102-Administrative Procedures.pdf
Attachment “A”
Number I-12 City of Cupertino Effective Date: 12/18/07
Expense Reimbursement Administrative Procedures Amended 8/17/10
and Advance Payment
I. PURPOSE
Describe the policy for reimbursement or direct advance of actual and necessary expenses
incurred by elected or appointed officials.
II. POLICY
It is City of Cupertino policy that members of the City Council, Redevelopment Agency Board,
and the Council’s commissions and committees, shall be reimbursed or receive a direct advance
according to the schedules, terms and conditions as set forth herein for the expenses authorized
below. This policy is established in accordance with California Government Code Sections
53232.2 and 53232.3.
III. AUTHORIZED EXPENSES
The City Council and their commission and committee members can receive reimbursements or
advances toward actual and necessary expenses incurred by participating in the following
activities or events:
1.Communicating with representatives of regional, state and national government on City
adopted policy positions;
2. Attending seminars, conferences, and training to improve skill and information levels;
3. Participating in regional, state and national organizations whose activities affect the
City’s interests (such as the League of California Cities);
4. Attending International Conferences, budget limited to $2,500 per fiscal year,
provided there is a benefit to the City;
5. Attending Cityevents;
6.Attending functions of other local civic or community organizations where there is a
clear nexus between the event and the member’s attendance as an official representative
of the City. Purely social events, service club dues and meals, and political or charitable
contributions or events would be excluded. For purposes of this section, reimbursable
fundraisers and events include, but are not limited to, Cupertino Union School District,
Fremont Union High School District, Foothill-De Anza Community College District,
Silicon Valley Leadership Group, Cupertino American Cancer Society (ACS) Relay
for Life and Cupertino Chamber of Commerce activities.
The City will not reimburse or advance payment toward expenses including, but not limited to:
1. The personal portion of any trip;
2. Family expenses, including those of a partner when accompanying Council or
commission member on City-related business, as well as child or pet-related expenses;
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reimbursement 8-10-10.doc
Attachment “A”
Number I-12 City of Cupertino Effective Date: 12/18/07
Expense Reimbursement Administrative Procedures Amended 8/17/10
and Advance Payment
3.Entertainment expenses, including theatre, shows, movies, sporting events, golf, spa
treatments, etc.
4.Meals and entertainment paid on behalf of third parties outside of the City;
5.Gifts of any kind for any purpose;
6.Alcoholic beverages;
7.Non-mileage personal automobile expenses including repairs, insurance, gasoline, traffic
citations; and
8.Personal losses incurred while on City business.
All other expenditures or exceptions require prior approval bythe City Council. Expenses for
international travel also require prior City Council approval.
IV. BUDGETARY LIMITATIONS
Reimbursement or advancement of expenses shall not exceed budgetary limitations. Changes in
appropriations will be done through the budget process.
V. REIMBURSEMENT AND ADVANCE SCHEDULE
A.Intent
This schedule is written with the intent that the City Councilmember, commissioner, or
committee member will make every effort to find the lowest possible cost to the City for
traveling on City business. For example, if paying for parking at the airport is less expensive that
paying for a taxi or airport shuttle, then the official should drive their car and park at the airport;
or if renting a car is lower than taking taxis at the out-of-town location, then a car should be
rented; or air reservations should be booked in advance to obtain discounted fares. The following
procedures apply whether the expense is being paid through a reimbursement or a direct
advance.
B. Local Area
The local area is defined to be within Santa Clara and San Mateo Counties and within a 40 mile
distance from Cupertino when traveling to Alameda County.
C. Registration
The City will pay the registration fee for authorized attendance at a convention, conference,
seminar or meeting.
D. Transportation
g:\\finance\\procedures and policies\\expense reimb policy\\admin procedure i-12 expense
reimbursement 8-10-10.doc
Attachment “A”
Number I-12 City of Cupertino Effective Date: 12/18/07
Expense Reimbursement Administrative Procedures Amended 8/17/10
and Advance Payment
The City will pay transportation costs on the basis of the lowest cost intent stated in paragraph A.
Eligible transportation costs include airfare (with coach fare being the maximum), van or taxi
service to and from the attendee’s home and airport, destination or airport parking charges, taxi
and shuttle services at the out-of-town location, trains, tolls, or rental cars. Use of a personal
automobile for City business shall be reimbursed or advanced at the rate per mile in effect for
such use, except in no case shall it exceed air coach fare if the vehicle is being used for getting to
the destination. Government or group rates offered by a provider of transportation must be used
when available.
E. Lodging
Hotel or lodging expenses of the City official resulting from the authorized event or activity
defined in this policy will be reimbursed or advanced if the lodging and event occurs outside of
the local area. Not covered will be lodging expenses related to person(s) who are accompanying
the City member, but who themselves are not on City business. In this instance, for example, the
difference between single and multiple occupancy rates for a room will not be reimbursed.
Where the lodging is in connection with a conference or other organized educational activity,
City-paid lodging costs shall not exceed the maximum group rate published by the conference or
activity sponsor, providing that lodging at the group rate is available at the time of booking. If
the group rate at the conference hotel is not available, then the non-conference lodging policy
described in the next paragraph should be followed to find another comparable hotel.
Where lodging is necessary for an activity that is not related to a conference or other organized
educational activity, reimbursement or advances shall be limited to the actual cost of the room at
a group or government rate. In the event that a group or government rate is not available, lodging
rates that do not exceed the median price for lodging for that area and time period listed on travel
websites like www.hotels.com,www.expedia.com or an equivalent service shall be eligible for
reimbursement or advancement.
F. Meals
1. With No Conference
The actual cost of a meal can be claimed, within a standard of reasonableness, but receipts
must be kept and submitted for the expense incurred.
2. As Part of a Conference
When City officials are attending a conference or other organized educational activity, they
shall be reimbursed or advanced for meals not provided by the activity, on an actual cost
basis. The actual cost rate shall follow the rules described in the meals with no conference
paragraph.
g:\\finance\\procedures and policies\\expense reimb policy\\admin procedure i-12 expense
reimbursement 8-10-10.doc
Attachment “A”
Number I-12 City of Cupertino Effective Date: 12/18/07
Expense Reimbursement Administrative Procedures Amended 8/17/10
and Advance Payment
G. Other Expenses
Payments toward or reimbursement of other expenses related to authorized activities or events
shall be limited to the actual costs consistent with the application of reasonable standards.
Receipts must be kept and submitted for all expenses.
VI. DIRECT CASH ADVANCE POLICY
From time to time, it may be necessary for a City official to request a direct cash advance to
cover anticipated expenses while traveling or doing business on the City’s behalf. Such request
for an advance should be submitted to the City Manager or Department Head no less than seven
days prior to the need for the advance with the following information: 1) Purpose of the
expenditure; 2) The anticipated amount of the expenditure (for example, hotel rates, meal costs,
and transportation expenses); and 3) The dates of the expenditure. An accounting of expenses
and return of any unused advance must be reported to the City within 30 calendar days of the
official’s return on the expense report described in Section VII.
VII. EXPENSE REPORT REQUIREMENTS
All expense reimbursement requests or final accounting of advances received must be approved
by the City Manager or Department Head, on forms determined by the Finance Department,
within 30 calendar days of an expense incurred, accompanied by a business purpose for all
expenditures and a receipt for each item besides mileage. The report will be a public record
subject to disclosure under the Public Records Act.
VIII. REPORTS TO CITY COUNCIL OR COMMISSIONS
At the next regular City Council or commission meeting, each councilmember or commissioner
shall briefly report on publicly noticed meetings attended at City expense. If multiple members
attended the meeting, a joint report may be made.
IX. POLICY VIOLATIONS
Violations of this policy including falsifying expense reports may result in any or all of the
following: (1) loss of reimbursement privileges, (2) demand for restitution to the City, (3) civil
penalties of up to $1,000 per day and three times the value of the resources used, and 4)
prosecution for misuse of public resources.
X. RESPONSIBILITY
The Finance Department shall administer this policy.
Approved:
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reimbursement 8-10-10.doc
Attachment “A”
Number I-12 City of Cupertino Effective Date: 12/18/07
Expense Reimbursement Administrative Procedures Amended 8/17/10
and Advance Payment
David W. Knapp
City Manager
g:\\finance\\procedures and policies\\expense reimb policy\\admin procedure i-12 expense
reimbursement 8-10-10.doc