last adjustment, commencing with the 1988 calendar year. No resolution or ordinance establishing compensation pursuant to this subdivision shall provide for any automatic increase in that compensation. For purposes ofthis section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Titie 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 25. Section 16002 of the Public Utilities Code is amended to read: 16002. Each member of the board shall receive the compensation that the board by ordinance provides, not exceeding four thousand eight hundred dollars ($4,800) a year. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. SEC. 26. Section 22407 of the Public Utilities Code is amended to read: http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill TeXt Page 10 of 13 22407. Each member of the board of directors shall receive compensation in an amount not to exceed one hundred dollars ($100) for each attendance at the meeting of the board held within the district, which amount shall be fixed from time to time by the board. No director, however, shall receive pay for more than four meetings in any calendar month. Each director shall be allowed, with the approval of the board, all traveling and other expenses necessarily incurred by the member in the performance of the member's duties. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 27. Section 20201 of the Water Code is amended to read: 20201. Notwithstanding any other provision of law, the governing board of any water district may, by ordinance adopted pursuant to this chapter, provide compensation to members of the governing board, unless any compensation is prohibited by its principal act, in an amount not to exceed one hundred dollars ($100) per day for each day' s attendance at meetings of the board, or for each day's service rendered as a member of the board by request of the board, and may, by ordinance adopted pursuant to this chapter, in accordance with Section 20202, increase the compensation received by members of the governing board above the amount of one hundred dollars ($100) per day. It is the intent of the Legislature that any future increase in compensation received by members of the governing board of a water district be authorized by an ordinance adopted pursuant to this chapter and not by an act of the Legislature. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. SEC. 28. Section 20201.5 is added to the Water Code, to read: 20201.5. Reimbursement for expenses of inembers of a governing board of a water district is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 29. Section 21166 of the Water Code is amended to read: 21166. Notwithstanding any other provision of law, a director, for sitting on the board or acting under its orders, shall receive both of the following: (a) (1) Except as specified in paragraphs (2) and (3), compensation not to exceed one hundred dollars ($100) per day, not exceeding six days in any calendar month. (2) In districts that produce or distribute electric power, one of the following methods of compensation: (A) Compensation not to exceed one hundred dollars ($100) per day. (B) A monthly salary of not to exceed six hundred dollars ($600) per month. (C) Annual compensation not to exceed fifteen thousand dollars ($15,000). Any annual compensation pursuant to this subparagraph shall be fixed by the adoption of an ordinance pursuant to Sections 20203 to 20207, inclusive. (3) Districts containing 500,000 acres or more are governed by Section 22840. (b) Actual and necessary expenses when acting under the orders of the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 11 of 13 SEC. 30. Section 30507 of the Water Code is amended to read: 30507. Each director shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incurred in the performance of his or her duties required or authorized by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 31. Section 30507.1 of the Water Code is amended to read: 30507.1. Each director of the Contra Costa Water District shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at meetings of the board and for each day's service rendered as a director by request of the board, not exceeding a total of 10 days in any calendar month, together with any expenses incurred in the performance of duties required or authorized by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 32. Section 34741 of the Water Code is amended to read: 34741. Until their compensation is fixed by the adoption of bylaws, the officers shall receive the following compensation for their services: (a) The secretary, tax collector, treasurer, and assessor, such sums as shall be fixed by the board. (b) Each director shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incurred in the perFormance of his or her duties required or authorized by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 33. Section 40355 of the Water Code is amended to read: 40355. (a) A director, when sitting on the board or acting under its orders, shall receive not exceeding: (1) One hundred dollars ($100) per day, not exceeding six days in any calendar month. (2) Ten cents ($0.10) per mile for each mile traveled from his place of residence to the office of the board. (3) Actual and necessary expenses while engaged in official business under the order of the board. (b) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. (c) Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 34. Section 50605 of the Water Code is amended to read: 50605. (a) Each member of the board shall receive such compensation for services actually and necessarily performed as the board determines to be just and reasonable, and shall be reimbursed for expenses necessarily incurred in the performance of his duties as trustee. (b) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text Page 12 of 13 SEC. 35. Section 55305 of the Water Code is amended to read: 55305. (a) The board of directors may fix the compensation of its members for their services as directors not to exceed ten dollars ($10) for each meeting attended, not exceeding two meetings in any calendar month. If allowed by the board, a director shall also receive for performing duties for the district other than attending board meetings the following: (1) An amount not to exceed one hundred dollars ($100) for each day performing such duties. (2)Traveling and other expenses incurred by him or her in perForming his duties. (b) For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 36. Section 56031 of the Water Code is amended to read: 56031. The district board shall have power to fix the amount of compensation per meeting to be paid each member of the board for his or her services for each meeting attended by him or her; provided, that the compensation shall not exceed ten dollars ($10) for each meeting of the district board attended by him or her, together with expenses necessarily incurred by him or her in traveling between his or her place of residence and the place of ineeting. However, no member shall receive compensation for attending more than three meetings of the board during any calendar month. This compensation shall be in addition to any other fees or compensation allowed by law for the other official positions specified in Section 56030 that are occupied by members of the district board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 37. Section 60143 of the Water Code is amended to read: 60143. Each director shall receive compensation in an amount not exceeding one hundred dollars ($100) for each day's attendance at meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incurred in the performance of his or her duties required or authorized by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 38. Section 70078 of the Water Code is amended to read: 70078. Each member of the board shall receive compensation for services actually and necessarily performed, as the board determines to be just and reasonable, and shall be reimbursed for expenses necessarily incurred in the performance of his or her duties as director. The salaries of all officers and employees of the district shall be fixed and determined by the directors. The board of directors shall fix the compensation that the election officers shall receive for district elections. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Titie 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 39. Section 71255 of the Water Code is amended to read: 71255. Each director shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incurred in the performance of his or her duties required or authorized by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 40. Section 74208 of the Water Code is amended to read: http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009 State Net � Bill Text � Page 13 of 13 74208. Each director shall receive compensation in an amount not to exceed one hundred dollars ($100) per day for each day's attendance at meetings of the board or for each day's service rendered as a director by request of the board, not exceeding a total of six days in any calendar month, together with any expenses incurred in the performance of his or her duties required or authorized by the board. For purposes of this section, the determination of whether a director's activities on any specific day are compensable shall be made pursuant to Article 2.3 (commencing with Section 53232) of Chapter 2 of Part 1 of Division 2 of Title 5 of the Government Code. Reimbursement for these expenses is subject to Sections 53232.2 and 53232.3 of the Government Code. SEC. 41. The Legislature finds and declares that transparency in the activities of local governments is a matter of statewide concern and not merely a municipal affair, as that term is used in Section 5 of Article XI of the California Constitution. Therefore, this act shall apply to charter cities, charter counties, and charter cities and counties. Cvpyrlr�l�t tQ09 Statc�Net, A11 Riyhts Res�rr�eJ. � http://client.statenet.com/secure/pe/ts.cgi?mode=fetch&text_version=CA2005000A 1234_... 10/15/2009