§ 2-250. Special allowance.

18.1 Uniform or Special Equipment

The village may provide uniforms, special equipment, and accessories as specified and necessary for health and safety. The employee shall be required to maintain such items in good and clean condition, reasonable wear and tear expected.

18.2 Village Property

An employee in possession or control of village property shall be personally responsible for its proper care, use and security. Damage or loss resulting from negligence may be charged to the employee, and may subject the employee to disciplinary action.

18.3 Travel Policy

18.3.1 Policy Statement

The village openly and actively encourages its employees, officials and representatives to seek out and attend professional conferences, seminars, workshops and other opportunities for professional development. A wealth of knowledge is gathered and exchanged as professionals from related fields learn new developments that impact their respective community(s) and improve the quality of life for residents.

Professional conferences are educational events that allow attendees to:

(1)

Spur progress and manage growth;

(2)

Maintain compliance with state and municipal standards and statutes;

(3)

Develop and implement cost control strategies;

(4)

Identify and implement ways to improve operations;

(5)

Market your community.

Professional development is more than sharing information and networking. Professional development is no longer just a tool to help manage. It has manifested into a necessity in today's complex and challenging local government environment.

18.3.2 Policy

The policy of the village board of trustees is to reimburse employees and village officials for reasonable authorized expenses that are incurred by them in the performance of their duties. Travel expenses are expenses that are ordinary and necessary to accomplish village business. All official travel shall be properly authorized, reported and reimbursed with current U.S. General Service Administration (GSA) Rates up to maximum percentages shown below. Reimbursement request beyond these limits must receive village board approval.

U.S. General Service Administration (GSA) Rate Application

Item	Percentage Eligible - Reimbursable
Lodging	200% of GSA Local Rate for County of Primary Destination
Meal	100% of GSA Local Rate for Meals and Incidentals (M&IE)
Mileage	100% of GSA Privately Owned Vehicle (POV) Mileage Rates
Airfares	Best Available Economy Rate
Rail	Actual Amtrak Rate

 

It is the traveler's responsibility to report his/her actual travel expenses in a responsible and ethical manner. Travelers may not approve the reimbursement of their own travel expenses. The village does not provide cash advances for travel except for emergency travel approved on a case-by-case basis by the mayor.

18.3.3 Transportation Expenses

All travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements. All travel shall be the most direct route. Modes of transportation authorized for official travel include automobiles, railroads, airlines, buses, taxicabs and public transportation. Village owned vehicles may be used when most economical and available.

Transportation expenses include the following: commercial carrier airfares, rental car charges including fuel, fees, applicable taxes (excluding the collision damage waiver and personal accident insurance), privately owned vehicle (POV) mileage allowance, emergency repairs to village owned vehicles, overnight and day auto parking, round trip mileage to and from a common carrier, bridge and road tolls, taxi and public transportation fees.

Transportation tickets or e-tickets shall be procured in advance to secure the lowest possible rate/discount.

Mileage allowance shall be computed from the traveler's headquarters' (residence or work location) and the common carrier or destination. Expenses for travel between the traveler's residence and headquarters (commuting) are not allowed. If two or more persons on business share a POV, only the driver can claim reimbursement for mileage. An employee who uses a POV on village business shall provide proof of liability insurance if required. A print-out from www.google.com/maps to verify mileage or a similar source may be required.

18.3.4 Lodging Expenses

Only commercial lodging may be reimbursed. It is the responsibility of each employee to request the lowest available lodging rate at the time of making a reservation. Conference lodging or lodging at official meeting hotels shall be utilized first to avoid additional expenses (i.e., transportation to and from the conference center) unless an equal or lesser price is negotiated by the village. Lodging expenses consist of the itemized room rate plus any applicable taxes. Room service charges, mini bar charges, movie rentals, fitness center fees, bar tabs and alcoholic beverages are not reimbursable lodging charges and are incurred at the traveler's expense.

18.3.5 Meal Allowance

Village employees and village officials are eligible for a meal allowance when in travel status for more than 12 hours. Travelers will be reimbursed for actual expenses up to the local rate for meals and incidentals (M&IE) as set forth by the General Services Administration (GSA). The traveler's temporary duty station determines the reimbursement rate. The GSA rate can be obtained at www.gsa.gov or by contacting the administrative department.

The meal allowance starts on the day of departure from home or official work station and ends the day you return to home or office. The first and last day of travel is reimbursable at 75 percent of the local rate for meals and incidentals (M&IE). When travel must begin before 6:00 a.m. or ends after 7:00 p.m. then the first and last days of travel are covered at 100 percent. Full days of travel are reimbursable at 100 percent local rate for meals and incidentals (M&IE). Meals that are included in the cost of a seminar, training session or conference registration are not reimbursable.

Department heads or board members involved in meetings during their regular course of village business may be reimbursed for meal expenses for all individuals in attendance. Such expenses must be approved by the mayor. All individuals and the purpose of the meeting must be noted on the travel expense report.

18.3.6 Miscellaneous Expenses

The cost of business related expenses related to special services, if reasonable, shall be reimbursable. For example, conference or seminar registration, a fee for CEU's, exhibit space, laundry or dry cleaning if on travel status for at least seven consecutive days, baggage handling, faxes, copying, word processing, business telephone calls or calls to announce a safe arrival or a change in travel plans that last five minutes or less, tipping, etc. This list is not an all-inclusive list.

18.3.7 Non-reimbursable Expenses

Examples of non-reimbursable expenses are:

(1)

Alcoholic beverages;

(2)

Entertainment;

(3)

Late check-out and room upgrade charges;

(4)

Parking tickets or other traffic tickets;

(5)

Meals for spouse/guest;

(6)

Travel expenses for a spouse/guest;

(7)

Conference or seminar registration for a spouse/guest.

This list is not an all-inclusive list.

18.3.8 Reporting Travel Expenses

A travel expense report shall be used to account for all travel expenses incurred in connection with official village travel. This form shall be used to reimburse the traveler for any additional amounts due. The approved travel expense form shall be submitted to the administrative department within five business days after travel is completed. The total amount of all expenses pertaining to one particular trip must be accounted for on the form. Travelers must itemize all expenses, including meals.

Substantiation of expenses shall include the date and time of departure from and return to the traveler's home or office, the origin and destination of the trip, the purpose of the trip and the amount of expenditures listed by date. Original, itemized receipts for transportation, lodging, meals and miscellaneous expenses shall be submitted with a signed travel expense report. A copy of a credit card statement is acceptable if an original receipt is not submitted. The traveler and department head (the mayor must sign if the traveler is a department head) must sign the report to authenticate and verify the submission. Travel expense reports are processed as follows:

1.

Submitted to the village administration department head (or mayor if required) for approval (signature on form).

2.

Forwarded to the mayor for final approval (signature on form and initials on the coding stamp).

3.

Submitted to finance committee.

4.

Returned to accounts payable for payment. The village finance committee shall approve the mayor's travel expenses.

5.

Returned to accounts payable for payment.

If a receipt(s) is missing and a duplicate cannot be obtained, the traveler must provide a written statement certifying the expense including all pertinent details. If travelers dine together and split the cost of the meal, both travelers must copy and sign the receipt.

All documents and information submitted under this request are public records and subject to disclosure under the Freedom of Information Act.

18.3.9 Emergency Travel

On occasion, emergency or unplanned travel may be necessary. The mayor may determine and approve emergency travel on a case-by-case basis. A cash advance for travel expenses may also be approved by the mayor. Certain provisions of this policy may be waived when responding to catastrophic destruction. The Federal Travel Regulation(s) GSA shall be used as a model in emergency situations.

18.4 Tuition Reimbursement

The village will reimburse the tuition for successful completion of courses related to an employee's job as determined by the department head or supervisor to a maximum of three credit hours at an approved state university or community college. The village will reimburse up to $500.00 per school year per employee.

(Ord. No. 05-2018, 2-20-2018)