(A) All Village employees, and elected officials, shall comply with the following procedures in order to be reimbursed for travel and living expenses related to the conduct of Village business. Such procedures for reimbursement shall be followed unless the Village Board otherwise authorizes prepayment of expenses by other means:
(1) Modes of transportation.
(a) Modes of transportation authorized for official use include automobiles, railroads, airlines, buses, taxicabs, and other usual means of conveyance.
(b) All travel will be made by the most direct route; all travel is to be made by the most economical mode of transportation available considering travel time, costs, and work requirements.
(2) Travel expenses.
(a) Should the most economical form of transportation be by airplane or some other mode of transportation, the employee or elected official shall pay for the transportation at the requesting parties' own expense and upon return submit the receipts for reimbursement by the Village.
(b) Should the travel involve overnight accommodations, the employee or elected official shall pay for the accommodations at the requesting parties' own expense and upon return submit the receipts for reimbursement by the Village. The Village will reimburse the employee or elected official for the cost of a single occupancy room rate.
(3) Automobile mileage. In the event the most economical form of transportation is by driving; the employee or elected official shall first determine if the Village has a vehicle available that could be utilized for the duration of the trip. If a Village vehicle is not available, expenses for the use of a personal vehicle shall be reimbursed at the current IRS established mileage rate for actual mileage traveled in the conduct of Village business.
(4) Reimbursement.
(a) Requests for reimbursement of transportation expenses, lodging, parking, tolls, etc. must be accompanied by receipts and made on travel reimbursement forms available from the Village.
(b) The GSA per diem rate shall be used to compensate the employee or elected official for the cost of meals while traveling. Since these rates vary from city to city, the Human Resources Administrator will provide the form and per diem rate for the intended trip. The Village will provide the per diem for the period and days of travel before the employee makes the trip.
(5) Credit card policy.
(a) If the employee or elected official has a charge card issued in the Village's name, the card may be utilized for the expenses of the hotel, airfare, parking and other travel related expenses, but the use of the charge card is limited to the employee's portion of the expenses only.
(b) Village issued credit card is for Village business only. Use of such cards shall only be for expenses incurred by Village personnel or elected officials on bona fide Village business or for the purchase of items related to that business on behalf of the Village.
(B) The Village hereby adopts and shall incorporate into its Village Personnel Handbook the attached policy relating to the issuance and use of Village credit cards, which is attached to Ordinance No. 2011-22 and incorporated herein as Exhibit A, and which may be amended from time to time by the Village.
(Ord. 2008-44, passed 8-21-2008; Am. Ord. 2011-22, passed 6-16-2011)