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17 A travel expense form must be completed for reimbursement of mileage, parking, tolls and travel related expenses, and must include documentation for payment including receipts, invoices, canceled checks or credit card receipts. b) 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. C. PER DIEM Councilmembers and the Mayor will receive a $100 per diem and $50 per one-half day is hereby fixed and determined as reasonable expenses to be allowed each member of the City Council when traveling on official duty for all out-of-pocket expenses other than transportation and hotel expenses. Admin Code 1.3.110 D. APPAREL $250 initial allocation, during the first six months of their inaugural term, then $100 per fiscal year thereafter. All items must have City logo/seal permanently affixed, by embroidery, silk screen or similar. DOCUMENTATION OF EXPENSES; EXPENSE REPORTS a) Councilmembers and the Mayor must submit expense reports on the “Expense Reimbursement Form” within 30 days of incurring the expense to qualify for reimbursement. b) Expense reports must be accompanied by documentary evidence, such as a receipt, canceled check, or bill for each expense. The documentary evidence must show the amount, date, place and essential character of the expense. 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 applicable taxes. 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. UNAUTHORIZED EXPENSES Personal expenses that the City will not reimburse include, but are not limited to: a) Personal portions of any trip b) Family expenses c) Entertainment expenses d) Political contributions or events e) Non-mileage personal automobile expenses, including traffic citations f) Personal losses incurred while on City business. DRAFT