(A) For the purpose of this section, the following definitions shall apply unless the context clearly indicates, or requires, a different meaning.
ENTERTAINMENT. 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 village to carry out the responsibilities of village business.
TRAVEL. Any expenditure directly incidental to official travel by employees and officers of the village, or by wards or charges of the village involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(B) (1) The village 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: $500.
(2) Alcohol is specifically excluded from reimbursement.
(C) (1) No reimbursement of travel, meal, or lodging expenses incurred by a village employee or officer shall be authorized unless the “Travel, Meal, and Lodging Expense Reimbursement Request Form,” in division (F) below, has been submitted and approved.
(2) All documents and information submitted with the form shall be subject to disclosure under the Freedom of Information Act (5 ILCS 140/1 et seq.).
(D) (1) Expenses for travel, meals, and lodging of (expenses may only be approved by roll-call vote at an open meeting of the corporate authorities of the village):
(a) Any officer or employee that exceeds the maximum reimbursement allowed under the regulations adopted under division (B) above; or
(b) Any member of the corporate authorities of the village.
(2) 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) (1) The village shall not reimburse any elected official, employee, or officer for any activities which would be considered entertainment.
(2) 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.
(F) The “Travel, Meal, and Lodging Expense Reimbursement Request Form” is as follows.
TRAVEL, MEAL AND LODGING EXPENSE REIMBURSEMENT REQUEST FORM |
Before an expense for travel, meals, or lodging may be approved under Village Ordinance No. 2019-07, the following minimum documentation must first be submitted, in writing, to the corporate authorities of the Village: |
The name of the individual who received or is requesting the travel, meal, or lodging expense and the individual’s job title or office. |
_________________________________ |
Name of Employee or Officer |
______________________________ |
Job Title/Office |
The date or dates and nature of the official business in which the travel, meal, or lodging expense was or will be expended. Please attach supporting documentation describing the nature of the official business event or program. |
___________________________ _____________________________ |
Name of Event or Program Date(s) of Event or Program |
___________________________ _____________________________ |
Location of Event or Program Purpose of Event or Program |
An estimate 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. Please attach either (a) a document explaining the basis for your estimate if expenses have not yet been incurred or (b) receipts if the expenses have already been incurred. |
You may also provide such other documentation as would assist the corporate authorities in considering your request for reimbursement. In the discretion of the corporate authorities, additional documentation relevant to the request for reimbursement may be required prior to action by the corporate authorities with respect to the reimbursement request. |
_______________________________ ___________________________ |
Employee/Officer Signature Date |
(Ord. 2019-07, passed 6-18-2019)