CHAPTER 22
PAYMENT/REIMBURSEMENT OF TRAVEL, MEAL AND LODGING EXPENSES

SECTION:

1-22-1:   Definitions

1-22-2:   Authorization

1-22-3:   Reimbursable, Not Reimbursable Expenses

1-22-4:   Travel, Meal, And Lodging Expense Reimbursement Request Form

1-22-5:   Maximum Allowable Reimbursement

1-22-6:   Requests Exceeding Maximum Allowable Reimbursement

1-22-7:   Entertainment Expenses

1-22-1: DEFINITIONS:

   ENTERTAINMENT: Includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.

   PUBLIC BUSINESS: Expenses incurred in the performance of a public purpose which is required or useful for the benefit of the City to carry out the responsibilities of City business.

   TRAVEL: Any expenditure directly incident to official travel by employees and officers of the City or by wards or charges of the City involving reimbursement to travelers or direct payment to private agencies providing transportation or related services. (Ord. 21/2017, 5-15-2017)

1-22-2: AUTHORIZATION:

The City shall reimburse its employees and officers, pursuant to this chapter, for travel, meal and lodging expenses incurred by its employees and officers while conducting public business. Whenever travel for public business is reasonably foreseeable, travel expense requests shall be submitted to the City Administrator prior to the date of travel in order to determine whether such travel will result in a professional or City benefit, and whether such travel is financially feasible. Whenever travel for public business is not reasonably foreseeable, travel expense requests shall be submitted to the City Administrator within seven (7) working days of the completion of such travel. (Ord. 21/2017, 5-15-2017)

1-22-3: REIMBURSABLE, NOT REIMBURSABLE EXPENSES:

   (A)   Reimbursable Expenses: The City shall reimburse its employees and officers for the following travel expenses:

      1.   Transportation: City owned vehicles shall be used whenever possible and is the preferred form of transportation. Use of a privately owned vehicle shall be reimbursed at the IRS approved mileage rate in effect on the date of travel, and based upon the trip originating and ending at City Hall, plus tolls and parking. Prior to the date of travel by use of a privately owned vehicle, the employee or officer must provide proof of a valid driver's license issued by the State of Illinois and automobile insurance coverage in an amount not less than that required by the Illinois Vehicle Code.

The actual cost for transportation by air or rail shall be reimbursable by the City, including parking fees, provided that such transportation is obtained in the most economical manner and at the most economical rate available at the time the transportation reservations are made. Whenever possible, employees and officers shall book reservations at least thirty (30) days in advance of the date of travel.

The City shall reimburse its employees and officers for the actual cost of transportation, plus tips, within the destination location, including but not limited to taxi fare, bus fare, and transportation network company fare (i.e., Uber and Lyft).

      2.   Lodging: The cost of overnight lodging shall only be reimbursed if it is ninety (90) miles or more from the employee or officer's home. A City employee or officer shall only be reimbursed for a single occupancy room rate, plus tips, unless a double occupancy room is of equal or lesser value, or more than one employee or officer is authorized for such lodging.

      3.   Meals: The cost of such meals shall be reimbursed at the IRS approved per diem rate(s) in effect on the date of travel, plus tips. Notwithstanding the foregoing, the City shall reimburse its employees and officers for the cost of meal/banquet tickets for conferences, seminars, training events, or other similar events if such costs are separate from the event's registration fees and are directly related to such event.

      4.   Registration Fees: Registration fees, dues, and other similar expenses for conferences, seminars, meetings, and other similar events may be prepaid by the City upon approval by the City Administrator. If such fees are not prepaid, the City shall reimburse its employee or officer for the cost of such registration fees. All such expenses, either prepaid or reimbursable, shall be approved by submitting a Travel, Meal, and Lodging Expense Reimbursement Request Form pursuant to section 1-22-4 of this chapter.

      5.   Travel Advances: Advances for travel expenses may be provided to an employee or officer of the City upon approval by the City Administrator. Such advances shall be approved by submitting a Travel, Meal, and Lodging Expense Reimbursement Request Form pursuant to section 1-22-4 of this chapter.

   (B)   Not Reimbursable Expenses: The City shall not reimburse its employees and officers for the following expenses:

      1.   The additional cost of first class seating or accommodations for air or rail transportation.

      2.   The additional cost of lodging above the single occupancy room rate, except as otherwise provided herein.

      3.   Lodging and meals eaten at the home of friends or relatives if lodging with friends or relatives.

      4.   Expenses of a personal nature and incurred for the amusement of the employee or officer, such as expenses for movie/theater tickets, magazines, bar services, sightseeing fees/fares, hotel/motel pay per view television/movies, telephone calls and other similar personal expenses.

      5.   Travel insurance premiums.

      6.   Meal expenses for anyone other than the employee or officer.

      7.   The cost of alcoholic beverages.

      8.   Entertainment expenses. (Ord. 21/2017, 5-15-2017)