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.
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.
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.
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.
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.
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.
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.
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
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
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.
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:
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.
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.