(A) Definitions. The following words, terms and phrases, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
BOARD or COUNTY BOARD. The Macon County Board.
EMPLOYEE OF THE COUNTY. Any person who is employed by:
(a) The County of Macon or the County Board;
(b) An official of the county. For the purposes of this definition, “employed by” shall include employees who may be hired, terminated or disciplined by a department head who qualifies as an official of the county under the definition for OFFICIAL OF THE COUNTY.
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 program or event.
OFFICIAL OF THE COUNTY OR OFFICIAL. Any person elected to county-wide office, excluding judges or persons elected to multi-county office; any department head appointed by the Chair of the County Board or by the whole County Board; or any department head of a department whose annual budget is required to be adopted by the County Board. OFFICIAL OF THE COUNTY does not include a department head of a department whose annual tax levy is determined or ratified by the County Board, but whose annual budget is required to be adopted by a governing board other than the Board.
TRAVEL. Any expenditure directly incident to official travel by employees and officials of the county or by wards or charges of the county involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(B) Official business for which expenses may be reimbursed. Officials of the county and employees shall be entitled to reimbursement for travel, including meals or lodging, related to the following types of official business:
(1) Education and training conferences related to the duties of the official of the county or employee;
(2) Site visits to current or potential vendors of the county;
(3) Site visits to current or potential clients, patients or others receiving county services; or
(4) Any other business which is reasonable and necessary for the performance of the official or employee's job duties.
(C) Maximum allowable reimbursement for expenses. Unless otherwise excepted herein, the maximum allowable reimbursement for an employee or official of the county for:
(1) Lodging, meals and incidental expenses shall be those rates set by the United States General Services Administration (GSA), found in 41 C.F.R. Ch. 3.01, (41 C.F.R. § 3.01 et seq.), in effect at the time the expense was incurred. Such rates may be found on the web at http://www.gsa.gov/perdiem;
(2) Travel shall be as follows:
(a) Airfare. The best available rate for air fare must be obtained. The employee or official should submit with their request for reimbursement not less than three quotes from travel booking services or airlines. Employees and officials are required to travel in the lowest-cost fare class (e.g., economy or coach) unless such class is unavailable.
(b) Rental vehicle. The best available rate for rental vehicle travel must be obtained. If possible, the employee or official should submit not less than three quotes from travel booking services or rental vehicle companies. Employees are required to rent the lowest cost rental option. The nature of the travel and number of passengers should be taken into account in determining the most appropriate type of vehicle to rent.
(c) Mileage. Employees or officials who drive personal vehicles for work purposes may be reimbursed at the mileage rate adopted by the County Board which was in effect at the time of travel.
1. Exceptions:
A. The costs of conference fees, supplies, and books for educational or training purposes are not subject to this section.
B. Only the GSA's reimbursement amounts are incorporated into this section by reference.
2. To the extent that 41 C.F.R. § 3.01 concerns matters beyond the maximum dollar amount of allowed expense, those matters are expressly not incorporated into this section.
(D) Approval of expenses.
(1) The respective official of the county who oversees the department in question, or his or her designee, shall approve all requests for reimbursements for travel, including meals or lodging. Said Official, or his or her designee, may approve expenses up to 105% of the maximum allowable reimbursement amount.
(2) The Board must approve the following reimbursements for travel, including meals or lodging, by a roll call vote at an open meeting of the Board:
(a) Any expense of any official or employee that exceeds 105% of the maximum allowable reimbursement amount; or
(b) Any expense of any member of the Board.
(E) Documentation of expenses.
(1) Before any reimbursement for travel, including meals or lodging, may be approved pursuant to division (D), a standardized form for submission of travel, meal, and lodging expenses supported by the following minimum documentation shall first be submitted to the person or entity required to approve such expenses:
(a) 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;
(b) The name of the individual who received or is requesting the travel, meal, or lodging expense;
(c) The job title or office of the individual who received or is requesting the travel, meal, or lodging expense; and
(d) The date or dates and nature of the official business in which the travel, meal, or lodging expense was or will be expended.
(2) All documents and information submitted under this § 33.03 are public records subject to disclosure under the Freedom of Information Act, 5 ILCS 140/1 et seq., unless any records or portions thereof are exempt from disclosure pursuant to law.
(F) Entertainment expenses. No employee or official of the county shall be reimbursed by the county for any entertainment expense.
(Ord. O-124-03-17, passed 3-9-2017)