AgdaPkt 2019-11-25 Joint SA PFA - Laserfiche WebLink

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6.D. - Page 6 of 10 h. Attending to such matters where the Councilmember is serving in an official capacity, including but not limited to matters pending before a judicial, quasi- judicial, or administrative tribunal. 3. All reimbursement claims for travel and related expenses shall be submitted to the City Clerk's office 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, and/or invoices. B. Lodging Accommodations 1. If the lodging is in connection with a meeting, conference, or organized educational activity, lodging costs may not exceed the maximum group rate published by the conference or activity sponsor at the time of booking. If the group rate is not available, Councilmembers shall use comparable lodging. 2. If any guest accompanies the Councilmember and such guest is not required by the City to attend the meeting, conference, or organized educational activity, the City will pay only for the Councilmember's lodging plus applicable taxes at a standard single rate. C. Subsistence Allowance 1. The subsistence allowance as of the date this policy is adopted shall be based on the formula used to calculate the federal rate and consistent with policies and practices that govern staff expenses of this nature. 2. The allowance for Councilmembers leaving for a seminar after 12 noon but before 7:00 p.m. shall be based on the formula used to calculate federal rates and consistent with policies and practices that govern staff expenses of this nature D. Exceptions 1. All expenses that do not fall within the adopted travel reimbursement policy or the IRS reimbursable rates shall be approved by the City Council before the expense is incurred. E. Reporting 1. Councilmembers shall provide brief reports on meetings attended at the expense of the City at the next regular council meeting. 124