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HomeMy WebLinkAboutRESOLUTION - 33-01 - 7/17/2001 - AMEND RES NO 33-97 TRAVEL REGULATIONSRESOLUTION NO. 33-01 A RESOLUTION AMENDING RESOLUTION NO. 33-97 TRAVEL REGULATIONS OF THE PERSONNEL RULES AND REGULATIONS OF THE VILLAGE OF ELK GROVE VILLAGE NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village of Elk Grove Village, Counties of Cook and DuPage, State of Illinois: Section 1: That the Mayor and Board of Trustees do hereby authorize amendments to the Travel Regulations of the Personnel Rules and Regulations of the Village of Elk Grove Village, a copy of the amendments being attached hereto and made a part hereof as if fully set forth. Section 2: That this Resolution shall be in full force and effect from and after its passage and approval according to law. VOTE: AYES: 6 NAYS: 0 ABSENT: _0 PASSED this 17th day of July , 2001. APPROVED this 17th day of July , 2001. Craig B. Johnson Mayor ATTEST: Ann I. Walsh Village Clerk Resotravelpolicy2001.doc VILLAGE OF ELK GROVE VILLAGE Adopted by the Village Board of Trustees July 17, 2001 TABLE OF CONTENTS L OBJECTIVE II. TRAVEL POLICY AND PROCEDURES A. Authorized Travel B. Travel Authorization Levels El 1) Department Head 4 2) Village Manager 4 3) Village Board 4 C. Travel Advances D. Reimbursement of Expenses II III. TRAVEL RULES AND REGULATIONS 5 A. Transportation 1) Air 2) Ground Transportation 3) Private Vehicles 4) Village Vehicles _ 5) Trains 6) Rental Cars B. Lodging 7 C. Meals 8 1) Outside of the 6 County Chicago Metropolitan Area 8 2) Inside of the 6 County Chicago Metropolitan Area 8 D. Expenses Not Covered Under Travel Regulations 9. E. Registration Fees F. Required Receipts _ G. No Receipts Required 2 I. OBJECTIVE The purpose of these rules and regulations is to set forth the policies governing travel expenses and to describe certain procedural matters concerning travel authorization, documentation and accounting. The Village's objectives are to allow travel arrangements that: • Conserve funds • Provide uniform treatment Allow travel in a manner that is applicable for all travel expenses incurred on behalf of the Village by employees, elected officials, and board or commission members. Good judgment and a proper regard for economy are expected when incurring travel expenses on behalf of the Village of Elk Grove Village. II. TRAVEL POLICY AND PROCEDURES A. AUTHORIZED TRAVEL • Authorized trips are determined through the budget formulation process. Exceptions to this rule include unscheduled travel required in the line of duty or travel due to special circumstances, which require Village Manager approval. • In general, no more than one national and one state conference outside the 6 County Chicago Metropolitan area may be authorized for any Department Head in any fiscal year and must be approved in advance. The 6 County Chicago Metropolitan Area consists of Cook, Lake, DuPage, Kane, Will, and McHenry. • Attendance at other meetings outside the State of Illinois may be authorized when the Department Head or appropriate staff is an active participant in the national and/or state organization. Local professional and technical conferences/meetings are authorized as funding and duty conditions permit. • There is no objection to a spouse and/or other family members traveling on an official trip. Extra expenses attributable to a spouse or other family members over and above covered expenses will be the employee's responsibility. B. TRAVEL AUTHORIZATION LEVELS 1) Department Head or designee authorization is required when: • The location for the training is within the State of Illinois • An overnight stay is not required, and • Travel is 7 days or less in duration, and • The estimated cost is under $1,000. Individual department policy may require the use of a Travel Authorization Form for training greater than 1 day. 2) Village Manager or designee authorization is required in addition to Department Head authorization when: • The location for the training is outside the State of Illinois, or • An overnight stay is required, or • Travel is greater than 7 days in duration, or • The estimated cost is greater than $1,000. • Department Head training requires Village Manager approval. The Village Manager may authorize exceptions when these regulations do not cover the situation. A Travel Authorization Form is required when any of these conditions are met. 3) Village Board authorization • The estimated cost exceeds $2,000. Any training that is a condition of employment such as Police Academy or Fire Academy will not require Village Board approval. A Travel Authorization Form is required. C. TRAVEL ADVANCES A travel advance, in an amount not to exceed the budgeted provision for the trip, may be secured by use of a Check Requisition Form. If the travel advance is for a conference or a training program, a descriptive brochure or announcement must accompany the travel advance request. This request must be submitted to Finance no later than two weeks prior to date wanted in order that it may be placed on the Accounts Payable Warrant for approval. Such advance will be in the form of a disbursement check. D. REIMBURSEMENT OF EXPENSES • Expense reports shall be submitted within 7 working days after returning from a trip using either a Travel Expense Report or an Expense Reimbursement Form. • An expense report detailing expenses and advances shall be forwarded to the Finance Department along with any unused portion of the travel advance. • The required receipts shall accompany all expenses when submitted. • If actual expenses exceed the travel advance, said excess shall be paid as soon as the expense report has been audited for compliance with the Travel Regulations, scheduled on the Accounts Payable Warrant and approved. • Expense reports not filed in a timely manner may result in advances being deducted from the employee's paycheck. • Alcohol is a non -reimbursable expense. III. TRAVEL RULES AND REGULATIONS A. TRANSPORTATION Employees shall exercise discretion in the selection of transportation and associated expenses with emphasis on the least costly alternatives. Employees should not drive to meetings and conferences when the travel time enroute to the destination requires more than one day unless the employee is utilizing holiday or vacation time. In such instances, no reimbursement will be made for any lodging, meals or other expense incurred enroute, except as allowed in Section 3 below. 1) Air Transportation • Commercial carrier (airline) fares shall be limited to Coach or Economy class fares when such services are available. The Village should be direct billed if possible. Receipts are required for transportation costs. 2) Ground Transportation Bus, limousine, taxi, commuter rail or private vehicle may be utilized to travel to and from destination. • Employee should use the least costly alternative. • Tolls, parking & garage charges are reimbursable when reasonable and economical. • Valet Parking is reimbursable only when open parking is not available. • Receipts are required for transportation costs when available. 3) Private Vehicles Private vehicles may be used for travel on Village business when authorized by the Department Head. If training is scheduled for the start of the workday, reimbursement is based upon the shortest distance to the training site from the closer of either the employee's residence or place of employment. Reimbursement shall be limited to the lower of: Mileage rate approved by the Internal Revenue Service plus tolls, parking, and garage charges OR • Cost of commercial travel as stated above. Reimbursement shall be paid to the owner of the vehicle when two or more employees travel in the same private vehicle. An employee in a cost sharing arrangement that was approved in advance by the Finance Department will also be fully reimbursed. Mileage determinations will be set according to the Rand -McNally Road Atlas, the Illinois Official Highway Map, and/or recognized Internet programs such as MapQuest. 4) Village Vehicles Village vehicles, if available, should be utilized for travel when cost, distance, time requirements or other justification warrants it. • Prior approval must be obtained from the Department Head. • Gasoline, repairs and other expenses attributable to the vehicle are reimbursable and paid receipts must be submitted. • Tolls, parking & garage charges are reimbursable when reasonable and economical. • Valet Parking is reimbursable only when open parking is not available. • Receipts are required for transportation costs when available. • Employee conduct shall be in accordance with Village policy as stated in the Personnel Manual including sections 1.7 - Drug Free Workplace and 6.6 — Use of Village Property. 5) Trains • Coach or Economy classes if applicable. • Receipts are required for transportation costs when available. 6) Rental Cars Use of a rental car is only considered in special circumstances and must be approved in advance by the Village Manager. B. LODGING • Hotel or motel reservations should be made well in advance to ensure that lodging is secured at moderate rates. • Receipts for lodging are required. • Reimbursement of lodging shall be limited to the minimum number of nights required to conduct the assigned Village business, unless prior night arrival is required, or cost savings can be demonstrated for the additional night's lodging. • If a conference, for example, opens on Sunday evening and closes Thursday noon, reimbursement for Sunday through Wednesday night would be allowed. • If an employee chooses to arrive earlier or stay later for personal reasons, the additional lodging and other expenses related to this decision will not be reimbursed. • If a spouse and/or other family members travel on an official trip and incur extra lodging charges, the employee will be responsible for the extra charges. • No lodging expenses shall be reimbursed for meetings or conferences held in the 6 County Chicago Metropolitan Area unless prior written approval is' obtained from the Village Manager. C. MEALS 1) Outside of the 6 County Chicago Metropolitan Area a) For each full day a per diem of $50.00 will be received for: • Breakfast $ 7.00 • Lunch $10.00 • Dinner $19.00 • Miscellaneous expenses $14.00 Miscellaneous Expenses include tips, personal phone calls & other expenses incurred at the destination. • No receipts are required to support expenditures of this money. • Charges for phone calls related to Village business must be clearly identified on an Expense Report Form to be reimbursed. b) For each partial day, a pro -rated per diem will apply as follows: • For the day of departure and dgy of return Meals will be pro -rated based on the number of meals required away from home. See per diem rates above. Miscellaneous expenses will be $7.00 per day if the day of departure or return is less than a full day. • For Meals included in conference registration fees Meals will be pro -rated based on the full day per diem less any meals covered in the registration fees. 2) Inside of the 6 County Chicago Metropolitan Area a) Meals, including tips, are reimbursable at ACTUAL COST NOT TO EXCEED the following per diem rates: • Breakfast $ 7.00 • Lunch $10.00 • Dinner $19.00 No receipts are required to support expenditures of this money. b) Professional luncheon meetings will be reimbursed at actual cost if one price is charged all participants. D. EXPENSES NOT COVERED UNDER THE TRAVEL REGULATIONS The Village Manager may authorize expenses not ordinarily allowed under the provisions of these regulations. E. REGISTRATION FEES • Registration and tuition fees for professional and technical meetings and conferences are reimbursable. The Village should be direct billed if possible. • Receipts are required. • Descriptive brochure or announcement is also required. F. REQUIRED RECEIPTS Receipts are required for the following expenses in order to receive reimbursement: • Commercial carrier travel cost • Train ticket costs • Rental Car, if approved in advance by the Village Manager • Gas, repairs, and vehicle expense for Village Vehicles • Parking and garage charges • Lodging • Registration and tuition fees • Extraordinary expense not covered by these regulations when approved in advance by the Village Manager G. NO RECEIPTS ARE REQUIRED No receipts are required for the following providing the expenses are nominal and measurable. • Commuter rail parking • Tolls • Per Diem Meals 0