1997 AGN MAR 18 I20 - Laserfiche WebLink

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vl& City of Colton AGENDA REPORT FOR COUNCIL MEETING OF MARCH 18, 1997 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: KELLEY CHASTAIN, COUNCILMEMBER TYWD DISTRICT via ANNA A. VEGA, FINANCE DIRECTOR SUBJECT: TRAVEL, TRAINING, MEETING EXPENSE, AND USE OF CREDIT CARD POLICY DATE: MARCH 13, 1997 BACKGROUND The travel administrative policy was presented to the City Council on February 18, 1997 for revisions and setting policy for the use of credit cards. The item was referred back to staff and a council subcommittee. Mrs. Chastain and Mrs. Bennett met with the Finance Director and Assistant Finance Director. DISCUSSION/ANALYSIS The attached travel administrative policy contains the suggestions which were agreed upon by the subcommittee. Those changes are highlighted on the policy and are as follows: Page 2 1. Per Diem Allowance: Every effort should be made to stay within per diem limits. However, depending on the City where expense was incurred, overages may be reimbursed at the discretion of the City Manager and/or Finance Director. ........ Expense for alcoholic beverages are not permitted on the per diem allowance. City funds expended for alcoholic beverages directly violates the City's Drug Free Workplace Policy and may result in loss of federal funding. 4.' Personal Charges: .... Spousal/guest expenses 5. Alcoholic Beverages Not Reimbursable: City funds expended for alcoholic beverages directly violates the City's Drug Free Workplace Policy and may result in loss of federal funding. Page 4 Credit Cards Items E, F, G and H were added to the recommended policy. In addition to the above changes, staff has also modified the policy in the area where it only addressed city employees/personnel. The wording was changes to reflect "Traveler" which now includes the City Council, Commissioners and City personnel (see page one PURPOSE). The "Claim for Reimbursement and Expense Report" has been reformatted to allow for more detail to be provided. The new report is attached as exhibit "A". This report is required to be submitted with monthly credit card bank statements and/or at the time the traveler is requesting a cash advance, refund for expenses or reimbursing the City for advances provided the traveler. ITEM NO. 20