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Exhibit "A" 2. All reimbursement claims for travel and related expenses shall be submitted on Statement of Expenses Schedule A (attached) within 60 days and shall be accompanied by sufficient supporting documentation, including original receipts, copies of registration forms, invoices, canceled checks or notation of any receipts that are lost. B. Lodqinq Accommodations 1. If the accommodation is provided by or arranged by the organizers of the meeting/conference, Council Members are encouraged to use that accommodation, or a comparably priced one. The Finance Department will issue the check in the name of the hotel/motel on the department requisition for the duration of the stay or reimburse the employee upon return. Council Members in possession of purchase cards may use these cards to pay for lodging. 2. If any guest accompanies the Council Member and such guest is not required by the City to attend the seminar, the City will pay only for the Council Member's accommodation (room rent) plus applicable taxes at a standard single rate. 3. When making lodging reservations, Council Members should ask about exemptions from the local transient occupancy tax (TOT). Some cities exempt travelers on City business; others do not. Savings can be up to 18% of the lodging costs depending on the local TOT rate. Almost all lodging operators will require an official written claim for exemption. A sample of this claim for exemption form is attached. C. Subsistence Allowance 1. The subsistence allowance as of the date this policy is adopted shall be a maximum of $55 per day for Council Members. This allowance includes all expenses except lodging and transportation (including parking). Expenses should be listed on the Statement of Expenses Schedule A. Itemized receipts must be submitted. Parking fees are not included in the $55 maximum and receipts must be submitted to receive reimbursement. Tips for meals are included in the standard daily rate. Notwithstanding the foregoing, should the allowance for City staff be changed, said allowance shall be allowed and substituted for the above allowance. 2. The allowance for Council Members leaving for a seminar after 12 noon but before 7:00 p.m. shall be calculated at half of the daily allowance, Le., $27.50. The allowance for Council Members returning before 12 noon shall also be calculated at half-rate. D. Travel Expenses 1. All air travel on City business shall be booked at the coach rate or an equivalent level. Council Members shall inquire as to any government discount the airlines may provide. You are encouraged to check the League of California Cities website (www.cacities.org/travel) for the availability of any travel discount programs. ATTY/RESO/RESO1625 060606 2 14716