AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 3/7/2018
TO: Honorable Mayor and City Council Members
FROM: Administrative Services Department
SUBJECT:
Title
City Council Consideration to Approve Revised City Administrative Policy No. 01200.001 (Travel and Other Expense Reimbursement Policy) to provide for Pre-Approval of Trips Involving Overnight Stays or Airfare and to Make Other Clarifying Changes.
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RECOMMENDED ACTION:
Recommended action
That the City Council approve the attached revised Administrative Policy No. 01200.001 (Travel and Other Expense Reimbursement Policy) dated March 7, 2018.
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ANALYSIS:
The City's Travel and Other Expense Reimbursement Policy (the "Policy") was established in compliance with AB 1234, to promote accountability and enhance transparency. The policy has been revised periodically to provide more precise directions on reimbursement of authorized expenses and improve the effectiveness of internal control related to travel and other City activities.
The Policy was last updated in December 2015. Please also note that all City administrative policies were assigned new numbers in January of 2017, as part of a comprehensive collection, organization and digitization project performed by the Legal & Risk Management Department. This Administrative Policy 01200.001 had been numbered 100.13.
Below are major areas amended in this revision:
* Overnight Travel and Travel via Airplane
Current Policy requires all out-of-state travel by employees to be pre-approved by the City Manager. This revision expands the pre-approval requirement to all trips involving overnight stays and travel by air. In addition, City Officials would now be required to obtain advance approval from the City Council for trips involving overnight stays and travel by air. However, because last minute travel may not allow for the time it takes to meet agenda deadlines for City Council meetings, staff has included a possible exception that ...
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