pages: FinanceAndManagementCommittee/2008-10-28.pdf, 2
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FinanceAndManagementCommittee | 2008-10-28 | *Finance & Management Meeting Minutes October 28, 2008 Committee 3 Subject: Travel Expenditures From: The Budget Office Recommendation:Actior On A Report On City-Funded Travel Expenditures Incurred During Fiscal Year 2007-2008 And Adopt A Resolution Establishing A Moratorium On Travel Setting Forth Policies For The Approval Of Travel Expenditures By City Departments And Agencies 07-1481 A motion was made by Member De La Fuente, seconded by Chair Quan, that this matter be * Approve as Amended the Recommendation of Staff, and Forward to the Concurrent Meeting of the Oakland Redevelopment Agency / City Council, due back on November 3, 2008 as a Non-Consent item. The motion carried by the following vote: Votes: Councilmember Excused: Member Brunner Councilmember Aye: Member De La Fuente, Chair Quan and Member Nadel The Committee approved recommendations and amended the Resolution to include the following as the last Further Resolved: That City departments and agencies may submit to the City Council Administrator requests to approve travel expenditures for City employees (other than federal or state mandatory training, grant funded or reimbursed travel which as resolved above must be submitted to the City Administrator for approval) and that any such requests must be accompanied by a report explaining the purpose of the travel and the reasons for the request and a draft resolution; and be it The Committee also directed that the following be added to the City's travel policy: 1. Use the CONUS per diem rates for hotels. City to reimburse the employee, either for costs based on the CONUS per diem rate, or for the actual costs incurred, which ever is less.; 2. Same limits on all meal reimbursement amounts, regardless of whether they are supported by itemized receipts or not. City to reimburse all meal costs at the current maximum per diem meal rates ($11.00 for breakfast, $16.00 for lunch, and $29.00 for dinner ($56/day). Exception no longer allowed for meal costs above the per diem rates if they are supported by itemized receipts; 3. Policy prohibiting premium rental car options and fuel service fees. If a rental car is approved, no reimbursement allowed for premium car costs. Travelers to re-fuel prior to returning the car, if additional charges will apply for refueling afterward; 4. Travelers to provide written justification, prior to reimbursement, when exceeding the estimated travel costs noted on the Travel Authorization Form; 5. Language on the Travel Authorization Form that requests signatories to verify that all expenses will be incurred for the purpose of City business; 6. Consequences for violating the travel policy. The misuse of public resources or falsifying expense reports in violation of the travel policy may result in a) loss of reimbursement privileges; b) a demand for restitution to the City; 7. Travelers to clearly disclose, itemize, and account for group expenses; 8. For out-of-state travel, no more than three (3) employees per department may travel to the same destination for the same purpose without prior approval by the City Administrator. Staff was also directed to develop a definition of "City Business" and to include that definition in the travel policy. City of Oakland Page 2 Printed on 11/19/08 | 2 | FinanceAndManagementCommittee/2008-10-28.pdf |