(A) Illinois Municipal Retirement Fund. The City will participate in contributions for all eligible employees to the Illinois Municipal Retirement Fund. The City shall follow all guidelines of IMRF in order to protect the benefits of the employees.
(B) Insurance. Insurance will be provided on the following basis:
(1) Life, Medical and Dental Care Insurance. All full-time employees are covered by a medical and dental plan funded by the City. Effective November 1, 2013, all full-time employees receiving City paid health insurance shall pay all costs, including premiums, in excess of ten percent, year over year. All employees authorize the City to continue to deduct said contribution amounts, if any, from payroll. All salaried full-time employees are covered by life insurance and accidental death and dismemberment policy. A manual is provided to employees at the time of hiring which further explains the policy. The manual may be obtained from the City Clerk's Office. The City Clerk's Office must be notified of a divorce or legal separation of the covered employee, and further must be notified when a child is no longer eligible as a covered dependent of the employee. (Ord. No. 1711; 11-25-13)
(2) Other Types of Insurance. All classifications of employees will be covered by the provisions of Social Security legislation, and salary deductions will be made in accordance with the law. Employees are covered by the Workers' Compensation Act, Illinois Compiled Statutes, Chapter 820, Section 305/1 et seq. Any work-related injury must be reported to the Elected Official/Department Head immediately.
All employees are covered by unemployment insurance. All costs shall be paid by the City of Staunton.
(C) Training. For meetings and seminars, employees may be granted leave with pay to attend meetings, seminars and conventions of professional and technical organizations, when such attendance would benefit the employee's ability to perform the job and is approved in advance by the Elected Official/Department Head.
For any training programs conducted after regular working hours, such training shall be voluntary unless arrangements for such training includes the granting of overtime.
All employees shall be reimbursed for mileage expenses incurred while attending assigned training outside of Macoupin County, Illinois. Upon receipt of a notice to attend the training, the employee will request the use of a departmental vehicle to transport those attending to and from training. If a departmental vehicle is not available, reimbursement shall be made for the employee's use of their personal vehicle. When two (2) or more persons attend the same training at the same time the Elected Official/Department Head may require that only one (1) person will be eligible to receive reimbursement for travel. The rate of reimbursement shall be established at the rate used by the Internal Revenue Service.
(D) Death Benefits. Each employee shall fill out a designation of beneficiary form. Upon the death of an employee, the designated beneficiary shall be entitled to receive payment of the employee's compensation, and such sums for any accrued vacation period to which the employee was entitled at the time of death. Such payment shall be computed by multiplying the employee's daily rate of pay by the number of days of accrued vacation at the time of death.
Upon the death of an employee, the estate shall receive any unpaid compensation, accrued overtime, or other benefits the employee would have been allowed had the employee survived.
Family members of deceased employees should contact the City Clerk's Office for explanation of any further benefits the family members or the estate of the deceased employee may be entitled to.
(E) Travel. Staff vehicles are to be used only for activities directly related to the conduct of business. Under no circumstances are the vehicles to be used for personal activities. Reimbursement is provided for the use of employee's private vehicles for official business at the rate established by the Internal Revenue Service for actual mileage traveled. Private vehicles will only be used when Department vehicles are not available and prior approval is given by the Elected Official/Department Head. (Ord. No. 1418; 05-29-07)
(F) Reimbursement of Other Expenses. An employee shall be allowed reimbursement for the actual cost of meals in accordance with these rules but not to exceed the rates indicated in the reimbursement schedule. It is not necessary for the traveler to submit receipts when receiving per diem. It is necessary to submit receipts when receiving reimbursement for individual meals.
For breakfast, an employee only will receive reimbursement if the employee is on travel status and leaves headquarters or residence at or before 7:00 A.M.
For dinner, an employee must be on travel status and arrive back at the headquarters or residence at or after 8:00 P.M. For employees commencing travel after the close of business but before 6:00 P.M., reimbursement for dinner is allowed.
Advance per diem checks must be requested a minimum of three (3) days in advance. A per diem allowance is available only when overnight lodging is obtained or when the travel assignment is eighteen (18) hours or more. The per diem allowance provided in the reimbursement schedule represents the maximum daily amount allowable and is given in lieu of a meal allowance. Receipts must be submitted to support allowances other than meals when on per diem.
Reimbursement Schedule.
Automobile Mileage - Internal Revenue Service Rate (Proof of automobile liability insurance is required to obtain automobile mileage reimbursement) (Ord. No. 1418; 05-29-07)
Per diem allowance/IRS per diem rate for various cities, as published in the GSA Publication (with receipts, per diem allowance is $40.00).
Breakfast - 20% of IRS published rate
Lunch - 30% of IRS published rate
Dinner - 50% of IRS published rate
If a conference fee includes a meal, the per diem allowance shall be reduced by the amount of the particular meal included in the reimbursement schedule.
To be reimbursed for business expenses, the employee must submit an expense log. This log must be signed by the employee submitting the expense claim and approved by the appropriate supervisor and division manager. An expense log should be submitted to the accounts payable clerk and will be paid on the appropriate disbursement date. Reimbursable expenses include but are not limited to meals, conference fees, hotel and motel accommodation, taxi fares, parking and toll fees. Personal expenses, such as personal phone calls, in-room movies and bars, or other entertainment will not be reimbursed. Receipts must accompany travel requests for reimbursement.
Non-reimbursable expenses include, but are not limited to, alcoholic beverages, personal entertainment, valet service, magazines, and newspapers.
Gratuities shall be reimbursed to a maximum of fifteen percent (15%) except for those departments, programs, or projects which are prohibited by Federal or State rules or regulations from making reimbursements for gratuities.
Employees traveling overnight shall be reimbursed for one (1) phone call to their home phone number with a Five Dollar ($5.00) limit for the call. When a delay occurs in traveling, then the employee shall be reimbursed for one (1) additional phone call to their home phone with a Five Dollar ($5.00) limit for reimbursement.