[HISTORY: Adopted by the President and Board of Trustees
of the Village of Sidney as indicated in article histories. Amendments
noted where applicable.]
[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:
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.
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.Â
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)Â
Any expense of any officer or employee that exceeds the maximum permitted under § 62-6 above.
(2)Â
Any expense of any member of the corporate authorities of the Village.
(3)Â
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)Â
The cost of lodging, which shall be reasonable and customary for
the location and time of the area where the traveler is staying.
(5)Â
The customary cost of conference fees, class fees, supplies, books,
software, and computer materials for educational purposes is allowed.
B.Â
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.]
