A.
Group life insurance. McLean County provides term life insurance
protection in the amount of $5,000, with accidental death and dismemberment
provisions in an additional amount of $5,000 to eligible employees
and officials. The County Administrator and the Finance Committee
will be responsible for advising the County Board on the program and
necessary in-house administration. The County Administrator will,
in addition, promote the program and provide information to those
eligible.
B.
Group health insurance. McLean County provides health and major medical
insurance to eligible employees and officials. The County Administrator
and the Finance Committee will be responsible for advising the County
Board on the program and necessary in-house administration. The County
Administrator will, in addition, promote the benefits and provide
information and assistance to those eligible. At time of initial sign-up,
the employee may elect to purchase health and major medical coverage
for spouse and dependents. This payment will be made by payroll deduction.
Enrollment of dependents after the initial sign-up period of 30 days
has passed requires proof of insurability.
C.
Eligibility date. Any eligible employee may enroll on the first day
of employment.
D.
Employee booklet. A booklet describing the coverage of the group
insurance program may be obtained from the County Administrator's
Office.
E.
Waiver. An employee who waives participation at the first enrollment
opportunity and later wishes to participate shall provide evidence
of insurability.
F.
Exception. In the event an employee of McLean County suffers a death
due to the employee's work for McLean County and the employee's spouse
and/or dependents are receiving workers' compensation death benefits
from McLean County, the spouse and/or dependents shall qualify for
the "employee" rate, or "employee plus children" rate if the employee
has dependent children, for County insurance coverage for three years
after the date of the employee's death, as long as the spouse and/or
dependents were covered by County insurance coverage at the time of
the death.
[Added 12-17-2019]
In accordance with Article 7 of the Illinois Pension Code (40
ILCS 5/7-101 et seq.), McLean County is required to provide a pension
program, a long- and short-term disability program, a death benefit
and survivor's pension to eligible employees and officials through
the IMRF. The Treasurer of McLean County is the authorizing agent
for the fund for McLean County employees and officials. All eligible
McLean County employees, with the exception of elected officials,
are required by law to participate in this program. Eligible employees
are defined as those who work in excess of 1,000 hours annually.
In addition to the IMRF, eligible employees and officials are
provided coverage under the federal social security system. The Treasurer's
Office, with the County Administrator's Office, provides in-house
administrative support for the program. The County Administrator will
provide assistance and information to those eligible employees and
officials.
In accordance with the Illinois Compiled Statutes, eligible
McLean County employees and officials are provided coverage under
the Illinois Worker's Compensation Act. The County Administrator,
acting as safety coordinator, is responsible for advising the County
Board on the program and providing in-house administration of the
program. The County Administrator, acting as safety coordinator, and
all department heads are responsible for reducing the County's liability
under the Act.
In accordance with 820 ILCS 405/100 et seq., eligible McLean
County employees are provided unemployment insurance coverage under
the Illinois Unemployment Insurance Act. The County Administrator
is responsible for advising the County Board on the program and providing
in-house administration. The County Administrator will be responsible
for reducing costs under the Act and providing information for those
eligible employees.
The McLean County Department of Parks and Recreation currently
provides a Glasener Beach Family Fun Pass to all current and retired
McLean County employees. This pass entitles an employee or retiree
and his or her household members to free admission at COMLARA County
Park's Glasener Beach swimming area, during operating hours. The pass
shall be presented by the employee, retiree or household member at
the time at which admission is charged. The employee's or retiree's
name and all household members' names shall appear on the pass when
presented. Accompanying photo identification is required. Children
under 13 years of age must be accompanied by an adult. The Glasener
Beach Family Fun Pass does not entitle nonhousehold members accompanying
an employee, retiree or household members to free or reduced admission,
nor may nonhousehold members be listed on the pass. Passes shall be
issued to current employees by the County Administrator's Office prior
to Memorial Day each year. New hires after Memorial Day and retirees
shall be provided passes upon request.
McLean County employees may take advantage of both loans and
savings offered by membership in the Bloomington Municipal Employees
Credit Union. An annual Christmas Club is also available. The enrollment
procedure is as indicated:
A.
Credit union. Enrollment is provided by the Payroll Clerk, Office
of the Treasurer, McLean County.
B.
Christmas Club. Enrollment is in the Credit Union Office, City of
Bloomington Building, 109 East Olive Street; or by phone at (309)
823-4265. There is also an office in the lobby of the McLean County
Law and Justice Center.
C.
All credit union payments may be made by payroll deduction.
A.
Full-time and part-time. Full-time and part-time employees are recognized
at the end of each five years of County service. Recognition is in
the form of a service emblem pin.
B.
Maintenance of records. The County Administrator is responsible for
maintaining service records and providing the department head with
the service pin for presentation to the employee on the employee's
anniversary.
Employees shall report all changes in name, address, telephone
number and marital or family status to their department head and to
the County Administrator's Office. These changes shall be sent to
the Payroll Clerk.
A.
Change of address: provide on employee change of information form.
B.
Change of family status (add or delete dependents): federal and Illinois
tax forms, beneficiary changes to IMRF and group insurance.
C.
For any such change, contact your department head. Most large departments
have the proper forms available; smaller departments must contact
the County Administrator's Office.
[Amended 9-20-2011]
A.
Purpose, applicability and authority.
(1)
Purpose. The purpose of this policy is:
(a)
To provide definitions for reimbursement of legitimate and necessary
travel/business expenses in general conformance with Internal Revenue
Service requirements.
(b)
To provide written guidelines for all County officials and employees
who incur, authorize, and/or approve travel/business expenses.
(c)
To provide procedures for the equitable and timely processing
of travel/business expense reimbursements.
(d)
To provide uniform instructions for the reporting and documentation
of travel/business expenses.
(2)
Purpose and applicability. The purpose of this policy is to establish
a uniform policy regarding the expenditure of public funds for travel/business
expenses of County employees when engaged in County business within
or outside McLean County. These provisions are applicable to all Countywide
elected officials, County Board members, appointed department heads,
and employees of McLean County, regardless of source of funds. This
section shall apply to all County funds. Each elected official and
appointed department head shall be held responsible for the execution
of this section.
(3)
Authority.
(a)
The McLean County travel/business expense reimbursement regulations
and McLean County travel/business expense reimbursement schedule are
promulgated in accordance with the statutory authority granted to
the McLean County Board and consistent with the Local Government Travel
Expense Control Act, Pub. Act 99-0604.
[Amended 2-21-2017]
(b)
The County Board, through its approval and adoption of the Annual
Budget and Appropriation Ordinance, shall be responsible for maintaining
a system for control of travel/business expenses for officials and
employees. The County Travel/Business Reimbursement Policy is issued
to provide for the efficient and economical conduct of the County's
business, both within and outside the County.
(c)
Prior authorization for all travel planned during the budget
year shall be obtained as a part of the approved budget for each department.
If appropriations are depleted from all travel line items during the
budget year, an additional appropriate sum may be added by budget
amendment or transfer for unanticipated trips, subject to County Board
approval. Transfers within the same appropriation category are allowed.
(d)
All travel outside of McLean County shall be approved by either
appointed or elected officials, as department heads, prior to beginning
travel. Said approval, when requested, shall be in writing.
B.
Terms defined.
(1)
Travel types.
(a)
One-day travel does not include an overnight stay. Eligible reimbursement shall include defined expenses for registration, mileage, tolls and business telephone calls. Meals will be eligible for reimbursement if they are a part of a formal business meeting registration or conform to regulations under Subsection E(2).
(2)
Business travel includes:
(a)
Travel to business meetings as a direct assignment or in the
direct interest of or benefit to McLean County, at which the attendance
of a County representative is considered necessary for the development,
execution, or maintenance of a course of action by the County or a
County office/department.
(b)
Travel for training where such training is required for job
performance; e.g., basic police training, property appraiser/assessment
courses, and specialized technology courses.
(c)
Travel required by County officials and/or employees to appear
before the Congress, State Legislature, other governmental bodies,
their committees or subcommittees, or any other official body or organization,
including attendance at professional conferences and/or conventions
where pending or contemplated legislation will be reviewed or discussed
which, if enacted into law, would affect the interests of McLean County.
(d)
Travel required for the planning and completion of newly approved
or ongoing capital improvement/capital construction projects; e.g.,
site visits.
(e)
Travel required to maintain or obtain financing for ongoing
or newly approved programs; e.g., capital markets financing, federal
or state grant funding.
(3)
Professional/educational travel includes:
(a)
Travel to a meeting of a professional organization or a major
division thereof at which subjects of general interest to the members
of the professional organization or major division thereof are reviewed
and discussed.
(b)
Travel to attend an institute, seminar, symposium, or lecture
series where a specific course or instruction is provided, or opinions
are gathered on a single subject or group of closely related subjects.
Included are those meetings of user groups for certain systems and
products utilized by the County.
(4)
Entertainment:
includes, but is 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 a program or event.
[Added 2-21-2017]
C.
Preparation of a travel form.
(1)
General policy guidelines.
(a)
The policy of the County is to reimburse allowable, authorized
travel/business expenses incurred in the performance of County duties,
within the budgetary constraints established by the County Board.
(b)
The County Board will annually review travel/business reimbursement
rates to conform to applicable rules of the Internal Revenue Service
and economic conditions. County officials and employees are expected
to exercise good judgment and proper regard for the expenditure of
public funds when incurring travel/business expenses. Personal items
and other non-business/non-professional-related expenses will not
be reimbursed by the County.
(c)
Any deposit, preregistration fees or any other pre-trip costs,
including nonrefundable costs imposed by discount travel vendors and
internet travel sites, that are lost or forfeited due to an alteration
in the official's or employee's plans, other than those caused by
documented emergency of work or family, shall be reimbursed to the
County.
(d)
No employee or officer of the County shall be reimbursed by
the County for any entertainment expense.
[Added 2-21-2017]
(2)
Travel and business expense documentation.
(a)
All claims for the reimbursement of travel/business expenditures
shall be submitted on a County travel expense form, which shall be
itemized in accordance with this section.
(b)
All travel expenses charged to the County procurement card shall
be reported on a County travel expense form and shall be itemized
in accordance with this policy as soon as reasonably possible after
charges are incurred.
(c)
An agenda must accompany all requests for reimbursement regarding
travel to and from and attendance at conferences, seminars, schooling
and meetings.
(d)
The purpose of the travel shall be indicated on the travel form
and shall show in the spaces provided the dates and times of travel,
the points of departure and destination, the mode of transportation
and the cost of transportation incurred.
(e)
Receipts for lodging and transportation expenses must be submitted
as documentation for travel/business expenses. If the original detailed
lodging and transportation bills are not available, other credible
documentation is required.
(f)
For business one-day travel, itemized receipts are required
as documentation for meal expenses.
(g)
Gratuities, other than tips for meals, must be identified on
the specific reimbursement line on the County travel expense form.
(h)
Original receipts are required for each miscellaneous item.
[Amended 2-21-2017]
(i)
Miscellaneous items must be identified on the specific reimbursement
line on the County travel expense form.
(j)
Individuals submitting travel forms are personally responsible
for accuracy and propriety. Any misrepresentation shall be grounds
for disciplinary action and possible legal action.
(3)
Approval and submission of travel forms.
(a)
The completed travel expense form shall be first approved by
the elected official/department head, who shall review the expenses
and attached receipts and approve the travel expense form by signing
the form on the appropriate signature line. The travel expense form
shall then be forwarded to the County Auditor, with a copy to be maintained
by the department.
(b)
Travel expense forms that are not prepared in accordance with
this section or not properly supported by receipts when required shall
be returned by the County Auditor to the elected official/department
head for correction.
(c)
Travel expense forms should be submitted to the County Auditor
within 60 days of the completion of travel.
(d)
Travel expense forms submitted to the County Auditor after the
deadline for payment of bills for the prior fiscal year may result
in a disallowance of reimbursement.
D.
Allowable transportation expenses.
(1)
General provisions. All travel shall be by the most direct route
and by the most economical mode of transportation available, considering
travel time, costs, and work requirements. In the event an individual,
for one's own convenience, travels by an indirect route or a less
overall economical mode of transportation, the additional travel expense
shall be borne by such individual.
(2)
Use of personal vehicle for out-of-state travel.
(a)
When the use of a privately owned vehicle is necessary or desirable,
it may be used at the reimbursement rate approved by the County Board
for determination of mileage for business expenses.
(b)
When transportation by privately owned automobile is authorized
or approved by the elected official/department head, distances between
points traveled shall be recorded on the travel form. Only those expenses
that are related to County business will be reimbursed. The employee
will be responsible for all other expenses incurred.
(c)
When the use of a commercial carrier for out-of-state travel
is an economical, feasible and practical alternative to the use of
a personal vehicle, the total mileage reimbursement for use of a personal
vehicle shall not exceed the cost of travel by commercial carrier,
including the costs of taxi or limousine transportation, inclusive
of local taxes and surcharges, to/from the terminal.
(d)
When two or more County employees travel in one privately owned
vehicle, mileage reimbursement will be made to the employee who owns
the vehicle. The names of all County employees who traveled in one
privately owned vehicle should be listed on the travel expense form.
(e)
Certain incidental expenses associated with the use of vehicles
shall be reimbursed as follows:
[1]
When driving a County-owned vehicle, the purchase of gasoline
shall be reimbursed when the employee is unable to use the County's
gasoline service pumps. An original receipt will be required.
[2]
The cost of automobile parking fees, bridge, road and tunnel
tolls shall be reimbursed. The fee for parking a vehicle at a common
carrier terminal, or other parking area, while the traveler is away
shall be allowed only if the total parking fees plus the allowable
mileage reimbursement to and from the terminal area does not exceed
the cost for use of a taxicab or limousine service to and from the
terminal.
(3)
Use of rental automobiles. The use of rented automobiles shall be
kept to a minimum. Every effort shall be made to obtain other suitable
transportation. Where circumstances require the use of a rental automobile,
the most economical vehicle available that is suitable for the conduct
of the County's business shall be obtained. In such instances, the
actual cost may be charged and a full explanation for the use of the
rental vehicle shall accompany the travel form. No reimbursement will
be made for rental on days unrelated to County business.
(4)
Commercial carrier travel.
(a)
Commercial carriers such as airlines, railroads, bus lines,
etc., are the preferred means of travel. Expense reimbursement will
consist of actual expenses paid to the respective carrier. Travel
on airlines shall ordinarily be by coach class. Every attempt will
be made to book airplane accommodations as far in advance of travel
as is possible in order to take advantage of any discount fares.
(b)
Taxicab fares are reimbursable. Receipts for fares are required
if over $10. If free van, bus, or shuttle service is available and
convenient, employees are encouraged to use this service in lieu of
taxicabs or limousines. Taxicab fares must be substantiated as to
business purpose.
(c)
Use of airport limousine service is reimbursable when there
is an economic cost benefit compared to the use of alternative transportation.
E.
Allowable living expenses.
(1)
Reimbursement for meal expenses.
(a)
Within McLean County, meals, including tips, may be reimbursed for officials and employees attending conferences and seminars if attendance at the conference or seminar is required by the department head and if the conference or seminar requires the official or employee to be away from his or her workplace or home during a meal. The same limits apply as noted in Subsection E(2)(a)[1].
(b)
Alcoholic beverages are excluded from reimbursement.
(c)
Meal tips shall be limited to 20% of the allowable meal expense
and shall only be reimbursed if included on the appropriate receipt.
[Amended 2-21-2017]
(2)
Reimbursement for meal expenses: one-day business travel:
(a)
When traveling outside McLean County, the maximum allowable
reimbursement for meals, including tips, for one-day business travel
is:
(b)
For one-day business travel, employees shall be required to
submit itemized receipts for meal expenses incurred. Charge card receipts
with totals only are not acceptable.
(c)
Partial-day reimbursement for meal expense shall be limited
to those meals that an employee could not reasonably consume at home
due to the time required to travel. Breakfast is payable when an employee
is traveling outside of McLean County prior to 6:00 a.m.; lunch is
payable when the employee is traveling to or from a location outside
of McLean County between 11:00 a.m. and 1:00 p.m.; and dinner is payable
when an employee is traveling outside of McLean County after 6:00
p.m.
(d)
Meals, including tips, will not be reimbursed if the cost of
meals for seminars or official meetings is included in the registration
fee. A copy of the agenda/meeting brochure shall be submitted with
the travel form at the time of request for reimbursement.
(e)
During a seminar or conference, if an individual cannot attend the included meal because of a conflicting related meeting, reimbursement shall not exceed the allowance specified in Subsection E(2)(a) above. An explanation of the conflict must be attached to the travel form along with itemized receipts.
(3)
Per-diem reimbursement for meal expenses: overnight travel.
(a)
Per-diem reimbursement will be paid for meal expense when travel
includes an overnight stay or is 18 or more continuous hours.
(b)
Per-diem meal reimbursement is:
[1]
For overnight travel in Illinois, except for the following counties:
Cook, Lake, McHenry, Kane, DuPage, Will: $34.
[2]
For overnight travel out-of-state and in the following counties
in Illinois: Cook, Lake, McHenry, Kane, DuPage, Will: $42.
[3]
Per-diem reimbursement for meal expense will be paid without
submitting itemized receipts.
[4]
Per-diem for qualifying fractions of a day shall be based upon partial-day meal expense maximums as specified in Subsection E(2)(c).
[5]
Meal allowance and per-diem may not be mixed on the same trip
or day.
(c)
Meals, including tips, will not be reimbursed if the cost of
meals for seminars or official meetings is included in the registration
fee. A copy of the agenda/meeting brochure shall be submitted with
the travel form at the time of request for reimbursement.
(4)
Overnight travel: reimbursement for lodging expenses.
(a)
Actual lodging expense shall be, when available, the "government
economy" room rate offered by a hotel. Lodging is limited to payment/reimbursement
for up to 20% over the GSA CONUS rates for hotels. Maximum lodging
rates can be obtained through a search at http://www.gsa.gov/portal/category/100120,
except that when a conference/convention is the reason for the trip,
the person shall be reimbursed at the available convention lodging
rates for such location, unless such accommodations are not available
to the person making the trip. Special considerations may apply by
obtaining advance approval from the applicable elected official or
department director and by conferring with the County Auditor.
[Amended 2-21-2017]
(b)
Itemized receipts are required to be submitted with travel forms
to support all lodging expenses claimed.
(c)
Lodging provided by a friend, relative or non-invoicing lodging
organization is not reimbursable.
(d)
For travel more than 75 miles, the number of nights for which
an employee may obtain reimbursement shall be limited to the number
of nights necessary to conduct County business. For those conferences
or meetings that begin in the morning, arrival the night before the
conference is reimbursable. For conferences which end after 6:00 p.m.,
lodging expense for that night will also be reimbursed. Employees
are encouraged to return on the final day of the conference whenever
possible.
(e)
Overnight lodging for a one-day meeting, seminar or workshop
within a seventy-five-mile radius of the County complex will not be
reimbursed except:
[1]
When documented business meetings extend beyond 8:00 p.m. Business
meetings, in this instance, include dinners, receptions or social
functions sponsored for attendees during the evening hours which are
a scheduled event and part of the agenda for the meeting, seminar
or workshop.
[2]
If weather conditions make a return trip unsafe.
(f)
Longer stays where lodging is reimbursable are permitted if
the additional stay results in significant savings in round-trip transportation
costs. The employee requesting the reimbursement for the longer stay
must document the net savings, including the lodging expense and meal
reimbursement. Lost work time should also be taken into account when
calculating the cost savings.
(g)
One personal telephone call per each day of an overnight stay
will be reimbursed on a lodging bill, telephone credit card, or prepaid
telephone calling card to a maximum of $10. Necessary business-related
telephone calls will be reimbursed on a lodging bill, telephone credit
card, or prepaid telephone calling card.
(h)
Personal items such as movie or game rentals will not be reimbursed.
In the event of an emergency, clothes cleaning and/or dry cleaning
will be reimbursed, provided written justification explaining the
nature of the emergency accompanies the reimbursement request.
(5)
Travel advance.
(a)
Employees whose travel will take them out of the County for
more than 24 hours may apply for an advance to cover the allowance
for meals and any other reasonable travel expenses, if the expenses
are expected to exceed $100. Travel advances shall not be paid out
of petty cash.
(b)
Application for a travel advance shall be submitted in writing
to the County Auditor. Every effort should be made to provide such
submissions at least 10 working days prior to the departure date.
Upon receipt, the Auditor's Office shall review and provide authorization
for payment or request clarifications as needed and upon receipt of
necessary information, provide authorization for advance to the Treasurer's
Office. Applications for a travel advance shall be accompanied by
an agenda, when applicable.
[Amended 8-21-2018]
(c)
Travel advances will be issued only when the trip is outside
McLean County and involves an overnight stay and when the Treasurer's
Office has sufficient time to reasonably provide such advance to the
employee. If insufficient time exists to provide such advance, the
Treasurer's Office will immediately notify the employee and the department
head of the employee's agency.
[Amended 8-21-2018]
(d)
If travel expense reimbursement forms are not received within
60 days after completion of travel, then the full amount of the travel
advance must be paid back to the County. Future advances will not
be granted unless all previous advances have either been appropriately
documented by expense form or repaid.
F.
Local business expense reimbursement.
(1)
The cost of hosting a meeting related to County business shall be
reimbursable, provided such expenses are reasonable, documented, and
within the budgeted appropriation.
(2)
All local business expenses shall be itemized and fully documented
to include the actual County business transacted, the individuals
in attendance and their respective business affiliations.
(3)
The actual cost of meals for County employees and other persons in
attendance shall be reimbursed.
(4)
A meeting consisting solely of two or more County employees dining
together and discussing County business will not constitute a reimbursable
business meal expense.
G.
Reimbursement of miscellaneous expenses.
(1)
Under miscellaneous expenses, the County may reimburse the following
items:
(a)
Business telephone calls.
(b)
Public transit (if used instead of taxicab or hotel transportation).
(c)
Parking fees.
(d)
Storage of baggage.
(e)
Rental of meeting room or dining room for official business
of McLean County (only when appropriate).
(f)
Tips for parking attendants and baggage handling.
(g)
One personal call per overnight stay, with a maximum reimbursement
of $10, will be allowed.
(2)
A receipt shall accompany any individual, miscellaneous expense over
$10.
(3)
Housekeeping tips are not an allowable expense.
H.
Use of County procurement card for travel and business expense.
(1)
The County procurement card may be used to pay for air fares, lodging,
car rental, ground transportation, registration and other reimbursable
business expenses, not including travel-related meals.
(2)
The County procurement card may be used to book travel reservations
through discount internet sites and hotel internet sites. An employee
who uses the County procurement card to book travel reservations through
discount internet sites and hotel internet sites assumes full risk
if the reservation needs to be cancelled or modified and additional
charges are incurred. The employee's travel and business expenses
are eligible for reimbursement pursuant to the County's Travel and
Business Expense Reimbursement Policy.
(3)
If an employee elects to use a discount internet site or hotel site
to make a travel reservation using the County procurement card and
incurs any unreimbursable costs for any reason, including failure
to abide by the internet site's terms and conditions, the employee
will be personally responsible for reimbursing the County the full
amount of the additional charges and agrees that the County will use
all means at its disposal to recover said additional charges.
I.
Appropriate budget line items for travel expenses: The following
line items are to be used for the charging of travel expenses. The
proper account shall be used for travel-related expenses, based on
the descriptions below:
(1)
718.0001 Schooling and conference: the line-item appropriation for
lodging expense, travel expense, meal reimbursement expense incurred
in attending schooling and conferences. Reimbursement shall not exceed
the amounts and rates set forth in the applicable policies of the
County Board.
(2)
760.0002 Non-travel business meal expense: business meal expense
incurred within McLean County not involving business travel.
(3)
793.0001 Travel expense: the amount appropriated to each respective
department for use in defraying the expense of travel, including mileage
reimbursement, incurred on official County business only. This is
exclusive of schooling and conference. Reimbursement shall not exceed
the amounts and rates set forth in the applicable policies of the
County Board.
J.
State and federal laws and regulations.
(1)
Provisions of this policy shall not apply when in contradiction to
state or federal law and regulations as determined by the State's
Attorney.
(2)
Consistent with the Internal Revenue Service regulations, travel
expense reimbursements or advances shall be included as "wages, tips
or other compensation" on all W-2s for the year unless an "adequate
accounting" is made to the County.
(3)
It is in the interest of the County and its employees/officers to
have a business travel expense policy requiring adequate accounting
within Internal Revenue Service guidelines.
K.
Misuse of McLean County travel policy. Any misrepresentation or misuse
of this policy may be grounds for disciplinary action and/or criminal
or civil liability. Suspected misrepresentations or misuses shall
be reported to the County Administrator for review and referral to
the appropriate oversight committee and/or the State's Attorney.
