PURPOSE: The purpose of this Policy is to document, control and establish a procedure for the travel of Woodlawn members of council.
SCOPE: The scope of this policy is for use and attachment to the Rules of Council. This policy is to ensure that those who travel on Village business do so safely, comfortably and efficiently to accomplish the business mission of each trip.
POLICY: Every year during the annual Village of Woodlawn budget process an equal dollar amount limit shall be established and agreed upon for each council member by a voting majority of council members. Council members will have use of their individual amount during the budget year for the purpose of traveling to and from Village of Woodlawn related business, training or activities which benefit the Village of Woodlawn.
ROLES: Council Member requests travel funds, Finance Director tracks individual amounts available. Clerk of Council makes any necessary travel arrangements, Vice Mayor attest and approves request and keeps track of individual amounts used during the budget year. When/if necessary Council Members may make their own arrangements still coordinating with the Finance Director for tracking and payment.
PROCEDURE: A completed travel request form must be turned in to Finance Director for approval of the amount available. The Finance Director must sign off on the completed form to be passed on to the Vice Mayor for approval. Once the Vice Mayor approves the completed form a copy is presented to the Clerk of Council to make any necessary travel arrangements. The original form previously signed by the Finance Director, Vice Mayor with any arrangements verified by the Clerk of Council is returned to the Finance Director for processing.
Should any member of council have a travel event that would take them over their allocated amount for that budget year, they have the option of being responsible for the additional amount or approaching another council member who may not be using their full allotment for the budget year to borrow/use the additional amount. That council member(s) allowing the use must also sign off on the completed travel request form for tracking purposes by the Vice Mayor and the Finance Director in order to document the amount borrowed, the borrower and tracking the council member giving up the amount being borrowed.
Any council member may refuse the use of their allocated amount to another council member.
COUNCIL EXPENSE PAYMENT: Per Diem rates shall be based on the published federal Government Services Administration's (GSA) rates for traveling to various cities, and as it may be amended from time to time. Per Diem shall be paid in full for every day of the employee's travel, regardless of whether the day constitutes a partial travel day. Per Diem may be either reimbursed or paid in advance of travel. If paid in advance, it shall be provided to the council person no earlier than _____ business days prior to travel.
Registration fees will, whenever possible, be paid in advance by the Village upon presentation of an invoice, online notice or registration form.
Lodging will be secured in advance and arrangements made for full payment upon arrival.
Other reimbursable items:
Phone calls necessary for official Village business
Parking and tolls
Additional expense for handicapped or injured Council Members will be covered.
Expense Report: An expense report shall be completed by each council member upon their return from travel to the Finance Director within 14 calendar days from the last day of travel. The expense report should document days traveled and any paid or unpaid expense adjustments. Expense adjustments should be documented with receipts.
COUNCIL PROFILE: As elected Officials of the Village of Woodlawn all council members must represent the Village with the highest of standards and safety.
Business reason is determined and approved by Vice-Mayor signing travel request and must be related to member's related to official's duties and beneficial to the Village.
Council Members using their own vehicles for travel must have a valid driver's license and show proof of insurance. Traffic violations will not be reimbursed nor are the responsibility of the Village.
Council Member should follow Village employee policy for accident reporting.
Council Members will be on an honor system for Per Diem reimbursements.
No Council Member can accept travel expenses or reimbursements from any person or entity that is doing business with, regulated by or interested in matters before the Village of Woodlawn for which the Council Member may have a vote.
REVISION HISTORY
VERSION DATE DESCRIPTION OF CHANGES
9/27/2011 Initial
5/19/2014 Update
01/20/2015 Update
03/23/2015 Update