(a) Any elected official, appointed municipal officer, commission member, board member, deputy, assistant, or employee of the village may attend, at the expense of the municipal corporation, any conference, trade show, training session, meeting, convention, seminar or college class, relating to municipal affairs, and in their area of responsibility if authorized by the Supervisor, Village Administrator and/or Mayor, and having funds certified by the Clerk-Treasurer, and confirmed by Council.
(b) The following shall be the rules, regulations, rates and amounts of reimbursements to be paid to village officers and employees for attendance at any approved and authorized session and while on village business:
(1) Prior to attending a training session, meeting, conference or convention, individuals must present a request form with an estimate of expenses and the account to which they are to be charged. The request form must be approved by the Supervisor, Village Administrator and/or the Mayor and confirmed by Council. Approved requests will be presented to the Clerk-Treasurer for certification that funds are appropriated and available. The Clerk-Treasurer will issue a purchase order or issue a cash advance.
(2) When time is of the essence the Mayor and/or Village Administrator have the authority to approve attendance to training sessions, conferences, conventions, and meetings and then advise Council after the fact.
(3) Receipts covering expenses should be obtained in all instances. These receipts should be presented with the expense account voucher to the Clerk-Treasurer when requesting payment of expenses.
(4) The village will pay the actual cost of overnight lodging when it is necessary in the furtherance of village business, upon the presentation of the receipt showing payment for such lodging. It is the policy of the village to encourage conference attendees to stay at the lodging facility where the conference attended is being held. If an employee's spouse also attends, no reimbursement will be made for his or her added costs.
(5) Registration fees in connection with attending a meeting, conference or convention will be considered as part of the attendance expense and will be paid by the village after proper documentation is presented to the Clerk-Treasurer.
(6) Any official trip on municipal business in excess of 50 miles one way shall require Council approval before the individual shall be entitled to reimbursement of expenses by the village.
(7) The village will pay the actual cost of meals, plus a 15% tip when necessary in the furtherance of village business, up to a maximum daily amount of $47.50 per day for all meals upon the presentation of receipts showing payment for such meals. No alcoholic beverages will be covered for reimbursement.
(8) Upon the submission of an expense account voucher, signed by a claimant, showing the necessary miles traveled on village business, the village shall pay car mileage allowance at the standard mileage deduction allowance rate set annually by the Internal Revenue Service for taxpayers who use their automobiles for business purposes, subject to current policies and practices related to total mileage as may be specified from time to time in the ordinances and resolutions of Council. Turnpike tolls and parking fees will be considered extra expenses, for which there will be reimbursement to the officer or employee.
(9) If village officers or employees attend training sessions, conventions, conferences, or meetings or are otherwise on village business outside the village, such officers or employees may obtain from the Clerk-Treasurer an expense advance by making a written request for such advance in an amount not to exceed the estimate of expenses also submitted. The Mayor, however, must approve such advance, and/or the Village Administrator and funds certified by the Clerk-Treasurer before it is issued.
(c) Such officers or employees shall within three days after their return from attendance at such training session, convention, conference, meeting or other village business, reconcile such advance with the Clerk-Treasurer by presenting the necessary receipts for expenses. If such an advance exceeded the actual expenses, the officer or employee shall return the excess to the village.
(Ord. 3050, passed 12-19-16)