Westminster City Council
SUBJECT
Title
Update of the Travel and Expense Policy for Elected Officials and Appointed Officials, and City Employees.
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From: Christine Cordon, City Manager
Requested by: Administration
Prepared by: Erin Backs, Finance Director
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RECOMMENDED ACTION
Recommendation
A. Adopt a Resolution entitled, “A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF WESTMINSTER, CALIFORNIA, ADOPTING THE TRAVEL AND EXPENSE POLICY FOR CITY OFFICIALS”; and
B. Adopt a Resolution entitled, “A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF WESTMINSTER, CALIFORNIA, ADOPTING THE TRAVEL AND EXPENSE POLICY FOR CITY EMPLOYEES.”
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BACKGROUND
The City of Westminster recognizes the constructive value of professional conferences, seminars, meetings and training, and provides travel funds for City officials and employees to attend such events. The current policy for elected and appointed officials was last updated on July 26, 2006 per Resolution No. 4005 (Attachment 2) to include language for requirements imposed by AB 1234. The current policy for employees was last updated on October 25, 2006 per Resolution No. 4045 (Attachment 6). The proposed policies align with the U.S. General Services Administration (GSA) per diem rates and guidelines for travel-related expenses.
The current travel policies do not reference or adhere to standardized federal guidelines for reimbursement rates and allowable expenses, and lacks specific details on reimbursable items, which may cause questions and uncertainty primarily due to the updates to travel and training in the workplace that have changed over the last 20 years. For example, the current policy includes a baggage handling fee of one dollar. However, most airlines charge a handling fee for checked baggage which is well above a dollar. In addition, the current policies include a gratuity of 15%. However, the proposed policy includes 20% which is consistent with GSA guidelines. The current policy for elected and appointed officials requires City Council approval for all travel over $50. The proposed policy increases this amount to $1,500 or any amount over the adopted budget.
The GSA establishes standard per diem rates for lodging, meals, and incidental expenses for federal employees, and these rates are widely considered a fair and consistent benchmark for travel expenses for local jurisdictions. Many public agencies and organizations have adopted GSA rates to promote transparency, consistency, and fiscal responsibility.
The new “Travel and Expense Policy” incorporates the following key updates:
• Meals: Meal reimbursements (per diem) will follow the current GSA rates based on location of training. These rates are updated annually and are publicly available on the GSA website. The current standard per diem rate is $68. However, there are 296 non-standard areas that have a higher rate than the standard. The Los Angeles area is a non-standard area and has a higher rate of $86. The proposed policy includes language to reimburse the first and last days of training and or travel at 75% or $64.50 for the Los Angeles area.
• Lodging: The policy allows for the use of the conference or activity group rate but also incorporates the use of a government rate or the GSA rates based on location for lodging. These rates are updated annually and are publicly available on the GSA website.
• Receipts and Documentation: Receipts will be required for all lodging, transportation, and incidental expenses not covered by the per diem.
• Travel Authorization:
o City Council approval is required for international and elected and appointed officials’ out-of-state travel expenses exceeding annual budget amounts and expenses exceeding $1,500 per trip per member.
o All employee travel must be pre-approved by department heads or the City Manager.
• Non-Reimbursable Expenses: The policy clearly defines non-reimbursable expenses, including personal items, entertainment, and alcohol.
All training and travel that is already booked but will occur after January 1, 2026 will follow the new guidelines if approved.
FISCAL IMPACT
The current GSA per diem is $86 for the Los Angeles Area which is an increase of $36 per day of training. The adopted 2025-26 budget includes Training and Meetings in Account 44030. No additional appropriation is requested.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Adopting the GSA-based travel policy will provide fair and consistent compensation for officials and employees while controlling costs for the City to ensure that reimbursements are reasonable, standardized, and aligned with best practices. It will also allow for annual updates to reflect economic factors.
ATTACHMENTS
1. Proposed Resolution - Travel and Expense Policy for City Officials
2. Exhibit A Proposed Travel and Expense Policy for City Officials
3. Resolution No. 4005 July 26, 2006
4. Proposed Resolution - Travel and Expense Policy for City Employees
5. Exhibit A Proposed Travel and Expense Policy for City Employees
6. Resolution No. 4045 October 25, 2006
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager