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16 <br /> <br />aforementioned budgets for the Mayor and Councilmembers are set per account, the monies are non- <br />transferrable, and cannot carry over from year to year, with the exception of the advocacy, training <br />and technology budget. In the occurrence of a Council vacancy where a temporary appointment is <br />made, the budget for appointed Councilmembers will be prorated based on the remaining time left in <br />the year. <br /> <br />A. ADVOCACY, TRAINING & TECHNOLOGY BUDGET <br />Councilmembers are provided an advocacy, training & technology budget of $9,300 per fiscal year. <br />Councilmembers may be reimbursed for expenses related to official city business travel or training <br />and may be reimbursed for expenses related to internet, mobile phone or other technology <br />sources uses for city business, but not to exceed $2,500 per fiscal year. Reimbursement requests <br />must be submitted within 30 days of the expense to be eligible for reimbursement. Requests for <br />reimbursement must include documentation of payment including receipts, invoices, cancelled <br />checks or credit card receipts. <br /> <br />The Mayor currently receives $10,000 per fiscal year for official City business travel or training, to <br />be reimbursed after providing sufficient supporting documentation to the City Manager. Annual <br />amounts may increase based on inflation. <br /> <br />City Staff will facilitate conference registration and hotel accommodations at the conference site or <br />approved conference hotel. Travel (Flight, Rental Car, Uber etc.) accommodations must be booked <br />by the Councilmember or Mayor in addition to any variations on hotel or other accommodations. <br />Staff may purchase flights for Councilmembers upon the Councilmember’s submittal of a detailed <br />flight request. <br /> <br />If a Councilmember elects to travel by personal vehicle and airfare would be less expensive, the <br />lower cost shall be used for reimbursement purposes. To determine the reimbursement cost, staff <br />will use the price of an economy plane ticket booked 60 days in advance. At no time shall the <br />expenses exceed the approved budget for Travel. <br /> <br />At the end of each fiscal year, a year-end report on Councilmember travel and training <br />expenditures will be added to a regular City Council meeting agenda, on the Consent Calendar. If <br />Councilmembers have unused funds in their official City business Travel/Training budget, unused <br />funds shall be deposited or set aside into a separate fund or pool and held for one fiscal year, to be <br />used to cover the costs of future travel or training expenditures for Councilmembers who have <br />exhausted their budget. The pooled funds will be allocated evenly among all City Councilmembers <br />and serve as a reserve to support upcoming travel and training expenditures. <br /> <br />B. MILEAGE REIMBURSEMENT <br />a) Councilmembers may be reimbursed up to $125 per month for actual and necessary <br />automobile expenses incurred in the performance of official duties within the San Francisco <br />Bay Area, to include mileage, parking, tolls and travel related expenses. The reimbursable <br />amount will be based on the actual mileage traveled for the purposes of the Councilmember’s <br />official duties. In no case shall the amount of reimbursement exceed $125 per month. <br />Mileage reimbursement rates will be the annually posted IRS mileage rate, which the Finance <br />Department will maintain. DRAFT