(A) Policy. It is a policy of the City of Marseilles to reimburse employees for all necessary expenditures or losses incurred by the employee within the employee's scope of employment and directly related to services performed for the city. The city is not responsible for losses due to an employee's own negligence, losses due to normal wear or losses due to theft unless the theft was a result of city's negligence. This policy was drafted using the Illinois Wage Payment and Collection Act (ILCS Ch. 820, Act 115, § 9.5), effective January 1, 2019.
(B) Definitions. The following terms shall apply to this chapter as written unless context indicates or requires a different meaning:
EMPLOYEE. An employee, officer or official of the City of Marseilles. Municipal officers and officials may be subject to additional conditions or restrictions for reimbursement of expenses related to their specific offices and other state statutes or local ordinances.
NECESSARY EXPENDITURES. Subject to reimbursement means all reasonable expenditures or losses required of the employee in the discharge of employment duties and that inure to the primary benefit of the City of Marseilles, subject to the provisions of this policy.
(C) Guidelines for necessary expenditures. Authorized expenditures subject to reimbursement include those identified in any relevant collective bargaining agreement, those identified in § 31.05, Travel Expense Controls, and those expenses authorized by a Department Head or supervising City Commissioner. Expenditures not necessary for employment purposes or not pre-approved by a Department Head or supervising City Commissioner should not be considered authorized for reimbursement.
(D) Pre-approval for authorized expenditures. An employee whenever possible shall submit a written request to purchase any of the above authorized expenditures at least three business days in advance of incurring the expense using an approve “Expense Reimbursement Form.” Following approval of the expense, the employee will be reimbursed as provided in the following section. If the expense is not approved following a written request, the employee will not be entitled to reimbursement. In the event that an expense is not pre-approved, reimbursement will be subject to the discretion by a Department Head or supervising City Commissioner.
(E) Reimbursement procedure for authorized expenditures. An employee should promptly complete and turned in to the Department Head or if not available to the City Clerk an expense reimbursement form along with appropriate supporting documentation so that the expense may be considered by the City Council at their meeting following the date when expenses were incurred. Where supporting documentation is nonexistent, missing or lost, the employee shall submit a signed statement regarding any such receipts. An employee may not be entitled to reimbursement if the employee has failed to comply with this expense reimbursement policy.
(F) Expense reimbursement form. Unless a Department Head or supervising City Commissioner requires use of a different form, the following form may be used:
EXPENSE REIMBURSEMENT FORM
At least three business days in advance of incurring an expense for an authorized expenditure, the following minimum documentation must be submitted, in writing, to your Department Head or supervising City Commissioner:
Employee name:
Description of Expense:
Expected Date of Expenditure:
Estimated Expense Amount:
(Employee should submit this form to their Department Head or supervising City Commissioner at least three business days in advance)
************************************************************
Supervisor of City Commissioner Action
_____ Approved _____ Denied
Signature
*************************************************************
Request for Reimbursement
Actual Amount: Dated ___________
Employee Signature
(Employee should promptly return this form with appropriate supporting documentation to their Department Head or if not available to the City Clerk so that the expense may be considered by the City Council at their meeting following the date when expenses were incurred)
(Ord. 1706, passed 4-17-19)