§ 2.84.020. Standard maximum allowable reimbursement.

Except as otherwise provided in this chapter, the Village shall pay or reimburse travel expenses up to the following maximum amounts:

(A)

Registration. When possible, registration fees will be paid in advance by the Village.

(B)

Travel. The least expensive method of travel will be used, providing that no hardship will be caused to the officer or employee. Officers and employees will be reimbursed for:

1.

Air travel at the coach or economy class commercial airline rate. First class or business class air travel will be reimbursed only if emergency circumstances warrant. The emergency circumstances must be explained on the expense form and Village Board approval of the additional expense is required. Copies of airline tickets must be attached to the expense form.

2.

Rail or bus travel at actual cost. Rail or bus travel costs may not exceed the cost of coach airfare. Copies of tickets must be attached to the expense form to substantiate amounts.

3.

Use of personal automobiles at the standard mileage rate approved by the Internal Revenue Service for income tax purposes. Mileage for use of personal automobiles in trips to and from transportation terminals will also be reimbursed. Toll charges and parking costs will be reimbursed.

4.

Automobile rental costs when the vehicle's use is warranted. The circumstances for such use must be explained on the expense form.

5.

Taxis, airport limousines, or other transportation costs.

(C)

Meals. Meals charged to the Village should represent mid-fare selections for the hotel/meeting facility or general area. Tips are included with meal charges. Expense forms must explain the meal charges incurred. Alcoholic beverages will not be reimbursed.

(D)

Lodging. Officers and employees should request conference rate or mid-fare room accommodations. A single room rate will be reimbursed. Officers and employees should pay personal expenses at checkout. If that is impossible, deductions for the charges should be made on the expense form.

(E)

Miscellaneous Expenses. Officers and employees may seek reimbursement for other expenses incurred while engaged in public business by fully describing the expenses on the expense form and attaching receipts.

(F)

The Village shall not pay or reimburse expenses incurred by a spouse or other travelling companion of an official or employee unless that spouse or other traveling companion is also an official or employee of the city engaged in Public Business.

(Ord. No. 2017-1, § 1, 1-3-2017)