§ 39.30  EXPENSES; REIMBURSEMENT.
   (A)   Interpretation. This section shall be interpreted to be consistent with the Local Government Travel Expense Control Act, ILCS Chapter 50, Act 150.
   (B)   Definitions. For the purpose of this section, the following words are defined as set forth herein:
      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.
      TRAVEL EXPENSE. Any expenditure directly incident to official travel by employees and officers of the city or direct payment to private agencies providing transportation or related services.
   (C)   Official business requiring expenses. Travel, meal, and lodging expenses will only be allowed for official business of the city which is necessary to the functioning or improvement of the city. Official business includes: education conferences related to the duties of the employee or officer of the city; site visits to current or potential vendors of the city; or out-of-town meetings related to the official duties of the employee or officer of the city.
   (D)   Entertainment expenses. No entertainment expenses incurred by any employee or official may be reimbursed.
   (E)   Maximum allowable reimbursement. Unless otherwise excepted herein, the maximum allowable reimbursement for an employee or officer of the city shall be those rates set by the Federal Travel Regulation and maintained by the United States General Services Administration for travel per diem, meals, and incidental expense in effect at the time the expense was incurred.
   (F)   Approval of expenses. Except as otherwise, provided, the City Council must approve the following reimbursements for travel expense, including meals, transportation and/or lodging, by a roll call vote at an open meeting of the City Council:
      (1)   Any expense of any officer or employee that exceeds the maximum permitted under division (E) above;
      (2)   Any expense of any member of the corporate authorities of the city;
      (3)   The cost of travel including the allowable automobile expense allowed by the IRS for business travel, rental car, airplane, ride share, cab, private car, train and/or bus. In the event that there is a choice of class, only coach or economy class or similar shall be approved. Any upgrades to the equivalent of first and/or business class may only be done at the additional expense of the traveler;
      (4)   The cost of lodging which shall be reasonable and customary for the location and time of the area where the traveler is staying; and
      (5)   The customary cost of conference fees, class fees, supplies, books, software, and computer materials for educational purposes is allowed.
   (G)   Documentation of expenses. Before any reimbursement for travel, meals or lodging may be approved pursuant to division (F) above, a standardized form for submission of such expenses shall first be submitted to the City Council. This form shall include, at a minimum, the name and title of the requestor, a cost estimate of expenses not yet incurred or a receipt if expenses have been incurred, and the date or dates and the nature of the official business wherein the expenses were or will be incurred.
(Ord. 2017-MC01, passed 2-27-2017)