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Home My WebLink AboutRESOLUTION - 6-89 - 2/14/1989 - PERSONNEL RULES & REGS AMENDED RESOLUTION NO. 6-89 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: 5 NAYS: 0 ABSENT: I PASSED this 14th day of February , 1989. APPROVED this 14th day of February , 1989. Charles J. Zettek Village President ATTEST: Patricia S. Smith Village Clerk TRAVEL REGULATIONS - VILLAGE OF ELK GROVE VILLAGE I . GENERAL The purpose of this regulation is to set forth the policies governing travel e:cpenses 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. This regulation is applicable for all travel expenses incurred on behalf of the Village bv employees , elected officials , and Board of 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 Chicaao Metropolitan Area may be authorized when the depart7lent 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 $700 . 00 . 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 econcmv is expected in incurring travel expense on behalf of the Village of Elk Grove Village . There is no objection to a spouse and/or other fami1v members traveling on an official trip , but no e:�nenses attributable to them will be reimbursed by the Village . Where this regulation does not cover the situation, the Village Manager may authorize exceptions . 1 . 2 A travel advance , in an amount not to exceed the budgeted provision for the trip, mav be secured by use of the Travel Advance Form. If t�e travel advance is for a DATE: 1119189 Page conference or a training program, a descriptive brochure or announcement must accompany the travel advance request. This request must be submi�ted 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. 1 . 3 Within one week after returning from a trip, a travel expense report 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 expense report when submitted. If actual expenses exceed the travel advance , said excess ma�, be paid as soon as the expense report has been audited for compliance with the Travel Regulations , scheduled on the Accounts Pavable Warrant and approved. Expense reports not filed in a timely manner may result in advances being deducted from employee ' s paycheck. II . TRANSPORTATION 2 . 1 Commercial carrier fares shall be limited to "coach" or "economy" fares when such services are available . Travel to and 1rom 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 bUled directly to the Village . Receipts � _or Transportation costs are required. 2 . 2 It is preferred that Village cars , if available , be used for travel when distances , time recuirements or other justification warrants it. Prior approval must be obtained from the Department Head. Gasoline , remaifs and other expenses attributable to the vehicle a.re reimbursable and paid receipts Tnust be submitted . Tolls , parking and garage charges are also reimbursable , but car,� should be exercised to select a parking facilitv that charges economical rates . Receipts must be submitted for reimbursement. 2 . 3 Private vehicles may be used for travel on Villaae business when authorized bv the Department HeaL 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 Date : 1/19/89 Page 2 b. the cost or 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 vehi.cle. 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 dav, unless the employee is utilizing , holidav or vacation time . In such- instances , no reimbursement will b� made for any lodging, meals or other expense incurred enroute , except as allowed in Section 2 . 3 above . LODGING 3 . 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 Sundav throuah Wednesday night would be allowed. If the traveler chooses to arrive earlier or stav 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, reimbursement s�all be limited to the single rate for the room occupied. In the absence of accounting on the travel expense report , the Finance Director will determine the single room rate and deduct the difference between the rates on the bill for lodging submitted as a receipt . 3 . 3 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. Date : 1119189 Paae IV. 14EALS AND MISCELLANEOUS EXPENSES 4 . 1 For meetings and conferences held outside the Chicaao Metropolitan Area , employees will receive a per diem of $35 . 00 to cover meals , tips , personal phone calls and all other expenses at the destination. No receipts are required to support expenditure of this money. 4 . 2 The Der them for the dav of deoarture and the dav o4: return will be pro-rated based on the number of meals required away from home. When conference registration fees include one or ricr!� meals , the maximum allowable per them will be decreased b the following amounts for the meals involved; $5 . 00 for breakfast $8 . 00 for lunch $18 .00 for dinner and $4 . 00 for miscellaneous expenses ( services and gratuities 4 . 4 When a conference or meeting is attended within the Chicago Metropolitan Area, the following expenses will be reimbursable: Transportation (Village car to be used when available) ; the per mile rate currently approved Private vehicle- bq the Internal Revenue Service . Train or bus - actual cost; Tolls and parking actual cost. ReceiDts r,=?quired. Meals ( including tip) actual cost , not to exceed : Breakfast - $5- 00 Lunch $8 . 00 Dinner 518 . 00 Professional luncheon meetings will he reimbursed at actual cost if one price is charged all participantr, . Date: 1119189 Expenses not ordinarily allowed under the provisions of these regulations may be authorized by the Village Manager. V. REGISTRATION FEES Registration and tuition fees for professional and technical meetings and conferences are reimbursable . Receipts are required. VI . REQUIRED RECEIPTS Receipts are required for the following expenses in order to receive reimbursement: Commercial carrier travel cost Gas, repairs and vehicle expense Tolls , parking and garage charges Lodging Registration and tuition fees Extraordinary expenses not covered by these regulations . October 9 , 1979 REVISED : February 26 , 1985 DATE: 1119189 Page