AGENDA TITLE:
title
Adopt a Resolution Repealing and Replacing Resolution No. 2019-172 and Approving a Revised Travel Policy in Accordance with Government Code Section 53232.2 (CM)
end
MEETING DATE:
August 6, 2025
PREPARED BY:
James Lindsay, Acting City Manager
recommendation
RECOMMENDED ACTION:
Adopt a resolution repealing and replacing Resolution No. 2019-172 and approving a revised Travel Policy in accordance with Government Code Section 53232.2.
body
BACKGROUND INFORMATION:
The Lodi City Council adopted Resolution 2019-172 on August 21, 2019, approving the City’s current Travel Policy. The current policy requirements do not permit the use of a travel per-diem advance for the majority of travel occurrences. This exclusion requires employees to use City procurement cards (CAL-Cards) or their personal credit card for travel expenses.
The City Council has received two separate independent reviews of the City’s financial internal controls - The June 2025 Internal Controls Review conducted by Moss Adams and the findings of Lance, Soll & Lunghard, LLP that accompanied the fiscal year 2024 Annual Comprehensive Financial Report. Both reviews called for corrective actions related to the timely processing of CAL-Card statements and improving the compliance of employee expenditures with adopted policies. Reconciling travel expenditures with CAL-Card statements and determining compliance with travel meal policies accounted for over 50% of the processing delays and compliance issues.
The changes proposed in the revised Travel Policy significantly reduce CAL-Card usage for business travel. Meals will be reimbursed on a per diem basis and paid in advance of travel according to U.S. General Services Administration (GSA) rates. The proposed Travel Policy revisions will also allow airfare to be reimbursed on a per diem basis at the rate of the cheapest flight available to/from the business travel destination. Mileage reimbursements have been updated in the new policy proposal to reflect City Hall as the employee’s starting and ending point of the travel period for the calculation and will be reimbursed according to the IRS rates.
In addition to the revised Travel Policy, staff is working on updates to the City’s CAL-Card Use Policy and reducing the number of CAL-Cards issued to employees. These changes are anticipated to be presented for City Council review and approval in September.
STRATEGIC VISION:
3A. Fiscal Health: Promote City's transparency & fiscal fluency.
FISCAL IMPACT:
Not applicable.
FUNDING AVAILABLE:
Not applicable.