All incurred expenses, such as school fees, mileage, lodging, meals, parking fees, etc., shall be reimbursed in the following manner:
(a) School Fees. Will be reimbursed in entirety upon completion when authorized in advance by the Department Head and Council.
(b) Mileage. Will be reimbursed at an amount per mile, as determined by the Internal Revenue Service when authorized in advance by the Department Head and Council. Village owned vehicles shall be used when available rather than privately owned vehicles which necessitates the payment of mileage.
(c) Lodging. Will be reimbursed when authorized in advance by Council. Unless a conference is designated at a specific hotel or motel, lodging shall be reserved at a facility with “moderate” rates. No special fees for room extras such as waterbeds, oversized rooms, suites, etc., shall be deemed eligible for reimbursement.
(d) Parking Fees. Will be reimbursed at level of cost incurred. The employee should use discretion in utilizing the most economic parking facilities that are located a reasonable distance from meeting point.
(e) Other Transportation Fees. Such as airline rates, bus fares, etc., shall be reimbursed when authorized in advance by the Department Head and Council. The employee should use discretion in securing the most economic transportation means possible. (Res. 1991-28. Passed 12-9-91.)
(f) Meals. Will be reimbursed during authorized travel at a per diem rate per individual not to exceed fifty dollars ($50.00), including tips. Tips, being recognized as a common expense associated with restaurant dining shall be authorized at a rate not to exceed eighteen percent (18%) of the bill subtotal, excluding sales tax. Alcoholic beverages are not a reimbursable expense and therefore, not permitted as part of the dining bill. The per diem rate is a maximum limit on meal reimbursement and does not need to be met or entitle the employee to be reimbursed for any amount not actually incurred.
(Ord. 2013-20. Passed 7-22-13.)
(g) All reimbursable expenses must be authorized in advance and all receipts must be provided to the Village for the employee to receive reimbursement.
(Ord. 2008-59. Passed 10-13-08.)