(a) Village employees and officials shall be reimbursed for expenses incurred while in the authorized service of the Village. These expenses include travel, lodging, meals, seminars, conferences and registration fees. They do not include entertainment expenses. Previously authorized expenses shall be reimbursed in the following manner:
(1) Mileage and parking. Employees shall be reimbursed for actual miles while on authorized business outside of the Village at the existing IRS-recognized rate per mile, when using their own personal vehicles. Such payment is considered to be total reimbursement for all vehicle expenses (i.e., gas, oil, depreciation, etc.). Mileage reimbursement is payable to only one (1) of two (2) or more employees traveling on the same trip, in the same automobile. Charges incurred for parking at the destination and other highway tolls are reimbursable at the actual amount. Receipts are required.
(2) Meals. Expenses incurred up to a maximum of forty dollars ($40.00) per day for meals while on official Village business will be reimbursed when travel extends through a normal meal period. (Receipts are required. Expenses for alcoholic beverages and tips are not reimbursable.) Normally, reimbursable expenses will not exceed $9.00 for breakfast, $12.00 for lunch or $19.00 for dinner.
(3) Lodging. Expenses covering the cost of a motel or hotel room will be reimbursed when travel requires an overnight stay. (Receipts are required.) The maximum amount that the Village will reimburse for lodging will be determined in advance of the employee’s travel, and is normally set at $75.00 per day, except that Council may approve a higher rate for a specific situation, and except that, in the case of a seminar or other function which is being attended by the employee, the reimbursement will be at the actual rate charged for any hotel at which the event is actually being held or which hotel is specifically designated for participants of the event, even if the rates exceed $75.00 per day.
(4) Registration fees. Employees authorized to attend conferences, meetings and/or seminars requiring pre-payment of fees shall submit registration materials to the Clerk-Treasurer for payment.
(5) Other expenses. Any other expense, such as air fare, that an employee may incur while engaged in the authorized service of the Village must be approved in advance of the employee’s travel in order for the employee to be eligible for reimbursement.
(b) Employees must request and receive advanced approval for any travel that will involve an overnight stay. Requests must be submitted to the Village Administrator or Mayor (as appropriate) for his or her approval. Such requests should be submitted as much in advance as practical.
(c) Employees must complete an expense reimbursement report within two working days of a return from an authorized travel. Said expense reimbursement report shall be submitted to the Clerk-Treasurer. Any funds advanced to an employee for travel or travel-associated expenses must be accounted for by the employee through presentation of receipts or other acceptable evidence of payment. Any expenses for which an employee seeks reimbursement must also be validated through the submission of a receipt or other acceptable evidence of payment. Any monies advanced by the Village that have not been expended by the employee shall be returned to the Village along with the expense reimbursement report.
(d) The following items are not recognized as reimbursable and/or subject to cash advancement:
(1) Tips;
(2) Alcoholic beverages;
(3) Entertainment;
(4) Laundry and dry cleaning;
(5) Room service charges;
(6) Expenses of spouse and/or family member traveling with employee;
(7) Any allowable expense where no receipt is provided by the employee.
(e) When considering any employee’s request for job-related travel, the Village will consider the special needs of the employee with a permanent disability that substantially affects the employee’s ability to drive, see, hear, etc. The Village will not deny job-related travel to a qualified employee with a disability merely because of the disability.
(Ord. 04-10. Passed 5-8-04.)