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ORDINANCE NO. 954 - 2019
AN ORDINANCE ESTABLISHING AN EXPENSE REIMBURSEMENT POLICY FOR THE VILLAGE OF DIETERICH, ILLINOIS
WHEREAS, the Illinois General Assembly recently adopted Public Act 100-1094, which amended the Illinois Wage Payment and Collection Act (hereinafter referred to as the “Act”), to add a new section titled Reimbursement of Employee Expenses, which went into effect January 1, 2019; and,
WHEREAS, pursuant to the Act, all employers are required to reimburse employees for all necessary expenditures or losses incurred by the employee within the employee’s scope of employment and directly related to services performed for the employer; and,
WHEREAS, the Village Board of Trustees previously adopted Ordinance No. 837-2016, An Ordinance Establishing a Travel Reimbursement Policy in Accordance with the Local Government Travel Expense Control Act; and,
WHEREAS, said Travel Reimbursement Policy, adopted pursuant to Ordinance No. 837-2016, shall continue to guide the reimbursement for travel, meals and lodging expenses by any municipal official or employee; and,
WHEREAS, the Village Board of Trustees of the Village of Dieterich, Illinois, after careful consideration, and in an effort to implement and comply with the Act has deemed it to be necessary and prudent and in the best interest of its employees and in the best interest of the citizens of the Village of Dieterich.
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE BOARD OF THE VILLAGE OF DIETERICH, EFFINGHAM COUNTY, ILLINOIS, AS FOLLOWS:
SECTION 1: The Village of Dieterich, Illinois, hereby adopts the findings made in the prefatory portion of this Ordinance.
SECTION 2: The Expense Reimbursement Policy of the Village of Dieterich, Illinois, a copy of which is attached hereto as Exhibit “A” and incorporated herein by this reference as if fully set forth, is hereby adopted and approved. The Village Clerk is hereby authorized to amend such policy, as may be required, from time to time, to maintain compliance with the provisions of the Act.
SECTION 3: All prior Ordinances or Resolutions of the Village of Dieterich, Illinois, contrary to the terms and conditions of this Ordinance shall be deemed to be repealed as of the effective date of this Ordinance.
SECTION 4: In the event that any section, clause, provision, or part of this Ordinance shall be found and determined to be invalid by a court of competent jurisdiction, all valid parts that are severable from the invalid parts shall remain in full force and effect.
Placed on file this ________ day of ______________, 2019.
Presented, passed, and approved this ________ day of _______________, 2019.
Jeffrey White _______
VILLAGE OF DIETERICH
______________________________ Brad Hardiek, Village President
Brittny Gipson, Village Clerk
Expense Reimbursement Policy for the Village of Dieterich, Illinois
Section 1. Purpose Statement . The Village of Dieterich, Illinois, (hereinafter referred to as the “Village”) has developed this Expense Reimbursement Policy (hereinafter referred to as the “Policy”) pursuant to the requirements contained within Section 9.5 of the Illinois Wage Payment and Collection Act (820 ILCS 115/9.5). It is the policy of the Village to reimburse employees for all necessary expenditures or losses incurred by the employee within the employee’s scope of employment and directly related to services performed for the Village. The Village is not responsible for losses due to an employee’s own negligence, losses due to normal wear or losses due to theft unless the theft was a result of the Village’s negligence.
The provisions of this Policy will apply only insofar as they do not conflict with any state or federal law. Furthermore, Municipal officers and officials may be subject to additional conditions or restrictions for reimbursement of expenses related to their specific offices and other state statutes or local ordinances.
Section 2. Definitions . The following words, terms and phrases, when used in this Policy, shall have the meanings ascribed to them in this Section, except where the context clearly indicates a different meaning:
“Act” shall mean Illinois Public Act 100-0554.
“Employee” shall mean any individual in the employment of the Village of Dieterich, Illinois.
“Policy” shall mean this Expense Reimbursement Policy.
“Village” shall mean the Village of Dieterich, Illinois.
Section 3. Categories of Expenditures.
“Authorized Expenditures” may include: cell phone expenses, laptop, tablet, mileage, tools, equipment, Internet, meals, registration fees, training expenses, tolls and parking fees, provided that said expenditures are incurred on behalf of the Village.
“Unauthorized Expenditures” include, but are not limited to, the following: home Internet service, personal cell phone expenses, mileage incurred on personal vehicles, alcoholic beverages, and entertainment expenses.
Notwithstanding anything contained herein to the contrary, any expenditure that is not requested and approved, in accordance with this Policy, prior to purchase is deemed an Unauthorized Expenditure and may not be reimbursed.
Furthermore, notwithstanding anything contained herein to the contrary, reimbursement of travel, meal, or lodging expenses incurred by Employees and officers of the Village shall be subject to the terms and conditions contained in the Policy Governing Reimbursement of Employee and Officer Travel, Meal, and Lodging Expenses of the Village of Dieterich, Illinois, adopted pursuant to the Village of Dieterich, Illinois, Ordinance No. 837-2016, An Ordinance Establishing a Travel Reimbursement Policy in Accordance with the Local Government Travel Expense Control Act, the Village of Dieterich, Illinois.
Section 4. Pre-approval required for Authorized Expenditures.
An Employee shall submit a written request to the Village President to purchase any of proposed Authorized Expenditure, as detailed in Section 3 of this Policy, at least three business days in advance of incurring the expense on the “Expense Reimbursement Form” (attached hereto). Following approval of the expense, the Employee will be reimbursed as provided in Section 5 of this Policy. If the expense is not approved following a written request, the employee will not be entitled to reimbursement.
In the event that an expense is not pre-approved, reimbursement will be subject to the discretion of the Village Board of Trustees.
Section 5. Reimbursement Procedure for Authorized Expenditures.
An Employee shall submit an “Expense Reimbursement Form” (attached hereto) along with appropriate supporting documentation not later than 30 calendar days after incurring the expense. Where supporting documentation is nonexistent, missing or lost, the Employee shall submit a signed statement regarding any such receipts.
An Employee will not be entitled to reimbursement if the Employee has failed to comply with this Expense Reimbursement Policy.
EXPENSE REIMBURSEMENT FORM
At least three business days in advance of incurring an expense for an Authorized Expenditure, the following minimum documentation must be submitted, in writing, to the Village President of the Village of Dieterich, Illinois:
Name of Employee: _______________________________________________________
Description of Expense:
Expected Date of Expenditure: ______________________________________________
Estimated Expense Amount: ________________________________________________
Approval Signature: _______________________________________________________
Date of Approval: ________________________________________________________
Within 30 calendar days after incurring the expense, and following approval, the Employee shall submit appropriate supporting documentation (i.e., receipt). Where supporting documentation is nonexistent, missing or lost, the Employee shall submit a signed statement regarding any such receipts.
Actual Expense Amount: ___________________________________________________
Employee Signature Date