§ 2-42. Reimbursement of convention, training, and travel and other expenses for councilmembers and staff.

(a)

Members of the council, employees of the council staff and municipal clerk who attend conferences or conventions, or general business meetings representing the city in an official capacity shall be reimbursed for all or a portion of the expenses incurred in connection therewith in an amount not to exceed the costs as follows:

(1)

Cost of hotel or lodging accommodation expenses incurred per person for each day of the conference or convention being attended or for each day of the business trip being attended in an amount not to exceed the lodging rate for the primary destination as noted on the General Services Administration (GSA) website (www.gsa.gov/perdiem) or designated convention, conference or training hotel rate for the city being visited;

(2)

All registration fees;

(3)

Cost of coach air fare, or at the discretion of the councilmember business class, or other common public transportation by the most direct route from the city to the city where the convention, conference, training or the business is being transacted.

(4)

Meals and incidental expenses for the primary destination as noted on the GSA website (www.gsa.gov/perdiem) to be applied for each full day of the convention, conference, training or the business being transacted; and

(5)

Meals and incidental expenses for the first and last day of travel will be reimbursed at 75 percent of the rate noted above (Subpart B Section 301-11.101 of the GSA code).

(6)

Taxi or commuter bus fares between the airport or station and your hotel and between the hotel and your business meeting place are reimbursable if a printed receipt is provided in accordance to the City of Atlanta's Travel & Expense Reimbursement Policy.

(7)

If a privately owned vehicle (POV) is utilized in lieu of travel by air or other common carrier, the reimbursement mileage rate for privately owned vehicles shall be consistent with the rate set by GSA (www.gsa.gov POV Mileage Reimbursement Rates) . This reimbursement must be supported by odometer readings, printed digital driving maps or other mileage tracking system reports in accordance to the City of Atlanta's Reimbursement Policy.

(8)

If a POV is not available and it is more economical than travel by air or other common carrier, a compact or smaller rental car may be utilized for travel. Requests for a rental car must be approved by the councilmember, council staff director or municipal clerk in the case of requests by council staff or employees of the municipal clerk.

(b)

Requests for convention, training or travel expenses shall be pre-approved by the councilmember, council staff director or by the municipal clerk, in the case of requests by council staff or employees of the municipal clerk, and travel bookings must be completed using the City of Atlanta's Travel Portal in accordance to the City of Atlanta's Travel and Expense Reimbursement Policy.

(c)

An itemized expense account (I-Expense) shall be prepared by the councilmember or staff employee attending the meeting or convention, within seven days of the return of the councilmember or staff member from the meeting or convention or business trip in accordance to the City of Atlanta's Travel and Expense Reimbursement Policy.

(d)

It is specifically declared that the reimbursement of expenses, to the amount set forth in this section, incurred by councilmembers or staff when attending various meetings and conventions outside the city in an official capacity is in no way intended to be any form of compensation to that councilmember or staff employee, as long as the reimbursement does not exceed the amount authorized by GSA.

(e)

Members of the council, employees of the council staff and municipal clerk will be reimbursed for actual and necessary expenditures incurred while performing official business of the city. Official business shall be defined as when a city official or employee acts in an official capacity to perform official duties on behalf of the city. The city's official business does not include an activity or event done solely for the personal benefit of an individual official or employee, such as a political campaign activity, a private business transaction, or an event sponsored by a private, social or non-city group.

Allowable expenses include:

Communicating with representatives of local, regional, state and national governments on City of Atlanta adopted policy positions

Participating in local, regional, state and national organizations whose activities affect the City of Atlanta interest

Recognizing service to the City of Atlanta

Membership dues are not an authorized expenditure except for memberships in those governmental associations, professional organizations and/or certifications in which the City's memberships extends to its officials such as the National League of Cities, the Georgia Municipal Association and committees, caucuses and constituent groups of those associations.

(f)

Acceptable receipts include: 1) Original receipts, which include vendor name, location, date and dollar amount, 2) copy of credit card itemized receipt or credit/debit card billing statement, 3) electronic ticket receipt.

Unacceptable receipts include those from a "receipt or guest book" or handmade receipts.

(g)

Charitable contributions are not a reimbursable expense. If donations need to be made to a qualified organization for a valid business purpose, they must be processed as a payment directly to the third party through Accounts Payable. Donations made on behalf of position with the City of Atlanta must be requested through Accounts Payable as a disbursement request for donation to be paid on COA check stock. The public purpose must be documented on the disbursement request. At no time should charitable contributions be made directly to a third party nonprofit organization.

The Internal Revenue Service defines qualified organizations as nonprofit groups that are religious, charitable, educational, scientific, or literary in purpose, or that work to prevent cruelty to children or animals.

(h)

The chief financial officer is responsible for establishing policies and procedures regarding City of Atlanta Travel and Expense Reimbursements in accordance with IRS Publication 463. These Policies and Procedures (P&P) will be posted online on the city website along with links to appropriate GSA websites. This P&P will be the primary guide for members of the council, employees of the council staff and municipal clerk to adhere to regarding travel, training and expenses reimbursements. The chief financial officer will ensure that the document is up to date with the latest policy or regulation changes per IRS regulations.

(Code 1977, § 1-2034; Ord. No. 2007-10 (07-O-0273), § 1, 3-14-07)