HomeMy WebLinkAbout#4139 Adopting An Expense Reimbursement Policy for the City fo Canton CERTIFICATE
THE UNDERSIGNED CERTIFIES THAT SHE IS THE CITY CLERK FOR THE CITY OF
CANTON,ILLINOIS,AND THAT THE CITY COUNCIL AT A REGULARLY CONSTITUTED
MEETING OF SAID CITY COUNCIL OF THE CITY OF CANTON ON THE 10 DAY OF
APRIL,2019 ADOPTED ORDINANCE NO.4139 A TRUE AND CORRECT COPY OF WHICH
IS CONTAINED IN THIS PAMPHLET.
GIVEN UNDER MY HAND AND SEAL THIS 10 DAY OF APRIL,2019.
(SEAL)
D A PAVLEY-ROCK
CITY CLERK
CITY OF CANTON
ORDINANCE NO 4139
AN ORDINANCE ADOPTING AN EXPENSE REIMBURSEMENT POLICY FOR THE CITY
OF CANTON, ILLINOIS
PASSED BY THE CITY COUNCIL OF THE CITY OF CANTON THE 16TH DAY OF APRIL,
2019
PUBLISHED IN PAMPHLET FORM BY AUTHORITY OF THE CITY COUNCIL OF THE
CITY OF CANTON, FULTON COUNTY, ILLINOIS, THIS 16TH DAY OF APRIL, 2019
EFFECTIVE: APRIL 16, 2019
ORDINANCE NUMBER: 4139
AN ORDINANCE ADOPTING AN EXPENSE REIMBURSEMENT POLICY
FOR CITY OF CANTON,ILLINOIS
WHEREAS, the Illinois General Assembly enacted Public Act 100-1094, adding a new
section titled Reimbursement of Employee Expenses to the Illinois Wage Payment and
Collection Act(820 ILCS 115/9.5), which became effective on January 1, 2019;
WHEREAS, pursuant to the Act, all employers are required to reimburse employees for
all necessary expenditures or losses incurred by the employee within the employee's scope of
employment and directly related to services performed for the employer;
WHEREAS, all prior existing expense reimbursement policies of the City of Canton
shall be superseded by the Expense Reimbursement Policy adopted by this Ordinance;
WHEREAS, this Ordinance Adopting an Expense Reimbursement Policy shall guide the
reimbursement for travel, meals and lodging expenses by any municipal official or employee;
and
WHEREAS, should any section or provision of this Ordinance or the adopted Expense
Reimbursement Policy be declared to be invalid, that decision shall not affect the validity of this
Ordinance or adopted Expense Reimbursement Policy as a whole or any part thereof, other than
the part so declared to be invalid.
NOW, THEREFORE, be it ordained by the corporate authorities of the City of Canton
the following:
Section 1. The Expense Reimbursement Policy, included as Exhibit A to this Ordinance,
is hereby adopted.
Section 2. This Ordinance shall be in full force and effect on April 16,2019.
Passed by the City Council of the City of Canton, Fulton County, Illinois, at a regular
meeting this 16 day of April, 2019 upon a roll call vote as follows:
AYES: Aldermen Quin Mayhew, Angela Lingenfelter, Tad Putrich, Angela Hale, Craig
West, John Lovell, Justin Nelson, Ryan Mayhew
NAYS: None
ABSENT: None
APPROVED: VKnn
tl
Mayor
AT TES
City Clerk
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EXPENSE REIMBURSEMENT POLICY FOR CITY OF CANTON*
It is a policy of the City of Canton (hereinafter "City") to reimburse employees for all
necessary expenditures or losses incurred by the employee within the employee's scope of
employment and directly related to services performed for City. City is not responsible for
losses due to an employee's own negligence, losses due to normal wear or losses due to theft
unless the theft was a result of City's negligence.
This policy was drafted using the Illinois Wage Payment and Collection Act (820 ILCS
115/9.5), effective January 1, 2019.
L DEFINITIONS
"Employee" means an employee, officer or official of City.
Municipal officers and officials may be subject to additional conditions or restrictions for
reimbursement of expenses related to their specific offices and other state statutes or local
ordinances.
"Necessary expenditures"means all reasonable expenditures or losses required of the employee
in the discharge of employment duties and that inure to the primary benefit of City, subject to the
provisions of this Policy.
u GUIDELINES FOR NECESSARY EXPENDITURES
Authorized expenditures include cell phone expenses, lap top, tablet, mileage, tools, equipment,
Internet, meals, registration fees, training expenses, tolls and parking fees.
Unauthorized expenditures include home Internet service, personal cell phone expenses, mileage
incurred on personal vehicles, alcoholic beverages and entertainment expenses.
Any expenditure that is not requested and approved prior to purchase is deemed an unauthorized
expenditure and may not be reimbursed.
Reimbursement of travel, meal or lodging expenses incurred by an employee is guided by
Resolution Number 3991 involving the City of Canton Purchasing Policy adopted February 21,
2012 and amended June 19, 2012 and the provisions related to Travel Expenses as found in said
June 19, 2012 Purchasing Policy, pursuant to the Local Government Travel Expense Control Act
(50 ILCS 150/1, et. seq.). This Expense Reimbursement Policy supersedes and replace are terms
of the June 19, 2012 Purchasing Policy,with the exception of the Travel Expenses provision.
HL PRE-APPROVAL FOR AUTHORIZED EXPENDITURES
An employee shall submit a written request to purchase any of the above authorized expenditures
at least three business days in advance of incurring the expense on the"Expense Reimbursement
Form" (attached). Following approval of the expense, the employee will be reimbursed as
provided in the following section. If the expense is not approved following a written request, the
employee will not be entitled to reimbursement.
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In the event that an expense is not pre-approved, reimbursement will be subject to the discretion
of the Mayor.
IV. REIMBURSEMENT PROCEDURE FOR AUTHORIZED EXPENDITURES
An employee shall submit an "Expense Reimbursement Form" (attached) along with appropriate
supporting documentation not later than 30 calendar days after incurring the expense. Where
supporting documentation is nonexistent, missing or lost, the employee shall submit a signed
statement regarding any such receipts.
An employee may not be entitled to reimbursement if the employee has failed to comply with
this Expense Reimbursement Policy.
The provisions of this policy shall apply only insofar as they do not conflict with any state or federal law.
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