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HomeMy WebLinkAboutRESOLUTION - 33-97 - 7/22/1997 - TRAVEL REGULATIONS AMENDEDRESOLUTION NO. 33-97 A RESOLUTION AMENDING THE TRAVEL REGULATIONS OF THE PERSONNEL RULES AND REGULATIONS NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Elk Grove Village, Counties of Cook and DuPage, State of Illinois: Section 1: That the President and Board of Trustees do hereby authorize an amendment to the Travel Regulations of the Personnel Rules and Regulations of the Village of Elk Grove Village, a copy of the amendment 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. VOTES: AYES: F NAYS: Q ABSENT: 0— PASSED this 22nd day of July 1997. APPROVED this 22nd day of July , 1997. Craig B. Johnson Village President ATTEST: Patricia S. Smith Village Clerk IM.__111,111119MEN The purpose of these 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 (1) conserve funds, (2) provide uniform treatment and allow travel in a manner that is dignified and reflects credit on the Village of Elk Grove Village. These regulations are applicable for all travel expenses incurred on behalf of the Village by employees, elected officials, and board or commission members. Decisions as to which trips are authorized are made through the budget formulation process but, in general, no more than one national and one state conference outside the Chicago area may be authorized for any department head in any fiscal year and, in each case, must be approved in advance. Attendance at other meetings outside the Chicago Metropolitan Area may be authorized when the department head is an active participant in the national and/or state organization. The Village Manager shall approve all travel requests and advance of funds estimated to cost $1,000.00. Requests which exceed this amount shall require Village Board approval. Attendance at various local professional and technical conferences and meetings are authorized as funds and duty conditions permit. Good judgment and a proper regard for economy is expected in incurring travel expenses on behalf of the Village of Elk Grove Village. 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. Where these regulations do not cover the situation, the Village Manager may authorize exceptions. 12 If conference or training is more than one day, a Travel Authorization Form must be submitted with appropriate check requisitions. 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. L3 Within one week after returning from a trip, a completed Travel Authorization Form detailing expenses shall be forwarded to the Finance Department along with any unused portion of the travel advance. Required receipts (see Section VI) shall be attached to the Travel Authorization Form when submitted. If actual expenses exceed the travel advance, said excess may 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. If training is one day only, request for reimbursement or related expenses should be submitted on an Employee Reimbursement Form. 1.4 All out-of-state travel for any purpose requires a Travel Authorization Form, approved by the Village Manager. 2,1. Commercial carrier fares shall be limited to "coach" or "economy" fares when such services are available. Travel to and from train stations and airports may be by bus, limousine, taxi, or private vehicle (for which mileage will be paid), whichever is less costly. When possible, travel arrangements should be made through a local travel agency and billed directly to the Village. Receipts for transportation costs are required. 2,2_ It is preferred that Village cars, if available, be used for travel when distances, 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 and garage charges are also reimbursable, but care should be exercised to select a parking facility that charges economical rates. Receipts must be submitted for reimbursement. 2.a Private vehicles may be used for travel on Village business when authorized by the Department Head. Reimbursement shall be limited to the lower of: a. the mileage rate approved by the Internal Revenue Service plus tolls, parking, and garage charges or b. the cost of air travel as provided in Section 2.1 above. When two or more people travel in the same private vehicle, reimbursement shall be paid to the owner of the vehicle. Mileage determinations will be set according to the Rand - McNally Road Atlas and the Illinois Official Highway Map. 2.4 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 2.3 above. 33 .1 Hotel or motel reservations are expected to 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. If a conference, for example, opens on Sunday evening and closes Thursday noon, reimbursement for Sunday through Wednesday night would be allowed. If the employee chooses to arrive earlier or stay later, the additional lodging and other expenses related to this decision are personal expenses and will not be reimbursed. 3,2 If a spouse and/or other family members travel on an official trip and incurs an extra lodging charge, the employee will be responsible for the extra charge. 12 No lodging expense shall be reimbursed for meetings or conferences held in the Chicago Metropolitan Area unless prior written approval is obtained from the Village Manager. 4d For meetings and conferences held outside the Chicago Metropolitan Area, employees will receive a per diem of $50.00 to cover meals, tips, personal phone calls and all other expenses 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 a Travel Authorization Expense Report Form to be reimbursed. 12 The per diem for the day of departure and the day of return will be pro -rated based on the number of meals required away from home. The amount allowed for miscellaneous expenses for the day of departure and the day of return will be prorated when these days are less than full days away. When conference registration fees include one or more meals, the maximum allowable per diem will be decreased by the following amounts for the meals involved: $ 7.00 for breakfast; $10.00 for lunch; $19.00 for dinner and; $14.00 for miscellaneous expenses (services, personal phone calls and gratuities). 4,a When a conference or meeting is attended within the Chicago Metropolitan Area, the following expenses will be reimbursable: Transportation (Village vehicle to be used when available); Private vehicle - the per mile rate currently approved by the Internal Revenue Service. Train or bus - actual cost. Receipts required for train fare; and Tolls and parking - actual cost. Receipts required. (Valet Parking is reimbursable only when open parking is not available.) Meals (including tip) - actual cost, not to exceed: Breakfast $ 7.00; Lunch $10.00; and Dinner $19.00. Professional luncheon meetings will be reimbursed at actual cost if one price is charged all participants. Expenses not ordinarily allowed under the provisions of these regulations may be authorized by the Village Manager. Registration and tuition fees for professional and technical meetings and conferences are reimbursable. Receipts are required. Receipts are required for the following expenses in order to receive reimbursement: Commercial carrier travel cost; Gas, repairs and vehicle expense for Village Vehicles; Tolls, parking and garage charges; Lodging; Registration and tuition fees (The Village should be billed for these fees whenever possible); and Extraordinary expenses not covered by these regulations.