1-2-31   EXPENSE REIMBURSEMENT POLICY.
   (A)   Definitions.
      (1)   “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.
      (2)   “Public Business” means the 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.
      (3)   “Travel” means any expenditure directly incident 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)   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:
         Mileage (auto)         $0.54/mile
         Per Diem/Meals
            Breakfast      $5.50
            Lunch         $5.50
            Dinner         $17.00
         Lodging
            Downstate      $70.00
            Suburban Cook Co.   $132.00
            Chicago Metro      Federal General Services Administration Rate
         Or, if greater, the Travel Reimbursement Schedule rates as published by the Illinois Department of Central Management Services for the above categories, in effect as of the date such expenses are incurred.
   Alcohol is specifically excluded from reimbursement.
   (C)   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”, attached hereto and made a part hereof, has been submitted and approved. All documents and information submitted with the form shall be subject to disclosure under the Freedom of Information Act (See 5 ILCS 140/1 et seq.) (See Addendum “C”)
   (D)   Expenses for travel, meals, and lodging of:
      (1)   any officer or employee that exceeds the maximum reimbursement allowed under the regulations adopted under Paragraph (B) of this Section or
      (2)   any member of the corporate authorities of the Village may only be approved by roll call vote at an open meeting of the corporate authorities of the Village.
      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)   Non-reimburseable Expenses.
      (1)   The Village 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.
      (2)   Alcohol shall be excluded from reimbursement.
   (F)   The Mayor shall have authority and discretion to approve or deny requests for travel, meal and lodging expense reimbursement for employees and officers other than Trustees or the Mayor up to the amount allowed in paragraph (B) of this Section.
(Ord. No. 16-013; 12-15-16) (See 5 ILCS 140/1 et seq.)