This page uses extracted PDF text. Text can misread numbers, dates or table columns. Check the PDF before quoting or interpreting it. Redacted areas remain redacted.
PART FOUR 4
6. Non-business telephone call charges and personal postage
7. Childcare, eldercare, babysitting, or pet care costs
8. Personal vehicle repairs or towing, parking or moving violation fines, bail, or legal fees
9. Loss of funds or loss/damage to personal belongings
10. Gifts or donations to any individual(s)
11. Personal vehicle fuel (Reimbursement for use of a personal vehicle to conduct official City business is at
the Standard Mileage Rate set forth by the Internal Revenue Service)
12. Meals for which a per diem advance or reimbursement was otherwise provided or requested
13. Medical expenses (Human Resources will need to be contacted if a work related injury occurs)
14. Any purchase or expenditure that exceeds funding that is available within City Council’s fiscal year
budget at the time of the purchase or obligation of City funds
15. Any purchase or expenditure not specifically authorized within these Council Rules and Procedures
If any individual member desires to use a City credit card (p-card) that is issued to the individual but is not sure
whether or not a particular purchase is allowable, it shall be the responsibility of the member of Council to seek
guidance from the City Clerk, the Finance Director, or the City Attorney’s Office prior to use of the credit card
(p-card) for the contemplated purchase. Inquiry shall be made regardless of whether similar purchase(s) have
previously been made prior to the adoption of the City Council Handbook.
Oversight of Council Expenditures
1. The City Clerk shall send quarterly budget-to-actual expenditure reports to City Council, reporting all
expenditures from City Council’s budget for the preceding quarter (inclusive of p-card purchases), as well
as the total amount of funds remaining to be spent during the fiscal year. It shall be the responsibility of
City Council, as a body, to review the budget-to-actual expenditure reports and to address any apparent
concerns as a group, with Council staff and each other.
2. If any member of Council or their staff has a question about whether any credit card (p-card) purchase or
other expenditure complies with the procedures set forth in the City Council Handbook, the question
should first be presented to the City Clerk, and assistance from the Finance Director or City Attorney may
be requested, as needed.
3. Any member of City Council who uses a credit card (p-card), or otherwise obligates City funds to be
expended, for purposes not authorized by the City Council Handbook may be subject to civil fines,
reimbursement to the City, and/or criminal prosecution.35
35
Va. Code §18.2-112
PART FOUR: BUDGET | 39Jump to an indexed page (52 of 52)