(a) Each member of the Board may, subject to the provisions of Sections 504 and 504.1, incur and be reimbursed for necessary expenses incurred when carrying out the duties as such member.
(b) Reimbursement for necessary expenses incurred in performing the foregoing duties, irrespective of the nature or type of expense, other than travel expenses, shall be claimed by members of the Board pursuant to the provisions of these rules and regulations even though other County Administrative Code provisions may be applicable. Members of the Board and their staff should use the County's standard procurement methods as the first option for payment of expenses, before seeking reimbursement for expenses. No expenses incurred in performing such duties shall be reimbursable unless a statement of expense showing (a) the name of the member of the Board and (b) the amount of the expense, date the expense was incurred and a general description of the subject matter giving rise to the expense is filed with the Auditor and Controller on forms to be prescribed by the Auditor and Controller within 30 days of the date the expense was incurred. The filing of a claim in accordance with the provisions of this Administrative Code within such 30 day period shall be deemed to be in compliance with the provisions of this section requiring the filing of a statement of expense.
(c) All claims for reimbursement subject to this section shall be on forms prescribed by the Auditor and Controller and shall include the following information:
(1) Description - An adequate description of the nature of the expense claimed and the date and time involved.
(2) Location and Payee - Identification of location where expense was incurred and identification of person or corporation paid, e.g., name and location of restaurant if meal expense was incurred.
(3) Purpose - A description of the purpose for which the expense was incurred and the nature of the County business conducted.
(4) Identification - The designation by name and affiliation of other individuals or groups involved and on behalf of whom an expense was incurred and for which reimbursement is being claimed.
(5) Amount - The amount claimed. Documentation (invoice, credit card charge slip, etc.) verifying that the expense was incurred should be submitted for all expenditures and must be submitted for all expenditures for which reimbursement is claimed.
(d) Limitation in Expense. No expense in excess of $300 incurred for any one event for which reimbursement is sought pursuant to these rules and regulations shall be incurred without prior approval of or ratification by the Board of Supervisors.
(e) Provisions of this section do not apply to travel expenses.
(Added by Ord. No. 3658 (N.S.), adopted 3-16-71; amended by Ord. No. 4166 (N.S.), effective 10-25-73; amended by Ord. No. 4777 (N.S.), effective 11-25-76; amended by Ord. No. 9259 (N.S.), effective 11-9-00; amended by Ord. No. 10447 (N.S.), effective 12-15-16; amended by Ord. No. 10878 (N.S.), effective 1-4-24)