[Adopted 12-19-2016 by Ord. No. 993]
The Illinois General Assembly enacted Public Act 99-604, known
as the "Local Government Travel Expense Control Act," which becomes
effective on January 1, 2017.[1] In order to provide additional transparency and accountability
regarding the expenditure of public funds, the City Council of the
City of El Paso desires to establish a more detailed and formal procedure
for submitting, reviewing and approving expenses and travel reimbursements.
The City of El Paso wishes to ensure that elected and appointed officials
and employees who travel on official business will be treated fairly
and reimbursed at rates which are reasonable, consistent with actual,
necessary costs, and which will ensure the promotion of economy in
City government. The purpose is not to create an additional source
of income beyond the official's or employee's compensation.
[1]
Editor's Note: See 50 ILCS 150/1 et seq.
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.
Expenses incurred in the performance of a public purpose
which is required or useful for the benefit of the City to carry out
the responsibilities of City business.
Any expenditure directly incident to official travel by employees
and officers of the City or by wards or charges of the City involving
reimbursement to travelers or direct payment to private agencies providing
transportation or related services.
A.
Prior authorization
for all trips shall be obtained. The travel shall be approved by department
heads, or in the case of travel by department heads, the travel shall
be approved by the Director of Public Service. All travel by the Director
of Public Service shall be approved by the City Council. All travel
shall be approved prior to the beginning of travel. Said approval
may be oral, but, where requested, the same shall be in writing. Planned
travel by the City Council or the Mayor shall be approved by the majority
of the remaining City Council members.
B.
All travel
shall be by the most direct route and City-owned vehicles shall be
used whenever possible. All travel shall be by the most economical
mode of transportation available, considering travel time, costs and
work requirements.
C.
The full
cost of public transportation is recoverable if it is the chosen mode
of transportation by the department heads or the City Council.
D.
When the
use of a privately owned vehicle is necessary or desirable in consideration
of the City's travel policy and expenditures, it may be used at the
reimbursement rate given in the current year's Internal Revenue Service
provision for determination of mileage for business purposes.
E.
Mileage
will be payable to only one of two or more individuals traveling in
the same vehicle. The names of all travelers and their employing department
shall be listed on a travel voucher, along with a travel log that
indicates date, purpose of trip and total mileage.
F.
No mileage
payments are allowed for City Council members or department heads
or employees to attend committee meetings and City Council meetings.
A.
When traveling
outside of the City of El Paso, reimbursement for meals and tips shall
be allowed in accordance with the current year's per-diem rates established
by the Government Services Administration (GSA) within the continental
United States. These rates hall govern lodging, meals and incidental
expenses as published by GSA. In the event the actual cost of the
meals is less than the per-diem rates published by GSA, the reimbursement
shall be limited to the actual cost of the meals. A travel log must be
submitted with the request for reimbursement which substantiates the
business purpose, the travel dates, the applicable meals to be reimbursed
for each day, and the place of the travel. Meals and 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 meeting brochure
must be submitted with the travel log at the time of request for reimbursement.
B.
Alcoholic
beverages are excluded from reimbursement.
C.
Any exceptions
to the foregoing requirements shall be presented in a written letter
request to the department heads or to the City Council in the case
of department heads or the Director of Public Service requesting reimbursements.
[Amended 2-6-2017 by Ord.
No. 994]
A.
Lodging
expenses shall be reimbursed at the federal per-diem rates unless
the actual expenses are less than the cost of the lodging. The person
traveling shall always seek and use, when available, the economy room
rate offered by the hotel.
B.
Receipts
are required to be submitted with the travel vouchers to support the
accommodation expenses claimed.
C.
Notwithstanding
the foregoing, a person staying in the least expensive available room
in a hotel or motel in which a conference or meeting he or she is
attending is being held will be reimbursed for the actual lodging
costs, provided the person has received the prior written approval
of the department head or the City Council. The person shall confirm
at the check-in time that the room is the least expensive available,
and the person shall certify the above on his or her travel voucher.
No reimbursement of travel, meal or lodging expenses incurred
by a City employee or officer shall be authorized unless the travel,
meal and lodging expense reimbursement request form, attached hereto
and made a part hereof,[1] has been submitted and approved. All documents and information
submitted with the form shall be subject to disclosure under the Freedom
of Information Act (5 ILCS 140/1 et seq.).
[1]
Editor's Note: The request form is available from the City
offices.
Expenses for travel, meals and lodging of any officer or employee
that exceed the maximum reimbursement allowed under the regulations
adopted under this article, or any member of the corporate authorities
of the City of El Paso, may only be approved by roll call vote at
an open meeting of the corporate authorities of the City of El Paso.
However, in the event of an emergency or other extraordinary circumstances,
the corporate authorities may approve more than the maximum allowable
expenses set forth above.
The City of El Paso shall not reimburse any elected official,
employee or officer for any activities which would be considered entertainment.
Activities which would otherwise be considered entertainment, but
which are excluded from the prohibition on reimbursement due to being
ancillary to the purpose of the program or event, may be reimbursed
in accordance with the provisions of this article.
A.
The following
items may be reimbursed by the City if authorized by the department
head or the City Council: taxicab fares, parking fees, bridge, road
and tunnel tolls, storage of baggage, car rentals and tips for parking
attendants and baggage handling.
B.
Any miscellaneous
expenses in excess of $20 shall be accompanied by a receipt.
Any exceptions to the above travel policy regulations may be
granted when necessary to meet special circumstances in the best interest
of the City. Any request for an exception to the above regulations
shall be presented in letter form to the department head or City Council
for approval.
A.
No request
for reimbursement shall be made for items of expenditure, in connection
with travel, that are billed directly to the City. Travel expense
items billed to a credit card should accompany an appropriately signed
and completed City voucher for reimbursement.
B.
Business
meals and expenses. Business breakfasts, lunches and dinners for both
City employees and appropriate guests, which guests are involved in
the course of conducting City business, shall be deemed a legitimate
expense for City officials, employees and appropriate City guests.
Any misrepresentation or misuse of this policy shall be grounds
for disciplinary action.
