2023-009 - Reimbursement Policy for Actual and Necessary Expenses

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Exhibit A to Resolution No. 2023-009 City of Santa Ana Council Actual and Necessary Expense Policy (Adopted February 21, 2023) I. Purpose The City of Santa Ana takes its stewardship over the use of its public resources seriously. This policy provides direction to City Council members on the use and expenditure of City resources for necessary and actual expenditures, as well as the standards against which those expenditures will be measured. This policy is in addition to existing applicable policies for office expenses, travel and reimbursement as they apply to the City's elected officials. II. Authorized Expenses City funds, equipment, supplies and staff time must only be used for authorized City business and may not exceed the adopted budget appropriation. The adopted budget appropriation for City Council's annual office expenses is $5,000 for each elected official. The Council also has a Special Event Sponsorship Policy which provides each member with $10,000 on a Fiscal Year bases to sponsor city programs, services and special events produced by qualified nonprofit organizations and/or City recognized neighborhood associations. If the Council approves an actual and necessary expense for which an appropriation has not been made and is not covered by the Council budget, then the Council shall make the necessary appropriation at the time the expense is approved. III. Expenditure Approval Requirements Actual and necessary expenses, other than those provided for in the annual office expenses or special event sponsorship categories, shall require approval by Resolution of the City Council at a regular meeting of the City Council, pursuant to Section 402 of the City of Santa Ana City Charter. IV. Non -authorized Expenses A. Examples of personal expenses that the City will not reimburse include, but are not limited to: 1. The personal portion of any trip;