Westminster council adopts updated travel, expense policy, raising per‑trip approval threshold to $2,000

The Westminster City Council on Jan. 14 adopted updated travel and expense policies for elected officials and city employees, clarifying what counts toward the $1,500 trip threshold and amending the threshold to $2,000 before council approval is required.

City staff told the council the proposed policies align meal and lodging reimbursements with U.S. General Services Administration per diem rates and clarified that the $1,500 threshold applies to total expenses “including registration,” not just airfare or lodging. “The proposed policies both align with the US General Services Administration, GSA, per diem rates,” staff said during the presentation, noting the GSA standard per diem is $68 and higher rates apply in nonstandard areas such as Los Angeles.

Why it matters: the change means that for more expensive trips the council will now review and approve expenditures that exceed $2,000 per trip per member (amended from an initial $1,500 threshold). Staff said the clarification avoids ambiguity about whether registration fees are counted toward the threshold. “It just requires council approval and, like the city manager said, all out‑of‑state travel requires the approval anyway,” staff said in response to council questions.

Council debate focused on whether the threshold should be increased to avoid returning routinely for approvals on common conference trips. One councilmember proposed a flat increase to $2,000; that amendment was accepted. The council adopted two resolutions — one adopting the travel and expense policy for city officials and one adopting the policy for employees — as amended. The resolutions were adopted by roll call vote, 4–0.

Budget and oversight: staff noted that officials also remain subject to annual budget limits and that receipts are required for lodging, transportation and other non‑per diem expenses. The policy also adds allowances for checked baggage handling consistent with airline charges and increases an existing gratuity guideline (from 15% to 20%) to align with GSA guidance.

The council did not identify ordinance or code changes tied to these resolutions; staff said the actions would be implemented administratively and that out‑of‑state or international travel would still require council approval.

The resolutions take effect upon adoption; staff will implement the clarified internal controls and reporting procedures called for in the new policy.