(A) Definitions. For the purposes of this section, the following definitions shall 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 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.
(B) Reimbursement limits. The city 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) Travel: federal rate at the time.
(2) Hotel/motel: room rental expense.
(3) (a) Meals: meals up to a maximum expenditure of $200 for any stay exceeding two days and two nights, and $100 for any stay of less than two days.
(b) Alcohol is specifically excluded from reimbursement.
(C) Reimbursement form required. No reimbursement of travel, meal or lodging expenses incurred by a city employee or officer shall be authorized unless the “Travel, Meal, and Lodging Expense Reimbursement Request Form,” attached to Ord. 973 and made a part thereof, has been submitted and approved. (A copy of this form is available for public inspection during normal business hours in the office of the City Clerk.) All documents and information submitted with the form shall be subject to disclosure under the Freedom of Information Act (ILCS Ch. 5, Act 140, §§ 1 et seq.).
(D) Reimbursement approval. Expenses for travel, meals, and lodging of (I) any officer or employee that exceeds the maximum reimbursement allowed under the regulations adopted under division (B) above or (ii) any member of the corporate authorities of the city may only be approved by roll call vote at an open meeting of the corporate authorities of the city. 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.
(E) Entertainment not reimbursable. The city 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.
(Ord. 594, passed 1-20-92; Am. Ord. 973, passed 1-23-17)