Village of Westville, IL Article XXXII Expense/Travel Policy

[Added 12-27-2016 by Ord. No. 16-1468]

§ 97-118 Purpose; responsibilities; payments; permitted expenses.

A. In order to best utilize the resources available to the Village, employees are expected to use sound judgment to minimize the costs of business travel. This policy includes regulations and restrictions governing travel expenses and shall apply to all Village employees. The Mayor, at his or her discretion, reserves the right to exempt an employee from the provisions hereunder.

B. The Mayor is responsible for the dissemination and administration of this policy and for monitoring travel expenses.

C. All employees who travel on Village business or for training, seminars and meetings are responsible for compliance with the requirements of this policy, and for the exercise of sound judgment in their travel expenditures. Village employees will document all expenses incurred, and will submit receipts to the Village Clerk on the first day that they return to work.

D. The Village will pay the hotel fee and training/seminar/meeting fees by credit card or check.

E. If meals are not provided for the employee at the training/seminar/meeting, the employee will utilize the Village credit card to cover meals. A gratuity limit of 15% may be added to the cost of the meal, but is included in the per-meal limit.

F. The Village provides a vehicle, when possible, and the employee will utilize the Village credit card to buy fuel and pay parking fees or pay for emergency repairs. If use of a privately owned automobile is authorized or if no government-furnished automobile is available, the employee will pay parking fees with the Village credit card or provide a receipt for reimbursement if credit cards are not accepted, and will also be reimbursed the current IRS "per mile" rate according to www.gsa.gov.

G. The Village will not pay for, nor should the employee use the Village credit card to pay for, entertainment that is not directly pertaining to or required for the training/seminar/meeting. Excursions outside of training/seminar/meeting hours will be at the expense of the employee.

§ 97-119 Reimbursement and accounting procedures.

A. Travel expenses.

(1) The employee will submit receipts for all payments made with the Village credit card. Receipts are due to the Village Clerk the first day the employee returns to work after attending training/seminars/meetings for the purpose of reconciling the credit card statement prior to the next regular meeting of the Board of Trustees.

(2) If the employee utilizes a Village vehicle, they are to travel the most direct route to and from the event and also travel no more than five miles each way, per meal, to a restaurant if a meal is not provided.

(3) If the employee furnished their own transportation:

(a) Beginning mileage is to be documented from the time the employee leaves their home if they are not to report to work first, or from the Village if they first reported to work and left at a later time to begin travel; and

(b) Ending mileage is to be documented once the employee returns to their home if they are not to report to work until the next business day, or once they reach the Village upon their return; and

(c) If an employee deviates for personal reasons from travel directly to and from the training/seminar/meeting or to restaurants no more than five miles, each way, from the event for meals that are not provided, that mileage should be noted and deducted from the total miles submitted for reimbursement.

B. Meal expenses.

(1) The Village policy will pay for or reimburse the employee for meals that are not provided with the training/seminar/meeting, limited to the following amount per meal, per day, including tip:

[Amended 8-17-2022 by Ord. No. 22-1504]

(a) Breakfast: $15.

(b) Lunch: $20.

(c) Dinner: $35.

(2) Incidentals, such as beverages or snacks between meals, are the responsibility of the employee. The per-diem is a per-meal limit and limits cannot be combined into a daily limit. If the employee surpasses the limit for any given meal, the difference for any and all meals that surpass the per-meal limit will be deducted from the employee's next regular paycheck.

C. Receipts will be required for all expenses and shall be turned in to the Village Clerk upon return from the training/seminar/meeting the next day the employee works. If receipts are not turned in to the Village Clerk, the amount of the charge or fee will be deducted from the employee's next regular paycheck.