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. 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.
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.
PUBLIC BUSINESS
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.
TRAVEL
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.
The City of El Paso shall only reimburse the types of travel, meal and lodging expenses incurred by its employees and officers up to the maximum allowable amounts as set forth in §§
37-12,
37-13 and
37-14.
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, 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.).
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.
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.
Any misrepresentation or misuse of this policy shall be grounds
for disciplinary action.