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San Leandro Council Member Handbook | 20212022 <br />70 | Page <br /> <br /> <br />APPENDIX B-1C <br />GUIDELINES REGARDING REIMBURSEMENT FOR COUNCILMEMBER EXPENSES <br /> <br />Purpose of Guidelines <br />The purpose of this appendix is to establish guidelines for the reimbursement of actual and <br />necessary expenses, incurred in the performance of official duties by Council Members. These <br />guidelines are not intended to address every issue, exception or contingency that may arise in <br />the course of City travel. Accordingly, the basic standard that should always prevail is to <br />exercise good judgment in the use and stewardship of City resources. <br /> <br />Reimbursement for Expenses <br />Councilmembers may be reimbursed for actual and necessary expenses incurred in the <br />performance of official duties within the SF Bay Area in amounts not to exceed ($125) per <br />month. Budgets are set by the City Council as part of the annual with the budget cycle and are <br />non-transferrable and cannot be carried over year to year. <br />(A) Travel/Training <br />a. Councilmembers currently receive $7,000 per fiscal year, to be reimbursed <br />after providing sufficient supporting documentation as approved by the City <br />Manager to the City Manager, and approved by the City Council. <br />b. The Mayor currently receives $10,000 per fiscal year, to be reimbursed after <br />providing sufficient supporting documentation as approved by to the City <br />Manager, and approved by the City Council. <br />(B) Technology $175 per month, times 12 months for a total of $2100, which includes the <br />monthly mobile phone and internet service. <br />(C) Uniform - $250 initial allocation, then $100 annually. All items must have City <br />logo/seal permanently affixed, by embroidery, silk screen or similar. <br /> <br />Unauthorized Expenses <br />Personal expenses that the City will not reimburse include, but are not limited to: <br /> <br />(A) Out of state travel <br />(B) Personal portions of any trip <br />(C) Family expenses <br />(D) Entertainment expenses <br />(E) Political contributions or events <br />(F) Non-mileage personal automobile expenses, including traffic citations <br />(G) Personal losses incurred while on City business <br /> <br />Documentation of Expenses; Expense Reports <br />(A) City Councilmembers and the Mayor must submit expense reports on the “Expense <br />Reimbursement Form” within 30 days of incurring the expense. <br /> <br />(B) In order to qualify for reimbursement, expense reports must be accompanied by <br />documentary evidence, such as a receipt, canceled check, or bill for each expense. The <br />Formatted: Numbered + Level: 1 + Numbering Style:A, B, C, … + Start at: 1 + Alignment: Left + Aligned at: 1" + Indent at: 1.25"