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HomeMy WebLinkAboutR06-Economic Development Agency AGZNtl" to tNFOJUO.T1C11 .~Y _.J 'GEN~RAL lHFOJUO.TION, ,,/' ~RDA COMMITTEE Il((COMMISSION 0 COUNCIL Authord.~v Ext. Subject &~'-') .~~ e~~~' .p~_ Funding requirements ~ . Q Ffs jI{) O/t"Pl 1:Jb5 Date 1-- /1-~r Date -'T-/7-J""l Date ~1 inistrative Manager !lt~J7 4~7C l>i,-ill1o'" ~.9"l.9~_._, CITY DEPARTMENTAL REVIEW. j"- . , . Dept By Date Budget authority Filing date j. f' fj I - I 0 S--/tkS1 S--Ib-ii a...<.1 Meeting date {/_ '/6? ~f'f Ward Project Area CLEJlAANCES. Yes II/A o E:iccounting Date WD -~ '/-7.-0 -%1 . RDf. Committee oti ncto DatV 'fi1 ~ Date 1/ -If. rt Date -1f{/71' o te 1 Dept Ily Date : XNFORMATIONAL DATA FORWAJlIlED TO CITY DEPARTMENTS/COUNCIL OFFICES. Supplied To !I. Mayor's office By Date Council Ward Council Ward Council Ward Council Ward Depart.lllent Deparbftent ,_,;q)MMENTS/CONCERNSI Include pertinent coanents and concerns of ofUces and penons clearing ~le summary, auch as controversial ieeues, ti~p constraints and funding complications. tndicate det.. when action .ust be taken. -~ ., c /"" "- - Redevelopment Agency . City of San Bernardino 300 Nor1h "D" Stree~ Fourth Floor . San Bernardino, California 92418 (714) 384-5081 FAX (714) 888-9413 .. In~; ./ We~ \.......... 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: -- 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 - '- '- '-' c ,..-, '- --. -' 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. --"- .",.,........ '- --- - c r' ---~ ~ "-",,,,~ -' 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.