(a) Any elected or appointed Village officer, deputy, assistant, or employee of the Village, or member of a legally constituted board or commission, may attend any conference, convention, school, seminar, workshop, or other training or educational function relating to his duty assignment, or other function of Village concern, if authorized or directed by the Mayor, and if funds have been lawfully appropriated for that purpose. The person shall be reimbursed for his reasonable and necessary expenses so incurred, including registration fees and tuition, providing proof of expenditure for such expenses is submitted along with claim for reimbursement. Where travel is directed, and if the person shall travel by privately owned automobile, he shall be reimbursed for the travel expense at the current standard rate as established by the Internal Revenue Service per mile so traveled. The reimbursement shall be based upon AAA mileage charts. The person shall also be entitled to reimbursement for other travel expenses including meals, lodging, gratuities, common carrier fares, vehicle parking, tolls, and all other reasonable and necessary expenses incident to the travel when accompanied by a receipt subject to the per diem rate established from time to time by Council. The customer's copy of a credit card charge record is not a receipt within the meaning of this section; expenses incurred and charged on credit cards must be supported by itemized receipts. No reimbursement shall be made for alcoholic beverages, personal long distance telephone calls, expenses of entertainment, or expenses incurred on behalf of any other individual for any reason.
(b) Lodging for one person authorized to travel under this section shall be allowed at a rate which is established as the single room rate which is current at the place of meeting. If a room is occupied by two or more persons authorized to travel under this section, reimbursement shall be for the full cost of the room on a pro rata basis or in full to the person who pays for the room.
(c) If a privately owned vehicle is used on any approved trip outside the limits of this State, reimbursement shall not exceed coach air fare to the point of travel. When reimbursement for mileage in lieu of air fare is claimed, no allowance will be paid for lodging or meals or other expenses en route that would not have been incurred if commercial air transportation had been used. If the destination is not served by air, fare to the nearest terminal will be allowed and the current standard rate per mile as established by the Internal Revenue Service will be allowed for round trip from that terminal city to destination.
(d) Mileage allowance for the use of privately owned vehicles will be authorized only within this State, or, if outside this State, when it is the lowest available travel fare, or for the convenience of the Village as determined by the Mayor.
(e) If commercial ground transportation (bus or train) is used, reimbursement will be made for the lowest available fare and for the reasonable cost of meals and other expenses incurred en route when accompanied by a receipt.
(f) The Mayor may authorize or direct attendance and travel for Village employees generally, and for members of boards and commissions. This authority may be delegated to department heads listed in the Administrative Code for employees under each department head's respective jurisdiction. A majority vote of Council may authorize the attendance and travel by members of Council, or Fiscal Officer, and the Mayor.
(g) Subject to the availability of funds, payment for the estimated expenses of travel may be made in advance upon application by the traveler at least one week prior to the scheduled date of departure and approval by the Mayor. Upon completion of travel, settlement must be made with the Fiscal Officer along with proof of expenditure, and any sum owing to the Village must be paid in full at that time.
(h) Hourly employees who attend any conference, convention, school, seminar, workshop, or other training or educational function relating to his or her duty assignment, or other function of Village concern, may be paid his or her hourly wage for his or her attendance at a conference, convention, school, seminar, workshop, or other training or educational function if approved in advance by the employees' department head.
(Ord. 2011-O-23. Passed 10-10-11.)