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BUDGET
4. Costs related to attendance at official functions within the United States to which City Council, or an
individual Council member or their staff, are invited or are required to attend, including registration,
transportation, lodging, other incidental travel and meeting expenses, banquet costs and business meals
(when a per diem allowance is not provided) in accordance with the City’s Travel and Meeting Expense
Policy (“travel policy”) and this Handbook. With respect to airline travel, members of Council may book
any fare class, with the exception of first class, and may incur additional airline charges for seat selection
of any economy or premium economy seat and up to 2 checked bags. The City Clerk is responsible for
determining that such expenditures are appropriately justified; ensuring compliance with the City’s travel
policy and this Handbook; and when required, completing travel forms on behalf of City Council members
or their staff within the times specified within the City’s travel policy.
5. Charitable institution’s event table sponsorships or individual seats, provided that the charity is located in
the City of Newport News, serves Newport News citizens, the purpose of the event is non-sectarian, and
funds are available within the City Council budget line item for Table/Seat sponsorships.
6. Tokens of sympathy or appreciation purchased on behalf of City Council to recognize career milestones,
retirement, sympathy for the loss of a family member, and similar circumstances for the City Clerk, City
Manager, City Attorney, other current and former City elected officials, officers, staff, members of Boards
and Commissions, and officials of other governmental agencies.
Payment for the expenditures listed above shall be arranged by the City Clerk or City Manager, on behalf of City
Council, using a credit card (p-card) issued by the City or by another form of payment used by the City in the
normal course of business. Individual Council member credit cards (p-cards) shall not be used to pay for these
expenditures, except as otherwise allowed below.
Costs Paid Directly by City Council Members
Funds may be used to reimburse individual members of Council and/or their staff for expenses incurred by such
individuals for official City business provided that the expenses are itemized and documented to the extent
feasible. In lieu of incurring a reimbursable expense and then submitting a reimbursement request to the City, any
individual member of Council or Council staff may use a City credit card (p-card) issued to such Council member/
staff person to purchase eligible goods and/or services.
Goods and services purchases which may be reimbursed to individual members of Council and/or their staff, or
which may be purchased on a City credit card (p-card) by members of Council and/or their staff are limited to:
1. Costs related to attendance at official functions within the United States to which City Council, or an
individual Council member or their staff, are invited or are required to attend, only when such expense
cannot reasonably be arranged by the City Clerk in advance (for example: taxicabs at the travel destination,
parking fees, road tolls, internet connection charges at a conference, etc.). Travel costs shall be limited to
only those expenses that are allowed under the City’s travel policy. The use of City funds to accommodate
personal comfort, convenience, and taste is not permitted.
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