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PART FOUR 4
2. Meals or refreshments for an individual member of Council himself/herself/themselves, while meeting
with one or more constituents, if receipts are supported by documentation meeting IRS standards for
allowable business expenses (identification of the business purpose of the meeting, the topic(s) discussed,
the person(s) participating in the meeting, etc.) Expenditures for business meals shall be limited to the
amount allowed under the City’s travel policy;
3. Business meals or refreshments for an individual member of Council and accompanying City employees,
employees of other governmental agencies or employees of charitable institutions (charitable institution
must be located within the City of Newport News or if located outside the City, provide services to
Newport News residents). Business meals must be supported by documentation meeting IRS standards
for allowable business expenses (identification of the business purpose of the meeting, the topic(s)
discussed, the person(s) participating in the meeting, etc.). Expenditures for business meals shall be
limited to the amount allowed under the City’s travel policy. Other governmental agencies and charitable
institutions include, but are not limited to, the following organizations:
• Federal Departments, Agencies and Elected Officials, including Jefferson Lab, Joint Base
Langley Eustis and US Navy
• State Departments, Agencies and Elected Officials including VDEM, VDEQ, VDH
and VDOT
• Public Colleges & Universities including CNU, HU, ODU, VPCC and W&M
• Local & Regional Governmental Agencies including CSB, HRPDC, HRT, HRWC, NNPS, NNRHA,
and PAC
• Local and Regional Chambers of Commerce
4. Mileage, at the standard mileage rate set forth by the IRS, for use of a personal vehicle to conduct official
City business (reimbursement only).
5. Home office supplies for individual Council members or staff of Council such as copier paper, pens,
notepads, etc. not to exceed $25 per item. Other office supplies shall be purchased by the City Clerk.
6. Tokens of sympathy or appreciation for the City Clerk and his/her/their staff, the City Manager and his/her/
their deputies and assistants, and the City Attorney and his/her/their staff to recognize career milestones,
sympathy for the loss of a family member, and similar circumstances. The value of a transaction for any such
purchase shall not exceed $50.
7. Goods, services, or items approved by City Council, as a body, to be purchased with an individual Council
member’s credit card (p-card).
In accordance with Resolution 12637-14, each member of City Council shall adhere to the City employee Travel
and Meeting Expense Policy (“travel policy”) except as otherwise provided in this Handbook. Each member shall
read and become familiar with all applicable provisions of the travel policy and adhere to such provisions while
conducting City business. Cost limitations and requirements for documentation of purchases made with a City-
issued credit card (p-card), as well as travel advance (per diems) and mileage reimbursement requests, shall be
the same as outlined in the City’s Travel and p-card policies.
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