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Redevelopment Agency . City of San Bernardino
300 Nor1h "D" Stree~ Fourth Floor . San Bernardino, California 92418
(714) 384-5081 FAX (714) 888-9413
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SteveD H. Dukett
Executive DireclOr
May 10, 1989
BUSINESS EXPENSE REIMBURSEMENT POLICY
Synopsis of Previous Commission/Council/Committee Action:
05-04-89 The Committee reviewed the matter and recommended its approval.
(Community Development Commission)
Recommended Motion:
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That the Community Development Commission establish a policy
authorizing the reimbursement of various miscellaneous business
expenses incurred by the Executive Director or designee, as
described in the staff report.
Supporting data attached: YES
Ward:
All
FUNDING REQUIREMENTS:
$600.00
Project:
All
Commission Notes:
20l2H/AB/mv
Agenda Item No
Meeting of: May 15, 1989
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S T A F F R E P 0 R T
It is requested that the Commission establish a policy authorizing payment
for various miscellaneous business expenses incurred by the Executive
Director or designee. The intent of this pOlicy is to provide general
guidelines regarding the reasonable and prudent use of such business
expenditures and to establish appropriate documentation for audit purposes.
BACKGROUND
On occasion there is a need for the Executive Director or designee to
attend lunches, service club meetings, community charitable activities, or
other like events with members of the public, Commission members, or
public officials in order to conduct Agency-related business or to promote
the activities and image of the Agency. The costs of participating in
these activities are presently being paid by the Executive Director or
designee on a personal or "out-of-pocket" basis, and reimbursement from
the Agency has not been requested.
As these activities are work related and contribute toward the positive
image of the Agency, it is requested that a policy be established to
authorize reimbursement of or payment for such expenses from
administrative funds available in the budget. Guidelines for implementing
this policy are proposed as follows:
1. All requests for reimbursement of or payment for miscellaneous
business expenses require a brief description of the event,
including the date, place, business purpose and business
relationship (if applicable). Such requests shall be submitted for
approval within 15 business days of the end of the month in which
the expenses were incurred.
2. Original receipts or an explanation of non-receipted expenditures
must be attached to the reimbursement or payment authorization
request.
3. As directed by the Executive Director, miscellaneous business
expenses may be reimbursed for other staff members in accordance
with these guidelines.
4. The request for payment of the Executive Director's expenses shall
require approval by the Chairman or in the Chairman's absence the
Vice-Chairman. The request for payment of the Executive Director's
designee shall require the approval of the Executive Director.
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S T A F F R E P 0 R T
5. As necessary, the Agency's credIt card(s) may be used for payment
of mIscellaneous busIness expenses authorIzed by thIs polley.
Employees are not authorIzed to use the Agency's credIt card(s)
for expenses not specIfIcally related to Agency busIness.
Employees will be required to reImburse the Agency should any
credit card expendItures not be approved.
6. The amount available for miscellaneous business expenses shall be
established annually in the Agency's budget.
To implement the above polley, it is requested that the Commission
authorIze the reimbursement of miscellaneous business expenses for the
ExecutIve Director or designee as described herein effective the fourth
quarter of fiscal year 1988-89 and allocate $600.00 for this purpose for
the remainder of the current budget year.