Article VII: Expense Reimbursement

Includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place or public or private entertainment or amusement, unless ancillary to the purpose of the program or event.

(B)

PUBLIC BUSINESS

Means expenses incurred in the performance of a public purpose which is required or useful for the benefit of the County of Monroe, Illinois, to carry out the responsibilities of the County of Monroe, Illinois, business.

(C)

TRAVEL

Means any expenditure directly incident to official travel by employees and officers of the County of Monroe, Illinois, or by wards or charges of the County of Monroe, Illinois, involving reimbursements to travelers or direct payment to private agencies providing transportation or related services.

§ 1-7-2 Permitted Expenses.

The County shall only reimburse the following types of travel, meal, and lodging expenses incurred by its employees and officers up to the following maximum allowable amounts:

(A)

Transportation. The maximum allowable expense for transportation in a personal automobile shall be the current mileage reimbursement rate recommended by the Internal Revenue Service (IRS) on the date of travel for the total number of miles driven. Alternative forms of transportation, including, but not limited to, transportation by air, train, bus, or rental car, may be utilized, but reimbursement shall not exceed the equivalent of transportation in a personal automobile as set forth in this Section. All receipts evidencing alternative forms for transportation utilized shall be itemized.

(B)

Meals. The maximum allowable expense for meals incurred, including any taxes and tips expended, shall be calculated using the U.S. General Services Administration for the city the employee is visiting. The first and last travel day of travel will be adjusted by seventy-five percent (75%) of the full per diem amount. Employees shall pay for meal expenses using their own funds and request reimbursement. Itemized receipts for meal expenses are not required.

(C)

Employees will not be reimbursed for any meals that are provided as part of the seminar, training session or conference.

(D)

Employees shall not be reimbursed for meals related to seminars, training sessions or conferences that do not require an overnight stay.

(E)

Lodging. The maximum allowable expense for lodging incurred, including any taxes and tips expended, shall be calculated using the U.S. General Service Administration for the city the employee is visiting. An elected official or appointed county official per Section 1-4-4(B) has the authority to exceed the rate by up to one hundred fifty percent (150%). Any amount over one hundred fifty percent (150%) must be pre-approved by the County Board. All receipts evidencing lodging incurred shall be itemized.

(F)

Alcohol is specifically excluded from reimbursement.

§ 1-7-3 Completion of Form.

No reimbursement of travel, meal or lodging expenses incurred by a County employee or officer shall be authorized unless the “Travel, Meal, and Lodging Expense Reimbursement Request Form”, attached hereto as Addendum “D” and made a part hereof,[1] has been submitted and approved by either the applicable Department Head or a member of the County Board. 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: Addendum "D" is included as an attachment to this chapter.

§ 1-7-4 Request for Excessive Expenses.

Expenses for travel, meals, and lodging of (1) any officer or employee that exceeds the maximum reimbursement allowed under the regulations adopted under Section 1-7-2 of this Article or (2) any member of the Board of Commissioners of the County, may only be approved by roll call vote at an open meeting of the Board of Commissioners. However, in the event of an emergency or other extraordinary circumstances, the Board of Commissioners, may approve more than the maximum allowable expenses set forth above.

§ 1-7-5 Entertainment Expense Policy.

[Ord. No. 2025-03, 2-18-2025]

The County 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 purposes of the program or event, may be reimbursed in accordance with the provisions of this Article.