HomeMy WebLinkAboutCity Council Resolution 2327 RF_,SOLUTION NO. 2327
RESOIIrrlON OF THE CITY COUNCIL OF THE CITY OF SARATOGA
EII~ EXPENSE ACC/)IINr PROCEDURE
SECTION 1. Rules and Re ulations adopted. The Mayor, members of the City Council,
officers anaY~o~s ~ or
the City, makir~ demand for reimbursement for traveling
other expenses in connection with their official duties for said City, shall submit
to the Finance Director vouchers in accordance with the following rules and
regular ions:
A. All vouchers for expenses incurred, from anyone connected with the City, shall
be submitted within sixty (60) days after incurred in order to be paid and
shall be substantiated whenever practicable by paid bills or receipts;
B. All advanced funds shall he accounted for in writing within thirty (30) days
after the termirmtion of the event for which the said funds were advanced.
Advances shall be given only to cover estimated incidental expenses.
C. Vouchers for mileage, exceedin6 an average of twenty (20) miles per day for any
one calendar month shall be specifically enunerated and an explanaticngiven;
D. All vouchers for expenses shell contain the followir~ information for
accountir~ purposes and to establish as a justifiable expenditure:
Date of event;
Nature of event;
Total cost of each event.
E. Expenditures of funds necessitated by attendance at conferences and meetings
outside the metropolitan area of Santa Clara County must receive prior
approval of the City Council.
F. Reimbursement for expenses incurred by members of the City Council are governed
by Section / of the SataroMa Municipal Code.
2-~0.180/
G. Expenses shall be submitted to the Finance Director on such voucher form as
the Finance Director from time to time may prepare, which must include a
certification, signed by the recipient of the expenses.
H. The City Council shall from time to time set forth its policy on accounting
procedures pertainir~ to expense accounts for determining what constitute
reasonable and necessary expenses.
SECTION 2. All resolutions or parts of resolutions in conflict herewith are hereby
rescinded.
SECTION 3. This resolution shall be in full force and effect from and after the 15th
day of May , 1986, as it affects all officials and employees of the City of
Saratoga.
SECTION 4. The City Clerk shall certify to the passage and adoption of this
resolution; shall enter the same in the book of original resolutions of said city and
note the passage and adoption thereof in the records of the proceedings of the City
Council of said City in the minutes of the meetir~ at which the same is passed aud
adopted.
The above and foregoir~ resolution was passed aud adopted at a regular meeting of the
City Council of the City of Saratoga held on the 2nd day of April, 1986, by the
follo~in~ vote:
AYES: Co~ci~s Calloff, Fanelli, Moyles and Nayor Pro T~u Hlava
NOES: None
ABSENT: Mayor Clevenger
ATIEST: '~ ~ Mayo~
Deputy City Clerk ~"
April 2, 1986
POLICY FOR C(IqFERENCE AND MEETING EXPENSE REII~URSIMlqT
The City Council, in accordance with Section 1H. of Resolution2327, has adopted the
following guidelines as the official definition of '~easonable and necessary'
expenses for City officials attendling authorized conferences and meetings.
TRANSPORTATION
City will pay for round-trip coach airfare for part~icipant or mileage at the
established rate, whichever is less. Method of transportation shall be the option of
the participant. City will also reimburse for necessary parking, taxi or bus
transportation related to participation in the conference or meeting.
I/)I~ING
City will pay the single room rate (or one-half the double room rate if two
participants share the same room) for each participant while attending a conference
or meeting outside the San Jose area.
City will pay meal expenses incurred by the participant while at conferences and
meetings and while traveling to or from a conference or meeting.
MISCELLANEOUS
City will pay reasonable miscellaneous expenses for registration fees, tips,
refreshments and hospitality extended to other particpants at the conference or
meeting.