[HISTORY: Adopted by the President and Board of Trustees of the Village of Sidney as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Ethics — See Ch. 19.
Sexual harassment policy — See Ch. 74.
[Adopted 2-6-2017 by Ord. No. 2017-02]
The purpose of this article is to establish a policy for the Village of Sidney to regulate the reimbursement of employees and officials for travel expenses.
This article shall be interpreted to be consistent with the Local Government Travel Expense Control Act, 50 ILCS 150.
As used in this article, the following terms shall have the meanings indicated:
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 the program or event.
TRAVEL EXPENSE
Any expenditure directly incident to official travel by employees and officers of the Village or direct payment to private agencies providing transportation or related services.
Travel, meal, and lodging expenses will only be allowed for official business of the Village which is necessary to the functioning or improvement of the Village. Official business includes: education conferences related to the duties of the employee or officer of the Village; site visits to current or potential vendors of the Village; or out-of-town meetings related to the official duties of the employee or officer of the Village.
No entertainment expenses incurred by any employee or official may be reimbursed.
Unless otherwise excepted herein, the maximum allowable reimbursement for an employee or officer of the Village shall be those rates set by the federal travel regulation and maintained by the United States General Services Administration for travel per diem, meals, and incidental expense in effect at the time the expense was incurred.
A. 
The Board of Trustees must approve the following reimbursements for travel expenses, including meals, transportation and/or lodging, by a roll call vote at an open meeting of the Board of Trustees:
(1) 
Any expense of any officer or employee that exceeds the maximum permitted under § 62-6 above.
(2) 
Any expense of any member of the corporate authorities of the Village.
(3) 
The cost of travel, including the automobile expense allowed by the IRS for business travel, rental car, airplane, ride share, cab, private car, train and/or bus. In the event that there is a choice of class, only coach or economy class or similar shall be approved. Any upgrades to the equivalent of first and/or business class may only be done at the additional expense of the traveler.
(4) 
The cost of lodging, which shall be reasonable and customary for the location and time of the area where the traveler is staying.
(5) 
The customary cost of conference fees, class fees, supplies, books, software, and computer materials for educational purposes is allowed.
B. 
The Board President or his/her designee shall be authorized to approve such travel without preapproval of the Board so long as the total cost of reimbursement is less than $500.
Before any reimbursement for travel, meals or lodging may be approved pursuant to § 62-7 above, a standardized form for submission of such expenses shall first be submitted to the Board of Trustees. This form shall include, at a minimum, the name and title of the requestor, a cost estimate of expenses not yet incurred or a receipt if expenses have been incurred, and the date or dates and the nature of the official business wherein the expenses were or will be incurred.
[Salaries for Village officers and employees are set from time to time by ordinance. Current salary information is available in the Village offices.]