The recitals set forth herein above shall be and are hereby incorporated as findings of fact as if said recitals were fully set forth herein.
(A) Definitions.
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 city in order to carry out the responsibilities of city business.
TRAVEL. Any expenditure directly incident to official travel by employees and officers of the city of Vienna or by wards or charges of the city involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(B) The city shall provide reimbursement for eligible public business expenses incurred by city employees, appointed officials, and elected officials while traveling on public business. Prior to incurring any travel expenses for public business, registration information and/or projected travel expenses must be submitted to the employee's supervisor or City Council for verification of funds availability, justification for attendance, and approval.
(C) No reimbursement of travel, meal or lodging expenses incurred by a city employee, appointed official, or elected official shall be authorized unless the "Travel, Meal, and Lodging Expense Reimbursement Request Form", attached hereto and made a part hereof, has been submitted to and approved by the City Council. All reimbursements for travel, meals, and lodging expenses incurred by its employees while traveling on public business shall have sufficient budget appropriation in order to be approved. All documents and information submitted with the form shall be subject to disclosure under the Freedom of Information Act (5 ILCS 140/1 et seq).
(D) Reimbursable expenses.
(1) Registration fees. Registration fees for meetings, seminars, or conventions. Documentation is required including agenda if available.
(2) Transportation costs. The most economical mode of transportation shall be selected. Criteria to be considered include the length of the trip, travel time, and cost. Allowable transportation costs include:
(a) City vehicle. Actual expenses for gas, oil, repairs, and other operating expenses will be reimbursed upon presentation of receipts.
(b) Personal vehicle. Mileage reimbursement shall be in accordance with applicable IRS guidelines. Employees must submit actual beginning and ending odometer readings to substantiate mileage. Alternately, mileage may be substantiated by an internet mapping service which calculates the mileage by the most direct route possible.
(c) Air travel. Air travel shall be at the lowest available fare, and, if possible, planned in advance to take advantage of the most economical rates. Receipts are required.
(d) Other transportation costs. Rental of automobiles, taxis, or public transportation are reimbursed at cost with verification of receipts.
(3) Lodging. Reimbursement for lodging expenses shall be for the actual expenses incurred and shall only cover the minimum number of nights required for the event. The lodging shall be reasonable in accommodations and expense.
(4) Meals. Receipts must substantiate the cost of meals. Meals shall be reasonable in expense.
(E) Non-reimbursable expenses.
(1) The city shall not reimburse any city employee, appointed official, or elected official for any travel activities which would be considered entertainment. However, activities which would otherwise be considered entertainment, but which are ancillary to the purpose of the program or event, may be reimbursed in accordance with the provisions of this section.
(2) Expenses related to a traveling spouse or guests are not eligible for reimbursement.
(3) Alcohol is specifically excluded from reimbursement.
(Ord. 17-01, passed 2-1-2017)