HomeMy WebLinkAboutRESOLUTION - 16-85 - 2/26/1985 - PERSONNEL RULES & REGS AMENDEDRESOLUTION NO. 16-85
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: 6
NAYS: 0
ABSENT: 0
PASSED
this
26th
day
of
February
1985.
APPROVED
this
26th
day
of
February
1985.
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 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. This regulation is applicable for all
travel expenses incurred on behalf of the Village by
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 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
$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 economy 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 family
members traveling on an official trip, but no expenses
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, may be secured by use of the
Travel Advance Form. If the travel advance is for a
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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..
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 may
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 from train stations and airports may be by bus,
limousine, taxi, or private vehicle (_`or 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.
2.3 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. 20.50 per mile plus tolls, parking and garage
charges, or
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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
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 dav, unless the employee is utilizing
holiday or vacation time. In such instances, no
reimbursement will be made for anv 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 through
Wednesday night would be allowed. If the traveler 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, reimbursement shall 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.
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IV. MEALS AND MISCELLANEOUS EXPENSES
4.1 For meetings and conferences held outside the Chicago
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 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.
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;
$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);
Private vehicle -20.50 per mile, when authorized;
Train or bus - actual cost;
Tolls and parking - actual cost. Receipts required.
Meals (including tip) - actual cost, not to exceed:
Breakfast - $5.00
Lunch - $8.00
Dinner - $18.00
Professional luncheon meetings will be reimbursed at
actual cost if one price is charged all participants.
Date 03/01/85 Page 4
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
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