A. CMS Rates For Meals, Lodging And Mileage: Reimbursable expenses for meals and lodging and for mileage will be limited to those amounts established by the State of Illinois Department of Central Management Services from time to time and published on the internet (currently, www.illinois.gov/cms/Employees/travel/Pages/TravelReimbursement.a spx).
The expense limits in force as of the date of this chapter are on file in the Village; however, when the Department of CMS publishes changes in its limits, the Village's limits shall be deemed to be changed in like amount.
B. Airfare: Since official business of the Village does not normally involve air transportation, all air transportation expenses for any employee or officer of the Village must be approved by the Village Board in advance. Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Only coach or economy tickets will be paid or reimbursed. The traveler will pay for the difference between higher priced tickets and coach or economy tickets with his or her personal funds.
C. Automobiles: If a Village-owned vehicle is available, it will be used. There will be no reimbursement of the cost of rental cars. For personal vehicles, mileage reimbursement will be based on mileage from the Village Hall to the off-site location of the official business, not from the employee's or officer's residence. When attending a training event or other off-site official business directly from an employee's or officer's residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace. If the distance is higher than the employee's or officer's normal commute, reimbursement will be paid based on the differential of the commute less the mileage of a normal commute to the workplace.
D. Other Transportation: The traveler should utilize hotel shuttle service or other shuttle services, if available. If none are offered, the use of the most economic transportation is encouraged.
E. Vacation In Conjunction With Business Travel: In cases where vacation time is added to a business trip, any cost variance in airfare, car rental, lodging and/or any other expenses must be clearly identified on the Travel, Meal, and Lodging Expense Report form and paid by the traveler.
F. Accompanied Travel: When a traveler is accompanied by others not on official business, any lodging, transportation, meals or other expenses above those incurred for the authorized traveler will not be reimbursed by the Village.
G. Parking: Parking fees at a hotel or motel will be reimbursed only with a receipt. Valet parking will not be reimbursed. (Ord. 16-15, 12-12-2016)