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Home My WebLink AboutRESOLUTION - 81-74 - 10/1/1974 - ADOPT TRAVEL REGULATIONS RESOLUTION NO. 81-74 A RESOLUTION ADOPTING TRAVEL REGULATIONS AS PART OF THE EMPLOYEE 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 l : That the President and Board of Trustees do hereby adopt Travel Regulations as part of the Employee Rules and Regulations, said irules and regulations to become effective October 1 , 1974• Section 2: That this resolution shall be in full force and effect from and after its passage and approval according to law. PASSED this Ist day of October 1974. APPROVED this 1st _day of/ October 1974. Village Pesic�e t ATTEST: Village Clerk TABLE GF CC i'l."•:"l'S I GENERAL 1.1 Lrtroductorg 1.2 Travel Advance 1.3 Trawl Fxpcnse Report II TRi,I;S!'0Ti'llTIDV 2.1 Coriorcial Carrier 2.2. Village Cars 2.3 Private Cara III LoDgING 3.1 Introductory 3.2 .Spouse's Lodging IV I;.'3A,LS l?.TD 1','ISCrL,T�i;; OU^ E";X .73ES 4.1 Per Diem Allo%,arcus 4.2 Pro-rated Per Diva Allc:rancc 4.3 Meals I22c.7uded in R.•aistration Fees 4.4 i-Iiscellanc,ou, lixnersc 4.5 COT)CrOnCe.> and d:eotincls in the Chicago Iletzopolitan Area V REGISTRATIO:: ITIS 5.1 Rcilobursom nt VI RFQ;i)72F,D R,' FIPTS 1.1 The purpose of this regulation is nzimarily to set: forth 1he poNvAs governing travel uxIonses and to describe certain proccAral mattein conceyWry travel authorization, docuountation and accounting . The villagu's objectives are to allow travel arrangcmeMs that (1) conserve funds, (2) provide uniform treaLr2nt and (3) alla; 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 and Commission members. Decisions as to Which trios are Authorized are made through the budget for:nvla Lion process but, in general, no 1,702e, than one national and one state conference outsiSe the Chicago area any be authorized for any dapartwmnt head in any fiscal year and, in each case, must be approved in advance. The Village Nanager small app-owe. all travel requests and advance of funds estimated to cosi: $500.00 or less. The Village Board shall approve all travel requests in encess of $500.00 Attendann, at various local proftsvioral and technical conferences and meetings are authorized as funds and duty cond-;tions pon.ilt. Good judgment and a }:roper regard for econo:wj is expected in incurring travel ex.ponso on behalf of the Village, of Elk Grove Village. There is no objection to a spouac andlor other family members traveling on an official trip, but no expenses attributable to thom MUM reimburnod by the viljaqc, L71eze this rcyuJaLion do_--- not cover the situation, the Villages Harlayer Mau authoriso exceptions. 1.2 A travoJ advanc,, in an amoant 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 confcrrn= or a training prograrr, a descOrtive brochu:e or announcenant must accompany tha travel ad=ce requant. This advance must be presonted no later than two reeks prior to departure iu order that it may be placed on the Accounts Payable Uarrant for approval. Such advance will be in the form of a disbu,scuent check. 1.3 within one week after returning from a trip, a travel expelr;e report roust be forwarded to the Finance Departncnt along with any ums_ed portion of the travel advance. Required receipts (see Section VI) must be attacked to Lw travel expense report: when ,:uhf i tted. If actual expanses extend the travel advance, said excess will be paid as soon as the expense report has been audited, scheduled on the Accounts Payable Warrant and approved. SI TRAY,SPORT. 'Q`: 2.I Commercial carrier fares shall ne limited to "coach" or "ecornor:y" fares when such services are available. Travel to and from train stations and airports may be by bus, Amousine or taxi , whichever .it less cost1p. Normally travel arrange- ments are made through a local travel agency and billed directly to the Cillaye. Receipts for transportation costs are r�.•mti rrd. 2.2 Village cr,.:,> may be tr;cd for travel when distances, timo requiraKerts or other justificaKon warrants it.. Prior approval na�st be obtai.nod from the Village Manager. Gasoline, repaizs and other ex_umses attributable to the vehicle are reimbursable and paid receipts rrr_:t be submitted. Tolls, parking and garage charges aru also reinwursable, but care should be exercised to select a parking facility that charges economic& rates. Receipts must be submitted for rci.mbu_s:ement. 2.3 Private cars nay be used for travel on Village business i✓hen authorized by the Village Manager. Reimbursement shall be at the rate of 150 per mile, plus tolls. f^hen use oar.` a private car is authorized for a trip, reimburse- ment shall be limited to the fare for air travel provided for under 2.1 above and no rei.mburse2;:::rt will be made for any hotel , meal or other expense incurred enroute or for parking charges at the destination. 67hen tn'o or more people travel in the Salde private car, reimburse.^^nt shall be paid to the owner of the car and the others shall be reimbursed for their direct expanses enroutc. Mileage deterinations will be set according to the Rand-KcNally Rend Atlas and the Illinois j i Official Highway flap and be computed from home to destination or 901 fPelZington Acer.::e to destination, whichever is lesser. zrI rnrc,.r�•c 3.1 hotel or motel res-ovations are expected to be mad- well in advance whcnover possible to en-,uro that lodging is secured at modernho rates. Recaints for lodging are L-'T'irc.d. Rcimbur;:cn;.�nt of lodging shall he limited to the minimum numl:r-r of nights .r('yuired to conduct: the assigned village busiresx. Tf a conference, for example, opens on Sunday evening and closes Thursday noon, reimbursement for Sunday through Wednesd.ey night could be allowed. If the traveler chooses to arrive earlier or stau later, the additional lodging and other expenses related to this decision are personal expenses. Two people attending the same conference shall oocuyg the same room. 3.2 If a sponse Lnd/or othc-r fsni.Zy r.;enrdx'rs travel on an official trip, reir:bursencnt 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 dsduct the difference between the raises on the hotel or motel bill su5nittod as a receipt. No lodging exp:nrc shall be reimbursed for neetinigs or conferences held in the Chicago Vetropolitan Area. IV f4Ei1.TS R!dU FIISC'i L.r,SNl'C?'T.S EYP7;.'�S4£S 4.1 For conferences hold outsi3e the. Chicago Metropolitan Ivrea, the actual cost of noalr will be reimbursed up to a r.:aximum of $13.00 par day. Receipts are required. 4.2 T!:_. rei:ubursaMent for moals for the day of dcp.rture and the day of return i.-ill he pro-rated based cn the number of meals required away from home. 4.3 tihen conference registration fees include one or more meals, the maximum allowable: per day for moals will be decreased iy th.? foilo:eing anvunts for tho ..w2l.s involved: $2.50 fur bro,:hOst, $.3.,50 for .lynch, and $7.00 for dirner. 4.4 The rcim?,ursom, nt for .71anoous such ass baggage teleplicni, c-271s, haircuts, s lo j pLr.,:o,,w0 tr I Ics nonspnoers, laca!2q and travel at the destination, 1,'111 b^ $2.00 J)"r day. 4.5 Uher. a confercnc,, or meeting in attenjed within the Chicago Netronolitan Area, the folioWng exponsps will be reimbursEble.- Tranr.j.,orta'L5-,n (Village cars to ba used ;-,-hen available) Private cars 150 per mile, ::'hon authx).-Izod. Train or bus actual cost. Receipts required. Tolls and parking - actual cost. Receipts required. Meals - receipts .squired - actual cost, not to exceed: Breakfast $2.50 Lunch 13.50 Dinpor $7.00 Expensc,.-5 not ordinarily alloyed under the provisions of these regulations may be authorized by the Village Manager. V RFGI-S'TRA91,70N P2R!S 5.1 Registration and tuition fees for professional and technical meetings and conferences are Receipts are reqVircd. VI I'll OPTPED )?TC"-Tlj"-s Receipts are required for the following ezpensos in order to receive reimbuxsumcnL: commercial earner travel cost WAS G,s, repairs anq vchlclo rxponnes