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15 accommodations at the conference site or approved conference hotel. Travel (Flight, Rental Car, Uber etc.) accommodations must be booked by the Councilmember or Mayor in addition to any variations on hotel or other accommodations. d) If Councilmembers have unused funds in their official City business Travel/Training budget, unused funds shall be deposited or set aside into a separate fund or pool and held for one fiscal year, to be used to cover the costs of future travel or training expenditures for Councilmembers who have exhausted their budget. Pooled funds will be administered through financial administrative procedures. e) Upon return from a conference or travel for official City business, Councilmembers and the Mayor must report out at the subsequent meeting a trip report or submit a written report to the City Manager and City Clerk to be included on a subsequent regular City Council meeting’s Consent Calendar. f) At the end of each fiscal year, a year-end report on Councilmember travel and training expenditures will be added to a regular City Council meeting agenda, on the Consent Calendar. g) Councilmembers may be reimbursed for actual and necessary automobile expenses incurred in the performance of official duties within the San Francisco Bay Area. The reimbursable amount will be based on the actual mileage traveled for the purposes of the Councilmember’s official duties. In no case shall the amount of reimbursement exceed $125 per month. Mileage reimbursement rates will be the annually posted IRS mileage rate, which the Finance Department will maintain. A travel expense form must be completed for reimbursement of mileage and travel related expenses, and must include documentation for payment including receipts, invoices, canceled checks or credit card receipts. h) The Mayor receives a car allowance of a flat $375 per month, which shall be in lieu of the $125 automobile expense reimbursement afforded other Councilmembers. i) Councilmembers and the Mayor will receive a $100 per diem during travel/training. j) Councilmembers and Mayor must submit reimbursement requests within 90 days of the expense to be eligible for reimbursement. Upon presentation of receipts for out-of-pocket transportation and hotel expenses incurred, each member of the City Council shall be reimbursed for said expense. Reimbursable transportation expenses shall be limited to airfare, including conveyance to and from the airport, and other reasonable conveyance costs pertaining to the official duty. If renting a vehicle, the Councilmember shall purchase rental insurance and seek reimbursement. Reimbursable hotel expenses shall be limited to government rate lodging, telephone charges for official business and