Before an expense for travel, meals, or lodging may be approved under the Municipal Code, the following minimum documentation must first be submitted, in writing, to the corporate authorities of this Municipality:
1. 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 the Employee or Officer
Job Title/Office
2. 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
3. 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
(See Section 1-2-31)