(A) Definitions. For the purpose of this section, the following definitions apply unless the context clearly indicates or requires a different meaning.
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 village to carry out the responsibilities of the village’s business.
TRAVEL. Any expenditure directly incident to official travel by employees and officers of the village or charges of the village involving reimbursement to travelers or direct payment to private agencies providing transportation of related services.
(Prior Code, § 1-13-1)
(B) Maximum reimbursement rates. The village shall only reimburse the following types of travel, meal, and lodging expenses incurred by its employees and officers up to the following maximum allowable amounts.
(1) Transportation.
Maximum Reimbursable Rates for Transportation
| |
Air travel | Lowest reasonable rate (coach) |
Auto | $0.65 per mile |
Rail or bus | Lowest reasonable rate |
Rental car | Lowest reasonable rate (midsize) |
Taxi, shuttle, rideshare, parking, and/or public transportation | Actual reasonable rate |
(2) Lodging.
Maximum Reimbursable Rates for Lodging*
| |
Chicago and suburban Cook County | $222 per night (pre-tax) |
All other Illinois counties | $143 per night (pre-tax) |
Outside of Illinois | $222 per night (pre-tax) or as approved by the Board |
Note to Table: * Notwithstanding the above, conference/meeting site hotels will be reimbursed at the actual itemized cost. To verify conference or meeting site hotel rate, include conference literature or meeting itinerary with the expense report when requesting reimbursement. | |
(3) Meals.
Maximum Reimbursable Rates for Meals*
| |
With all receipts | $40 per day, including tax and gratuities |
Without receipts (cannot be combined with above) | $15 per day, including tax and gratuities |
Note to Table: * Alcohol is specifically excluded from reimbursement. | |
(Prior Code, § 1-13-2)
(C) Travel, meal, and lodging expense reimbursement request form. No reimbursement of travel, meal, or lodging expenses incurred by a village employee or officer shall be authorized unless the “travel, meal, and lodging expense reimbursement request form,” on file in the village, has been submitted and approved. All documents and information submitted with the form shall be subject to disclosure under the Freedom of Information Act, being 5 ILCS 140.
(Prior Code, § 1-13-3)
(D) Excess expenses.
(1) Expenses for travel, meals, and lodging of the following may only be approved by roll call vote at an open meeting of the corporate authorities of the village:
(a) Any officer or employee that exceeds the maximum reimbursement allowed under the regulations adopted under division (B) above; or
(b) Any member of the corporate authorities of the village.
(2) However, in the event of an emergency or other extraordinary circumstances, the corporate authorities may approve more than the maximum allowable expenses set forth above.
(Prior Code, § 1-13-4)
(E) Entertainment. The village shall not reimburse any elected official, employee, or officer for any activities which would be considered entertainment. Activities which would otherwise be considered entertainment, but which are excluded from the prohibition on reimbursement due to being ancillary to the purpose of the program or event, may be reimbursed in accordance with the provisions of this section.
(Prior Code, § 1-13-15)
(Ord. 821, passed 4-3-2017)