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City Council Handbook | 2017 57 San Leandro City Council APPENDIX B-1 GUIDELINES REGARDING REIMBURSEMENT FOR COUNCILMEMBER EXPENSES Purpose of Guidelines The purpose of this appendix is to establish guidelines for the reimbursement of actual and necessary expenses, incurred in the performance of official duties by Council Members. These guidelines are not intended to address every issue, exception or contingency that may arise in the course of City travel. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of City resources. Reimbursement for Expenses Councilmembers may be reimbursed for actual and necessary expenses incurred in the performance of official duties within the SF Bay Area in amounts not to exceed ($125) per month. Unauthorized Expenses Personal expenses that the City will not reimburse include, but are not limited to: (A) Out of state travel (B) Personal portions of any trip (C) Family expenses (D) Entertainment expenses (E) Political contributions or events (F) Non-mileage personal automobile expenses, including traffic citations (G) Personal losses incurred while on City business Documentation of Expenses; Expense Reports (A) City Councilmembers and the Mayor must submit expense reports on the “Expense Reimbursement Form” within 30 days of incurring the expense. (B) In order to qualify for reimbursement, expense reports must be accompanied by documentary evidence, such as a receipt, canceled check, or bill for each expense. The documentary evidence should show the amount, date, place and essential character of the expense. Mileage Automobile mileage is reimbursable at a fixed rate set by the Finance Department. The reimbursable amount will be based on the actual mileage traveled for the purposes of the City Council Member’s official duties. In no case shall the amount of reimbursement exceed $125 per month. 95