Policy AM-239-1 Elected Officials’ Business Expenses

This policy affects elected officials who are appropriated annual amounts of funding for certain business expenses incurred in the execution of their offices. The amounts included for each elected official in the annual Ordinance of Estimates set the maximum amount of funds available for this purpose.

The elected official's expenses must have a business connection (i.e., individual must have paid or incurred deductible expenses while performing services as an employee of Mayor and City Council). Elected officials must submit an account to the Mayor and City Council for these expenses within 60 calendar days after the expenses were paid or incurred. Elected officials must return any excess reimbursement or allowance within 60 calendar days after the expenses were paid or incurred.

City-related ordinary and necessary business expenses, including: Travel away from home. Mileage reimbursement for the use of elected official-owned vehicle plus parking and tolls. Telephone calls for City business. Local transportation. Registration for conferences directly related to the business of the elected official's office. Memberships in government-related associations. Meals and Entertainment. The main purpose of combined business and entertainment must be the active conduct (discussion, meeting, negotiation) of City- related business with the expectation of some specific City-related benefit.

Sales Tax (Use the City's tax exemption number; See <cite data-path="§AM-303-2">AM-303-2</cite>). Alcoholic beverages. Gifts or charitable contributions. Political contributions and other political-related expenses. Meals and entertainment when City-related business is not conducted. Dues and memberships in clubs organized for pleasure, recreation or social purposes. This includes country clubs, golf and athletic clubs, airline clubs, hotel clubs and clubs that provide meals. Expenses that are not directly related to or associated with City business.

There are two situations in which elected officials may get an advance from their appropriated expense allowance.

Account for all expenditures with appropriate receipts and/or credit card receipts. Complete a monthly Expense Report (28-1448-5060) to identify all expenses including the identification of each business purpose for reimbursement within 60 days after the expenses were paid or incurred. See <cite data-path="§AM-240-11">AM-240-11</cite> for guidance on expense report completion. Required receipts must accompany the Employee Expense Report when submitted to the designated staff person in the appropriate office for processing. Complete any and all business transactions for which reimbursement is sought and/or the appropriate closing-out of any advances on or before June 30^th of each year. Maintain an office file of all material submitted for processing.

The City Council President shall identify a staff member to provide assistance to City Council members and to coordinate the reimbursement for business expenses. The Mayor and Comptroller shall each designate a staff member to coordinate and process reimbursement for each business expenses. A request, and an Expense Report, signed by the elected official or his designee with required receipts attached, is to be sent for funding approval to the Department of Finance, Bureau of the Budget and Management Research, 469 City Hall, and then for payment to the Bureau of Accounting and Payroll Services, Accounts Payable Unit, 401 E. Fayette Street. The request, along with a copy of the Expense Report and all required receipts, shall be kept in the Office of the City Council President for all City Council members. For the Mayor's Office and the Office of the Comptroller, such a file shall be maintained in their respective offices<strong>. RELATED POLICIES</strong> <cite data-path="§AM-239-1-1">AM-239-1-1</cite> Out-of-Town Travel by Elected Officials <cite data-path="§AM-239-1-2">AM-239-1-2</cite> Board of Estimates Approved for Travel Funded by Third Parties <cite data-path="§AM-240-5">AM-240-5</cite> Subsistence Allowance <cite data-path="§AM-240-5-1">AM-240-5-1</cite> High Rate Geographic Areas <cite data-path="§AM-240-7">AM-240-7</cite> Travel Within City Limits <cite data-path="§AM-240-8">AM-240-8</cite> Transportation Mode <cite data-path="§AM-240-9">AM-240-9</cite> Commercial Transportation <cite data-path="§AM-240-10">AM-240-10</cite> Employee-owned Vehicle <cite data-path="§AM-240-11">AM-240-11</cite> Employee Expense Report