HomeMy WebLinkAbout06.a. Board Member reimbursement for lost or missing travel expense reports Page 1 of 1
Item 6.a.
,orVIOIN SAN
May 5, 2020
TO: ADMINISTRATION COMMITTEE
FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT
REVIEWED BY: KENTALM, DISTRICT COUNSEL
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: BOARD MEMBER REIMBURSEMENT FOR LOST OR MISSING TRAVEL
EXPENSE RECEIPTS
State law requires that travel expense reimbursement reports submitted by members of a legislative body
be accompanied by the receipts documenting each expense. A question has arisen as to whether Board
Members may be reimbursed if a receipt for an eligible travel expense is lost or missing. Central San's
Board Policy No. BP 008 — Travel Expense Reimbursement is silent as to lost or missing receipts by
Board Members, but its accompanying Administrative Procedure No.AP 008 —Travel Expense
Reimbursement Procedure, addresses the issue as follows:
7. Travel Expense Reimbursement Reports
If there is a required receipt missing for any given expenditure, an explanation of the
expenditure and the reason for the missing receipt should be provided on the expense
report and the manager's/approver's signature on the Travel Expense Reimbursement
Report will serve as approval of the charge.
That same section goes on to state as follows:
With respect to Board Members, in accordance with California Government Code
section 53232.3 and Assembly Bill 1234, elected and appointed officials are required
to submit "expense reports within a reasonable time after incurring the expense, as
determined by the legislative body, and the reports shall be accompanied by the
receipts documenting each expense." If a required receipt is missing, a written
explanation of the charge and the reason for the missing receipt must be provided.
District Counsel Kent Alm has clarified that there is no need to amend BP 008 because the
associated Administrative Procedure No.AP 008 appropriately and adequately allows that in the
event of a lost or missing receipt, Board Members may submit a written explanation of the charge
with their Travel Expense Reimbursement Report. If approved by the General Manager,
reimbursement of the expenditure would be appropriate.
May 5, 2020 Regular ADMIN Committee Meeting Agenda Packet- Page 60 of 63