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EMPLOYEE TRAVEL POLICY
Because some officers and employees of the county are required to travel during the course of their employment, it is necessary that established guidelines be followed. This policy affects business trips, but is also applicable to travel that directly relates to seminars, conventions and training courses. Officers and employees are encouraged to attend the closest site.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
(A) General travel reimbursement.
(1) There are three basic criteria that must be met prior to reimbursement for any travel for which reimbursement is to be requested from the county.
(2) These criteria are:
(a) Need. A definite need is identified that the travel is necessary;
(b) Expenditure. The proposed expenditure is budgeted and does not exceed the maximum amounts for travel, meals and lodging as set forth in the employee travel policy; and
(c) Approval. A travel reimbursement form is submitted which identifies:
A. The estimated dollar amount of the cost of travel, meals, or lodging if expenses have not been incurred or a receipt of the cost of the travel, meals, or lodging if the expenses have already been incurred;
B. The name of the individual who received or is requesting the travel, meal or lodging expense;
C. the job title or office of the individual who received or is requesting the trial, meal, or lodging expense; and
D. The date or dates and the nature of the official business in which the travel, meal, or lodging expense was or will be expended.
(B) Authorization for travel reimbursement exceeding maximum amounts.
(1) Any officer or employee that seeks reimbursement that exceeds the maximum expense allowed for travel, meals, or lodging under the employee travel policy, shall seek approval for such expenditure by roll call vote at an open meeting before the County Board or before such committee as may hereafter be authorized by the County Board.
(2) Criteria to be provided for authorization for reimbursement exceeding maximum amounts shall be the same as provided for general travel reimbursement.
(3) Whenever practicable, authorization under this section should be sought prior to incurring the expense.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
(A) All travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements.
(B) Modes of transportation authorized for office travel include; automobiles, railroads, airplanes, buses, taxicabs and usual means of conveyance. County vehicles may be used when the most practical, upon approval.
(C) Arrangements on airplanes, trains and boats shall be the least costly reasonably available alternative.
(D) Chartered aircraft, boats, trains, buses or other conveyance shall be used only as the last resort or if proven to be the most economical for the circumstances. A full explanation for the use of the transportation must accompany the voucher.
(E) The rental of an automobile while on travel status is allowed, if the circumstances require. The most economical vehicle available that is for county business shall be obtained. Collision damage and personal accident insurance on rented vehicles are not reimbursable.
(F) Privately-owned vehicles may be used when the use conforms to division (A) of this section. Private vehicles used for county business must have adequate insurance coverage. Prior to the authorization, employees are required to file a statement certifying that they are duly licensed and carry at least the minimum insurance coverage or the certification shall be noted on the travel voucher. Reimbursement for use of a private vehicle shall be on mileage basis and shall be at the rate of $0.40 per mile, effective 12-1-2008.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
(A) Travel shall be by the most direct route with the following exceptions: travel by less direct route saves time; less direct route is safer; or detour was necessary because of highway construction. Travel by other routes may be allowed when officially necessary.
(B) Distances between destinations shall be shown on the state highway map published by the Secretary of State. Where no mileages are available, odometer readings may be used. Mileage in and around a city of destination may be claimed as such.
(C) Individuals choosing to travel by an indirect route or interrupt travel by direct route shall bear all additional expenses. Reimbursement for expenses shall be on the most direct mileage unless deviation is authorized.
(D) Mileage reimbursement will be payable to the owner of the vehicle.
(E) Car pooling or use of county-owned vehicles should be encouraged.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
(A) Reimbursement for the cost of automobile parking fees and tolls shall be allowed.
(B) When the use of a common carrier is a reasonable alternative, the mileage payment shall not exceed the cost of its use. A reasonable alternative exists when the cost of travel, taking into account both transportation times, meal expenses, would be less if a common carrier were used.
(C) (1) Where the nature and location of work at a temporary duty station are such that suitable meals cannot be procured there, the expenses of daily travel required to procure meals at the nearest available place shall be considered necessary transportation.
(2) A statement of the necessity for the delay travel shall be provided with a reimbursement voucher.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
(A) Only commercial lodging may be reimbursed. Lodging allowances are as follows:
(1) Downstate Illinois: Counties of Champaign, Kankakee, LaSalle, McLean, Macon, Madison, Peoria, Rock Island, St. Clair, Sangamon, Tazewell, and Winnebago - $70 per night.
(2) Downstate Illinois: All other counties - $60 per night.
(3) Chicago Metro - $190 per night.
(4) Collar Counties - $80 per night.
(5) Out-of-state - $90 per night.
(6) If a conference is held at a hotel and the governmental rate sought to be reimbursed is more than the above listed maximum, approval for such expenditure shall be as set forth in § 38.266(B).
(B) The county does not permit reimbursement for the use of employee owned or controlled housing while on travel status.
(C) Lodging expenses shall only be reimbursed for county officers or employees.
(D) The county does not permit reimbursement for lodging within a 50-mile radius of Clinton.
(E) No lodging will be reimbursed for one-day seminars.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
(A) A meal allowance of $35 per day shall be paid with itemized receipts being submitted.
(B) Breakfast is payable when an employee is on travel status and leaves the county or residence, if reporting directly to the destination, at or before 6:30 a.m. in the amount of $7.
(C) Lunch is payable when the employee is on travel status during the standard lunch hour in the amount of $13.
(D) Dinner is payable when an employee is on travel status and arrives back in the county or at residence, if reporting directly from destination, at or after 7:00 p.m. in the amount of $15.
(E) Reimbursement for the cost of meals for official meetings or seminars, which are billed separately from the registration fee for the seminar or meeting, will be allowed in full when approved, whenever practicable, in advance as an essential part of the employee's attendance.
(F) Meals when travelers are attending an official meeting or seminar and meals are provided or the cost of meals is included in the registration fee are payable in full.
(G) Meals purchased for non-county employees while on travel status and in connection with county business are reimbursable in reasonable amounts. A statement specifying why, for whom and certifying that the claim does not include alcoholic beverages, shall be attached to the reimbursement voucher.
(Ord. passed 11-28-2011; Res. 2016-10, passed 12-22-2016)
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