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(A) Definitions. All definitions and terms in this subchapter shall conform to those set out in Public Act 99-0604, including, but not limited to:
EMPLOYEES. All persons who are paid members of the village’s staff, its adminstrative personnel, and members of the Board of Trustees.
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 the program or event.
PUBLIC BUSINESS. Expenses incurred in the performance of a public purpose which is required or useful for the benefit of the village to carry out the responsibilities of village business.
TRAVEL. Any expenditure directly incident to official travel by employees, members, and officers of the village involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(B) The village shall pay and/or only reimburse travel, meal, and lodging expenses incurred by its employees, members, volunteers, and officers as follows:
(1) Hotel room reservations will be made by the village if an overnight stay is required. Generally, there will be two persons per room assigned. Payment for rooms will generally be made directly by the village in advance. The village will pay for or reimburse lodging up to $125 per night.
(2) Payment or reimbursement for meals will be based upon a rate of $30 per day. The meal allowance will be prorated based upon the time of departure from the village and the time of return. The allowance may be paid to the person receiving reimbursement in advance of the training or approved activity.
(3) Payment to or reimbursement of members for transportation will be based upon a mileage rate of $.52 per mile and will be paid to the person driving to attend the training or other authorized event. Carpooling will generally be required when more than one person is attending a particular training or approved activity. Reimbursement for fuel usage will generally be based upon one vehicle for four attendees. Use of a private vehicle for transportation will require prior approval of the Board of Trustees if the person desires to be reimbursed for travel expenses under this policy. When a village vehicle is used for transportation to a training or other approved activity, payment for fuel where the fuel cost is incurred by the person operating the village vehicle will be made based on actual fuel expense incurred. Persons who choose not to carpool will not be reimbursed for fuel expense incurred by them in traveling to the training or event separately unless otherwise approved in advance by the Board of Trustees.
(4) Persons using a village vehicle for transportation to and from training or other authorized events are strictly prohibited from operating the vehicle while in an impaired state.
(5) Reimbursement or payment for expenditures for alcoholic beverages is specifically excluded from payment or reimbursement.
(C) No reimbursement of travel, meal or lodging expenses incurred by a village employee, member, volunteer or officer shall be authorized unless a "Travel, Meal, and Lodging Expense Payment or Reimbursement Request Form" has been submitted and approved prior to payment of the reimbursement by the Board of Trustees. All documents and information submitted with the form or related to the payment or reimbursement of expenses subject to this section shall be subject to disclosure under the Freedom of Information Act (ILCS Ch. 5, Act 140 §§ 1 et seq.).
(D) Expenses for travel, meals, and lodging of: (1) any officer or employee that exceeds the maximum reimbursement allowed under the foregoing requirements adopted under the provision of this subchapter; or (2) any member of the Board of Trustees of the village may only be approved by roll call vote at an open meeting of the Board of Trustees. However, in the event of an emergency or other extraordinary circumstances, the corporate authorities may approve more than the maximum allowable expenses set forth above.
(E) The village will not reimburse any employee, member, volunteer, or officer for any activities which would be considered entertainment. Activities which would otherwise be considered entertainment, but which are excluded from the prohibition on reimbursement due to being ancillary to the purpose of the program or event, may be reimbursed in accordance with the provisions of this subchapter.
(Ord. 17-10, passed 8-15-2017)