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CITY COUNCIL AGENDA ITEM NO. 12


Meeting Date: July 22, 2003

Subject/Title: Approve a resolution to amend Travel/Expense Policy No. 20-4

Submitted by: Pamela Ehler, Director of Finance and Information Systems
Denise Davies, Finance Operations Manager

Approved by: John Stevenson, City Manager



RECOMMENDATION
Approve a resolution to amend Travel/Expense Policy No. 20-4.

PREVIOUS ACTION
On November 28, 2000, by Resolution No. 2200, City Council adopted the Travel Policy.

BACKGROUND
Throughout time, issues arise regarding the Travel/Expense Policy, which is updated on an as-needed basis. The current policy is limited. Adopting this amendment to the existing policy establishes guidelines for the expenditure of public funds and authorizing attendance, travel, and reimbursement of expenses for city officials, employees and commissioners attending conferences, training, meetings and other city related business.

The majority of changes affecting the amendment to the existing policy are verbiage clarifications to better define the guidelines. However, additions to the policy are highlighted below:

Unauthorized Expenses:

 A local elected official purchasing meals for third parties, such as constituents, legislators, and private business owners at meetings held to conduct City related business is an unauthorized expense (Attorney General Opinion 01-711).

 The use of a City credit card to pay for unauthorized or personal expenses is discouraged. If unauthorized expenses have been paid by the City the employee will be responsible for reimbursement to the City within five (5) days. If an unauthorized charge was on a City credit card, the employee should submit to Finance a check made payable to the credit card company.

Internet Usage:

 When traveling on City business, employees must use the most economical method possible when accesing the internet, such as a local internet provider. Internet use is reimbursed by the City up to a maximum of two five-minute calls a day, when a local provider is not available.



FISCAL IMPACT
None


Attachments: Resolution
Travel Policy

RESOLUTION NO. ___

APPROVE A RESOLUTION TO AMEND TRAVEL/EXPENSE POLICY NO. 20-4

WHEREAS, throughout time, issues arise regarding the Travel/Expense Policy, which is updated on an as-needed basis. The current policy is limited. Adopting this amendment to the policy establishes guidelines for the expenditure of public funds and authorizing attendance, travel, and reimbursement of expenses for city officials, employees and commissioners attending conferences, training, meetings and other city related business.

WHEREAS, the majority of changes affecting the amendment to the policy are verbiage clarifications to better define the guidelines. However, additions to the policy are highlighted below:

Unauthorized Expenses:

 A local elected official purchasing meals for third parties, such as constituents, legislators, and private business owners at meetings held to conduct City related business is an unauthorized expense (Attorney General Opinion 01-711).

 The use of a City credit card to pay for unauthorized or personal expenses is discouraged. If unauthorized expenses have been paid by the City the employee will be responsible for reimbursement to the City within five (5) days. If an unauthorized charge was on a City credit card, the employee should submit to Finance a check made payable to the credit card company.

Internet Usage:

 When traveling on City business, employees must use the most economical method possible when accessing the internet, such as a local internet provider. Internet use is reimbursed by the City up to a maximum of two five-minute calls a day, when a local provider is not available.

NOW, THEREFORE, BE IT RESOLVED by the City of Brentwood as follows:
Section 1. The Travel/Expense Policy will be amended and updated to clarify and better define policy
.
Section 2. The following will be added to the Travel/Expense Policy:
Unauthorized Expenses:

 A local elected official purchasing meals for third parties, such as constituents, legislators, and private business owners at meetings held to conduct City related business is an unauthorized expense (Attorney General Opinion 01-711).

 The use of a City credit card to pay for unauthorized or personal expenses is discouraged. If unauthorized expenses have been paid by the City the employee will be responsible for reimbursement to the City within five (5) days. If an unauthorized charge was on a City credit card, the employee should submit to Finance a check made payable to the credit card company.

Internet Usage:

 When traveling on City business, employees must use the most economical method possible when accessing the internet, such as a local internet provider. Internet use is reimbursed by the City up to a maximum of two five-minute calls a day, when a local provider is not available.

PASSED, APPROVED AND ADOPTED on July 22, 2003 by the following vote:
AYES:
NOES:
ABSENT:


Brian Swisher
Mayor


Attest:



Karen Diaz, CMC
City Clerk


 

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