Res 2014-059/Council Member reimbursement policy - revised

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RESOLUTION NO. 2014-59R A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN MARCOS, TEXAS, ADOPTING A REVISED POLICY FOR THE REIMBURSEMENT OF COUNCIL MEMBER EXPENSES; AND DECLARING AN EFFECTIVE DATE. RECITALS: 1. Section 3.04 of the City Charter provides that "the city council by resolution or ordinance shall provide for a means of determining what expenses are reimbursable and what requirements must be met for reimbursement ". 2. The City Council wishes to approve a revised policy for reimbursement of Council Members for expenses they have incurred in the performance of their official duties by means of this resolution. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN MARCOS, TEXAS: PART 1. Eligibility of Expenses for Reimbursement. City funds will be used to reimburse city council members only for expenses incurred in the conduct of official city business. PART 2. Reimbursement Procedures. A. Expense Form. The City will reimburse a council member only if the council member submits a completed expense and mileage reimbursement form to the finance department which clearly identifies and satisfies the following requirements: 1. The amount of the expenditure; 2. The time and place of the expenditure; 3. The nature and purpose of the official City business engaged in by the council member related to the expenditure; 4. For long distance calls, the date, time, person and/or business called, telephone number called and the purpose of the call; and 5. For reimbursement of meal or beverage expenses of another person, that person and the official city business related to the expenditure must be identified. B. Evidence of Expenditures. The expense and mileage reimbursement form must be accompanied by a receipt or other documentary evidence for each expenditure. Mileage shall be