2023-009 - Reimbursement Policy for Actual and Necessary Expenses

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2. Political contributions or events; 3. Family expenses, including partner's expenses when accompanying official on agency -related business, as well as children- or pet -related expenses; 4. Entertainment expenses, including theater, movies (either in -room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events; 5. Alcoholic beverages, either as a portion of a meal expense or as a separate charge; 6. Non -mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline; and 7. Any additional costs related to the extension of travel beyond what is required for business -related purposes (except due to travel restrictions caused by inclement weather); and 8. Personal losses incurred while on City business. Approval of actual and necessary expenses shall be at the discretion of the City Council which decision shall be final. V. Expense Report Content and Timing All expenditure reports and expense reimbursement requests must be submitted on the City's current "Expense Report" form within sixty (60) days of an expense being incurred. The form must be accompanied by receipts documenting each expense or supporting documentation. The Expense Report and receipts shall be submitted to the elected official's executive assistant with a copy to the City Manager and the City Attorney. The City Manager or designee will prepare the necessary staff report and Resolution for City Council approval. Pre -authorization for reimbursement may also be requested in the same manner by estimating expenses and the City Council will be asked to approve a do -not exceed amount. Inability to provide documentation in a timely fashion may result in the expense being borne by the official. VI. Compliance with Laws City officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All agency expenditures are public records subject to disclosure under the Public Records Act.