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All expenses claimed shall be listed on separate forms provided and used for required documentation of travel expense, non-travel related expenses, and contingency expenses.
Completed travel expense forms shall be forwarded to the Controller within thirty (30) days of the conclusion of the trip. Non-travel related expenses and contingency expense forms shall be submitted at least on a quarterly basis to coincide with the fiscal year.
The Department head shall certify that all expenditures were incurred in pursuit of City business. Falsification of such certification shall be grounds for appropriate disciplinary action and such other sanctions provided by law.
Receipts shall be provided for transportation costs incurred under Section 4.242.3(a), lodging, and for any single item of expenditure in excess of $25.00. Receipts for expenditures under $25.00 should be presented when available.
SECTION HISTORY
Art. 4, Ch. 5, Div. 4, repealed and re-enacted by Ord. No. 150,608. Eff. 4-6-78; Title, Ord. No. 169,134, Eff. 12-22-94.
(a) Any employee who travels or who attends a convention, the costs of either of which are paid in full or in part by the City, shall, within 30 days of completion of the travel or convention, submit a report to the employee’s appointing authority summarizing the nature and purpose of the travel or convention and describing the significant information gained and/or the benefits which will accrue to the City as a result.
(b) An elected official shall not be subject to this requirement.
SECTION HISTORY
Added by Ord. No. 169,134, Eff. 12-22-94.
Travel, non-travel and contingency expenses shall be subject to budget limitations for these items. Contingency expenses shall be on a reimbursable basis only. The Controller shall advance, when in conformity with applicable Charter requirements, the amount of funds requested for these purposes upon certification by the Department head that they will be incurred for City business. Requests for an advance for funds shall be submitted to the Controller, where feasible, at least ten (10) days in advance of the beginning of the planned expenditure of funds and such request shall include the persons traveling, period covered, and the destination. In addition, the request should state the purpose of the trip, the nature of the City business to be conducted on the trip, and the proposed total estimated expenditure. Documentation of actual expenses incurred shall be submitted to the Controller in conformance with Section 4.242.7.
SECTION HISTORY
Art. 4, Ch. 5, Div. 1, repealed and re-enacted by Ord. No. 150,608. Eff. 1-6-78.
(a) Advance Council approval shall be needed for foreign travel (except to Canada or Mexico) involving more than one City commissioner. A request for such foreign travel shall be filed with the City Clerk for placement on the next available Council agenda.
(b) With the exception of employees of the City Council or Office of the Mayor, all non-elected City officials and all other City employees shall notify the Mayor, the Chair of the Committee that oversees the Intergovernmental Relations function, and the Chief Legislative Analyst prior to traveling on official City business to Sacramento or to Washington, D.C.
SECTION HISTORY
Added by Ord. No. 169,134, Eff. 12-22-94.
Amended by: Subsec. (b) Amended, Subsec. (c) Repealed, Ord. No. 173,492, Eff. 10-10-00; Subsec. (b), Ord. No. 182,435, Eff. 3-25-13.