(A) Definitions. For the purpose of this section, the following definitions shall apply unless the context clearly indicates, or requires, a different meaning.
EMPLOYEE. An employee, officer, or official of the village. 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.
NECESSARY EXPENDITURES. All reasonable expenditures or losses required of the employee in the discharge of employment duties and that inure to the primary benefit of the village, subject to the provisions of this policy.
(B) Guidelines for necessary expenditures.
(1) Authorized expenditures include: mileage, tools, equipment, supplies, and materials, meals, registration fees, training expenses, tolls, and parking fees.
(2) Unauthorized expenditures include: home internet service, personal cell phone expenses, mileage incurred on personal vehicles, alcoholic beverages, and entertainment expenses.
(3) Any expenditure that is not requested and approved prior to purchase is deemed an unauthorized expenditure and may not be reimbursed.
(4) Reimbursement of travel, meal, or lodging expenses incurred by an employee is guided by § 31.31, pursuant to the Local Government Travel Expense Control Act (50 ILCS 150).
(C) Pre-approval for authorized expenditures.
(1) An employee shall submit a written request to purchase any of the above authorized expenditures at least three business days in advance of incurring the expense on the “Expense Reimbursement Form” (in division (E) below). Following approval of the expense, the employee will be reimbursed as provided in the § 31.31. If the expense is not approved following a written request, the employee will not be entitled to reimbursement.
(2) In the event that an expense is not pre-approved, reimbursement will be subject to the discretion of the President of the Village Board of Trustees.
(D) Reimbursement procedure for authorized expenditures.
(1) An employee shall submit an “Expense Reimbursement Form” (in division (E) below) 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.
(2) An employee may not be entitled to reimbursement if the employee has failed to comply with this expense reimbursement policy.
(3) The provisions of this policy will apply only insofar as they do not conflict with any state or federal law.
(E) Expense reimbursement form.
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 President of the Village Board of Trustees: |
Name of Employee:_______________________________________________________________ |
Title:__________________________________________________________________________ |
Description of Expense: ______________________________________________________________________________ ______________________________________________________________________________ |
Expected Date of Expenditure:_______________________________________________________ |
Estimated Expense Amount:___________________________________________________________ |
President, Village of Flanagan Board of Trustees |
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/Official Signature Date |
(Ord. 2019-06, passed 6-18-2019)