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The City will only reimburse for meals, consistent with per diem rates, while the official is traveling to a conference site if the official is unable to eat within two hours of his/her normal mealtime. When a conference registration includes meals, reimbursement for non-conference meals will not be provided.5 D. Registration Fees All registration fees related to authorized attendance at meetings and conferences will be paid or reimbursed by the City. This may also include expenses for program materials if not included in registration fees. Ill. Official Expense Reimbursement Report All expense reimbursement requests must be submitted on an Official Expense Reimbursement Report provided by the City. Expense Reimbursement Reports must document that the expense in question met the requirements of this policy. Officials must submit their Official Expense Reimbursement Reports within 10 days of the trip, accompanied by receipts documenting each expense. Expense reports are subject to the Public Records Act.6 IV. Reports to Public Each official should briefly report on meetings attended at City expense at the next public meeting of the legislative or advisory body on which the official serves (during the portion of the agenda generally listed as "Reports: Brief reports on conferences, seminar and meetings attended . . . ."). If multiple officials attended, a joint report may be made. 5 Meals provided by third parties doing business in the City may be subject to disclosure in an official's Statement of Economic Interests (Form 700, Schedule D, Income-Gifts) if the value of the meal exceeds $50 (see Title 2 Cal. Code of Regulations (CCR) §18940(d)), unless you make a speech or have a ceremonial role at the event in your official capacity (See Title 2 CCR§§18942(a)(11) and (13)). 6 Officials who spend more than allowed under this policy have the option of paying the extra cost themselves. 5