R113141
City Council Meeting: January 26, 2021 Santa Monica, California
RESOLUTION NUMBER 11314 (CCS)
(City Council Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA REGARDING TRAVEL BY
COUNCIL MEMBERS TO INCLUDE CITY COUNCIL GUIDELINES AND STANDARDS REGARDING
COUNCIL TRAVEL, STAFF ASSISTANCE FOR, CITY ISSUED TECHNOLOGY EQUIPMENT AND
ACCEPTED USE, AND OTHER RESOURCES AVAILABLE TO COUNCILMEMBERS
WHEREAS, Section 602 of the City Charter of the City of Santa Monica provides that
members of the City Council shall receive reimbursement for necessary travel and other
expenses when on official duty out of the City on order of the City Council upon the same terms
and conditions applicable to City departmental directors; and
WHEREAS, Councilmembers require certain technology equipment and services to
review Council agenda packet materials, conduct constituent outreach and policy research, and
perform other tasks necessary to their duties as Councilmembers in an optimal manner; and
WHEREAS, on March 25, 1980, the City Council adopted Resolution No. 5532, which
clarified Section 602 of the City Charter by establishing a policy regarding travel by
Councilmembers; and
WHEREAS, on May 19, 1998, the City Council adopted Resolution No. 9270, which
amended and expanded Resolution No. 5532 to include City Council guidelines and standards
regarding Council travel, staff assistance for, and other resources available to Council members;
and
WHEREAS, on October 7, 2005, California adopted Assembly Bill 1234, which, among
other things, implemented statewide rules governing travel reimbursement for City Council
members; and
WHEREAS, on October 16, 2017, the City adopted Administrative Instruction II‐4‐10,
Employee Access and Use of Computer Networks, Retention and Destruction of Electronic
Communications, a copy of which is attached as Exhibit A and incorporated herein by reference,
which sets policies and procedures for use of the City’s computer equipment, networks (wired
and wireless), cloud computing environments, internet, and intranet and for the use,
ownership, retention and destruction of all electronic data stored and managed by the City’s
electronic communications systems, and which applies to all City employees, officers,
consultants, contractors, and temporary agency employees authorized to use the City’s
electronic communications systems or networks while conducting City business as regular or
temporary users; and
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WHEREAS, on October 16, 2017, the City adopted revised Administrative Instruction II‐4‐
12, Employee Access of City and Personal Telecommunications Equipment, a copy of which is
attached as Exhibit B and incorporated herein by reference, which sets policies and procedures
for the use of City‐ and employee‐owned telecommunications equipment, including
telephones, cellular phones, smartphones, tablets, laptops, personal computers, and mobile
data devices, by City staff for conducting City business, and which applies to all employees who
are issued or authorized to use City‐owned telecommunications equipment or are authorized to
use their personal devices for conducting City business on a regular or temporary basis; and
WHEREAS, on May 1, 2019, the City adopted revised Administrative Instruction IV‐2‐1,
Travel and Meeting Expenses and Mileage Reimbursements, a copy of which is attached as
Exhibit C and incorporated herein by reference, which sets policy and establishes procedures
for travel, meeting, and mileage reimbursements for any individual that conducts business on
behalf of the City of Santa Monica, including Council members (pursuant to City Charter Section
602(c)), members of City Boards and Commissions, City staff members, and contractors; and
WHEREAS, given the adoption of Assembly Bill 1234, significant changes in technology,
and the City’s implementation of the updated administrative instructions described above, all
of which have occurred after the adoption of Resolution No. 9270, the City Council desires to
update and revise its guidelines and standards regarding council travel, staff assistance for, city
issued technology equipment and accepted use, and other resources available to
councilmembers;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE
AS FOLLOWS:
SECTION I. Council Travel and Expense. In accordance with Government Code Sections
36514.5, 53232.2 it is the policy of the City to pay actual and necessary expenses incurred by
Council members when they travel while conducting official City business. In furtherance of
this policy, the following guidelines are established:
A. Councilmembers' attendance at conferences and meetings. Councilmembers are
authorized to attend conferences, conventions, meetings, educational seminars and
other events sponsored by those organizations in which the City holds membership or
sponsored by the City. Examples of such organizations are National League of Cities,
League of California, Cities, Local Government Commission, Independent Cities
Associations and the Southern California Association of Governments. Any other travel
by Councilmembers and all travel by outgoing (post‐election) Councilmembers must be
approved at a duly noticed Council meeting, by a simple majority of the members in
attendance.
B. Travel Budget. Each Councilmember shall receive budget authority for an equal amount
of travel funds at the beginning of each fiscal year. The amount of budget authority is
revised each year based on the Consumer Price Index (CPI) applied to the City’s Supplies
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and Expenses accounts. For outgoing Councilmembers and those standing for re‐
election, five‐twelfths of the annual travel budget will be allocated at the beginning of
the fiscal year; for incoming Councilmembers and those re‐elected, seven‐twelfths of
the annual travel budget will be allocated when the Councilmember is installed. Travel
expenditures by each Councilmember are limited to the amount of funds in his or her
individual "trips and meetings” account. One Councilmember may authorize use of a
portion of his or her allocation by another Councilmember if authorization is made in
writing to the Council Office staff with a copy to the City Manager.
C. Expenses Reimbursed. Guidance regarding reimbursable expenses is included in City
Administrative Instruction IV‐2‐1, Travel and Meeting Expenses and Mileage
Reimbursements, which must be adhered to by all Councilmembers. This guidance, and
the procedures for reimbursement set forth in this guidance, are intended to comply
with Government Code Sections 53232.2 and 53232.3.
D. Reports on Travel. In accordance with Government Code Section 53232.3(d), Council
members who attend conferences or other meetings and request reimbursement of
expenses by the City must provide a brief report on the meeting(s) attended at the
expense of the City at the next regular meeting of the City Council.
SECTION II. Hosting Events for Visiting Dignitaries. The City may host social events intended
to welcome dignitaries visiting the City in their official capacity as an elected or appointed
official of a governmental entity, foreign or domestic. Within the constraints of the Council
Office budget (public entertainment line item), the following procedures and policies apply:
A. A Councilmember shall place an item on the City Council agenda to request advance
approval for hosting and paying for the event. The request should include identification
of the guests to be invited, a "not to exceed" cost of the event, the official purpose of
the visit and any written itinerary from the visiting dignitaries.
B. All Councilmembers shall be invited to attend any approved event for visiting
dignitaries.
C. All guests invited to attend an approved event shall have an official purpose for
attending the event or shall be the spouse or companion of a City official or visiting
dignitary.
SECTION III. Resources Available for Conducting City Business. Certain resources are
required by Councilmembers to conduct City business. Within the constraints of the budget and
upon request from the Councilmember, the following resources will be made available:
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A. A key or access card to City Hall and the Council Office to be returned when a
Councilmember leaves office.
B. A reasonable amount of office supplies (including stationary), photographic portraits of
the Councilmember and business cards for official City use.
C. Publications, professional journals and other written, audio or video materials required
by a Councilmember to conduct City business, as long as all materials are paid for from a
Councilmember’s budget allocation.
D. Information Retrieval/Research by City Staff. A Councilmember may directly request
routine, easily retrievable information from a staff member regarding an issue pending
before the Council, an issue which the Councilmember intends to bring to the Council,
or an issue previously established as Council policy. Such direct requests should be
made through the City Manager, City Clerk, or City Attorney as appropriate and within
departmental or administrative policies.
E. Responses to Citizen’s Complaints by City Staff. Complaints about the administrative
affairs of the City should be directed by the Councilmember to the City Manager or to
the Council Office for a response through the City’s incident response system.
Councilmembers may request that staff respond directly to the constituent or back to
the inquiring Councilmember so that he or she may personally contact the complainant.
F. Assistance of Staff in Speech and Correspondence Preparation. Councilmembers are
entitled to a reasonable amount of staff assistance for speech and correspondence
preparation related to City business. The City Manager will evaluate the request and
assign appropriate staff resources. When available, an outline of issues to be covered as
well as available supporting material is to be provided by the requesting
Councilmember. Requests should be limited to a speech or correspondence that
reflects adopted Council policy or relates to matters that have been or will be
considered by the Council
G. Intergovernmental Assignments. Reasonable staff assistance will be provided to
Councilmembers serving on or seeking appointment to a nonpartisan intergovernmental
body when the Council has approved appointment of a member to that body or, in the
case when the Council is not the approving body, if the Council has consented to that
member sitting on that body. For purposes of this policy, intergovernmental bodies are
broadly defined to include committees of intergovernmental agencies or organizations.
Use of staff shall be consistent with the following guidelines:
1. If the intergovernmental body has its own professional staff, such staff should be
used to the greatest practical extent, rather than City staff.
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2. City staff may attend the intergovernmental meeting if the Councilmember
requests such attendance with the approval of departmental and City
management.
3. The primary responsibility of staff is to review issues before the
intergovernmental body as they may affect the City and advise and assist the
Councilmember in presenting issues before the full Council or representing
Council’s position before the body.
H. Routine Support Services. The Council Office staff provides routine support services to
Councilmembers including the following:
1. Preparation of correspondence relating to official City business within the
resource restraints of the adopted budget and the limitations noted above. Each
of the Councilmembers will be given equal consideration. City resources will not
be made available for correspondence to or for political organizations, in support
of a Councilmember’s pursuit of an elective or partisan office, in support of or
opposition to a ballot measure, or in support of someone else's pursuit of an
elective or partisan office.
2. Assistance in scheduling meetings concerning City business and making logistical
and travel arrangements for official meetings. This includes but is not limited to
arranging for meeting rooms. The fee for the room shall be consistent with the
fees charged to City staff and may be charged to the City Council Office budget.
3. Assistance in securing single copies of official records.
4. Unless otherwise requested by a Councilmember, Council mail will be opened
daily and if of a non‐urgent nature, distributed with the agenda on Thursday and
before Council meetings on Tuesday evening. If there is no council meeting
scheduled during a two‐week period, then mail will be delivered to the
Councilmember’s home at least once weekly. Councilmembers may pick up mail
at City Hall at any time.
5. Response, at a Councilmember’s request, to telephone inquiries.
SECTION IV. City issued Technology Equipment and Accepted Use. To support the Council
in constituent outreach, policy research, and other uses necessary to their services as
Councilmembers, the City will provide each Council member with technology equipment as
described below:
1. Each Councilmember will be provided with one laptop, one smartphone, and one
tablet device. The City will issue equipment in accordance with City standards as
described below. In selecting equipment, each Councilmember will have the
option to select a laptop, smartphone, and tablet from the following two
options:
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Device Option 1 Option 2
City Provided
Service Plan
Service Plan
Estimated Cost
City Provided
Internet Access?
Laptop City's current
standard user
Windows
Laptop, with
docking
station,
external
monitor,
keyboard, and
mouse.
City's current
standard user
Mac Laptop,
with docking
station,
external
monitor,
keyboard, and
mouse.
N/A N/A Yes, via smart
phone hotspot
using smart
phone data
plan.
Smart
Phone
City’s current
standard
Android
phone.
City’s current
standard
Apple phone.
Unlimited plan:
includes
unlimited data,
texts, calls, and
hotspot. Does
not include
international
services when
used outside of
the U.S.
$50.70/month Yes, via data
plan.
Tablet City's current
standard
android
tablet.
City's current
standard
Apple tablet.
N/A N/A Yes, via smart
phone hotspot
using smart
phone data
plan.
All equipment must be returned to the City when the Councilmember leaves
office. All services paid for by the City will be discontinued when the
Councilmember leaves office.
2. Each Councilmember will be provided with a smart phone and service through
the City’s standard service plan. The service plan will include unlimited data,
texts, and calls. The plan will also include hotspot service for enabling internet
access connection for a tablet and laptop. The service plan will be paid for by
the City through the City’s service contract with the service provider. The City
will only be responsible for paying for the service plan as outlined above. The
City will not pay for or reimburse Councilmembers for any other services outside
of what is described above, such as in‐home internet access or television/cable
service.
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3. When travelling outside of the U.S. for official City business, Councilmembers
may request for the City to temporarily activate an international data and voice
service plan for their smart phone. Such service will be paid for by the City when
used specifically for the purposes of conducting official City business. Requests
to activate international data and voice service must be communicated to the
City at least two weeks in advance of the scheduled travel date.
4. As with all City technology, the Information Services Department will provide
technical support and training to Councilmembers on the use of City issued
technology equipment as needed.
5. On a routine basis, the City will require that any “end‐of‐life” equipment be
returned to the City, to be replaced with new equipment in order to keep
current with City standards. This equipment will be replaced as follows: laptops
every four years and smartphones every three years.
6. Councilmembers may elect to purchase their City issued end‐of‐life laptops,
tablets, or cellphones (including device accessories) after they have been retired
as per the terms above. The fair market value of the device will be determined
by the Information Services Department through benchmarking of third‐party
technology resellers. If a councilmember chooses to purchase the device, it will
be provided “as is” with a standard operating system and, where applicable, the
standard software productivity suite. No warranty support or service will be
provided for these devices by the Information Services Department.
7. Any Councilmember who is currently receiving a subsidy for home Internet
Service will continue to receive this subsidy until such time as they are no longer
part of the Council.
8. Councilmembers will use City issued technology equipment in accordance with
the policies and procedures set forth in City Administrative Instruction II‐4‐10,
Employee Access and Use of Computer Networks, Retention and Destruction of
Electronic Communications, and City Administrative Instruction II‐4‐12,
Employee Access of City and Personal Telecommunications Equipment.
SECTION V. The City Clerk shall certify to the adoption of this Resolution, and
thenceforth and thereafter the same shall be in full force and effect.
APPROVED AS TO FORM:
______________________________
GEORGE S. CARDONA
Interim City Attorney
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Adopted and approved this ___ of ___, 2018
______________________________
_____________________, Mayor
I, Denise Anderson‐Warren, City Clerk of the City of Santa Monica, do hereby certify that the
foregoing Resolution ____ (CCS) was duly adopted at a meeting of the Santa Monica City
Council held on the ____ of ____, 2018 by the following vote
ATTEST:
______________________________
DENISE ANDERSON‐WARREN
City Clerk
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ATTACHMENT D
9
Exhibit A
Administrative Instruction II-4-10, Employee Access and Use of
Computer Networks, Retention and Destruction of Electronic Communications
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER: II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 1 of 10
I.PURPOSE
The purpose of this Administrative Instruction is to set forth policies and procedures
for City employees’ use of the City's computer equipment, networks (wired and
wireless), Cloud computing environments, Internet, and Intranet and for the use,
ownership, retention and destruction of all electronic data stored and managed by
the City's electronic communications systems.
II.SCOPE
This Administrative Instruction pertains to all City employees, officers, consultants,
contractors, and temporary agency employees authorized to use the City's
electronic communications systems or networks while conducting City business as
regular or temporary users. User authorizations are to be obtained in advance as
outlined in this Administrative Instruction.
III. DEFINITIONS
A.Electronic Mail Message - A document created or received on an electronic mail
system including e-mail, instant messages, tasks, brief notes, more formal or
substantive narrative documents, appointments, calendar entries and any
attachments, such as word processing text, data, photos, audio, video and other
electronic documents, which may be transmitted with the message to an internal
or external address.
B.Voicemail Message – A digital audio recording contained in voicemail or email
communications systems.
C.Instant Message – An immediate, limited, and temporary electronic message
sent via an instant messaging program that appears on the recipient’s screen as
soon as it is transmitted.
D.Electronic Communications Systems – Computer applications used to create,
receive, store, and transmit electronic communications, documents, and calendar
entries, and electronic communications, which include electronic mail messages,
voicemail messages, and instant messages.
EXHIBIT A
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ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 2 of 10
E. Computer Equipment – Electronic hardware that can store, process, or send
data and information. Electronic hardware includes servers, desktop computers,
portable computers, tablet computers, switches, routers, printers, scanners,
copiers, plotters, digital cameras, cellular telephones, and similar devices.
F. Personal Electronic Device (“PED”) – Any Computer Equipment owned by a
City employee or official and not provided or owned by the City.
G. Internet – A cooperative content hosting and forwarding system that links millions
of computers together globally in a network where any computer can
communicate with any other computer. Users of the Internet can view information
on the World Wide Web, exchange electronic mail messages, participate in
electronic discussion forums, send files from any connected computer to any
other connected computer and remotely access and manage data and other
computers using a variety of languages known as protocols.
H. Intranet - A private network that is contained within an organization and can only
be accessed by employees or authorized persons of the organization. The main
purpose of an Intranet is to share company information and computing resources
among employees.
I. Malicious Programs – Unauthorized programs such as viruses, worms,
spyware, malware, ransomware or any unsolicited programs that can cause
damage to a computer or information on a computer or network. They have the
ability to use one computer to attack or spread themselves to other computers.
They can attack or spread in many ways including using external media such as
CD’s or portable drives, downloading information and software programs off the
Internet, browsing infected Internet sites, instant messaging, and opening email
attachments.
J. Computer Network – A wired or wireless (Wi-Fi) communications system
comprised of network servers, web servers, relational databases, desktop
computers, switches, routers, hubs, storage area networks (SAN’s), printers,
networked scanners, copiers, plotters, reference information storage systems
(RISS), interactive voice response(IVR) systems, voice over internet protocol
(VoIP) systems, and software and applications licensed by the City.
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 3 of 10
IV. POLICY
A. The City's computer network shall be used solely for City business purposes and
not for personal use. Personal use of the City’s computer network may result in
termination of system access and disciplinary action up to and including
termination. De minimis and occasional use of the City’s computer network
conducted during an employee's break periods is permitted.
B. The City's electronic communications systems are meant to facilitate City
business communication among City staff, and between City staff the public,
consultants, and any other individuals contacted in the course of City business.
The intended use of the City’s computer equipment and networks, Internet, or
Intranet is to allow employees to create, manage, locate, retrieve, and
disseminate information for City business purposes.
C. Access to the City’s computer networks, Internet, or Intranet may, at the request
of the employee's Department Head, be restricted for employees who do not
require such access in the regular course of their duties.
D. Acceptable use of the City's computer network and electronic communications
systems is the responsibility of every authorized user whether they use City
computer equipment or personal devices.
E. Electronic communications sent or received using the City’s electronic
communications systems are not private, and are subject to viewing and review
by appropriate City employees. The author of each electronic communication
must be aware at all times that he or she loses all control over that communication
once it is sent, and all such messages are capable of being forwarded without the
express permission of the original author. City users must use caution in the
transmission and dissemination of messages, and must comply with all state and
federal laws.
F. Data and files stored on the City’s computer network, and electronic
communications sent or received on the City’s electronic communications
systems, may be public records and therefore subject to release unless an
exemption under the California Public Records Act will prevent disclosure or
authorize withholding.
EXHIBIT A
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ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 4 of 10
G. Data Storage
1. The system is not intended, designed or maintained to be used as the official
records management or storage system for the City.
2. Employees may store or transfer files and data related to City business only
on cloud-based storage systems, computer equipment, hard disc drives, or
other media (including USB storage drives, DVDs, and CDs) approved by the
Information Services Department.
H. Inappropriate Use
Use of electronic communications systems or computer networks shall be
consistent with normal City business activities and in a way that is appropriate
and non-offensive. Inappropriate or offensive use by City staff will be subject to
disciplinary action. Inappropriate or offensive use includes, but is not limited to,
the following examples:
1. Illegal activities;
2. Sending or posting threats or encouragement of bodily harm, the destruction
of property; discriminatory messages; harassment, sexual or otherwise, as
defined in any of the City’s anti-harassment or anti-discrimination policies City
policies or other applicable law;
3. Use of electronic communications systems with malicious intent, to
compromise the integrity of the City and its business in any way;
4. Libel or defamation;
5. Obscene messages;
6. Posting anonymous messages;
7. Political endorsements;
8. Commercial activities, Solicitation of funds for personal financial gain, or fraud;
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 5 of 10
9. Participating in any type of financial fraud such as "pyramid schemes," "Ponzi
schemes," or "chain letters."
10. Adding, removing, modifying network header and machine access code
information in an effort to deceive or mislead;
11. Unauthorized use of another person’s account ID, password;
12. Unauthorized sharing of passwords with other employees or members of the
public;
13. Accessing, or attempting to access, the accounts of others, or to penetrate, or
attempt to penetrate, security measures of the City’s network, Internet, Intranet
or another entity's computer software or hardware, electronic communications
system, or telecommunications system without permission or authority;
14. Transmitting SPAM (Irrelevant or inappropriate messages to a large number
of recipients);
15. Intentionally disrupting network traffic or causing the city’s computer network
or connected systems to malfunction, including the transmission of viruses,
worms, bots or other malicious electronic code or documents;
16. Unauthorized installation or alteration of computer hardware or software;
17. The unauthorized destruction, removal, or deletion of any City files or data
including but not limited to any files located on the network, desktop computers
or any City-owned computer equipment;
18. Use of portable media including flash drives, SD drives, DVD’s, and CD’s to
store and copy data, files, content from any City computers and from the City
network, unless approved by the Chief Information Officer or designee;
19. Downloading or installation of audio, video, data or executable files for
personal use, including, but not limited to photos, screen savers, music and
movies;
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 6 of 10
20. Invading the privacy of individuals except in the course of conducting City
business;
21. Reselling, extending, bridging, or otherwise misusing the Intranet and Intranet
connections and or services;
22. Use of electronic communications systems which violates any City policies or
practices that address appropriate behavior, outline rights, and set
expectations for employees’ conduct and behavior while at work;
23. Use of third party electronic communications system(s) on City equipment
without prior authorization by the Chief Information Officer or designee;
24. Use of online file storage services other than the City’s OneDrive for Business
or other ISD-approved online file storage services.
I. Ownership, Confidentiality and Disclosure
1. Electronic communications systems are the property of the City, and all uses,
content stored and messages processed and sent are subject to audit, review
and possible disclosure.
2. The City, through its managers and supervisors, reserves the right to review
the contents of employees' electronic files and electronic communications
when necessary for City business purposes.
3. If abuse is suspected, and with approval from the Director of Human
Resources and the Department Head, supervisors shall have the authority to
inspect the content of any electronic communications possessed by a
subordinate on City-owned devices.
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 7 of 10
4. If an employee creates, receives, or stores electronic records related to City
business on a personal electronic device the employee must forward a copy
of any such records to the City computer network as soon as practicable by
sending or copying their City email address. Further, the City may ask the
employee to review personal electronic devices (PEDs) for such records to
respond to requests for public records. For additional details on the use of
PEDs, please review Administrative Instruction II-4-12 on Employee Use of
City and Personal Telecommunications Equipment.
5. Information Services staff will at all times maintain the confidentiality of
electronic communications residing on the computer network, except as
necessary to comply with this Policy. Such items will not be casually examined
or disclosed by any Information Services staff, regardless of access capability.
6. Designated Information Services staff authorized by the Chief Information
Officer may, in the course of their duties, monitor activities in the electronic
communications systems regarding suspected violations or security breaches
whenever they may occur, and perform appropriate follow up.
7. Designated Information Services staff may access and review electronic
documents and files only when authorized by the Chief Information Officer and
the employee's Department Head.
8. Former employees have no right to the contents of electronic communications
created during their time of employment with the City.
9. Former employees shall not access or attempt to access the City's computer
network or electronic communications systems.
10. Upon leaving employment with the City, a user's electronic communications
may be accessed for the purpose of saving those messages that pertain to
City business. Rights to these files may be reassigned to another employee if
necessary to conduct City business.
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 8 of 10
11. The City will monitor and may disclose any electronic communications stored
on the computer network under the following circumstances:
a) If required by law to do so such as, but not limited to, subpoena and public
records act requests;
b) In the course of an investigation triggered by indications of impropriety or
as necessary to locate substantive information for business purposes;
c) When necessary to investigate a possible violation of a City policy or a
breach of the security of the electronic communications system;
d) In the event there is reasonable suspicion that a user has committed or is
committing a crime against the City or for which the City could be held liable.
J. Security and Access Violations
1. Information Services staff will make every effort to secure access to the
electronic communications systems to authorized users only, and to permit
"mailbox" and calendar usage only to those users authorized by the City.
2. All users are to keep their user logins and passwords to email and instant
message queues private.
3. While employees may set a confidential password, they should be aware that
this does not suggest that the system is for personal use or confidential
communication.
4. Users must not disclose their passwords to any other person for any reason.
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 9 of 10
5. Users have the ability to change their password at will, and are required to do
so on a regular basis, as outlined by Information Services staff.
6. Any employee found to have engaged in access violations will be subject to
termination of computer network access, disciplinary action, and criminal
prosecution.
7. Employees will be required to complete an annual City information security
training as approved by the CIO. Failure to complete the training successfully
may result in the suspension of access to the City’s networks.
K. Communications Retention and Destruction
1. Emails are retained on the City’s servers for two years. Voicemails and instant
messages are retained for 30 days.
2. Text and SMS messages created or received on cellular phones may be public
records. If an employee uses text or SMS messages to conduct City business,
the employee must capture the message using a means which ensures the
entirety of the communication is preserved, and forward that communication
to the employee’s City email address with a subject line enabling subsequent
search for the subject of the communication.
3. No employee shall knowingly or corruptly alter, destroy, mutilate, or conceal a
record, document or other object, with the intent to impair the object's integrity
or availability for use in an official proceeding.
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access and Use of
Computer Networks, Retention
and Destruction of Electronic
Communications
NUMBER:
II-4-10
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 10 of 10
V. PROCEDURES AND RESPONSIBILITIES
Procedure Responsible Person(s)
Add/Remove License and Service
Requests for adding or removing employees
to or from the City's electronic messaging
systems are submitted via the through the
New User Account Request form in Service
Desk
Division Manager
Employees are added and removed from
electronic communications systems when
requested and approved by the appropriate
Division Manager
Helpdesk
Add/Remove Network Access
Requests for adding or removing employees
to or from the City's networks are submitted in
writing via a City Software Login Authorization
Form to the Helpdesk. A copy of the City
Software Login Authorization Form can be
obtained from the Information Services
Intranet site or by contacting the Helpdesk.
Division Manager
Employees are added and removed from
the City's networks when requested and
approved by the appropriate Division
Manager
Helpdesk
VI. AUTHORIZED BY
___________________
Rick Cole
City Manager
EXHIBIT A
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
10
Exhibit B
Administrative Instruction II-4-12, Employee Access of City and
Personal Telecommunications Equipment
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 1 of 19
I.PURPOSE
The purpose of this Administrative Instruction is to set forth policies and procedures
for the use of City- and employee-owned telecommunications equipment by City staff
for conducting City business. This equipment includes telephones, cellular phones,
smartphones, tablets, laptops, personal computers, and mobile data devices.
This policy is intended to protect the security and integrity of the City’s data and
technology infrastructure, and to ensure retention of public records which may be
created or stored on City- and employee-owned telecommunications equipment.
Limited exceptions to the policy may occur due to variations in devices and platforms.
The City of Santa Monica allows its employees to use personally-owned
telecommunications equipment at work for conducting City business or accessing
City e-mail and the City internal website (eDesk) to receive City-related information.
The City reserves the right to revoke this privilege if users do not abide by the policies
and procedures outlined below.
II.SCOPE
This Administrative Instruction applies to all employees who are issued or
authorized to use City-owned telecommunications equipment or are authorized to
use their personal devices for conducting City business on a regular or temporary
basis. Authorizations must be obtained in advance as outlined in this procedure.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 2 of 19
III. DEFINITIONS
a)Telecommunications Equipment: Any type of device which can access the
internet or other telecommunications system, including telephones, cellular
phones, smart phones, tablets, laptops or mobile data devices.
b)Telephones: Landline phones located in each department and City facility.
Telephones are most commonly located at each desk or workstation, and have
the capability for local and long-distance calling.
c)Cellular Phones: Portable telephones that communicate over wireless networks.
d)Smartphones: Cellular phones that perform many of the functions of a computer,
typically having a touchscreen interface, Internet access, and an operating system
capable of running downloaded applications.
e)Tablets: Portable computers that generally accept input directly onto an LCD
screen rather than via an external keyboard or mouse.
f)Mobile Data Device: A type of computer laptop, or device that enables another
device to receive Internet access over a cellular data connection instead of using
telephone landlines or a wired connection and capable of running automated
software applications.
g)Jailbroken: A device which has had software restrictions imposed by the
manufacturer removed using a series of software exploits. Jailbreaking permits
root access to the operating system, allowing the downloading and installation of
additional applications, extensions, and themes that are otherwise unavailable.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 3 of 19
IV. POLICY
A.Assignment of City-owned Telecommunications Equipment
1.Any City-owned Telecommunications Equipment issued to an employee is
entirely at the discretion of the City and the Employee’s Department Head and
the Chief Information Officer. The device is not considered a benefit, or part of
the employee’s compensation.
2.All requests for City-owned telecommunications equipment must be approved
by the employee's Department Head and the Chief Information Officer or his
or her designee.
3.Basis for approvals. The type of telecommunications equipment assigned to
an employee will vary based upon the employee’s job duties. Departments will
be advised by Information Services staff on the most cost-effective device for
the employee’s work-related telecommunications needs. Periodic reviews and
adjustments will be made by Information Services staff and departments.
The following criteria will be applied to determine the type of equipment to be
assigned:
a)Telephones may be approved and issued to employees in City offices
when there is a need for public or inter-office communications. Cellular
phones should not be a replacement for standard City radio
communications equipment. Cellular phones may be approved and issued
to employees when there is a critical need for immediately-accessible
communications at all hours of the day, or for an employee who is not often
at a desk where a wired telephone would be available. Cellular phones
may also be approved and issued to employees responsible for emergency
response situations and emergency preparedness activities and
employees who are frequently called upon to make administrative
decisions off-site or during off-hours. They should only be issued to
employees with radio equipment when the duties and responsibilities
require them to leave their vehicles for extended periods of time or to
communicate directly with outside vendors or agencies in the usual course
of their field work.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 4 of 19
b)Smartphones should not be a replacement for cellular phones or standard
City radio communications equipment. They should only be issued to
employees who meet the following criteria. Smartphones may be approved
and issued to employees with a critical need for immediately-accessible
internet, email, or computer access at all hours of the day, or for an
employee who is not often at a desk where a standard computer would be
available. Smartphones may also be approved and issued to employees
responsible for emergency response situations and emergency
preparedness activities and employees who are frequently called upon to
make administrative decisions off- site or during off-hours or have a need
to use cameras for documentation or to access data, e-mail or mobile
business applications when away from their primary computer or when
working in the field.
c)Tablet devices should not be a replacement for cellular phones or
smartphones. Tablets may be approved and issued to employees with a
critical need for immediately-accessible internet, email, or computer
access at all hours of the day, or for an employee who is not often at a
desk where a standard computer would be available and these functions
would require more screen space than is possible on a smartphone.
d)Mobile data devices should not be a replacement for cellular phones or
standard City radio communications equipment. Mobile data devices may
be approved and issued to employees who are responsible for managing
critical public safety operations, division managers and Department Heads
who are frequently called upon to make administrative decisions off-site or
during off-hours and supervisory staff responsible for managing large
capital improvement projects or community programs who are regularly
away from the office and require Internet access.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 5 of 19
4.All telecommunications equipment and service costs will be charged to the
City Utility- Telephone account of the corresponding division and should be
budgeted for in advance.
5.The employee will be issued City-owned equipment solely by Information
Services Staff and only from a service provider currently under contract with
the City.
6.Employee access to the City’s computer network and data must be approved
by the employee’s Department Head or his or her designee and is limited
based on user profiles defined and managed by ISD.
7.Upon termination of employment, all City-owned telecommunications
equipment issued to the terminated employee must be immediately returned
to the employee's Supervisor.
a)The Supervisor is responsible for receiving all of the equipment, verifying
that it is in working order, and for documenting missing or inoperable
components of the assigned equipment.
b)The Supervisor shall report problems with the equipment and any
equipment reassignments to the ISD Help Desk immediately.
8.Lost or stolen City-owned equipment must be reported to the Supervisor of the
employee to whom the equipment was issued, Risk Management, and the ISD
Help Desk as soon as possible.
Employees who lose equipment shall be subject to the following policy:
a)The first equipment loss will be paid for by the City from the Utility-
Telephone account of the division in which the employee works.
b)Any subsequent equipment losses by the same employee will be paid for
by the employee.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 6 of 19
B.Use of City-owned Telecommunications Equipment
1.The City may block or otherwise prevent employees from accessing certain
websites or categories of websites.
2.Employees shall not accept or make collect calls unless the call is approved
in advance by the employee’s Supervisor or Division Manager or is in
response to an emergency or other matter related to critical City services.
Information Services Staff will report collect call acceptances to the
employee's Supervisor or Division Manager.
3.Employees shall not make international calls without prior approval from a
Supervisor or Division Manager.
4.Employees must maintain all telecommunications equipment and related
accessories in proper working order, secure them from being lost, damaged,
or stolen, and ensure they are used properly according to manufacturer
specifications.
5.Each employee should notify his or her Supervisor or Division Manager
immediately if his or her equipment is damaged or in need of repair.
6.The City may audit all records of use of City-owned telecommunications
equipment. An employee’s misuse, loss, damage, or destruction of the
equipment may result in disciplinary action, up to and including termination.
7.Employees with City-owned telecommunications equipment are expected to
be available to receive City business communications during normal business
hours, as workload requires, or as agreed upon with their Supervisors or
Division Managers and in compliance with the appropriate Memorandum of
Understanding (MOU).
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 7 of 19
8.Employees may be required to carry or use City-owned telecommunications
equipment outside of regularly scheduled work hours.
9.Employees are required to exercise good judgment in the use of City-assigned
telecommunications equipment. This includes avoiding websites, telephone
numbers, cellular phone numbers, or sending e-mail messages that would
bring discredit upon the City or are offensive or obscene. Employees are
responsible for notifying their Supervisors or Division Managers about any
unwanted information or communication received.
10. Reimbursement for usages charges related to personal use of all City
telecommunications equipment is the responsibility of every City employee
and his or her Supervisor or Division Manager. Detailed and summary reports
of calls made on City telecommunications equipment are generated each
month for department review. These reports detail calling usage and charges
for each call made. Department Heads or designees must review these reports
to ensure compliance with these guidelines. Designated division staff will be
able to report all personal use of City equipment to the employee's Supervisor
or Division Manager who will verify the usage, remind the employee of the
intended purpose of the equipment, coordinate any reimbursements due to
the City, and initiate disciplinary action, if appropriate.
11. The employee’s City-owned device may be remotely wiped and all data
removed if:
a)The device is lost or stolen;
b)The employment is terminated;
c)ISD detects a data breach, a virus, or similar threat to the security of the
City’s data and technology infrastructure.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 8 of 19
C.Personal Electronic Devices (PEDs) enrolled in the City’s Mobile Device
Management service (MDM), also known as the Bring Your Own Device
(BYOD) program.
1.Employees may voluntarily use their personal electronic devices (PEDs) to
perform official City business or when accessing City business applications,
e-mail and the City internal website (eDesk) to receive City-related information
through enrollment of their personal devices in the City’s MDM service.
2.Employees who choose to enroll their PEDs in the City’s MDM service should
contact the ISD Help Desk, submit a Bring Your Own Device (BYOD) request
and bring the devices to ISD for proper provisioning and configuration of
standard apps, such as browsers, office productivity software and security
tools, before they can access the City’s network, data or applications.
a)Smartphones and tablets using the following operating systems are
supported:
i.iOS
ii.Android
iii.Windows Phone
b)Network connectivity is supported by ISD. Please contact the ISD Help
Desk with any issues related to accessing the following:
i.City e-mail
ii.City Websites
iii.Applications managed by ISD’s MDM system
c)Employees should contact the device manufacturer or their carrier for any
other issues on their PED, including operating system or hardware-related
issues.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 9 of 19
3.The City will not reimburse the employee for any costs associated with
purchasing or using PEDs for City business purposes or while accessing City
business applications, e-mail or the City internal website (eDesk) to receive
City-related information.
4.The City will not be responsible for an employee’s loss of any personal data
or damage to his or her PED while using it for City business.
5.While ISD will take every precaution to prevent the employee’s personal data
from being lost in the event that ISD must remote wipe the data on the MDM
controlled applications on the PED, it is the employee’s responsibility, not the
City’s, to take additional precautions to protect his or her personal data, such
as backing up e-mail, text messages, contacts information, photos, etc.
6.The City reserves the right to disconnect a PED or disable City-provided
services without notification.
7.Lost or stolen PEDs must be reported to the ISD Help Desk as soon as
possible for remote wipe of data on the MDM controlled applications.
8.By enrolling in the BYOD program, the employee assumes full liability for risks
including, but not limited to: the partial or complete loss of City and personal
data due to an operating system crash, errors, bugs, viruses, malware, or
other software or hardware failures, or programming errors that render the
PED unusable.
9.The City reserves the right to take appropriate disciplinary action for
noncompliance with this policy.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 10 of 19
D.Voicemail Messages
1.Voicemail may be used to improve internal communications within the City as
well as enhance employees’ ability to serve the public.
2.Employees will keep their outgoing message(s) and announcements
professional, timely and accurate. Outgoing messages should not contain
jokes, jargon, offensive language, music, etc., in their announcements.
3.During periods of extended absence (vacations, conferences, trips, illness,
etc.) employees should arrange to have mailbox coverage and an appropriate
announcement directing the caller elsewhere.
4.Employees shall check messages regularly and attempt to promptly return
calls.
5.The voice messaging system is part of the unified messaging system, which
includes electronic mail, and is therefore subject to the Employee Access,
Use, Retention and Destruction of Electronic Communications policy.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 11 of 19
E.Security for City-owned telecommunications equipment and City-approved
PEDs
1.To prevent unauthorized access, all approved devices must be password
protected using the features of the device and a PIN code, or fingerprint
security that is required to access the data contained in the MDM software on
the device. Attachment A details the required security settings.
2.Employees may not use smartphones or tablets to connect to the network
unless the device is on the City’s list of supported devices.
3.MDM managed data on City-approved personal devices may be remotely
wiped and all data removed if:
a)The device is lost or stolen;
b)The person’s employment is terminated;
c)ISD detects a data breach, a virus or similar threat to the security of the
City’s data and technology infrastructure;
d)Devices that are “jailbroken” or “rooted” may not be enrolled in the BYOD
program.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 12 of 19
F.Inappropriate Use
Use of electronic communications systems or computer networks shall be
consistent with normal City business activities and in a way that is appropriate
and non-offensive. Inappropriate or offensive use by City staff will be subject to
disciplinary action. Inappropriate or offensive use includes, but is not limited to,
the following examples:
1.Illegal activities
2.Sending or posting threats or encouragement of bodily harm, the destruction
of property or harasses another individual; discriminatory messages;
harassment, sexual or otherwise, as defined in any of the City’s anti-
harassment or anti-discrimination policies City policies or other applicable law;
3.Use of electronic communications systems with malicious intent, to
compromise the integrity of the City and its business in any way;
4.Libel or defamation;
5.Obscene messages;
6.Posting anonymous messages;
7.Political endorsements;
8.Commercial activities, Solicitation of funds for personal financial gain, or fraud;
9.Participating in any type of financial fraud such as "pyramid schemes," "Ponzi
schemes," or "chain letters"
10. Adding, removing, modifying, or identifying network header information in an
effort to deceive or mislead;
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 13 of 19
11. Unauthorized use of another person’s account ID, password or other
identifying information;
12. Unauthorized sharing of passwords with other employees or members of the
public;
13. Accessing, or attempting to access, the accounts of others, or to penetrate, or
attempt to penetrate, security measures of the City’s network, Internet, Intranet
or another entity's computer software or hardware, electronic communications
system, or telecommunications system with permission or authority;
14. Transmitting SPAM (Irrelevant or inappropriate messages sent on the Internet
to a large number of recipients);
15. Intentionally disrupting network traffic or causing the city’s computer network
or connected systems to malfunction, including by transmitting viruses, worms,
bots or other malicious electronic code or documents;
16. Unauthorized installation or alteration of computer hardware or software;
17. The unauthorized destruction, removal, or deletion of any City files or data
including but not limited to any files located on the network, desktop computers
or any city provided equipment (i.e. external hard drives, laptops, flash drives,
etc.);
18. Use of portable media including flash drives, sd drives, DVD’s, and CD’s to
store and copy data, files, content from any City computers and from the City
network;
19. Downloading or installation of audio, video, data or executable files for
personal use, including, but not limited to photos, screen savers, music and
movies;
20. Invading the privacy of individuals except in the course of conducting City
business;
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 14 of 19
21. Reselling, extending, bridging or otherwise misusing the Intranet and Intranet
connections and or services;
22. Use of electronic communications systems which violates any City policies or
practices that address appropriate behavior, outline rights, and set
expectations for employees’ conduct and behavior while at work;
23. Use of third party electronic communications system(s) on City equipment
without prior authorization by the Chief Information Officer or his or her
designee.
24. Use of online file storage services other than the City’s OneDrive for Business.
G.Ownership, Confidentiality, and Disclosure
1.City-issued telecommunications equipment and accessories are the property
of the City.
2.The City, through its managers and supervisors, reserves the right to review
voice and data usage reports and any data created or managed on City-
assigned telecommunications equipment or in City e-mail or software loaded
on a City-approved PED when necessary for City business purposes.
3.City staff found to be using City-assigned telecommunications equipment or
City- approved personal devices in an unauthorized manner while conducting
City business will be reported to their supervisor and may be subject to
disciplinary action up to and including termination.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 15 of 19
H.Safety Concerns with Using Telecommunications Equipment
1.Safety is the first concern. Employees must not use any mobile
telecommunications equipment while operating any machinery, vehicles, or
other device which requires concentration and attention to operate. If there is
a risk of creating a hazard or danger to coworkers or members of the public
while operating a device, all steps to avoid that danger should be taken.
2.Employees are expected to obey all laws applicable to the use of mobile
telecommunications equipment. The use of mobile equipment while driving is
not permitted. Vehicle Code Sections 23123 and 23123.5 require the use of a
hands-free device in order to use a mobile phone while driving. The City will
provide employees with approved hands-free devices for use with City-issued
mobile devices. Regardless of the situation, even if driving in slow or stopped
traffic, the employee should pull off to the side of the road and safely stop the
vehicle before operating any electronic device.
3.Employees who are charged with traffic violations resulting from the use of a
mobile telecommunications device while driving in the course of employment
by the City may be subject to disciplinary action resulting from such traffic
violations.
I.Departmental Policies
Each department may create and implement additional policies regarding the
acceptable use of telecommunications equipment for employees within that
department. Employees should follow the policies in their department regarding
use of telecommunications equipment and services. In the event of a conflict
between this policy and a department policy, this policy shall control.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 16 of 19
V.PROCEDURES AND RESPONSIBILITIES
Procedure Responsible Person(s)
Lost or Stolen Equipment
1.If City-owned equipment is lost, a City Property
Damage/Loss Report Form must be completed
and filed with the Risk Management Division
and a copy of the form must be submitted to the
ISD Help Desk. A copy of the City Property
Damage/Loss Report Form can be obtained
from the Risk Management website or by
contacting Risk Management. The City is not
responsible for lost personal equipment.
Employee’s Immediate
Supervisor
2.If City-owned equipment is stolen, a Police Petty
Theft Report Form must be completed and filed
with the Police Department, a City Property
Damage/Loss Report Form must be completed
and filed with the Risk Management Division
and a copy of both reports must be submitted to
the ISD Help Desk. A copy of the Police Petty
Theft Report Form can be obtained from the
Police Department website or by contacting the
Police Department. The City is not
responsible for stolen personal equipment.
Employee’s Immediate
Supervisor
3.Once the Petty Theft Form and/or the City
Property Damage/Loss Report Forms have
been completed, the vendor of the
telecommunications equipment or service shall
be notified to discontinue service.
ISD Help Desk
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT:
Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 17 of 19
Procedure Responsible Person(s)
Equipment Service and Repairs
1.All damaged City-owned equipment should be
reported to the ISD Help Desk who will work
with the equipment vendor to service or repair
the damaged equipment.
Employee’s Immediate
Supervisor
Reimbursing the City for Use of City Equipment
1.Monthly telecommunications statements must
be distributed to the designated division staff
that is responsible for managing
telecommunications bills.
Information Services Staff
2.The designated division staff must audit the
monthly statements and report all personal use
of the equipment to the employee's Supervisor
or Division Manager.
Designated Division Staff
3.Upon the discovery of personal use of City
issued equipment, the employee's Supervisor or
Division Manager must remind the employee of
the intended purpose of the telecommunications
equipment, coordinate any appropriate
reimbursements to the City in a timely manner,
and initiate disciplinary action if appropriate.
Employee’s Immediate
Supervisor and/or Division
Manager
VI.AUTHORIZED BY
________________
Rick Cole
City Manager
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
II-4-12
Page 18 of 19
ATTACHMENT A
Security for City-owned devices
1.In order to prevent unauthorized access, all City-owned devices:
a.Must be protected with a four-digit PIN code or fingerprint unlock security, which
is required to access the data contained in the MDM software on the device.
b.PINs must be changed every 90 days.
c.A new PIN cannot be one of 10 previous PINs.
2.The device must lock itself with a PIN if it’s idle for 5 minutes.
3.After 10 failed login attempts, the device will lock. Contact ISD to regain access.
Security for City-approved Personal Electronic Devices
1.In order to prevent unauthorized access, all City approved Personal Electronic Devices:
a.Must be protected with a five-digit alphanumeric PIN code or fingerprint unlock
security, which is required to access the data contained in the MDM software
on the device.
b.PINs must be changed every 90 days.
c.A new PIN cannot be one of 10 previous PINs.
2.The device must lock itself with a PIN if it’s idle for 5 minutes.
3.After 10 failed login attempts, the device will lock. Contact ISD to regain access.
EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
II-4-12
Page 19 of 19
ATTACHMENT B
E-mail, Intranet and Bring Your Own Device (BYOD) Enrollment
Complete this form to:
1)Opt-in to receive a City of Santa Monica employee email account.
2)Enroll in the City of Santa Monica Bring Your Own Device (BYOD) program.
Once completed and approved, submit this form through the ISD Helpdesk ticketing system.
NOTE: If you are not requesting City e-mail access on your mobile devices, you can skip section B.
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How can we contact you when your account has been set up?
Personal Phone Personal E-mail Preferred Contact
( ) - Phone E-mail
I opt-in to the following:
To receive a City issued email account through a web browser.
To use my personal device to access my City issued email account, the City’s Intranet and
connect to the City's network (BYOD program) using a downloadable smart phone app.
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Complete this section only if you would like to access your City e-mail account and the Intranet on
your personal device(s).
Installation of the City's secure productivity suite application is required on each device that is connecting
to the City's network. Complete the following information for each device to ensure that it is compatible and
properly configured to meet the City's network requirements. Attach additional pages if needed.
Mobile Device
Type: Smart Phone Tablet Other:
Mobile
OS
Apple iOS (version 4.0 or newer)Android (version 2.2 or newer)
Windows Phone (version 8.0 or newer)
Device Make
/ Model: Mobile Phone Number (if Applicable):
Intended Use (be as descriptive as possible):
I have read and understand the Administrative Instructions regarding Employee Access and, Use of
Computer Networks, Retention and Destruction of Electronic Communications (AI II-4-10) and
Employee Use of City and Personal Telecommunications Equipment (AI II-4-12).
I understand and agree to comply with the policies in the administrative instructions referenced above.
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EXHIBIT B
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
11
Exhibit C
Administrative Instruction IV-2-1, Travel and Meeting Expenses
and Mileage Reimbursements
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 1 of 13
I.Purpose
The purpose of this administrative instruction is to set policy and establish
procedures for travel, meeting, and mileage reimbursements. The policy ensures
that travel expenses are reasonable and appropriate and reimbursements are not
reported as taxable income to the individual. The procedures establish paperless
reimbursement processing and retention.
II.Scope
This administrative instruction relates to costs incurred while traveling on City
business or attending meetings and for costs associated with the use of a private
vehicle for work-related transportation. The policy applies to any individual that
conducts business on behalf of the City of Santa Monica including Council
members (pursuant to Santa Monica Charter section 602(c)), members of City
Boards and Commissions, City staff members, and contractors.
III.Policy Overview
The City reimburses for attendance at professional conferences, seminars,
trainings, and meetings contingent on approval. Staff members must receive pre-
approval from their Department Head or Division Manager.
The reimbursement procedures in this AI conform to the IRS Accountable Plan
rules for business travel related expenses, and require that: expenses have a
business connection, expenses are adequately accounted for within a reasonable
amount of time, and any excess advance is returned to the City. If reimbursements
do not follow the requirements in this document, the IRS may consider such
payments as wages subject to payroll tax withholding.
Other policies or agreements contain travel reimbursement requirements,
including, but not limited to bargaining unit agreements, grant agreements, and
specific contracts. When requirements conflict, staff members must abide by those
that are most restrictive. Departments may establish internal policies consistent
with this AI.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE:2 of 13
Reimbursable costs are limited to the following general classifications of costs:
Type of Cost Reimbursement method
A.Meals and incidentals Based on per diem rate, receipts
not required
B.Lodging Submit an itemized receipt
C.Transportation (air, bus, taxi,
Uber/Lyft or similar services,
rental vehicles)
Submit an itemized receipt
D.Mileage Reimbursement
Submit Mileage Reimbursement
Claim Form for use of a personal
vehicle
E.Other Expenses (registration
fee, parking, internet and
phone charges)
Submit an itemized receipt
F.Peace Officers Standards and
Training (P.O.S.T)
Submit a Training Expense
Advance Request Form
More information on reimbursable costs is found in Section IV.
The City purchasing card is the preferred method for advanced payment of airfare,
lodging and registration. Staff members must adhere to the Purchasing Card
Administrative Instruction as guidelines for all advance purchases.
In the event that travel plans are cancelled, the staff member should make every effort to
receive a full refund for all travel expenses and deposits. If a travel voucher is provided in
lieu of a refund, it must be used for City-related travel.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 3 of 13
IV. Travel Costs/Eligible Expenses
A. Meals and Incidentals
The City will reimburse staff members for meal and incidental (M&IE) costs
not to exceed the Federal Government per diem allowance rates (see below).
Receipts are not required if the federal per diem amount is not exceeded for
each day of travel.
• Travel within the United States: Domestic Per Diem Rates established
by the General Services Administration (GSA) for meal and incidental
reimbursements. The rates vary by destination and are available on
the GSA website (www.gsa.gov).
• International travel: Foreign Per Diem Rates established by the U.S.
Department of State. See the U.S. Department of State for Foreign
Per Diem Rates (www.state.gov).
When claiming the per diem amount:
• Purchasing cards cannot be used
• Proof of time, place and business purpose must be clearly documented on
the cover of the Travel and Meeting Expense Report and attached
itineraries, registrations and travel documentation must support this
purpose
• Meals, tips, tax, beverages (no alcohol) and incidentals are included in
these per diem amounts and should not be itemized on the Expense
Report. Incidentals are fees and tips given to baggage carriers, bellhops,
hotel staff and for transportation between places of lodging or meetings and
places where meals are taken.
• The GSA Meals & Incidental Total amount should be printed from the
website and attached to the Expense Report
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 4 of 13
Paying for Another Staff Member’s Meal
If a staff member incurs a meal cost for themselves and other City staff members,
the staff member incurring the cost will receive the portion of the per diem rate
relating to the particular meal for each staff member they paid for. All attendees
must be documented on the expense reimbursement documentation.
Meal Allowance for the First and Last day of Travel
Per IRS and GSA guidelines, staff members are eligible for 75% of the total M&IE
rate on the first and last day of travel, regardless of the time of departure or return.
Conference Provided Meals
If the conference host provides meals to attendees for no additional charge, staff
members must pro-rate the per diem to exclude the meal provided as follows:
• 20% of per diem for breakfast
• 30% for lunch
• 50% for dinner
Meal Allowance for Local Travel Outside of City limits
If a staff member is scheduled to begin travel after the start of his or her regular
work day, no allowance may be claimed for breakfast. If a staff member is
scheduled to begin travel after their regular lunch break, no allowance may be
claimed for lunch.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 5 of 13
Exceptions to the Meal Per Diem
Business meetings at which City staff and external parties meet to discuss City
business and where City staff have no control over the choice of location and
associated cost are considered an exception to the per diem policy. In such cases,
the City reimburses business meal expenses at the actual cost, subject to
Department Director approval. The itemized business meal reimbursement receipt
must be included in the Travel and Meeting Expense Report and backup must
clearly document:
• The amount of the expenditure;
• The date and place of the expenditure;
• The business purpose of the expenditure;
• Brief justification for the cost above established per diem; and
• The name(s) of the individuals participating in the expense.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 6 of 13
B. Lodgings
The City reimburses for a standard single room (including taxes) for as many
nights as necessary. If travel is related to a professional conference, it is
often preferable to stay at the hotel hosting the conference.
Hotel costs shall not exceed the maximum group rate published by the
conference or activity sponsor. If the conference-designated lodging location
is unavailable, travelers are expected to use the most economical alternative.
Staff members shall use a City purchasing card or a personal credit card to
hold a reservation. The City will not reimburse a staff member for unused
reservations unless the staff member’s supervisor determines that
circumstances requiring the cancellation were beyond the staff member’s
control.
Staff members should identify themselves as City staff members when
making reservations and ask if they are exempt from local transient
occupancy taxes.
Staff members must submit an itemized hotel receipt for reimbursement. The
City will not reimburse a staff member for lodging if the Staff member chooses
to stay with a friend or relative while attending an out of town meeting or
conference.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 7 of 13
C. Transportation
Staff members are encouraged to take the most direct routes; and staff
members traveling to the same event are encouraged to carpool.
Any travel outside the Southern California area will be by air at coach fares.
First class and Business class travel is prohibited. Amenities not required for
travel shall not be reimbursed.
The City reimburses staff members for reasonable ground transportation
(taxi, Uber/Lyft or similar service, train, bus or personal vehicle) between the
airport and office or home. When using a personal vehicle, long-term airport
parking must be used for travel exceeding 24 hours.
Individuals must obtain prior approval for use of a rental vehicle from the
Department Director or Division Manager and it must be justified as an
economical business necessity. Staff members are encouraged to select the
vehicle that represents the most cost-effective option. Optional insurance
offered by the rental agency is not a reimbursable expense. Staff members
should work with Risk Management for questions regarding insurance.
For reimbursement, staff members must submit itemized parking and rental
car receipts with the Travel and Meeting Expense reimbursement form.
The City offers staff members access to City-owned vehicles to attend local
conferences, meetings and workshops.
• Staff members who use City-owned vehicles must comply with the
vehicles reservation rules before reserving a car (available on the City’s
intranet).
• All City-owned vehicles must be refueled at City Yards (2500 Michigan
Avenue) or behind Big Blue Bus (5th and Olympic). If emergency
gasoline is required while traveling on City business, the expense
reimbursement will require a gas station receipt.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 8 of 13
D. Mileage Reimbursement
The City will reimburse the owner of a personal vehicle at the current per mile
rate established by the IRS (IRS rate). To drive a personal vehicle on City
business, staff members must possess a valid California driver’s license and
meet the minimum financial responsibility requirements as prescribed by the
State Vehicle Code (CVC 16058). Mileage reimbursements shall constitute
full payment by the City for all costs associated with vehicle operation,
including fuel, lubricants, repairs, depreciation and insurance. Mileage is
calculated from the staff member’s residence or work to the destination,
whichever is less. The City also reimburses individuals for reasonable
parking costs associated with the use of private vehicles while conducting
City business.
City staff must submit reimbursement requests associated with the use of
private vehicles using the Mileage Reimbursement Claim form (available on
the City’s intranet) with the following backup:
• description of the business purpose of vehicle use.
• map printout supporting the total miles driven for which reimbursement
is sought, and
• scanned copy of parking receipts (if applicable)
E. Other Expenses
Other costs incurred by a staff member that may be eligible for reimbursement
include, but are not limited to, registration fees, printed materials, training
materials, costs associated with local meetings as either host or participant.
The City will reimburse staff members for reasonable business internet costs.
The business purpose must be clearly documented on the expense
reimbursement documentation.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 9 of 13
F. Peace Officers Standards and Training (POST)
Police personnel participate in Peace Officers Standards and Training. The
City advances the daily per diems established by the Commission on Peace
Officers Standards and Training for lodging and meals. Request for
advances must be submitted on a Training Expense Advance Request form,
approved by the Division Lieutenant or Captain, and submitted to Accounts
Payable within 14 days of the departure date. A copy of the vendor
reservation confirmation must be attached to the request. Unused funds from
an advance or for cancelled trainings must be returned to the City within ten
working days.
G. Non-reimbursable expenses
Non-reimbursable expenses include, but are not limited, to:
1) Traffic violations or private auto repair;
2) In-room movie and mini-bar charges;
3) Alcohol purchases;
4) Entertainment, or health club fees;
5) Cost of personal trip insurance, optional liability insurance and medical
and hospital services;
6) Meals that the City otherwise reimburses the staff member for as
included in the cost of conference/meeting fees; and
7) Clothing or other personal items.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 10 of 13
V. Required Documentation
Staff members shall prepare a Travel and Meeting Expense Report using the
template posted on eDesk even if the staff member used a City purchasing card
for all travel costs which results in no reimbursement to the staff member. All
purchasing card charges associated with travel and meetings must be included on
the Travel and Meeting Expense Report.
In the event that the staff member owes the City a refund, the staff member must
scan the approved report and receipts electronically and send a check made
payable to the City of Santa Monica to the Accounts Payable Supervisor.
The approved Travel and Meeting Expense Report along with documented per
diem rates, itemized receipts for lodging, airfare, parking, conference expenses
and itinerary, and other supporting documentation must be submitted electronically
to the Accounts Payable unit no later than 10 business days after completion of
the trip. Scanned copies are sufficient for receipts and other supporting
documentation. The scanned copy must exhibit a high degree of legibility and
readability. Departments should retain the original of receipts and other
documentation until A/P has approved the reimbursement.
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 11 of 13
VI. Procedures and Responsibilities
PROCEDURE RESPONSIBLE PERSON(S)
1. Obtain approval for travel or attendance at
meeting
Staff member
2. Approve staff member request for travel or
attendance at meeting after confirming sufficient
budget is available
Department Director or
Division Manager
3. Accumulate records of all travel costs incurred:
documented per diem rates for meals and
incidentals and required itemized receipts for all
other travel expenses
Staff member
4. Prepare a Travel and Meeting Expense Report
and attach all required supporting
documentation
Staff member
5. Review and approve the staff member Travel
and Meeting Expense Report
Department Director or
Division Manager
6. Submit electronic copy using Tyler Content
Manager (TCM) of approved Travel and
Meeting Expense Report and all supporting
documents for reimbursement to Accounts
Payable unit within 10 working days of last
travel day
Staff member/Department staff
responsible for Accounts
Payable
7. Retain electronic copy of approved Travel and
Meeting Expense Report and all supporting
documents per the City’s retention policy
Department and Staff member
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 12 of 13
VII. Sources of Additional Information
The Travel and Meeting FAQ on eDesk provides additional information related to
travel. Finance staff will update the FAQ and travel and meeting mileage rate
information as necessary, and will maintain the information on the Finance intranet
(desktop.private/finance).
VIII. Exceptions
Exception to this policy must be pre-approved by the Finance Director. Department
Directors may request an exception by sending an email request to the Finance
Director, with justification for the exception. Department staff shall attach a copy
of the Finance Director’s email approving the exception to the Expense Report.
IX. Compliance
Individuals that travel or attend meetings on official City business, or supervise
someone who does, are responsible for knowing and following this administrative
instruction. Failure to comply with the requirements in this Administrative
Instruction or Federal Government guidelines could result in corrective action,
suspension of travel, and/or taxation of reimbursements.
X. Forms
A. Travel and Meeting Expense Report
B. Mileage Reimbursement Claim Form
C. Training Expense Advance Request Form (PD only)
D. Vehicle Accident Report Form
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 13 of 13
XI. Related Policies and Procedures
A. Purchasing Card Administrative Instruction
B. Travel and Meeting FAQ (coming soon)
C. Petty Cash Administrative Instruction
D. Vehicle Accident Reporting Procedures Administrative Instruction
XII. Authorized By
_____________________________
Rick Cole
City Manager
EXHIBIT C
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C
Adopted and approved this 26th day of January 2021.
__________________________
Sue Himmelrich, Mayor
I, Denise Anderson-Warren, City Clerk of the City of Santa Monica, do hereby
certify that Resolution No. 11314 (CCS) was duly adopted at a meeting of the Santa
Monica City Council held on the 26th day of January 2021, by the following vote:
AYES: Councilmembers Brock, Davis, De la Torre, McKeown, Parra,
Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
ATTEST:
_____________________________________
Denise Anderson-Warren, City Clerk
DocuSign Envelope ID: 72C5281E-4377-49DE-99E2-D39F5490418C