(A) It is the policy of the village to reimburse its employees, officers and elected officials for expenses incurred related to “public business”, meaning 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, including but not limited to:
(1) The Illinois Municipal League Annual Conference;
(2) Meetings of the Southwestern Illinois Council of Mayors;
(3) Meetings of the Southwestern Illinois City Manager's Association;
(4) Applicable seminars, workshops and training events;
(5) Other village business.
(B) Expenses incurred during the course of outside-the-office public business and public business travel will therefore be reimbursed or paid by the village, based upon documented, reasonable and necessary expenses.
(1) Village employees, officers, and elected officials are expected to show good judgment and common regard for economy when traveling at the village's expense, selecting travel options that are the best available value.
(2) In order to be reimbursed for out-of-pocket expenses, employees, officers, and elected officials must provide proof that the expenses were incurred on official village business and submit receipts along with an approved reimbursement form.
(3) Employees must seek pre-approval from their department head prior to booking any airfare, rental vehicles or overnight stay accommodations to ensure that the planned itinerary is eligible for reimbursement according to this policy.
(4) As required by the Local Government Travel Expense Control Act, all expenditures of any elected official must be approved by roll call vote upon a proper motion in open session, preferably before, but permissibly after the expense is incurred by the official.
(5) Requests for reimbursement of expenses must be submitted no less than quarterly.
(C) Reimbursement or payment shall only be made for the following specific types of travel, meals, and lodging, and shall not exceed the maximum allowable amounts specified:
(1) Travel.
(a) Air travel (only when the most reasonable or cost effective mode). One hundred percent of the best available fare at the time of purchase;
(b) Train travel. One hundred percent of the best available fare at the time of purchase;
(c) Automobile rental, taxi, shuttle or other connecting ground transportation. One hundred percent of fare of least; expensive mode of available transportation between airport/train station and destination;
(d) Auto travel. The GSA Privately Owned Vehicle (POV) reimbursement rate currently in effect at the time travel occurs, with ride sharing to the greatest degree possible;
(e) Parking. 100% of least costly option within a reasonable distance of the destination;
(f) Tolls. 100% of tolls charged along the direct route of travel.
(2) Meals. When not otherwise provided as part of the cost of the conference, training, or event, not to exceed the current GSA Meals and Incidental Expenses (M&IE) rate for the specific location.
(3) Lodging; hotel or motel. Not to exceed the current GSA Per Diem rate for the specific location, provided however that 100% of the conference hotel rate for the annual Illinois Municipal League Conference shall be reimbursed or paid.
(D) The following are specifically excluded from reimbursement or payment by the village:
(1) Alcoholic beverages;
(2) Expenses of a personal nature and incurred for the convenience of the employee, officer or elected official, such as traveling indirect routes, upgrading a plane ticket to first class, or upgrading room accommodations;
(3) Expenses for in-room movies, use of spa, exercise, or other hotel facilities for which there is an optional charge;
(4) Any expenses or differential incurred for meals, travel, lodging, or any other fees related to a spouse, other family member, friend, or other non-village employee, officer or elected official;
(5) Parking tickets, traffic citations, or other fees that could be reasonably avoided by following applicable traffic laws;
(6) Travel or hotel change/cancellation fees that could have been reasonably avoided;
(7) Any other non-work related expenses.
(E) TRAVEL means any expenditure directly incident to official travel by employees, officers or elected officials of the village or by wards or charges of the village involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(F) The village shall not reimburse any employee, officer, or elected official, for any activities which would be considered entertainment.
(1) “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.
(2) 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 section.
(G) By roll call vote on a proper motion in open session, the Village Board may, on a case by case basis, pre-approve exceptions to this policy as is deemed necessary and prudent.
(H) No reimbursement of travel, meal or lodging expenses incurred by a village employee, officer, or elected official shall be authorized unless the village's “Travel, Meal, and Lodging Expense Reimbursement Request Form” has been completed, submitted and approved. Said form shall include:
(1) An estimate of the cost of travel, meals, or lodging if expenses have not been incurred or a receipt of the cost of the travel, meals, or lodging if the expenses have already been incurred;
(2) The name of the individual who received or is requesting the travel, meal, or lodging expense;
(3) The job title or office of the individual who received or is requesting the travel, meal, or lodging expense; and
(4) The date or dates and nature of the official business in which the travel, meal, or lodging expense was or will be expended.
(I) The “Travel, Meal, and Lodging Expense Reimbursement Request Form”, and all documents and information submitted with said form shall be subject to disclosure under the Freedom of Information Act (5 ILCS 140/1 et seq.).