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Home My WebLink About#5082 Reimbursement RESOLUTION NO. 5082 A RESOLUTION REGULATING REIMBURSEMENT OF TRAVEL, MEAL, AND LODGING EXPENSES OF PUBLIC OFFICIALS AND EMPLOYEES RELATING TO OFFICIAL BUSINESS OF THE CITY OF CANTON. WHEREAS, the City of Canton ("the City") so as to advance training, education and professionalism of its public officials and employees, authorizes travel to certain national, state, regional or local seminars, conferences, and conventions; and, WHEREAS, in addition to the above, the City also authorizes travel, on occasion, during the normal course of official business or to promote the City, and, WHEREAS, it is not the City's intention to expect an individual official or employee conducting official City business to incur personal out-of-pocket expenses without reimbursements; and WHEREAS, decisions regarding travel related expenses are made through the budget process; and, WHEREAS, the City has in place certain regulations that allow for the reimbursement of travel related expenses to officials and employees and desires to amend those regulations; and WHEREAS, in accordance with the recently enacted "Local Government Travel Expense Control Act," 50 ILCS 150/1 et seq., the City is required, by ordinance or resolution, to regulate the reimbursement of travel, meal and lodging expenses of officials and employees relating to such official business of the City; and WHEREAS,the Finance Committee of the City of Canton has determined that it is in the best interest of the citizens of Canton to regulate the reimbursement of expenses to public officials and employees in accordance with state law; and WHEREAS, the City Council of the City of Canton has made a similar determination. NOW, THEREFORE, BE IT RESOLVED BY the Mayor and the City Council of the City of Canton, Illinois, as follows: SECTION ONE: TYPES OF ALLOWABLE EXPENSES. The Council may approve the reimbursement of travel, meals, and lodging expenses of its officials and employees relating to the City's official business, which shall include expenses incurred in the normal course of official City business as well as attendance and participation at national, regional, state and local conferences, seminars, workshops and meetings designed to further training, education, development, legislation, govemanace, administration and other municipally related matters. Pre-approval for all such expenses is required and shall be conditioned on the financial ability of the City in accordance with the budget for the fiscal year. If approval is sought for expenses pursuant to Section Four and Section Two (d), based upon emergency or other extraordinary circumstances, pre-approval is not required. Any emergency expense incurred, expense incurred exceeding the maximum allowable expenses, or expense exceeding any pre-approved amount must be approved by roll call vote at the next open meeting of the City as soon thereafter as practicable. SECTION TWO: MAXIMUM ALLOWABLE EXPENSES. Reimbursement for travel, meal and lodging expenses shall be subject to the following maximum allowable limitations and other regulations: (a) Transportation. a. City Vehicles. City vehicles are to be used for travel whenever available and feasible. If any expenses are incurred which are related to the use of City vehicles, receipts are required in order to receive reimbursement. Gasoline, repairs, tolls, parking and garage charges attributable to the use of City vehicles are reimbursable. b. Personal Vehicles. When pre-approved by the Council and/or Mayor and/or Administration, personal vehicles may be used for official business travel. Reimbursement of travel expenses relating to the use of personal vehicles shall not exceed the Internal Revenue Service ("IRS") Standard Mileage Rate for Business in effect at the time of travel. The IRS mileage rate is intended to cover the following expenses: gasoline, normal wear and tear on the vehicle, insurance, and any vehicle damage. In the case of a vehicle accident, the employee's insurance policy will be considered to be the primary insurance coverage. When travel exceeds 150 miles one way, the City will reimburse for gasoline, not mileage. Tolls, parking and garage charges attributable to the use of personal vehicles are reimbursable. c. Rental Vehicles. Under certain circumstances, the use of rental vehicles may be more economical. Pre-approval of a rental vehicle by the Council and/or Mayor and/or Administration is required. Whenever a vehicle is rented by an official or employee, the optional collision, liability and medical insurance offered by the car rental company shall be purchased. The cost of the additional insurance shall be included as a travel expense subject to reimbursement. Gasoline, tolls, parking and garage charges attributable to the use of rental vehicles are reimbursable. The maximum allowable reimbursement for rental vehicle expenses under this section shall be the standard rate for a full size vehicle. d. Airfare. When pre-approved by the Council and/or Mayor and/or Administration, travel expenses relating to airfare is limited to "coach" or "economy" fares. When applicable, reduced rate travel arrangements offered in conjunction with a conference shall be made. Travel to and from airports may be made by bus, limousine, taxi, or personal vehicle. in order to secure the most economical rate available, arrangements should be made through the Mayor or Administrator and his/her designee, and as far in advance as possible. The maximum allowable reimbursement for airfare expenses under this section shall be the price for a "coach" or"economy"nonstop flight. e. Meals and Incidentals. Meal and incidental expenses shall not exceed the per diem amounts of$40 a day. This represents $15 for lunch and $25 for dinner. These may be reduced due to meals provided by registration costs. Incidentals include, but are not limited to, tips and coat check. The City under no circumstances will reimburse for alcohol. 1. Lodging. Lodging expenses incurred in connection with activities authorized by the Council and/or Mayor and/or Administration when travel requires an overnight stay are subject to the following requirements. Government or group rates must be used when available. If lodging is in connection with a conference or organized activity, lodging expenses must not exceed the maximum group rate published by the conference or activity sponsor if such rate is available at the time of booking. The maximum allowable reimbursement for lodging expenses under this section shall be the amount equal to the conference rate or $250 per night if no conference rate is available. g. Emergency Expenses. The foregoing expense limitations may be exceeded because of emergency or other extraordinary circumstances. SECTION THREE: DOCUMENTATION OF EXPENSES. Reimbursement of travel, meal and lodging expenses must be approved by submission of a written cost estimate, or by the submission of receipts for travel, meal, and lodging expenses actually incurred. All such submissions must utilize the City's form attached hereto as Exhibit A. The form must be submitted to the Mayor or Administrator or his/her designee. SECTION FOUR: APPROVAL OF EXPENSES EXCEEDING MAXIMUMS. Expenses for travel, meals, and lodging of any official or employee that exceed the maximums allowed under these regulations may only be approved by roll call vote at an open meeting of the Council. SECTION FIVE: ENTERTAINMENT EXPENSES. In accordance with Section 25 of the Local Government Travel Expense Control Act, entertainment expenses shall not be reimbursed. Entertainment expenses include, but are not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event. SECTION SIX: If any section, paragraph or provision of this Resolution shall be held to be invalid or unenforceable for any reason, the invalidity or unenforceability of such section, paragraph or provision shall not affect any of the remaining provision of this Resolution. SECTION SEVEN: All prior Resolutions and Ordinances, policies, rules or regulations, in conflict or inconsistent here with, are expressly repealed only to the extent of such conflict or inconsistency. SECTION EIGHT: This Resolution shall be in effect immediately following its passage and approval. AYES: Aldermen Ryan Mayhew,Tad Putrich, Craig West, Angela Hale, John Lovell NAYS: Aldermen Gerald Ellis ABSENT: Alderman Justin Nelson PASSED: -7 , 2017 APPROVED: .3 7 , 2017 CJ Mayor Jef3 eeyy?i Fritz ATT' �� t i. a .• —.ick, City Clerk CERTIFICATION I, the undersigned, do hereby certify that I am the City Clerk of the City of Canton, Illinois, and that the foregoing is a true, complete and exact copy of Resolution No. 5082 , approved on March , 2017, as the same appea . . official records of the City of Canton. / 1 Dana Pavley-Rock, City Clerk