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MAYOR AND CITY COUNCIL TRAVEL PROCEDURES Travel Expenses and Reporting Council Members receive the following reimbursement for expenses (Admin. Code, Title 1, Chapter 3): • Reimbursement for use of automobiles and parking expenses, not to exceed $125/mo. A monthly Travel Expense Report must be submitted to the City for this reimbursement. • Travel Per Diem while traveling on official duty, not to exceed $100 per day, to cover all out-of-pocket expenses such as personal phone calls, taxi fare to/from dinner or other social events, tips, meals, refreshments, valet parking, etc. Regarding reconciliation of Travel Per Diem vs. actual expenses, the City Council can either: (1) submit to the City a Travel Expense Report with accompanying receipts within ten (10) working days upon return from travel on official duty. All reimbursements to the City will be paid at the time when the Travel Expense Report is submitted to the City. OR: (2) if a Travel Expense Report is not submitted, the City will report Travel Per Diem on the Council Member's W-2 as "Other Compensation". If the latter option is chosen, Council Members are still advised to retain receipts to document travel related expenses for which the Travel Per Diem is used. • Reimbursement for airfare (see guideline below), ground transportation to/from airport, airport parking, and official business -related phone calls, fax transmissions, and shipping charges. Travel Arran eg, ments Administrative staff will make travel arrangements for the City Council through one of the authorized travel agents routinely used by the City. The City's travel agent will establish the lowest airfare rate for reimbursement purposes and most cost-effective air travel route. The lowest airfare rate will be identified by the travel agent per the following criteria: travel to the conference location would occur from Oakland International Airport on the day prior to the beginning of pre -conference workshops and the return trip would be on the last day of the conference. Administrative staff will inform the City Council what the lowest airfare rate is once it is established. 16 ;i