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CITY OF SAN LEANDRO <br />MEMORANDUM <br />DATE: October 2, 2006 <br />TO: City Council Members <br />VIA: John Jermanis, City Manager <br />FROM: Jesse Baloca, Finance Direct <br />SUBJECT: New Travel Expense Report Form <br />Pursuant to the Adopted Travel and Reimbursement Policy, a new form has been developed to <br />show compliance with the intentions of AB 1234. The new State law provisions for the City's <br />policy will require changing the daily per diem to travel advance. The new Travel Expense <br />Report allows for separate itemization and tracking for the following expenses: <br />• Meals and Miscellaneous — These expenses are reimbursable for the amount of receipts <br />presented for reimbursement. Funds may be requested in advance of travel and will be <br />reconciled with the supporting receipts after returning from your travel. <br />Advances received without a supporting receipt will be considered excess travel advance. <br />At your election, excess travel advance may be (1) returned to the City, (2) carried over <br />to support your next travel, or (3) used to cover other expenses (i.e. technology). <br />Travel — These expenses include lodging, airfare, and conference registration. If <br />possible, these expenses should be paid in advance by the City. City travel paid directly <br />by a Council Member and documented by a receipt will be reimbursed or covered by any <br />remaining excess travel advance. <br />Transportation — These expenses include miles driven outside the 50 mile radius of the <br />City and are reimbursable at the applicable annual Internal Revenue Service rate for <br />mileage. <br />If you have any questions regarding the new form or the process for documenting travel <br />expenses please contact Denice Moughon (3356) or Marian Handa (3367) for assistance. Thank <br />you. <br />