CCP129 electronic device reimbursement policyCITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
ELECTRONIC DEVICE REIMBURSEMENT
1 of 2 6/15/2015 129
BACKGROUND
Use of an electronic device (tablet, iPad, laptop, etc.) will assist the City Council in the
efficient performance of its duties and thereby improve service to the public.
Additionally, in order to reduce printing expenses, the City Clerk shall provide paperless
agenda packet distribution to the City Council, unless otherwise requested.
PURPOSE
The purpose of this policy is to incentivize the City Council to purchase appropriate
technology devices to view paperless agendas and improve service to the public by
establishing a reimbursement policy for such purchases.
POLICY
1. GENERAL POLICIES
a. Eligibility: The reimbursement plan will be effective for members of the City
Council. Due to technological advances, reimbursements are available to
each City Council member every four years.
b. Reimbursement: Purchase reimbursement requests must be submitted to the
City Manager for approval and processing on the “Electronic Device
Reimbursement Form” (Exhibit A) and accompanied by original receipts.
The City will provide reimbursement up to a maximum of $820.00 for the
following:
• Electronic device
• Case and / or keyboard
• PDF annotation application
c. City Business: City Council who have received the electronic device
reimbursement shall receive all agenda packets electronically.
CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
ELECTRONIC DEVICE REIMBURSEMENT
2 of 2 6/15/2015 129
d. Internet Access: The City shall provide wireless internet service at City Hall
to enable access to email and electronic agenda packets.
Subscription to a cellular data plan shall be the sole responsibility of the
device owner and is not a reimbursable expense.
e. Technical Support: Initial setup and training will be made available by the
City, but the City will not provide further technical support thereafter.
f. Violation of Policy: Use of public resources or falsifying expense reports in
violation of this Policy may result in any or all of the following:
• Loss of reimbursement privileges
• A demand for restitution to the City
• Reporting of expenses as income to State and Federal tax authorities
• Civil penalties
• Prosecution for misuse of public resources
Reference: Exhibit A – Electronic Device Reimbursement Form
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ELECTRONIC DEVICE REIMBURSEMENT FORM
City Council Policy No 129
NAME: ___________________________ DATE: __________________________
DESCRIPTION OF ITEM(S) PURCHASED – Maximum $820.00
Requested
Electronic device
Case and / or keyboard
PDF annotation application
TOTAL
____________________________
Requested by
____________________________ Approved: City Manager
Receipts Attached: Yes □ No □ Explanation: _________________________